My Health Record
The My Health Record is an online summary of an individual’s health information that can be shared securely between the patient and authorised healthcare providers involved in their care. Individuals control what goes into their My Health Record, and who can access it. Registered and authorised healthcare providers such as general practitioners, specialists, pharmacists, allied health professionals and hospital staff can access it online from anywhere at any time when they need to, like in an accident or emergency.
For My Health Record information and support contact the Digital Health team via email firstname.lastname@example.org or phone 1300 467 265.
What information is stored within the My Health Record?
The information stored in a My Health Record can include:
- Medicare and Pharmaceutical Benefits Scheme information
- Organ Donor decisions
- Immunisations that are included in the Australian Immunisation Register.
- Clinical documents added by healthcare providers including:
- Shared Health Summaries
- Event summaries
- Hospital discharge summaries
- Prescription records
- Specialist and referral documents
- Pathology and diagnosis imaging reports (Available in QLD in 2018)
- Personal health notes written by individuals including:
- Contact numbers and emergency contact details
- Current medications
- Allergy information and any previous adverse reactions
- Indigenous status
- Veteran or Australian Defence Force status
- Living will or advance care planning documents
- Child growth developments
What are the benefits of My Health Record?
A My Health Record has many benefits for patients and healthcare providers.
- Quick and easy access to up to date patient health information, including:
- Medical history
- Better decision making by healthcare providers through the availability of more complete, more accurate and more up-to date patient health information.
- Contribute to reduce number of avoidable adverse events through better use of the online information.
- Increased efficiencies by helping, for example, reduce the number of unnecessary repeat tests, hospitalisations and follow up specialist visits.
Read more about the My Health Record benefits:
What security and access controls does My Health Record have?
The Australian Digital Health Agency (ADHA), as the system operator, is responsible for the security of the My Health Record system. They have in place a comprehensive set of people, processes, and technology controls to protect health records from a cyber-attack. The ADHA advises that the system has bank strength security which ensures information is stored and accessed by only trusted, connected health systems.
Accessing and uploading to a My Health Record:
A My Health Record can be accessed by any registered healthcare providers involved in the care of a patient.
In registering for a My Health Record, patients provide standing consent for all healthcare organisations involved in their care to view and upload clinical information to their record. When uploading a new Shared Health Summary it is important that the patients consent is obtained. Although it is not legally required to obtain consent when uploading other document types, it is good medical practice to advise a patient when information is uploaded to their My Health Record.
The My Health Record legislation does not prevent a healthcare provider from accessing and viewing an individual’s My Health Record outside of a consultation provided that access is for the purpose of providing healthcare to the individual.
Individual access control:
Individuals control which healthcare organisations can access the information in their My Health Record by enabling advanced privacy controls. Individuals can limit access to their entire record or to some documents using an access code.
In an emergency, a provider can assert the emergency access functionality which will override the existing access controls for a specified period.
Download My Health Record Security fact sheet.
Registering to access My Health Record as a Healthcare Organisation
Healthcare organisations are required to go through a registration process to access a patient’s My Health Record. There are three parts to the My Health Record organisation registration.
- Healthcare Provider Identifier for Organisations (HPI-O) registration
The Healthcare Provider Identifier for Organisations (HPI-O) is a unique 16 digit number used to identify organisations which deliver healthcare in Australia. To be eligible for a HPI-O, the organisation must provide health related services and employ an identified healthcare provider. To register for a HPI-O submit an online application form. For further information or to find out if the organisation is already registered phone the Healthcare Identifiers Service on 1300 361 457 or email email@example.com.
- My Health Record system registration
Registration to the My Health Record system is also required to access a patient’s My Health Record. To register, submit an online application form. Compliance with a range of obligations is required when participating in the My Health Record system, as set out under the My Health Records Act 2012 , the My Health Records Regulation 2012 and the My Health Records Rule 2016. This includes having a policy in place that addresses certain matters, such as security measures and training of staff. Download a sample policy that can be adjusted and implemented within the organisation.
- National Authentication Service for Health (NASH) Public Key Infrastructure (PKI) Certificate.
A NASH PKI certificate is a digital certificate that authenticates an individual provider or organisation whenever they access the My Health Record system. Organisations are required to have a NASH PKI Certificate policy. Download a sample policy that can be adjusted and implemented within the organisation. There are two types of NASH PKI Certificates: Organisation and Individual. Which NASH certificate is required will depend on if the healthcare organisation is accessing My Health Record via conformant clinical software or the provider portal. Conformant Clinical Software Accessing the My Health Record system via conformant clinical software enables healthcare providers to upload, view and download clinical documents directly from their clinical software system. View the full list of conformant clinical software. To access My Health Record via conformant clinical software, healthcare organisations are required to apply for the NASH PKI Certificate for Healthcare Provider Organisations. This can be done via the online forms application tool. My Health Record Provider Portal If the clinical software used is not conformant, use the Provider Portal to access a patient’s My Health Record. Each healthcare provider at the organisation will need to obtain an individual NASH PKI Certificate and be authorised by their healthcare organisation to access the Provider Portal. This can be done online through the Department of Human Services. For more information see My Health Record Organisation Registration Guide and My Health Record Provider Registration Flowchart useful.
Setting up access to My Health Record
Once registration is complete, the healthcare organisation will receive various items in the mail from the Department of Human Services. Set up will depend on if the healthcare organisation is accessing My Health Record via conformant clinical software or the provider portal.
Set up for Conformant Clinical Software
To set up My Health Record in the clinical software, the NASH certificate needs to be installed. The HPI-O & HPI-I’s will also need to be entered into the clinical software. Remember, the HPI-O number identifies the organisation and the HPI-I number identifies the healthcare providers within the organisation. All healthcare providers who are registered with AHPRA will already have a HPI-I number. For those who are not registered with AHPRA, applications can be completed online. Below are links to set up instructions for common clinical software. Alternatively, contact the clinical software provider for more information.
Set up for My Health Record Provider Portal
To access the My Health Record provider portal, each healthcare provider will need to install their Individual NASH certificate. The practice/business manager will also need to update the list of healthcare providers authorised to access the My Health Record system on behalf of the practice. To do this, they can:
- use Health Professional Online Services;
- call 1800 723 471, and press option 2, or;
- submit the Application to establish list of authorised healthcare provider individuals form.
Assisting patients to register for My Health Record
Individuals can register for a My Health Record online, by phone or in person at a Medicare service centre. All registered healthcare providers can also support patients through assisted registration. Assisted registration was developed so that individuals could register for a My Health Record with support from healthcare organisations involved in their care and whose guidance they trust. The process is done through conformant clinical software. If the healthcare organisation is accessing My Health Record through the provider portal, assisted registration can be completed using the online tool. The Organisation Maintenance Officer (OMO) or Responsible Officer (RO) will be required to email to Myhealthrecord.AssistedReg@health.gov.au and provide their full name, email address, contact phone number and the organisation’s name and HPI-O certificate details. To provide assisted registration, the healthcare organisation is required to have an active policy in place. Download a sample policy that can be adjusted and implemented within the organisation.
Process of assisting a patient to register
- The patient must be provided with a copy of the Essential Information sheet to read. They must provide verbal consent to register for My Health Record, and for providers to upload their health information. Utilise the assisted registration practice script to support this process.
- Assert the identity of the patient as a known customer of the healthcare provider organisation, or through a 100 point ID check.
- Use the Assisted Registration functionality within the practices clinical software to complete the patient’s registration.
Below are links to assisted registration instructions for common clinical software.
- Medical Director
- Best Practice
- A screen will notify the authorised employee whether the application for a My Health Record was successful or unsuccessful. If successful, an Identity Verification Code (IVC) will be generated. An IVC is used by the patient to access their My Health Record online via the My Gov webpage for the first time and will expire within 30 days. The patient may elect to receive their IVC by SMS, email or through the organisation.
The individual will be registered almost immediately allowing the healthcare provider to upload clinical information to their My Health Record. Find out more information in the Assisted Registration: A guide for healthcare Provider Organisations or quick step guide.
Accessing and uploading documents
Accessing a My Health Record
Below are links to video software demonstrations and fact sheets on how to access a patient’s My Health Record through conformant clinical software.
|Software demonstration||Cheat sheets|
Uploading a Shared Health Summary
Below are links to video software demonstrations and fact sheets on how to upload a shared health summary to a patient’s My Health Record.
|Software demonstration||Cheat sheets|
Uploading an Event Summary
Below are links to fact sheets on how to upload an event summary to a patient’s My Health Record.
Viewing and Uploading Prescription and Dispensing records
Below are links to fact sheets on how to upload a prescription/dispense record to a patient’s My Health Record
Find below fact sheets on how to view prescription/ dispense information.
Training and promotional resources
Access to training and promotional resources is available through the Australian Digital Health Agency website.
Self-paced training for providers
These self-paced training modules introduce the key principles which will underpin use of the My Health Record system and demonstrate its features and functionalities. The training covers a range of topics and includes specific modules for general practice, community pharmacy, hospitals, specialists, allied health and residential aged care.
Simulated test environment
Simulate the use of the My Health Record functionality in a number of clinical software is available. The simulation mode can be used to learn how to upload, view and register a patient.
The following clinical software systems are available in simulation mode: Best Practice, Communicare, Genie, Med Tech, Medical Director and Zedmed.
Access the test simulation environment.
There are a number of promotional resources that can be used to inform consumers about My Health Record. Instructions for ordering My Health Record brochures.
- My Health Record carers fact sheet
- My Health Record parents and guardians fact sheet
- My Health Record – All you need to know’ multilingual brochures