Register your organisation for eHealth in 5 steps (for multi-site facilities)

| 08 Nov 2013
3-step guide to registering for eHealth

Marlene Santos from the iCareHealth team has developed an easy step-by-step guide to registering a residential aged care facility to participate in the personally controlled electronic health record (PCEHR) system. And while this registration guide is intended for multi-site facilities only, our registration guide for single-site facilities can be accessed in this post.

If you’re completely new to eHealth, you may like to start by reading our essential eHealth information for aged care providers as well as our guide to understanding the puzzling eHealth language. Before you register, it will also be helpful to read the Healthcare Organisation Registration Guidebook.

Step 1

This step requires you to download and complete the Application to register a seed organisation. To clarify, a seed organisation is the head organisation within an organisation hierarchy, while network organisations stem from the seed organisation. For example, a multi-site aged care organisation would be the seed organisation while the separate facilities would each be network organisations.

There are three parts to the application:

  • Part A: This part requires you to complete the Healthcare Identifiers (HI) Service registration. This allows you to register your seed organisation, as well as the assigned Responsible Officer (RO) and Organisation Maintenance Officer (OMO) for a Healthcare Provider Identifier – Organisation (HPI-O). Both seed and network organisations will require their own HPI-Os.
  • Part B: This part requires you to complete the eHealth record system registration.
  • Part C: This part requires you to download and complete the Acceptable referee identification. This allows you to identify the assigned RO and OMO.

The Application to register a seed organisation can be submitted (with any necessary supporting documentation) to the return address on the application form. Once you have completed and submitted these, expect to allow six to eight weeks for processing.

Step 2

This step requires you to download and complete the Participation agreement for Healthcare Provider Organisation. All organisations must enter into a participation agreement to be eligible to register to participate in the PCEHR system. This application form must be completed for each network organisation in your network hierarchy that is a separate legal entity.

Before completing this form, you will need to know whether your organisational structure is a Sole Director Company, Company, Partnership, Sole Trader, Trust, Unincorporated Association or Association because the forms are different for each. If you can’t locate the right agreement for your organisation, please call 1800 723 471 for assistance.

The Participation agreement for Healthcare Provider Organisation can be submitted (with any necessary supporting documentation) to the return address on the application form. Once you have completed and submitted these, expect to allow two to three weeks for processing.

Step 3

This step requires you to download and complete the Application to Request a National Authentication Service for Health (NASH) Public Key Infrastructure (PKI) Certificate for Healthcare Provider Organisations.

Before completing this application form, be sure you have completed Step 1, and have already received your Health Provider Identifier – Organisation (HPI-O).

The Application to Request a National Authentication Service for Health (NASH) Public Key Infrastructure (PKI) Certificate for Healthcare Provider Organisations can be submitted (with any necessary supporting documentation) to the return address on the application form. Once you have completed and submitted these, expect to allow two to three weeks for processing.

Step 4

This step requires you to download and complete the Application to register a Network Organisation. This allows you to register each of your network organisations, or individual facilities, as well as a linked Organisation Maintenance Officer (OMO) for a Healthcare Provider Identifier – Organisation (HPI-O). This application form must be completed for each network organisation in your network hierarchy. For example, if you have 12 separate facilities, you must complete 12 application forms – one for each facility.

The Application to register a Network Organisation can be submitted (with any necessary supporting documentation) to the return address on the application form. Once you have completed and submitted these, expect to allow six to eight weeks for processing.

Step 5

This step requires you to download and complete the Application to register Network Organisation in the eHealth record system. This allows you to register each of your network organisations, or individual facilities, as a healthcare provider organisation under the PCEHR Act 2012.

The Application to register Network Organisation in the eHealth record system can be submitted (with any necessary supporting documentation) to the return address on the application form. Once you have completed and submitted these, expect to allow six to eight weeks for processing.

Next steps

Once your application form is processed and your organisation is officially registered to participate in the PCEHR system, you will receive a confirmation letter.

Authorised staff representing your organisation will then have permission to access the PCEHR system. However, before that happens you’ll want to make sure your software is PCEHR-compliant, and supports eHealth standards. Be sure to ask your software provider if their solutions are compatible and fit for sharing with the eHealth record system.

For more information about registering your organisation for eHealth, visit the useful links below:

A guide to registering for an eHealth record

National eHealth Transition Authority

eHealth.gov.au

Medicare Locals

(Image credit: Jamphong)

Have you successfully registered your organisation to participate in the PCEHR system? Do you have any other registration tips to share with our readers?

Tags: ehealth, NeHTA, PCEHR, residential aged care

Marlene Santos


Marlene Santos is an Implementation Consultant at iCareHealth in Australia. She has a great interest in eHealth and works closely with some of Victoria’s leading aged care providers to help them prepare for the Personally Controlled Electronic Health Record system.

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