Knowledge base » System Administration Functions » How to credential your organisation and staff to access My Health Record via EpiSoft using 'PRODA'
How to credential your organisation and staff to access My Health Record via EpiSoft using 'PRODA'
Purpose
This article is intended for EpiSoft system administrators including healthcare provider staff which manage their PRODA account (this is designated as the PRODA account's "Authorised Employee").
After reading this article, you should know how to:
1. Acquire and provide your organisation's HPI-O and Authorised Employee to EpiSoft
2. Acquire and configure the HPI-Is and AHPRA registration numbers in EpiSoft for your staff
3. Provide EpiSoft with Contracted Service Provider status
4. Determine and advise EpiSoft of your preferred minimum patient age for My Health Record upload.
Notes on Terminology
My Health Record is a shared patient record system provided by the Australian government. Eligible healthcare providers can access and contribute to a patient's My Health Record. All Australians have a My Health Record unless they have 'opted out'. Read more.
PRODA (Provider Digital Access) is an online authentication platform for accessing government services (including digital health infrastructure such as My Health Record) which is linked to the Australian Business Register. Read more.
AHPRA (Australian Health Practitioner Regulation Agency) provides a registry of authorised clinicians in Australia.
Prerequisites
You have notified EpiSoft via help@episoft.com.au or our Helpdesk of your intention to use the My Health Record integration. EpiSoft needs to configure your credentials (see Section 1 below) and your organisation's 'Message Triggers' in order for you to use the integration.
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To access My Health Record, your organisation and select staff need to be credentialed with Australia's digital health infrastructure 'Health Identifiers Service' ("HI Service") so that your system interactions are appropriately authenticated.
There are two key requirements to access My Health Record:
1. Your organisation must have a Health Provider Identifier - Organisation ('HPI-O")
2. Select staff must have a Health Provider Identifier - Individual ("HPI-I") and AHPRA registration number ("AHPRA code").
There is also a further requirement 3. for your organisation to authorise the EpiSoft system to connect you to My Health Record. This is known as Contracted Service Provider status ("CSP status").
Achieving these requirements will be explained in the following article.
1. Acquire and provide your organisation's HPI-O and Authorised Employee to EpiSoft
If your organisation already accesses My Health Record (directly or via an integrated clinical system) then you will already have an HPI-O. Your organisation will also have designated an 'authorised employee' who is the default authority on the organisation's Health Identifier interactions as well as some my Health Record interactions.
The authorised employee is set up and maintained in your Organisation page of EpiDirectory. They are typically a senior clinician / business principal or a senior administrative user. They must be a current active user of EpiSoft. EpiSoft will do the initial setup of your organisation but if this person leaves, you will need to change this user to a new authorised employee.
The authorised employee is used in the audit trail of your My Health Record interactions and is also used when a treatment cycle summary is removed from My Health Record (after upload) - read more.
Important! You need to provide both of these to EpiSoft.via help@episoft.com.au or our Helpdesk before proceeding with Sections 2 and further below.
If you don't already have an HPI-O, then you need to register for one here.
If you need support registering for a HPI-O, please contact EpiSoft Support via help@episoft.com.au or our Helpdesk
2. Acquire and configure the HPI-Is and AHPRA registration numbers in EpiSoft for your staff
Your organisation's interactions with My Health Record in EpiSoft will also need to be 'authorised' and 'signed' by select staff so that other users of My Health Record (not just the patient but also other healthcare providers) can see who was the supervising clinician and the authorising clinician on an uploaded document to the patient's My Health Record.
The identity of these clinicians uses the HPI-I (Healthcare Provider Identifier - Individual).
Staff members do not need HPI-Is for viewing documents in My Health Record, only for signing documents that you upload.
if you have an HPI-O as per Section 1 above and your organisation is enabled for Health Identifiers/My Health Record, then at least one of your staff must have a HPI-I already.
Tip! Staff who have registered with Ahpra should have already been assigned an HPI-I.
You can apply for further HPI-Is here.
If you need support registering for a HPI-I, please contact EpiSoft Support via help@episoft.com.au or our Helpdesk
Once your staff have an AHPRA code and a HPI-I, please enter their AHPRA code on their EpiSoft Edit User page. If your organisation has been configured by EpiSoft to have My Health Record integration, the user's HPI-I will be automatically acquired (if it exists) including its Active status.
If the staff member already has an AHPRA code entered, hitting Save on the user page will return their HPI-I details.
Enter the user's AHPRA code to automatically acquire their HPI-I.
Important! EpiSoft's implementation of My Health Record integration requires the following users to have HPI-Is:
A: Users which 'author' specialist letters (eg. discharge summaries, updates to the GP) in EpiSoft's Referrals/Correspondence module. These will usually be clinicians. These will be the 'From' person configured on the Letter.
Showing the 'From' field on a Letter in Referrals/Correspondence.
The person who eSigns the letter also must have an HPI-I in order for that letter to be copied to My Health Record.
B1. (Customers using EpiSoft's protocol module only) People set as the 'Protocol Clinician'. The protocol clinician will be sent as the 'supervising clinician' in the data we send to My Health Record. NOTE: If your organisation's Protocol Clinicians do not have a HPI-I, then see B2. for a fallback option.
Showing the 'Protocol Clinician' field on a protocol.
B2. In the absence of a Protocol Clinician with a HPI-I, the 'supervising clinician' for My Health Record interactions in relation to the protocol is the first signatory on the protocol. The first signatory is also always the 'authorising clinician'.
While we display other signatories in the visible list on the Treatment Cycle Summary, only the first signatory must have an HPI-I and will go separately in the message to My Health Record.
This would typically be the person prescribing the protocol but may also be a transcriber.
Showing the first protocol signatory.
3. Provide EpiSoft with Contracted Service Provider status
EpiSoft needs to be authorised to facilitate your interactions with My Health Record.
How to provide EpiSoft CSP status, including more information about CSP
Important! EpiSoft's CSP number is 8003632500019849
4. Determine and advise EpiSoft of your preferred minimum patient age for My Health Record upload.
By default, all patients 18 years of age and older will be eligible for My Health Record upload. This means your staff will not be prompted to upload documents to My Health Record where the patient is younger than 18 years of age.
Important! If you wish to change this default, please advise the age (in years) that your organisation wishes to set as the applicable minimum.
This article is intended for EpiSoft system administrators including healthcare provider staff which manage their PRODA account (this is designated as the PRODA account's "Authorised Employee").
After reading this article, you should know how to:
1. Acquire and provide your organisation's HPI-O and Authorised Employee to EpiSoft
2. Acquire and configure the HPI-Is and AHPRA registration numbers in EpiSoft for your staff
3. Provide EpiSoft with Contracted Service Provider status
4. Determine and advise EpiSoft of your preferred minimum patient age for My Health Record upload.
Notes on Terminology
My Health Record is a shared patient record system provided by the Australian government. Eligible healthcare providers can access and contribute to a patient's My Health Record. All Australians have a My Health Record unless they have 'opted out'. Read more.
PRODA (Provider Digital Access) is an online authentication platform for accessing government services (including digital health infrastructure such as My Health Record) which is linked to the Australian Business Register. Read more.
AHPRA (Australian Health Practitioner Regulation Agency) provides a registry of authorised clinicians in Australia.
Prerequisites
You have notified EpiSoft via help@episoft.com.au or our Helpdesk of your intention to use the My Health Record integration. EpiSoft needs to configure your credentials (see Section 1 below) and your organisation's 'Message Triggers' in order for you to use the integration.
________________________________________________________________________________________
To access My Health Record, your organisation and select staff need to be credentialed with Australia's digital health infrastructure 'Health Identifiers Service' ("HI Service") so that your system interactions are appropriately authenticated.
There are two key requirements to access My Health Record:
1. Your organisation must have a Health Provider Identifier - Organisation ('HPI-O")
2. Select staff must have a Health Provider Identifier - Individual ("HPI-I") and AHPRA registration number ("AHPRA code").
There is also a further requirement 3. for your organisation to authorise the EpiSoft system to connect you to My Health Record. This is known as Contracted Service Provider status ("CSP status").
Achieving these requirements will be explained in the following article.
1. Acquire and provide your organisation's HPI-O and Authorised Employee to EpiSoft
If your organisation already accesses My Health Record (directly or via an integrated clinical system) then you will already have an HPI-O. Your organisation will also have designated an 'authorised employee' who is the default authority on the organisation's Health Identifier interactions as well as some my Health Record interactions.
The authorised employee is set up and maintained in your Organisation page of EpiDirectory. They are typically a senior clinician / business principal or a senior administrative user. They must be a current active user of EpiSoft. EpiSoft will do the initial setup of your organisation but if this person leaves, you will need to change this user to a new authorised employee.
The authorised employee is used in the audit trail of your My Health Record interactions and is also used when a treatment cycle summary is removed from My Health Record (after upload) - read more.
Important! You need to provide both of these to EpiSoft.via help@episoft.com.au or our Helpdesk before proceeding with Sections 2 and further below.
If you don't already have an HPI-O, then you need to register for one here.
If you need support registering for a HPI-O, please contact EpiSoft Support via help@episoft.com.au or our Helpdesk
2. Acquire and configure the HPI-Is and AHPRA registration numbers in EpiSoft for your staff
Your organisation's interactions with My Health Record in EpiSoft will also need to be 'authorised' and 'signed' by select staff so that other users of My Health Record (not just the patient but also other healthcare providers) can see who was the supervising clinician and the authorising clinician on an uploaded document to the patient's My Health Record.
The identity of these clinicians uses the HPI-I (Healthcare Provider Identifier - Individual).
Staff members do not need HPI-Is for viewing documents in My Health Record, only for signing documents that you upload.
if you have an HPI-O as per Section 1 above and your organisation is enabled for Health Identifiers/My Health Record, then at least one of your staff must have a HPI-I already.
Tip! Staff who have registered with Ahpra should have already been assigned an HPI-I.
You can apply for further HPI-Is here.
If you need support registering for a HPI-I, please contact EpiSoft Support via help@episoft.com.au or our Helpdesk
Once your staff have an AHPRA code and a HPI-I, please enter their AHPRA code on their EpiSoft Edit User page. If your organisation has been configured by EpiSoft to have My Health Record integration, the user's HPI-I will be automatically acquired (if it exists) including its Active status.
If the staff member already has an AHPRA code entered, hitting Save on the user page will return their HPI-I details.
Enter the user's AHPRA code to automatically acquire their HPI-I.
Important! EpiSoft's implementation of My Health Record integration requires the following users to have HPI-Is:
A: Users which 'author' specialist letters (eg. discharge summaries, updates to the GP) in EpiSoft's Referrals/Correspondence module. These will usually be clinicians. These will be the 'From' person configured on the Letter.
Showing the 'From' field on a Letter in Referrals/Correspondence.
The person who eSigns the letter also must have an HPI-I in order for that letter to be copied to My Health Record.
B1. (Customers using EpiSoft's protocol module only) People set as the 'Protocol Clinician'. The protocol clinician will be sent as the 'supervising clinician' in the data we send to My Health Record. NOTE: If your organisation's Protocol Clinicians do not have a HPI-I, then see B2. for a fallback option.
Showing the 'Protocol Clinician' field on a protocol.
B2. In the absence of a Protocol Clinician with a HPI-I, the 'supervising clinician' for My Health Record interactions in relation to the protocol is the first signatory on the protocol. The first signatory is also always the 'authorising clinician'.
While we display other signatories in the visible list on the Treatment Cycle Summary, only the first signatory must have an HPI-I and will go separately in the message to My Health Record.
This would typically be the person prescribing the protocol but may also be a transcriber.
Showing the first protocol signatory.
3. Provide EpiSoft with Contracted Service Provider status
EpiSoft needs to be authorised to facilitate your interactions with My Health Record.
How to provide EpiSoft CSP status, including more information about CSP
Important! EpiSoft's CSP number is 8003632500019849
4. Determine and advise EpiSoft of your preferred minimum patient age for My Health Record upload.
By default, all patients 18 years of age and older will be eligible for My Health Record upload. This means your staff will not be prompted to upload documents to My Health Record where the patient is younger than 18 years of age.
Important! If you wish to change this default, please advise the age (in years) that your organisation wishes to set as the applicable minimum.
