The My Health Record system (previously known as the Personally Controlled Electronic Health Record or 'PCEHR') allows doctors to access their patients’ existing medical information and records as well as to maintain and add to them. It is important to note that My Health Record is an opt-out service and any person that does not opt-out before 15 November 2018, will automatically have a record created for them.
To configure My Health Record, follow the instructions below, so that you and your colleagues are able to access these records with ease.
Before you begin
To be able to configure and use My Health Record, you'll need to make sure you've got a few things ready first. Read through the points below before proceeding to make sure you're ready to go.
Getting Genie Ready
- To use My Health Record within Genie you must be running Genie version 9.0.1 or higher. If you are not and need to upgrade, please contact our Support Team
- Ensure HIC Online has been installed on all computers you intend to use My Health Record Functionality from. It is likely that all reception machines already have HIC Online installed, but doctors’ machines may not. To install HIC Online, navigate to Special > Software Updates, tick the checkbox to the left of HIC Online and press the Install 1 Item button.
Getting your Site and Users Ready
- Your practice must have an Organisational Healthcare Provider Identifier (HPI-O) which Medicare will provide when you register with their Healthcare Identifiers Services. For more information on this, please head to http://www.medicareaustralia.gov.au/provider/health-identifier
- Designate individuals in your practice to be the Responsible Officer (RO), and Organisation Maintenance Officer (OMO). For more information about these roles, see Medicare's documentation on Responsible Officers.
- Register your practice, RO, and OMO with Medicare HI Services. This will also update your current PKI certificate to work with the HI Service. Medicare can provide the required application form for this.
- Submit the Authorised Employee details for staff, other than those with an individual Healthcare Provider Identifier (HPI-I), who will access the HI service. You can download the application form and Online User Guide from Medicare’s Forms page.
- Ensure each provider in the practice has an HPI-I, which are issued by AHPRA, and would have been included in the last registration letter sent to each doctor. You can also log into your AHPRA account via www.ahpra.gov.au or call Medicare on 1300 361 457.
The terms and acronyms used throughout this article might be unclear for first time users. To make sure you're aware of the information you need, familiarise yourself with the terms below.
- Individual Healthcare Identifier (IHI) - Identifier allocated to all individuals enrolled in the Medicare program or those who are issued with a Department of Veterans' Affairs (DVA) treatment card and others who seek healthcare in Australia.
- Healthcare Provider Identifier - Individual (HPI-I)- Identifier allocated to healthcare providers involved in providing patient care.
- Healthcare Provider Identifier - Organisation (HPI-O) Identifier allocated to organisations that deliver healthcare (such as hospitals and medical practices).
- Record Access Consent Code (RAC) - Passphrase nominated by an individual, which prevents healthcare providers and organisations from adding themselves to the access list without permission from the patient.
- Limited Document Access Code (LDAC) - Passphrase nominated by an individual, which prevents retrieval of limited access clinical documents. The patient does not have to have a RAC code to have an LDAC code.
Navigate to File > Practice Preferences > Details. Ensure that the HPI-O has been entered and verified. If the information has been entered incorrectly you will receive one of the below messages:
The identifier is checked directly with an algorithm that NeHTA uses. If you receive one of the above errors, you can be sure that the identifier is incorrect.
After entering the correct HPI-O, please navigate to the Clinical tab. From here you can select Activate for this Practice and select the correct certificate from the Certificate Used drop down. This certificate is the same as the one you imported in Step 1. It should be named general.(your HPI-O number).id.electronichealth.net.au
Navigate to File > All User Preferences and double-click on the name of the user who needs to access My Health Record.
Within the Details tab, enter the HPI-I for the user at the bottom of the window. If you are unsure of the user’s HPI-I, you can search for it using the icon next to the HPI-I field.
At the top right of the Details tab, tick the Activate for this User tickbox. Leave Check automatically when opening a Patient’s Clinical Record ticked.
While in the Details tab as part of Step 3, click the blue Information icon. This icon can also be found in the Clinical tab of the Practice Preferences. Clicking this will open the My Health Record Diagnosis window.
If any of the lines appear red instead of green, it means that the related step above has not been completed properly. For specifics on how to resolve each of the listed errors, please see the table below:
|Error||How to Resolve|
|The practice has an HPI-O recorded in practice preferences||This indicates that the HPI-O is missing from the practice preferences. To correct this, navigate to File > Practice Preferences and select your practice. At the bottom of your Details tab, enter the HPI-O for your organisation. Ensure you select Save before closing out.|
|My Health Record functionality has been activated for the current Practice||Within your Practice Preferences > Clinical tab select Activate for the Practice under My Health Record.|
|A Certificate has been selected in the practice preference to contact the Server||Within your Practice Preferences > Clinical tab, select the appropriate certificate from your Certificate Used drop down. If nothing is available, please return to Step 1 and complete the PSI Record set up again.|
|The user has an HPI-I recorded in User Preferences||Navigate to File > User Preferences and ensure that the HPI-I has been entered under the Details tab.|
|My Health Record functionality has been activated for the current User||Navigate to File > User Preferences and ensure that Activate for this User is selected under My Health Record|
Once your practice has been configured correctly for My Health Record, you can begin retrieving patient IHI numbers. This can be done from within each patient’s demographics window. This window can be accessed by selecting the patient in the Appointment Book or Patient List and clicking the Edit Patient icon . Within this window, enter the patient’s IHI or click Get IHI.
If you click Get IHI you will be presented with this window:
This allows you to perform the IHI search using the patient’s details and either their DVA, Medicare, or even their IHI number itself if they are able to provide it to you.
If you wish to search using an address rather than an ID number, select the Address radio button. Genie will then allow you to search using a number of address fields, as shown below:
When you have entered the appropriate search fields, select Search. If the search is successful you will be returned to the patient demographics window, and Genie will have populated the patient IHI.
If the search is not successful, you may need to try searching for the patient using different details and search fields.