HI SERVICE - Health Identifiers Service User Manual (7.10+)

background the healthcare identifiers service (hi service) is a national system for uniquely identifying healthcare providers and patients a healthcare identifier is a unique 16 digit number which makes sure the right health information is associated with the right individual the hi service forms the basis of other ehealth initiatives, such as the personally controlled electronic health record (pcehr) now called my health record the department of human services (dhs) manages the allocation, maintenance anddisclosure of healthcare identifiers to healthcare providers, healthcare organisations and the public this is legislated under the healthcare identifiers act 2010 which can be found at http //www comlaw\ gov au/details/c2010c0440 http //www comlaw\ gov au/details/c2010c0440 the purpose of this document is to guide you through changes, setup and use of the hi service in profile (minimum profile version required is 7 6) it is expected that your organisation has completed the external setup components with dhs such as registering your organisation and receiving pki certificates however, this document will touch on some of these points note the ama have a guide labeled “getting ready for the pip ehealth incentive and pcehr” available at https //ama com au/article/getting ready pip ehealth incentive and pcehr https //ama com au/article/getting ready pip ehealth incentive and pcehr healthcare provider organisations (hpi o) there are two organisation types that operate within the hi service a seed organisation is a legal entity within australia which provides or controls the delivery of healthcare services a network organisation is linked to, and provides services to, the seed organisation to register, forms can be found at https //www servicesaustralia gov au/healthcare identifiers hi service for health professionals https //www servicesaustralia gov au/healthcare identifiers hi service for health professionals healthcare provider individuals (hpi i) healthcare providers can register for a healthcare provider identifier individual (hpi i) to register with the hi service, you need to complete the appropriate form(s) to register, forms can be found at https //www humanservices gov au/organisations/healthprofessionals/services/medicare/healthcare identifiers service health professionals https //www humanservices gov au/organisations/healthprofessionals/services/medicare/healthcare identifiers service health professionals accessing the hi service electronically (via pki certificates) microsoft net framework 4 needs to be installed on the server you can download this via http //www microsoft com/net/download http //www microsoft com/net/download consult your it system administrator before doing this install if you have an existing department of human services public key infrastructure (pki) certificate, you canuse this form https //www humanservices gov au/organisations/health professionals/forms/hw045 https //www humanservices gov au/organisations/health professionals/forms/hw045 or call dhs on 1300 361 457 to update your permissions to include hi service access read the individual/provider certificate information on https //www humanservices gov au/organisations/health professionals/subjects/doing business onlinehealth professionals https //www humanservices gov au/organisations/health professionals/subjects/doing business onlinehealth professionals and complete the appropriate forms if you need to apply for a pki you’ll need to provide evidence of your identity with these forms the new pki certificates need to be shared and available from your server changes in profile for hi and secure message delivery services there are several areas in profile where changes were made to incorporate hi service mechanisms the patient register ( patient/new patient or patient/alter patient ) now contains an area to enter, update and display the patient ihi details field description ihi number displays the 16 digit number created by the hi service to identify the patient allows the hi service to be searched for verification ihi number status indicates the validity of the ihi number as of a date ihi validations will expire based on a configurable number of days and must be re validated ihi record status indicates whether the ihi number is provisional, unverified, or verified ihi last update displays the date that the ihi number or any of its associated statuses have been updated organisation/people & places/providers and users now contains an area to update and display a provider’s hpi i and an area to indicate whether the provider is a responsible officer for pos or an organisation maintenance officer for pos general view in the provider/user profile (read only) reference view in provider profile organisation/external providers now contains an area to display and update the external provider’s hpi i and the hpi o general view in external provider profile (read only) reference view in external provider profile organisation/preferences/emessages now contains 2 new services associated with hi service a scheduled task can be created that allows the organisation to specify when batch searching of patients’ ihi is done through new health identifier service batch search all incoming messages relating to the hi service can be viewed in control centre/manage/incoming hi messages note the role action must be granted all outgoing messages to the hi service can be viewed in control centre/manage/outgoing messages hot tip a filter can be created to display only hi services by checking the health identifier service checkbox in the message types panel any errors created by using the hi service can be viewed in control centre/manage/import /export errors a column for ihi number can be viewed in control centre/manage/merge/delete prior to merging, a prompt will ask you if you want to search for new ihi configuration installing medicare certificates these instructions should be performed on the server machine logged in as administrator with full privileges to install certificates it is expected that you know the medicare certificates’ passphrases this process only needs to be done once and only on the server machine where ihserver is running typically, there are 2 medicare certificates fac sign p12 fac encrypt p12 these both need to be installed into the trusted certificate stores for windows on the server note if ih server exe services run under a service account, the certificates need to be imported into the personal certificate store for the user’s login the same steps below can be followed but in step 2, instead of selecting trusted root certification authorities , select personal click start/run and enter certmgr msc to launch the certificate manager application in the certmgr window, select trusted root certification authorities in the toolbar menu, select action/all tasks/import… to launch the certificate import wizard press next and browse to where the medicare certificates are located on the server and select the fac sign p12 certificate note you may need to choose the personal information exchange p12 extension from the dropdown list next to the file name field press next and enter the medicare certificate passphrase into the password field press next, select the place all certificates in the following store radio button and press browse check the show physical stores checkbox, expand the trusted root certification authorities folder and select local computer press ok press next and finish note if a security warning confirming that you want to import the certificate appears at any point during this process, press yes for the fac encrypt p12 certificate, follow the same steps as above, except you will import it into the intermediate certification authorities folder in the certmgr window profile setup responsible officer (ro) and the organisation maintenance officer (omo) an individual can be both ro and omo, but profile will only allow one ro to be checked per organisation, though multiple omos are allowed only the ro can perform verification of the hpi o foran organisation and the omo can perform verification of hpi i number of a provider and hpi o and hpi i numbers of an external provider go to organisations/people & places open the provider/user’s profile and, in the general view, check the responsible officer for pos checkbox and/or the organisation maintenance officer for pos checkbox in the roles view, grant the role action for this provider/user press ok verifying hpi o login as the ro go to organisation/people & places double click the organisation profile verify the name and address of the organisation this will be used to verify that the hpi o is accurate if the hpi o does not match the organisation name or is not found, the hpi o will be invalid installing emessage services for hi and secure message delivery health identifier and secure message delivery (smd) services can be set up at the same time in profile even if the practice is not yet using smd for smd, the practice must have installed the nash certificate for its hpi o – this is the same certificate used for my health record (the certificate will have a subjectname similar to general 8003623233351435 id electronichealth net au) prior to creating the new smd emessage service, set up outgoing and incoming directories on the practice hard drive for message storage and note the path name to these folders set up of health identifier service go to organisation/preferences/emessages drag and drop health identifier service from the available services panel to the installed services panel in the name field, ensure health identifier service is entered ensure that the base url is https //www3 medicareaustralia gov au/pcert/soap/services/ https //www3 medicareaustralia gov au/pcert/soap/services/ in the certificate panel, enter your organisation’s certificate passphrase into the passphrase field and press import profile will prompt you to browse to and select your pki certificate (fac sign p12) press ok to import the certificate press test to see if the certificate is valid in the troubleshooting panel, set the number of days that the ihi number validation will be in effect for example, after 100 days, access to a patient’s my health record will not be permitted unless the patient’s ihi is validated on the alter patient screen press ok set up of health identifier service batch search drag and drop health identifier service batch search from the available services panel to the installed services panel this opens the health identifier service batch searchproperties window in the name field, ensure health identifier service batch search is entered ensure that the base url is https //www3 medicareaustralia gov au/pcert/soap/services/ https //www3 medicareaustralia gov au/pcert/soap/services/ check the perform batch search of hi service for patients without ihi number and update matching records checkbox the default hi service limit is 100, but this can be edited in the notify (for error and status reports) field, enter the ro or the omo login name this individual will be sent status updates on the batch ihi search via email press ok set up my health record or secure message delivery (smd) for ereferrals drag and drop ehealth access from the available services panel to the installed services panel this opens the ehealth access properties window in the specific panel/ general tab, enter your organisation’s hpi o number in the certificate panel, enter your organisation’s certificate passphrase into the passphrase field and press import profile will prompt you to browse to and select your nash hpi o certificate (fac sign p12) press ok to import the certificate press test to see if the certificate is valid even if your practice is not using smd, create an outgoing directory and incoming directory for message storage in the specific panel/ ereferral tab enter the hpi o number and press verify with hi service (which can only be done by the user with the responsible officer for pos checkbox checked, as mentioned previously) if the hi service verifies the hpi o and organisation name, then hpi o verified will be displayed if the hi service deems the hpi o to be invalid, then a tooltip with information will appear and an error log will becreated in control centre/manage/import/export error s verify provider hpi i login as the omo go to organisation/people & places open the provider’s profile verify the full name and address of the provider this will be used to verify that the hpi i is accurate if the hpi i does not match the provider’s full name or is not found, the hpi i will be invalid note to verify a provider’s hpi i, you will need to have registered and know their hpi i already profile can only verify your provider’s hpi i if they are registered with dhs and their details match what has been submitted to dhs if the provider is registered with a middle name, for example, this must match what is in profile under their full name go to the reference view and enter the hpi i number press verify with hi service if the hi service verifies the hpi i, then it will display in the general view if the hi service deems the hpi i to be invalid, then a tooltip with information will appear and an error log will be created in control centre/manage/import/export errors verifying external provider hpi to use secure message delivery, external provider hpis (organisation or providers) need to be verified and stored in profile an external provider record can store either a hpi i or hpi o or both log in as the omo go to organisation/external providers search for and open the desired external provider’s profile check the full name and address the full name will be used to verify that the hpi i is accurate if the hpi i does not match the full name or is not found, the hpi i will be invalid check the org name the external provider’s org name will be used to verify that the hpi o is accurate if the hpi o does not match the org name or is not found, the hpi o will be invalid in the reference view, enter the external provider’s hpi i and/or hpi o number in the relevant field press verify with hi service if the hi service verifies the hpi, then it will display in the general view if the hi service deems the hpi to be invalid, then a tooltip with information will appear and an error log will be created in control centre/manage/import/export errors verifying and searching patients’ ihis profile will ask you to verify or search for ihi details when a new patient is created or when an already existing patient’s details are altered if a patient’s name, date of birth, gender and medicare or dva numbers are recorded, then profile will prompt you to search the hi service for the patient’s ihi number if a patient’s name, date of birth, gender and ihi number are recorded, then profile will prompt you to verify the patient’s ihi number if yes is pressed, then profile will search and verify the patient’s ihi if no is pressed, then profile will continue saving the patient’s record without an ihi even if recorded searching ihis ihis have been assigned to patients with medicare or dva numbers it is highly likely that a search using these numbers will return the patient’s ihi if the patient’s medicare or dva card number is recorded along with name, gender and date of birth, then profile can search for the patient’s ihi number go to patient/alter patient search for and select the patient check the patient’s name, date of birth and gender update or enter the patient’s medicare or dva card number note if the ihi does not match the patient’s details, or is not found, the ihi will not be recorded press search hi service (search may take a few seconds) if the hi service verifies the ihi, it will display in ihi number field the ihi number status , ihi record status and ihi last update fields will automatically populate these can beaudited by pressing show versions and scrolling through the dropdown options if the hi service deems the ihi to be invalid, then a tooltip with information will appear and an error log will be created in control centre/manage/import/export errors verifying ihis if the patient’s ihi number is known and recorded then profile can search for and verify the record in combination with their name, date of birth and gender go to patient/alter patient search for and select the patient check the patient’s name, date of birth and gender enter the patient’s ihi number note if the ihi does not match the patient’s details, or is not found, the ihi will not be recorded press search hi service (search may take a few seconds) if the hi service verifies the ihi, it will display in ihi number field the ihi number status , ihi record status and ihi last update fields will automatically populate these can beaudited by pressing show versions and scrolling through the dropdown options if the hi service deems the ihi to be invalid, then a tooltip with information will appear and an error log will be created in control centre/manage/import/export errors note ihi validation will expire based on the number of days set up in the hi service emessage if it expires, my health record access will be denied until it is re validated batch updating of ihi details the hi service has the option of submitting batch searches to be carried out in the background without user interference – for example, overnight these searches can be used to updatepatients’ records and report on any errors encountered as mentioned in the installing emessage services for hi and secure message delivery section, there is currently a limit of 100 requests per batch as set out by the hi service go to organisation/preferences/emessages and double click to open health identifier service batch search go to the schedule tab, and check the use task schedule checkbox press new and create desired the task schedule the start time and end time fields should typically be set to your clinic’s opening and closing times respectively in this case, as we recommend scheduling the daily task during the night to avoid conflicts with other tasks, the start time should be set to a late hour and the end time set accordingly ensure that the year in the end before field is set to the year 2099 the time field next to it can stay at the defaulted time (time of task schedule creation) please see the screenshot in changes in profile hi and secure message delivery services, for an example press ok once the task has successfully run, an email will be sent to the individual designated in the notify field of the health identifier service batch search window hot tip the schedule can be accessed for disabling and altering via organisation/system tasks explorer under emessage service “health identifier service batch search” the audit logs of the batch search can be found in control centre/manage/incoming hi messages they are identified by the hi service operation column merging patients the patient records that are being merged may or may not have ihi numbers and if these numbers are present, they may or may not be the same in any case, the hi service will be searched for the master patient record at the end of the merge process (after the server processing of all the merges has completed and control is returned to the client), the ihi lookup process will start when a merge is initiated, a dialog box pops up to confirm that you want to search the hi service if yes is pressed, profile will merge the patients and then search the hi service for the merged recordif an ihi is found, then profile will prompt you to save the details if an ihi is not found, no ihi will be stored and an error log will be created in control centre/manage/import/export errors if no is pressed, profile will merge the patients and not search the hi service for the patients ihi details the existing ihi details will remain print variables print variables have been created in profile to accommodate the new hi service numbers these can be used in letters, appointments, forms, typing templates, patient and clinical information panels «letter patient ihi» «letter patient ihilastupdate» «letter patient ihinumstatus» «letter patient ihirecstatus» «letter patient careteam("xxx") hpii» «letter patient careteam("xxx") hpio» «letter patient doctoralt hpii» «letter patient doctorusual hpii» «letter patient leadmaternityprovider hpii» «letter patient leadmaternityprovider hpio» «letter doctor hpii» «letter pos hpio» «letter pos omo» «letter pos ro» «letter encounter provider hpii» «letter encounter pos hpio» «letter encounter pos omo» «letter encounter pos ro» «letter organisation hpio» «letter organisation omo» «letter organisation ro» «letter recipient ihi» «letter recipient ihilastupdate» «letter recipient ihinumstatus» «letter recipient ihirecstatus» «letter loggedonuser hpii» «letter loggedonpos hpio» «letter loggedonpos omo» «letter loggedonpos ro» «letter context case patient ihi» «letter context case patient ihilastupdate» «letter context case patient ihinumstatus» «letter context case patient ihirecstatus» «letter context whiteboard patient ihi» «letter context whiteboard patient ihilastupdate» «letter context whiteboard patient ihinumstatus» «letter context whiteboard patient ihirecstatus» «letter context whiteboard fromprovider hpii» «letter context whiteboard toprovider hpii» «letter context whiteboard frompos hpio» «letter context whiteboard frompos omo» «letter context whiteboard frompos ro» «letter context whiteboard topos hpio» «letter context whiteboard topos omo» «letter context whiteboard topos ro» «letter context waitlist patient ihi» «letter context waitlist patient ihilastupdate» «letter context waitlist patient ihinumstatus» «letter context waitlist patient ihirecstatus» «letter context waitlist provider hpii» «letter context waitlist pos hpio» «letter context waitlist pos omo» «letter context waitlist pos ro» «letter context invoice provider hpii» «letter context invoice pos hpio» «letter context invoice pos omo» «letter context invoice pos ro» «letter context appointment pos ro» «letter context appointment pos omo» find objects in 8 1, the following properties are added to find objects under the letters object, there is the my health record property, with various attributes under the patient object and the letter property, there are attributes for consent withdraw status , last check date and my health record status these attributes are mapped to the my health record panel fields in alter patient/internet hi service log messages there are three views in the control centre/manage segment that record hi related messages in profile these views can be filtered, refreshed, and sorted (by date, for example) control centre/manage/import/export errors this is a generic log of all profile import/export error messages if there is an error message or if the hi service is unavailable, messages will be stored here to view the details, select an error line and press control centre/manage/outgoing messages this is a generic log of all profile outgoing messages this log contains details about the type of hi message, the outcome and the actual uuid (universally unique identifier) of the hi message note if uuid is required, you can accurately cut and paste these uuids (to avoid typing errors) by printing the report to a pdf and then “cutting and pasting” from the pdf control centre/manage/incoming hi messages this is the audit log for all hi service messages only it has been set up to meet the conformance requirements attachments