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My Health Record

Explain it to me in 15 seconds…
MMEx is integrated with My Health Record.
Your organisation and user profiles need to be configured to enable visibility of My Health Record - this will display a link to MHR in the Patient Widget. Click on this widget to access the record.

When a user has a My Health Record that you can access you will see a green icon adjacent to the My Health Record link. There are additional coloured icons that may display - look below on this page for the key.

Opening My Health Record you will see all documents uploaded to the patient's MHR on the Documents List tab.
You can add a document to the patient's record from the Author a Document tab, or from the action menu on a progress note that you have written.

The content and format of documents added to a patient MHR is defined by ADHA.


Getting ready to use My Health Record

The My Health Record is a national initiative of the Australian Digital Health Agency. My Health Record is a patient controlled eHealth record. This puts the patient in control of a Health Summary/Patient Portal of health care information. The patient can elect who see it, who can use it, and control the content within the record.

More information on the My Health Record can be gained at:

Clinical staff using MMEx can access and share information with My Health Record where this has been configured and established. This aims to guide set up and use of My Health Record through MMEx.

MMEx communicates with My Health Record on your behalf.
Audit logs will show who MMEx communicated (performed an action) on behalf of.

If My Health Record is configured for use, the record can be found through the patient widget:

There is a small icon next to the ‘My Health Record’ that indicates status:

Icon Icon Colour Display text
Green My Health Record Exists and access is granted
Blue My Health Record Exists but no access is granted
Dark Yellow My Health Record doesn't appear to exist (Patient probably opted out of having a MHR)
Red My Health Record Check returned an error. Patient has no IHI recorded.
GreyA check for My Health Record has not been done. Click on the icon to trigger the check

Users can view information that has been shared to the patient My Health Record. Users are able to add information that integrates with the My Health Record:

Setting up My Health Record for individual patients

The patient must be registered and hold a My Health Record prior to accessing and using through MMEx. Patients can check or set this up though the 'My.Gov' services following this steps:

In order to gain access to the patient's eHealth Record, the following criteria must be met.

  1. Healthcare Organisation Registered
  2. Practitioner profile updated with a valid IHI
  3. Patient Registered
  4. Patient Consent recorded in Patient Details (Parental Consent (if under 16))

The yellow icon indicates if set up is required:

Patient Registration for My Health Record

As an alternative to the patient registering themselves at elsewhere, you can choose to assist your patient with set up by selecting ‘Register for a New My Health Record’:

Make sure the patient or caregiver has some form of identification with them to accompany the registration process. Some more information is available at:

With the patient present, work though the document to complete the information required:

Once the form is completed, follow the steps to print the form, signed by the patient, upload signed version back to the patients file and once completed it can be submitted:

NB: Due to the recent amendments to the My Health Records Act 2012, which strengthen privacy controls for teens, Healthcare providers will no longer be able to register young people over the age of 14 but under 18 for a My Health Record as a child through the Assisted Registration process.
Providers can instead register these teenagers as adults. If there is an attempt to register a teen in this age bracket as a child from this time onwards, an error message stating that a “child cannot be older than 18 years of age” instead of 14 years of age will be generated. If you are contacted in relation to this error, please be aware that this is expected behaviour and the message was not updated in order to reduce the impact to you and your providers.

Validating IHIs

The patient needs to have their national IHI (Individual Health Identifier). An IHI is appointed to individuals when they are assigned a Medicare or DVA number. The IHI needs to be entered and kept up to date in the Patients Demographic Screen:

Users are able to validate the IHI or get further information is the status is not updated. IHI’s may change when demographic details change, this will sometime require the MMEx and My Health Record to re-sync if there are updates:

The IHI may be gained with the right patients details if available. Navigate to the ‘Patient IHI’ in the patient widget:

Use the ‘Search for IHI Number & Status’ button to check staus of the patient IHI:

First time access may require activation codes:

  • If the users access is not completed, only ‘Access’ will be available as an option to proceed.
  • The user can run another check to see if a My Health Record is available. This can be run after the appropriate patient and user setup and registration has been completed.
  • First time access after registration is successful, or if the user profile has been updated, a code can be requested to verify the patient consents to access.
  • Gain urgent access. See Emergency Access

Bulk Update of IHIs

There is an option to update multiple IHIs for patients together. Open the Bulk Update IHI from the left side menu:

Follow the steps to add the patients you would like to check, by selecting Add Batch:


Set your filters and click Save

Once completed, you will be shown which patients IHI information was updated along with a list of patients where this was not successful due to missing information or an error of some type.

My Health Record tutorial video is available here.

Once all permissions and settings are correctly established, the user should have a list of options on the My Health Record Clinical Summary:

Access is available for:

a. Documents – List of documents that exist in the patient My Health Record:

b. Author a Document – For producing a clinical information (Medications, Observations, Discharge information etc.) to go into the My Health record.

c. Details – Basic demographics, including IHI number.

d. Medicare Overview – This provides information of encounters where Medicare recorded the occasion of service. This is useful for immunisations, organ donor information and recent visits.

e. Prescription & Dispense – Shows the patients medication history and status. A number of filters are available:

  • Date Ranges
  • Prescription, Brand Name, Generic Name, PBS code item or Nil.

f. Observation view – Where observation data exists, it will be available to view. This includes information entered by the patient, or by providers.

Each section has filters available to make finding information easier. Most information is available to download as a PDF document and able to be filed in the MMEx Patient Record.

Adding Clinical Information to My Health Record

Users are able to add clinical information to the patient My Health Record. The patient should consent to this information being entered into their My Health Record. Select ‘Author a Document’:

The following information can be shared to the patient My Health Record:

Create a Shared Health Summary

Shared Health Summary.
After confirming patient details can select what ‘History’, ‘Medications’, ‘Allergies’ can go into the patients My Health Record:

Create an eReferral

Create a Specialist's Letter

Create a Discharge Summary

Create an Event Summary

Event Summary:
Once you select event summary, the system navigates to the patients clinical summary screen. The user is able to select a previously completed progress note, right click and select ‘Upload to My Health Record’:

Confirmation will be given once the upload is complete:

Emergency Access

If you are treating a patient in an Emergency and want to access the patients My Health Record urgently, access can be granted under certain criteria:

If you need emergency access granted, click on the access tab, and ‘Gain Access by Emergency’ and follow the prompts:

Further Information

All Information in this manual is subject to change. Please refer to the appropriate E-Health Authority for more information.
If you find a inconsistency with the documentation and E-Health Authority please notify Help Desk.
My Health Record

manual/my_health_record_forms.txt · Last modified: 2019/12/17 22:46 by sarahb