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manual:my_health_record_forms_setup

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Accessing My Health Record

If you are using eHealth Conformant software (MMEx) you will be able to upload to the My Health Record system as well as view and download clinical information. You need to register your organisation to be able to access My Health Record.

Step 1.
Submit an online application for the following My Health Record services:

  • Seed Healthcare Provider Identifier - Organisation (HPI-O) registration
  • My Heath Record system registration
  • The application flow charts indicate that you will need to apply for a NASH certificate(This is not the case with MMEx). By linking your HPIO to ISA Technologies CSP number, you will be utilising the ISA Technologies CSP NASH Certificate and applying for a new one is not required.

MMEx acts as a Contracted Service Provider (CSP) and requires your organisation to have linked ISA Technologies to your organisation for accessing the My Health Record Service. To complete this you must login into the Health Professional Online Services (HPOS) and link your organisation to the CSP Number 8003637500022792.

Read this document for HPOS setup assistance.
This is general information only and should not be used as a HPOS user manual.

For specific HPOS assistance please contact HPOS if you cannot find information on the HPOS website Here

  • In HPOS, in the Network Map area (in Organisational Snapshot) of 'your account', you will need to click on 'Manage CSP Links' and add a separate entry there for each of your organisation's sites, then link the ISA Healthcare CSP number with each HPIO that you have.
  • In HPOS, also go to HI Services and then to network map. Select the location, go to CSP Links tab, if no CSP added select 'manage CSP links' and add the ISA CSP number (from the org centre) then click Submit.

Step 2.
Ensure all Clinicians have obtained their Healthcare Provider Identifier - Individual (HPI-I).

Step 3.
Contact MMEx Helpdesk for assistance in configuring MMEx for using My Health Record.

Healthcare Provider Organisations - Registration process summary

Checklist

Healthcare Provider Identifier - Organisation (HPI-O)

To be eligible for a HPI-O your organisation must:

  • provide healthcare related services
  • have employees to act in the roles of Responsible Officer (RO) and Organisation Maintenance Officer (OMO)

There are two organisation types in the HI Service:

  • seed organisations – Australian entities that provide or control the delivery of health care services
  • network organisations – organisations linked to, and providing services to, seed organisations

Register your seed or network organisation in the HI Service using the appropriate forms. If you are a sole Practitioner, you still require an HPI-O for your business.

This number is entered into the HPI-O field of the Organisation Profile in MMEx. All users belonging to the organisation inherit this number.

Healthcare Provider Identifier - Individual (HPI-I)

Individual healthcare providers registered with the Australian Health Practitioner Regulation Agency (AHPRA) are automatically assigned a healthcare identifier. If you are registered with AHPRA, contact the agency or the Healthcare Identifier Service Operator to get your healthcare identifier.

If you are practising a healthcare profession not regulated by AHPRA, you need to apply directly to the Healthcare Identifiers Service to get a healthcare identifier.

Healthcare providers with an HPI-I will be able to upload information to the clinical section of an eHealth record providing they are currently registered as a member of a health profession. Authorised users who don’t have an HPI-I, but are important to an individual patient’s care, will be able to view the eHealth record but will not be able to upload information.

NASH PKI Certificate

When registering to use the My Health Record system, users also need to apply for a NASH PKI certificate for:

  • healthcare provider organisations
  • individual healthcare providers, or
  • a contracted service provider or general supporting organisation

The NASH PKI certificate “links the HPI-O and HPI-I and provides a crucial link in the security for My Health Record.

Before applying for a particular NASH PKI certificate you must read:

  • the relevant certificate policy
  • the applicable terms and conditions of use, and
  • the relying party agreement, if applicable

HOWEVER By using MMEx, you are able to link your HPI-O to ISA Technologies CSP number and utilise the ISA Technologies CSP NASH Certificate. This step is not required.

MMEx acts as a Contracted Service Provider (CSP) and requires your organisation to have linked ISA Technologies to your organisation for accessing the My Health Record Service. To complete this you must login into the Health Professional Online Services (HPOS) and link your organisation to the CSP Number 8003637500022792.

Tips

For completing your online application

  • The Responsible Officer (RO) and the Organisation Maintenance Officer (OMO) can be the same person. And RO is usually an owner or manager
  • If the RO is not a known customer to the Healthcare identifiers Service, they must provide 100 points of Evidence of Identity (EoI). this can be provided securely on the eHealth Online Forms site.
  • If your organisation does not have a Medicare PKI Site Certificate then you will be required to provide EoI for your organisation

For submitting the forms

  • A list of required supporting documents will be provided to you during your application. Ensure you have uploaded the correct supporting documents before submitting your online application
  • You will need to provide evidence of your ongoing Registration with AHPRA to retain your HPI-I.

What you will receive from Human Services

  • Letter containing the organisation's HPI-O and Registration numbers for the RO and OMO
  • Letter confirming that your organisation is registered with the My Health Record system
  • NASH PKI Certificate (on a CD or USB) for Organisations with installation instructions (NB: not required if using MMEx)
  • Personal Identification Code (PIC) to use the NASH PKI Certificate.

You may also receive the following depending on what you applied for in the Seed Application form:

  • PKI Individual Certificates for the RO and OMO
  • PKI Site Certificate for the organisation
  • A PIC for each PKI Certificate.

Your certificates will arrive in separate packages. Please ensure these items are kept in a safe place in your organisation

Click here for more information about My Health Record

Turning on HI Services and My Health Record

In Organisation Centre, turn on HI Services and My Health Record

Configuring Users for My Health Record

It is suggested that permissions are modified in user roles, instead of in individual user profiles. This will reduce overall workload and ensure that all users in a particular role have the same permissions throughout the organisation.

MHR permissions

For each role, locate the My Health Record permissions.

Configure the permissions:

  • Unspecified - the user will have the permission that is specified in the central column (default is deny)
  • Deny - the user cannot interact with this feature.
  • Allow - the user can interact with this feature.
Permission What it does
My Health Record Access Gives user view access to the complete My Health Record
My Health Record Allow Emergency Access Allows user to access a My Health Record in an emergency without a code
My Health Record Audit View Allows user to access the My Health Record Audit Log to view all access and actions on My Health Records
My Health Record Change History Allows user to view the Change History through the right click function
My Health Record Registration Allow user to see My Health Record Link & icon, but can only view Access and Details Tabs of My Health Record
My Health Record Remove Document Allows user to remove a document from the My Health Record document list
My Health Record Upload Document Allows user to interact with the My Health Record upload/download etc
Bulk Update IHI Allows user to perform Bulk Update of IHIs
HI Services Allows IHI transactions
Patient IHI Allows user to verify an Individual IHI

Sample Roles

Organisations can configure roles so that they best suit their needs, workflows and role responsibilities. We've provided a few samples to provide guidance.

Receptionist/Admin would have Allow for the following permissions:

  • My Health Record Registration
  • Bulk Update IHI
  • HI Services
  • Patient IHI

A Clinical User would have Allow permission for the following:

  • My Health Record Access
  • My Health Record Change History
  • My Health Record Remove Document
  • My Health Record Upload Document

In addition, a Clinical User who might provide emergency treatment to a patient would have Allow for the following permission:

  • My Health Record Allow Emergency Access

Org Admin/Administrator would have Allow for the following permissions:

  • My Health Record Access
  • My Health Record Audit View
  • My Health Record Change History
  • My Health Record Remove Document
  • My Health Record Upload Document
  • HI Services

HPIO

This number needs to be entered in your organisational profile by MMEx Helpdesk.

You will be unable to record or validate user HPI-I's without it in place. (Ensure the HPI-O has been correctly linked in PRODA with the NASH key.)

HPII

An Organisation Administrator may add this number to the user profiles when they have HI Services permission activated, HI Services and My Health Record all turned on for the organisation.

You will need to ensure the organisation is configured with the HPI-O before you can enter/validate any user HPI-I's.

Then open individual users profile and enter their HPII to their individual profile - this field is not available in the individual's My Profile page.

When the HPII is entered into the user profile, you will be required to click the Check/Validate HPII button.

You will see the green message if successful.

Once validated, save the user profile.

The Health Provider Directory is another portal that the clinician should register their details into - you may see a message ”The HPII is not published in the Health Provider Directory.Error Message: [informational](WSE0035) No records have been found“.

For more information about the Health Provider Directory click here.

manual/my_health_record_forms_setup.txt · Last modified: 2019/05/09 02:45 by sarahb