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PCEHR Assisted Registration Software Tool Policy
Background
[INSERT ORGANISATION NAME] is committed to assisting consumer registration in the
Personally Controlled Electronic Health Record (PCEHR) System. To facilitate registration the
Accenture developed PCEHR Assisted Registration Software Tool (henceforth known as ‘the
Tool’) will be utilised by [INSERT ORGANISATION NAME].
Purpose
This policy provides a set of rules and guidelines that govern the circumstances under which the
Assisted Registration Tool (ART) can be used.
Scope
This policy applies to all employees of [INSERT ORGANISATION NAME] who will be utilising the
Tool. This policy operates alongside the [INSERT ORGANISATION NAME] PCEHR Policy.
Responsibility
All staff and the Organisation Maintenance Officer (OMO) involved in the PCEHR.
Role
Responsible Officer (RO)
Organisational Maintainance
Officer (OMO)
Name
Dates active
Definitions
Act means the Personally Controlled Electronic Health Records Act 2012.
Healthcare identifier a number assigned to uniquely identify a healthcare provider or recipient
as outlined in the Healthcare Identifiers Act 2010.
Organisation maintenance officer is an employee of the organisation who will act on its behalf
in regards to maintaining information about the organisation as outlined in the Healthcare
Identifiers Act 2010.
PCEHR: Personally Controlled Electronic Health Record
Provider portal means the portal provided by the System Operator that permits registered
healthcare provider organisations to access the PCEHR system without having to use a clinical
information system.
Responsible officer is only one employee who acts on behalf of the organisation as outlined in
the Healthcare Identifiers Act 2010. Service operator means the Chief Executive Medicare.
System operator: Department of Health and Ageing
Verified healthcare identifier means a healthcare identifier assigned to a consumer in relation
to which the service operator has evidence, to the service operator’s satisfaction, of the
consumer’s identity.
Title:
PCEHR Assisted Registration Software Tool policy
Authorised:
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[INSERT ORGANISATION NAME] will enforce this policy in relation to all its
employees and any person or Organisation with whom we engage under an
agreement/contract.
This includes;
1.
the manner of authorising employees of the organisation to provide assisted
registration;
Procedure
Responsibility
[INSERT ORGANISATION NAME]will authorise staff
members within its team that will be conducting assisted
registration by:

OMO
Generating and maintaining an authorised employee
register (APPENDIX 1), which includes the name
(and HPI-I if applicable) that we authorise to perform
assisted registration on our behalf.
2.
the training that will be provided before a person is authorised to provide
assisted registration;
Procedure
Responsibili
ty
For all staff to which we give authorisation to perform assisted registration on
OMO
our behalf, we will provide training. Training will also be conducted as new
functionality is introduced into the process. We will utilise the training resources
made available by the System Operator, as a minimum. This includes the ART
User Guide (ART program>Help>pdf guide) and ART guide for healthcare
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PCEHR Assisted Registration Software Tool policy
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provider organisations
(http://www.ehealth.gov.au/internet/ehealth/publishing.nsf/content/assiste
dregguide)
The training will include how to use the assisted registration accurately
and responsibly, including:
1. the use of the assisted registration software;
2. procedures for identifying a consumer and exercising reasonable
care in identifying a consumer; and
3. how to handle a consumer’s Identity Verification Code (IVC)
OMO
OMO
To assist in ensuring training completion and audit purposes, a record
must be kept confirming the training completed by each authorised staff
member and the date completed. Training must be completed before a
member of the [INSERT ORGANISATION NAME]is authorised to
perform assisted registration. This is located in Appendix 1 of this Policy.
Notwithstanding any action the System Operator may take with regard to
OMO
breaches of the PCEHR Act, [INSERT ORGANISATION NAME] will
continue to implement local staff conduct and disciplinary policies with
regard to any staff misusing assisted registration software or processes.
3.
the manner of recording a consumer’s consent and how that record will be
handled for retention purposes;
Procedure
Responsibility
1. [INSERT ORGANISATION NAME] will endeavour to ensure
that signed assisted registration application forms, as
records of a consumer’s consent to participate in the
eHealth System, will be transmitted as a scanned copy of
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the application form within 1 week of the time of the
registration request, using the assisted registration
software. The paper copy will then be shredded..
2. In the event that scanning the application form is
unavailable the forms will be sent securely to the
OMO
Service Operator at the address below within 30 days
of processing the application.
PCEHR forms
Department of Health and Ageing
MDP 1003
GPO Box 9848
CANBERRA ACT 2601
This is our organisation’s preferred method of handling consent
forms.
3. In the event that mailing the application form is not possible,
forms will be securely stored in hard copy for 3 years.
[INSERT ORGANISATION NAME]will ensure that signed assisted
registration application forms, as records of a consumer’s consent
will be appropriately and securely treated.
OMO
[INSERT ORGANISATION NAME] will store these signed
application forms for a minimum of three years unless posted as
OMO
per 3.2 above.
[INSERT ORGANISATION NAME] will ensure that after the
retention period at of least three years, the forms will be securely
OMO
destroyed.
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PCEHR Assisted Registration Software Tool policy
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4.
the process and criteria for identifying a consumer for the purposes of
assisted registration.
Procedure
Responsibility
[INSERT ORGANISATION NAME]will identify consumers for the
purposes of asserting their identity to the PCEHR System Operator
using one of the following approved methods:
1. The consumer is enrolled with [INSERT ORGANISATION
NAME] which is an Aboriginal Medical Service and assisted
registration is occurring in conjunction with a consultation at
the facility, and the consumer’s Medicare or DVA card (with
the consumer’s name) has been sighted.
OMO
This includes instances where the ‘facility’ might travel to
the patient. e.g. outreach clinics or home visits.
2. The consumer has presented at [INSERT ORGANISATION
NAME] on at least three occasions (inclusive of
presentation at which assisted registration is being
provided) and the consumer’s Medicare or DVA card (with
the consumer’s name) has been sighted.
Presentation in this instance includes interactions between
patient and healthcare service staff at outreach services or
during home visits.
3. Conducting a 100 point identity check as outlined in the
Registration Guide, predominantly this will be a Driver’s
License and Medicare or DVA card.
4. The consumer is registered for a My eHealth record
5. The consumer’s identity is verified by a referee as
consistent with the definition of acceptable referees in the
My ehealth Record
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6. The consumer has had at least three prescriptions in their
name filled at the pharmacy on three separate occasions
within the last 12 months (inclusive of occasion at which
assisted registration is being provided) and the consumer’s
Medicare or DVA card (with the consumer’s name) has
been sighted.
7. The consumer is a resident of an aged care facility at which
the assisted registration is being provided and the
consumer’s Medicare or DVA card (with the consumer’s
name) has been sighted.
This policy will be reviewed and updated as necessary every 12 months.
Last review date: 8/3/13
Next review due: 8/3/14
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Appendix 1 – Assisted Registration – Authorised Employee Register
First Given
Name
Second Given
Name
Family Name
HPI-I
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PCEHR Assisted Registration Software Tool policy
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Assisted
Registration
Training
Employment
Start Date
Employment
End Date
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Appendix 2 – Assisted Registration – Authorised Training Declaration
PCEHR - Assisted Registration Software Tool Training
Background
[INSERT ORGANISATION NAME] is committed to assisting consumer registration in the Personally
Controlled Electronic Health Record (PCEHR) System. To facilitate this registration the Accenture
developed PCEHR Assisted Registration Software Tool (henceforth known as ‘the Tool’) will be utilised
by [INSERT ORGANISATION NAME].
Assisted Registration Training Details
Employees of the [INSERT ORGANISATION NAME] are required to complete training before they are
authorised to provide assisted registration. Each [INSERT ORGANISATION NAME] two hour training
course includes the following:





The use of the assisted registration software (including the ART User Guide)
Identification of a consumer and exercising reasonable care in identifying a consumer
How to handle a consumer’s Identity Verification Code (IVC)
[INSERT ORGANISATION NAME] PCEHR Assisted Registration Software Tool Policy
PCEHR (Assisted Registration) Rules 2012
Declaration
I, ______________________ (full employee name) confirm that I have completed training to provide
assisted registration for the PCEHR on behalf of the [INSERT ORGANISATION NAME]. I will adhere to
the [INSERT ORGANISATION NAME] PCEHR Assisted Registration Software Tool Policy and the
PCEHR (Assisted Registration) Rules 2012.
Employee signature:
__________________________
Employee HPI-I (if applicable):
_________________________
User ID (to be used in place of HPI-I):
__________________________
Date of birth:
_____/_____/_____
Trainer name:
__________________________
Trainer signature:
__________________________
Completion date:
_____/_____/_____
Title:
PCEHR Assisted Registration Software Tool policy
Authorised:
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