HPOS

Managing delegations

As a provider, you can nominate someone to do tasks on your behalf in HPOS.

You can nominate someone who has their own PRODA account or individual PKI certificate. For example, you can nominate your practice manager. Administrative staff can submit a request to you for delegation access.

Administrative staff can be delegates for multiple providers.

Your delegate must select the correct provider they intend to act on behalf of when performing tasks in HPOS.

Delegation functions

Delegates have access to the following information and services:

  • mailbox, statements and subscriptions
  • find a patient, patient profile, multiple details request
  • DVA Patient Treatment reports
  • National Bowel Cancer Screening Program (NBCSP), if you’re registered
  • Prescription Shopping Patient Summary reports
  • Rural Incentive Programs
  • Therapeutic Goods Administration (TGA) Recall/Hazard Alerts
  • Child Dental Benefits Schedule (CDBS), if you’re a dentist
  • Medicare Bulk Bill Webclaim and Medicare Patient Claim Webclaim
  • DVA Webclaim, if you’re eligible
  • Medicare Bulk Bill reports, including Easyclaim Processing and Payment reports
  • MBS items online checker
  • provider personal details, excluding banking details
  • provider number details including creating a new provider location, if you’re eligible
  • track and scale, if you’re eligible.

Delegation requests and renewals

You and your administrative staff can manage new delegation requests and delegation renewals.

Delegates can:

  • submit a new request for delegation access to you for approval
  • submit a request to you to renew their delegation end date.

As a provider, you can:

  • set up a new delegation
  • approve or decline a new delegation request or renewal request
  • update a delegation end date before it expires.

Delegation requests and renewals must be actioned in 14 days.

Delegation expiry

When you approve a delegate, they can act on your behalf for 12 months. You can approve a delegation request to expire before 12 months. Delegates can also request their delegation to expire before 12 months.

You will need to renew all delegations after either:

  • the default 12-month period
  • the period they set up.

Unless the delegation period is less than 14 days, you and your delegates will get an expiry warning notification in your HPOS mailboxes before the delegation expires.

Instructions for providers

Nominate a new delegate

You must use your delegate’s valid and current Registration Authority (RA) number to nominate a delegate.

Get the RA number from:

  • your PRODA account email
  • the USB PKI token or smartcard for individual PKI certificates.

How to nominate a delegate

  1. Log on to HPOS.
  2. Select My details.
  3. Select My delegates.
  4. Select Add new delegate.
  5. Enter the RA number for your nominated delegate, then select Search. If you use an invalid or expired RA number you can’t go any further.
  6. The delegation end date will be the default 12 month period. You can enter another end date up to the maximum 12 month period.
  7. Select Nominate to confirm the delegate to act on your behalf. The new delegate will appear in the My delegates list.

How to view transactions

  1. Select My details.
  2. Select My access history.

How to extend your delegate’s end date

  1. Log on to HPOS.
  2. Select My details.
  3. Select My delegates.
  4. Select Edit against the delegation you wish to change.
  5. Enter a new delegation end date. You can enter another end date up to the maximum 12 month period.
  6. Select Confirm to update the request for the delegation extension. The new delegate end date will appear in the My delegates list.

How to approve a new delegation request or renewal

  1. Log on to HPOS.
  2. Select My details.
  3. Select My delegates.
  4. Select Review.
  5. Review your delegation requests you have 14 days to action requests. You can change the delegation end date before you approve.
  6. Select Approve to confirm the delegate and end date or Reject to reject the request.
  7. If you approve the request, the new delegate will appear in the My delegates list. 

How to delete or remove a delegate

  1. Log on to HPOS.
  2. Select My details.
  3. Select My delegates
  4. Select Remove for the delegation you want to delete. The details of the selected delegate will display.
  5. Select OK to confirm the removal of the person as your delegate. An updated My delegates list will display.

Instructions for Delegates

How to submit a delegation request

  1. Log on to HPOS.
  2. Select My providers from the HPOS home page.
  3. Select Request delegation.
  4. Enter the RA number for your nominated provider then select Search.
  5. The delegation end date can be updated before submitting the request.
  6. Select Request to submit your request to the provider. The pending request will appear in the My delegate requests list.
  7. The delegation request will be sent to the provider for approval. The provider will have 14 days to action the request.

How to request an extension of your delegation

  1. Log on to HPOS
  2. Select My providers from the HPOS home page. Select Edit against the delegation you wish to change.
  3. Enter a new delegation end date. You can enter another end date up to the maximum 12 month period.
  4. Select Submit to confirm the request for the extension. The pending request will appear in the My delegate requests list.
  5. The delegation request will be sent to the provider for approval. The provider will have 14 days to action the request. 

How to remove your delegation

  1. Log on to HPOS.
  2. Select My providers from the HPOS home page.
  3. Select Edit for the delegation you wish to delete. The details of the selected provider will display.
  4. Select Remove.
  5. Select OK to confirm the removal of the association between you and the provider.

How to select a provider to act on their behalf

  1. Log on to HPOS.
  2. Select My providers from the HPOS home page.
  3. From the My providers table select, Select in the Action column.
  4. You will then be acting on behalf of the provider in HPOS.
  5. To stop acting, select Stop acting button on the right hand side of the header.
This information was printed Wednesday 22 May 2019 from https://www.humanservices.gov.au/organisations/health-professionals/services/medicare/hpos/resources/managing-delegations It may not include all of the relevant information on this topic. Please consider any relevant site notices at https://www.humanservices.gov.au/individuals/site-notices when using this material.

Page last updated: 22 February 2019