National Authentication Service for Health

Register seed organisations in HI Service and My Health Record, and manage NASH certificates in HPOS

A guide to help organisation representatives register their seed organisation in the HI Service and My Health Record, and manage their individual and organisation Medicare and NASH certificates in HPOS.

You can use the Healthcare Identifiers (HI) Service in HPOS to:

  • register a seed organisation in the HI Service and My Health Record
  • maintain healthcare identifier details
  • search for providers and organisations in the HI Service
  • create links to providers working at your organisation to display in the Healthcare Provider Directory.

Read more about HI Service.

What you can do in HPOS depends on the HI Service functions available to your role. These roles are:

  • Responsible Officer (RO)
  • Organisation Maintenance Officer (OMO)
  • individual healthcare provider with a Healthcare Provider Identifier – Individual (HPI-I).

For more information see HI Service functions by role.

Register your seed organisation in the HI Service and My Health Record

    You need a PRODA account to register your seed organisation using the online form in HPOS.

    To register, you must:

    • log onto HPOS using your PRODA account
    • select My programs from the Main Menu
    • select Healthcare Identifiers – Register Seed Organisation to open the application
    • read the important information
    • enter your ABN/ACN and click Apply Now
    • complete the fields in each tab
    • check your details on the confirmation screen
    • update any details if they’re incorrect
    • select I agree at the bottom of the screen
    • select Confirm.

    We’ll send a notification to your HPOS Messages once your application is processed.

    Access HI Service functions in HPOS

    You need a PRODA account or PKI certificate linked to your organisation in the HI Service.

    For more information about linking certificates, see Request or link PKI certificates for organisations and OMOs.

    Manage your individual healthcare identifier details

    You can’t update your AHPRA information using this service. Please contact AHPRA to change those details.

    To view the organisations you're linked to in the Healthcare Provider Directory in HPOS, you need to:

    • select Healthcare Identifiers from the Main Menu
    • select My Details to display your provider details
    • use the tabs to view and update your name, contacts, address and PDS entry
    • select the appropriate link to add new details
    • select Amend to change details
    • select Delete to delete an entry
    • select Submit, when changes have been made.

    Create a new Organisation Maintenance Officer (OMO)

    To create a new OMO, you need to:

    • select Healthcare Identifiers from the Main Menu
    • select the organisation you’d like to amend
    • select My Organisation Details
    • select the OMO tab
    • select the Manage Maintenance Officers link
    • select Add
    • select Add new OMO
    • complete the mandatory fields then select Add
    • select Confirm.

    Manage OMO details

    To update OMO details in HPOS, you need to:

    • select Healthcare Identifiers from the Main Menu
    • select My OMO Details to display your own OMO details
    • use the tabs to view and update your name, contacts and address
    • choose the appropriate link on the page to add new details
    • select Amend to change details
    • select Delete to delete an entry
    • select Save to save your changes
    • select Submit to confirm.

    Link an existing OMO

    To link an existing OMO in HPOS, you need to:

    • select Healthcare Identifiers from the Main Menu
    • select the organisation you’d like to amend
    • select My Organisation Details
    • select the OMO tab
    • select the Manage Maintenance Officers link on this page
    • select Add
    • enter the ID number of a known OMO into the Identification Number field
    • select Add
    • select Confirm.

    Manage your Responsible Officer (RO) details

    To update RO details in HPOS, you need to:

    • select Healthcare Identifiers from the Main Menu in HPOS
    • select My Responsible Officer details to display your RO details
    • use the tabs to view and update your name, contacts and address
    • choose the appropriate link on the page to add new details
    • select Amend to change details
    • select Delete to delete an entry
    • select Save to save your changes
    • select Submit to confirm.

    Search for healthcare providers

    The Healthcare Provider Directory (HPD) is also known as the Provider Directory Service (PDS) in HPOS. You can only find providers who are listed in HPD.

    You can search using location, such as state and country, with at least one other piece of identifying information. Your search can show up to 50 providers.

    Search for an organisation

    • select Healthcare Identifiers from the Main Menu in HPOS
    • select Search HI Provider Directory Service for Organisation
    • enter the HPI-O number or enter the State and Country of the organisation and at least one other field
    • select Search.

    Search for an individual healthcare provider

    • select Healthcare Identifiers from the Main Menu in HPOS
    • select Search HI Provider Directory Service for Individual
    • select an Identification Number Search and enter the provider's HPI-I number or AHPRA Registration Number and Family Name, or
    • select the Demographic Search and enter the State and Country of the individual and at least one other field, such as Family Name, Given Name, Date of Birth, Sex or Address
    • select Search.

    Manage HPI-O details

    Only people with an RO or OMO role can update an organisation’s details.

    You may hold a role for more than one organisation. Select the healthcare provider organisation from the 'Where are you' menu before you update an organisation’s details in the HI Service.

    ROs and OMOs can update:

    • the organisation service type
    • contact details
    • addresses.

    To access your organisation’s details:

    • select Healthcare Identifiers from the Main Menu in HPOS
    • select your organisation from the list displayed
    • select My Organisation Details
    • using the tabs along the top of the screen, you can view, add, update and delete details
    • select the required tab.

    Select the Summary tab to see a snapshot of the organisation's details.

    • select Add Organisation, Deactivate Organisation or Complete a Change of Ownership as appropriate
    • select Submit to confirm.

    Select the Services tab and the organisation's service summary will display.

    • select Add New Organisation Service Details or Amend to update organisation service details
    • select Submit to confirm.

    Select the Names tab and the organisation's name summary will display.

    • select Add New Name Details or Amend to update organisation name details
    • select Submit to confirm.

    Select the Contacts tab and the organisation's contact details summary will display.

    • select Add New Contact Details or Amend to update contact details
    • select Submit to confirm.

    Select the Addresses tab and the organisation's address details summary will display.

    • select Add New Address Details or Amend to update address details
    • select Submit to confirm.

    Select the ELS (Endpoint Locator Service) tab and the organisation's ELS identity summary will display.

    This directory helps organisations find each other and securely share documents and messages. For example, organisations can send and receive electronic referrals or electronic prescriptions.

    It's important the ELS details are correct and in the HPD. Organisations can have multiple ELS details depending on how they want to get secure messages.

    Contact your software vendor to confirm the ELS address.

    • select Add New ELS Details, Amend or Delete to update ELS details
      • the Endpoint Locator Service Identity field identifies the ELS and distinguishes ELS URLs
      • the Endpoint Locator Service Address field is for the Web Services URL address for electronic clinical information exchange
      • the Endpoint Locator Service Security Certificate Reference field is the qualified certificate reference of an organisation which identifies a certificate reference for communication with the ELS
    • select Submit to confirm
      • the next step is to publish the ELS details within your HPD entry. See HPD tab for further instructions.

    Select the OMO tab and the OMO’s will display.

    • select Manage maintenance roles to update the list
    • select Add, Amend or Remove to update OMO details
    • select the OMO number to view OMO details
    • select Submit to confirm.

    Select the HPI-I Links tab and the organisation's linked providers will display in a list.

    • select Manage Providers to link a healthcare provider individual to your organisation
    • to locate the person enter their HPI-I number or RA number then select Search
    • select Submit to link the individual provider.

    Select the HPD tab and a list of the HPD entries, associated with the organisation will display.

    • select Amend or Delete to change an entry, or
    • select Add New PDS Entry Details, to add a new entry and include in the HPD
    • select Publish in PDS Details and select the ELS Details check box
    • select Save Changes then Submit to confirm updates, and publish in the HPD.

    Select the CSP Links tab and a list of the organisation's linked Contracted Service Providers (CSP) will display. Your software vendor will give you their registration number if you need to add them to your HI Service record.

    • select Manage CSP links to link a CSP to your organisation
    • select Add to add a CSP
      • enter the CSP Number to find a CSP
      • if the CSP details are correct, select confirm. This will link the CSP organisation to the organisation's HPI-O
    • select Remove to remove a link to a CSP organisation, then select Submit to confirm.

    View the organisation's network map

    A network map shows an organisation's hierarchy. It displays all organisations linked together.

    To see an organisation’s details:

    • select Healthcare Identifiers from the Main Menu in HPOS
    • select View Network Map and the network map will display
    • select any organisation in the map to view its details.

    You can select to view other networks ROs or linked OMOs by selecting Another Network.

    Request link or revoke PKI certificates

    Pharmacies - Do not request a Medicare Site certificate to access healthcare identifiers. Please link your existing PBS site certificate.

    Organisation Maintenance Officers (OMO) can:

    • request new Medicare PKI site certificates or NASH PKI organisation certificates
    • link existing Medicare PKI site certificates or PBS site certificates 
    • request us to revoke NASH PKI organisation certificates.

    You need to know your certificate registration authority (RA) number to link an existing certificate.

    You need to:

    • select Healthcare Identifiers from the Main Menu in HPOS
    • select the required organisation record. You may need to navigate to the correct record – refer to 'view the organisation's network map', 'manage HPI-O details' and 'manage your OMO' procedures
    • select the Certificates tab
    • select the relevant hyperlink.

    If you request a NASH PKI certificate, you need to provide a mobile number. We’ll send you a text message when the certificate is ready.

    Manage authorised employees list

    Only OMOs can manage an organisation's authorised employee list, verify identity of staff and get HI Service information over the phone. To maintain an authorised employee list, upload the authorised employee template using the HPOS Mail Centre.

    When you submit an updated Authorised Employee Register it will replace any previous spreadsheet.

    • download the Authorised Employee Register
    • before completing, read the Example tab in the spreadsheet
    • complete the Authorised employee register tab in the spreadsheet, including the date the authorisation for the employee began or finished
    • make sure you Save the completed spreadsheet as your master list
    • include the words 'Authorised Employee file HPI-O 8003 62_ _ _ _ _ _ _ _ _ _ ' in the subject field of your email
    • once completed, Submit the spreadsheet to the Healthcare Identifiers through HPOS Mail Centre.

    Learn how to use HPOS Messages.

    Table of HI Service functions by role

    What you can do in HPOS will depend on your assigned role:

    If you’re an RO and you need to access OMO functions, contact HI Service. We’ll ask you some security questions before we process the request over the phone.

    Service HPI-I RO OMO
    Manage Provider
    Directory Entry
    Search for Individual
    Provider Directory Entry
    Search for Provider
    Individual Details
    Read Provider
    Organisation Details
    Manage Provider
    Organisation Details
    Search for Healthcare
    Organisation Directory Entry
    Search for Provider
    Organisation Details
    Read Provider or Administrative
    Individual Details
    Manage Provider or Administrative
    Individual Details

    Page last updated: 18 March 2019