Frequently Asked Questions for Healthcare Providers

//Frequently Asked Questions for Healthcare Providers

Frequently Asked Questions for Healthcare Providers

Yes. Some self-regulated healthcare providers may be able to access the My Health Record system via a local Clinical Information System (CIS) or the National Provider Portal with the patient’s consent; however, to create an event summary you will need a Healthcare Provider Identifier-Individual (HPI-I). Self-regulated professional cannot create a Shared Health Summary.

There are provisions in the Healthcare Identifiers Act 2010 for self-regulated professions to obtain a HPI-I through the Department of Human Services (e.g. social workers who are a member of their professional association).

Documents uploaded to My Health Record display contact details that have been entered into your clinical information system (CIS). In July 2014, changes were made to the system to reduce the possibility of a healthcare provider’s personal contact details being shown via the consumer and provider portals. This change means that now only contact details identified as ‘workplace’ will be visible in My Health Record.

Where personal contact information is automatically included, it can be viewed through a CIS or in the content section of a clinical document in the consumer and provider portals. This may be because the contact information was entered as part of the installation of your CIS or you have entered your personal contact details in a ‘User Settings’ screen. If you do not want this information uploaded to the system you should review your contact details to make sure only the details you consent to being available are included.

Changes will be required by software vendors to prevent this information being shown via a CIS. The System Operator is working will all vendors connected to the system to make this change. If you would like to know if your CIS is affected, and what you can do to remove personal contact details, contact your CIS provider.

The My Health Record system aims to minimise the time spent by GPs inputting patient information. The Department of Health has been working with doctors and other healthcare providers to establish the best and most efficient means of setting up the records and adding data, and will continue to consult as the system is developed.

The time it will take to upload information into a My Health Record depends on the complexity of the patient’s health condition and the amount of information already available.

RACGP standards (against which most GP practices are accredited) require that GPs have a current health summary for 75 per cent of their active patients. As the Shared Health Summary in the My Health Record is based on the existing GP summary template, much of the information needed to create a Shared Health Summary may already be in the local record.

The Australian Government has funded the uptake and support of My Health Record technology in general practices, including through the Practice Incentives Program eHealth Incentive, which aims to encourage general practices to keep up to date with the latest developments in Digital Health and adopt new Digital Health technology as it becomes available.

Yes, under MBS items for general practice attendances, GPs can account for the time taken to prepare Shared Health Summaries and Event Summaries for a My Health Record, if the activities are undertaken with any form of patient history taking and/or other clinically relevant activities form part of a consultation. These activities are considered to be part of the documentation for treatment of the patient and count towards the calculation of consultation time for billing.

Yes. The staff at your Healthcare Provider Organisation can access My Health Records as long as they are authorised users, even if they do not have an Healthcare Provider Identifier-Individual (HPI-I) identifying them as a healthcare provider. The My Health Record system entrusts a participating organisation to grant access to ‘authorised users.’ An authorised user must be an employee who has a legitimate need to access the My Health Record system as part of their role in healthcare delivery. When authorised users without a HPI-I access the My Health Record system, they are only permitted to access the records of patients with whom they are involved in delivering healthcare services. All access to the My Health Record system is with the patient’s initial consent and is audited. Authorised users without an HPI-I cannot be listed as the author of a clinical document submitted to the My Health Record system.

If you are a healthcare provider registered with the Australian Health Practitioner Regulation Agency (AHPRA) you have been assigned an identifier known as HPI-I.

Healthcare providers in a field of practice not covered by AHPRA must complete an application for a HPI-I via the Department of Human Services. To apply, go to the Department of Human Services website (, follow the link to individual healthcare provider forms and apply to register as an individual healthcare provider. If you are part of a healthcare organisation, your practice manager can download the forms to register your organisation for a Healthcare Provider Identifier – Organisation (HPI-O) number.

If you have not received your HPI-I, or have forgotten it, call the HI Service on 1300 361 457.

National Authentication Service for Health (NASH) Public Key Infrastructure (PKI) certificates are issued to healthcare organisations and individual providers registered and authorised to authenticate their secure access to the My Health Record system.

There are two types of NASH PKI certificates used in the My Health Record system:

  • organisational certificates used to securely authenticate healthcare organisations accessing the My Health Record system via their local clinical information systems; and
  • individual certificates used to securely authenticate healthcare providers access to digital health records via the Provider portal.