Preparing Your Practice for My Health Record

Once My Health Record is enabled in your system, a few setup steps will ensure documents can be uploaded automatically. This article covers what to check and configure before you start uploading. It is written for practice managers and administrators.

The My Health Record Configuration screen is accessible from Admin > Maintenance > My Health Record Configuration, and shows your practice's setup in a single view. It has four tabs: Certificates, Locations, Doctors, and Auto-Upload.

My Health Record uses the same NASH Certificates as ePrescribing. Please contact HealthTrack Support to enable My Health Record functionality.

Readiness Checklist

There are several things which need to be configured before you begin uploading documents to My Health Record. The list below is grouped so you can work through it against the four tabs on the My Health Record Configuration screen.

At each location (Certificates and Locations tabs):

A valid NASH Certificate is imported and current.
HPI-O is configured and validated.
Facility Type and Practice Setting are set.

For each provider (Doctors tab):

A valid HPI-I.
A Staff Directory record with an Occupation specified.
A Work Phone and/or Email Address.

For patients:

Patient forms capture My Health Record consent.
Workflows are revised so that Internal MOs are captured as the Owner/Approver.

Permissions and auto-upload (Auto-Upload tab):

Auto-upload is configured for the record types you want to upload.
Only the correct users can view, author, upload, remove, and change auto-upload settings.

For details on how to configure locations and providers, see Configuring My Health Record.

Check User Permissions

Access to My Health Record is controlled by user permissions. My Health Record permissions can be reviewed in Admin > Security > Security & Permissions:

MyHealthRecord_View - allow user to view a patient's My Health Record.
MyHealthRecord_Author - allow user to author My Health Record documents.
MyHealthRecord_Upload - allow user to upload documents to My Health Record
MyHealthRecord_Remove - allow user to remove documents from My Health Record.
MyHealthRecord_AutoUploadConfiguration - ability to change auto-upload configuration.

The permissions which control the ability to view, author, upload and remove documents from My Health Record are included as a default for all users. Contact HealthTrack Support for assistance with reviewing these permissions if needed.

Please contact the Australian Digital Health Agency (ADHA) to confirm consent and upload obligations. The option to withdraw consent records the patient's preference in HealthTrack, however you may be expected to retain your own record of the patient's decision (e.g. a signed or scanned consent form).

A patient can choose not to have their records uploaded from your practice. To record this in HealthTrack:

Open the patient's Demographic tab.
Select the Edit Patient button.
Select the Additional tab.
Select The patient withdraws consent for My Health Record Upload.
Select the Save Patient button.

My Health Record section on the Additional tab of Demographics

To stop an individual record from being uploaded, select Exclude from My Health Record on the Info or Classify screen.

Many practices add a consent option to their registration forms and Questionnaires to ensure the patient's decision is captured.

Check Patient's Individual Healthcare Identifiers

My Health Record uses the patient's Individual Healthcare Identifier (IHI), which is also utilised for ePrescribing. HealthTrack will automatically re-verify the IHI when attempting to upload a record. A patient needs a verified IHI, which requires a Medicare and/or DVA number. Records cannot be uploaded without an IHI.

Plan for the originator requirement

In order for a record to be uploaded to My Health Record, it needs to be authored by a configured doctor. In HealthTrack, this is determined by the Owner / Approver specified on the Info and Classify screens.

For example, when a report arrives from an external system as a PDF, for those records to upload to My Health Record, the originator must be a doctor. Plan to either set the originator to a doctor or brief your team on the change before you enable auto-upload.

Decide what uploads automatically

The Auto-Upload tab in the My Health Record Configuration screen controls which record types upload automatically when a record is finalised, and which My Health Record document type they upload as. No record types are enabled by default, so you will need to configure each record type manually. Dee Configuring My Health Record for further details.

Anyone who can edit a location can also change the auto-upload configuration. Decide who at your practice should manage these settings and limit access accordingly.

Where to view records and check activity

All interactions are audited. Go to Admin > Digital Health Auditing > My Health Record Audit to review uploads, removals, views, and any use of Emergency Access. See Auditing My Health Record activity for further details.

The HealthTrack Support Team cannot view the contents of a patient's My Health Record. The connection runs directly between your practice and Services Australia, the same as ePrescribing.