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.
Before you start: 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.
- Locations must have a valid NASH Certificate, HPI-O, Facility Type, and Practice Setting.
- Internal MOs must have a valid HPI-I, Occupation, and a Work Phone or Email Address.
- Ensure patient forms capture My Health Record consent.
- Revise workflows to ensure Internal MOs are being captured as the Owner/Approver.
You will also need to configure which types of records will be uploaded to My Health Record automatically:
- Configure auto-upload for the record types you want to upload.
- Ensure the correct users have permissions to modify the auto-upload settings.
Location Configuration
From the My Health Record Configuration screen, select the Locations tab. Ensure that the following details have been set:
- NASH Certificate
- HPI-O
- Facility Type
- Practice Setting
Facility Type and Practice Setting are new mandatory fields for use with My Health Record. These lists are defined by the Australian Digital Health Agency (ADHA) and cannot be customised. The Status column shows OK when all requirements are met for that location.
Your NASH Certificate and HPI-O can be configured and validated in Admin > Locations & Rooms > Locations & Rooms Manager > Manage HPI-O.
Internal MO Configuration
Continuing from the My Health Record Configuration screen, select the Doctors tab. Ensure that the following details have been set for each provider:
- HPI-I
- Staff Directory record with an Occupation specified
- Work Phone and/or Email Address
My Health Record uploads require that the Owner/Approver is an Internal MO. If the Owner/Approver does not have a valid HPI-I, the upload will fail.
Patient Consent
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 Additional tab.
- Select The patient withdraws consent for My Health Record Upload.
To stop an individual record from being uploaded, select Exclude from My Health Record on the Info or Classify screen.
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).
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
At some sites an administrator originates clinical records, 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.
Review where administrators currently originate records. 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.
HealthTrack supports two document types:
- Specialist Letter
- Diagnostic Imaging Report
To configure auto-upload:
- Tick the checkbox next to the record type you want to enable.
- Select the My Health Record document type from the drop-down.
- To override the setting for a specific classification, expand the row and set the classification-level value.
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
Open a patient's My Health Record from the Additional tab of their Demographics. 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.
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.