My Health Record Assisted Registration

Register new patients with My Health Record if they are not already registered.

Communicare checks if a patient with that IHI already exists in the My Health Record and warns you if they do. Do not register a patient more than once.

To register a new patient with My Health Record:
  1. In the new patient's biographic record, click My Health Record iconMy Health Record Registration.
  2. In the My Health Record Assisted Registration window, information about the patient is displayed in the Patient pane.
    Tip: Click Biographics iconChange Details to edit patient details in the Patient Biographics window.
  3. If a child is being registered, click Select Guardian and select a parent or guardian with a valid IHI number from the Communicare patient list. The guardian's information that is relevant to the registration is added to the Guardian pane.

    The guardian's IHI number is validated before allowing them to be selected or saved. Even though it is not required for a child registration that the guardian and child share the same Medicare Number, the patient search will default to a search based on the patient's Medicare Number. To edit the guardian's patient record, click Biographics iconChange Details. To remove the guardian from the registration, click Clear iconClear Guardian.

  4. In the Opt in Information Sharing pane, for each type of information, set Yes or No depending on whether the patient agrees to share that information with My Health Record.
    • Future MBS - Future Medicare Benefits Scheme information
    • Past MBS - Past Medicare Benefits Scheme information. This is only available for selection if the patient is sharing Future MBS information.
    • Future PBS - Future Pharmaceutical Benefits Scheme information
    • Past PBS - Past Pharmaceutical Benefits Scheme information. This is only available for selection if the patient is sharing Future PBS information.
    • AODR - Australian Organ Donor Register information
    • AIR - Australian Immunisation Register information
  5. The Identity Verification Code (IVC) indicates that the patient's identity has been verified. The IVC is required the first time a person accesses their My Health Record online. In the Identity Verification Code Delivery Method (IVC) pane, choose how the IVC will be delivered to the patient. Select from:
    • None - the patient will not be able to access their record online. They may call a helpline at the Department of Health and Ageing to gain access at a later date
    • Email - the patient will be sent their IVC in an email to the email address provided. The email address field from the patient record is used. Any changes in the Email Address field here are not saved back to their patient record.
    • SMS - the patient will be sent their IVC in a text message to the mobile number provided. The mobile number from the patient record is used. Any changes in the Mobile No field here are not saved back to their patient record.
    • Response - the IVC is shown on-screen in Communicare when the registration is successful. The user should take a note of the code and pass this to the patient.
  6. From the Identity Verification Method list in the Evidence of Identification pane, select the way in which the patient's identity was verified.
  7. In the Declaration pane, set if the patient agrees with the terms and conditions for My Health Record registration and use. The declaration wording varies depending on whether a guardian is involved in the registration.
  8. Click My Health Record iconSend Registration Details to My Health Record.

Communicare validates the patient, guardian, and registration data.

If the data is valid, the registration is sent to the My Health Record, and you will either receive a confirmation that the registration has been successful, or an error message.

If the IVC Delivery method was set to Response and the registration is successful, the Identity Verification Code is displayed.

If a patient is successfully registered with My Heath Record, the Patient registered with MHR iconOpen My Health Record icon in their clinical record displays a green background.
Example clinical record of patient registered with MHR
If any of the following conditions are not met, Communicare will not register a patient with My Health Record and will list the validation errors:
  • The patient has a valid identifier - the patient requires either an IHI, Medicare Card and Reference No, or DVA No. If they have an IHI, no further demographic details are required for the application.
  • The patient has sufficient demographic information - if the patient does not have an IHI, in addition to the identifier, they also need the following information recorded in their biographics: Family Name, Forename, Date of Birth, Sex, and Indigenous Status. Not Stated is counted as a valid value for My Health Record registration.
  • The guardian has a valid identifier - the guardian requires either an IHI or Medicare Card and Reference No. If they have an IHI, no further demographic details are required for the application.
  • The patient and guardian have the same Medicare No - this is required even if the patient or guardian are using an IHI for their identifier.
  • A patient under 14 years of age may only register with a guardian.
  • The patient must be younger than 18 years to register with a guardian - if the patient is 18 years or older, the guardian should be removed.
  • The guardian must be at least 14 years older than the patient.
  • The declaration is agreed.
  • All the opt in information sharing options are filled in, none can be left as Blank.
  • An Identification Verification Code Delivery Method has been specified, along with email address or mobile number if needed.
  • An Identity Verification Method has been selected.
Correct any errors.