Register your organisation and staff for the eHealth Record System - - PowerPoint PPT Presentation

National E-Health Transition Authority www.nehta.gov.au

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Register your organisation and staff for the eHealth Record System

9 July 2014 Gillian Leach – Australian Association of Practice Managers Sophie Lloyd - National E-Health Transition Authority

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Agenda

• 1. An overview of the eHealth Record System
• 2. How to register your organisation
• 3. Setting up the eHealth Record System in your Practice
• 4. Where to go for help and support
• 5. Questions

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Information that could currently be included in an individual’s PCEHR includes:

• Health summary
• Medications
• Allergies and immunisations
• Significant health event summaries
• Discharge summaries
• Advance care directive custodian contacts
• Child development details

As the system develops, it will give healthcare providers access to patient information such as:

• Summary of test results (e.g. Pathology)
• Diagnostic Imaging reports and more.

Also known as the Personally Controlled eHealth Record System (PCEHR)

The eHealth Record System

An eHealth record is an electronic summary of your patient’s key health information, drawn from their existing

• records. The eHealth Record System has the potential to deliver better care for patients and make the healthcare

system more efficient.

General Practices Family Members & Carers Allied Health Pathology Laboratories Diagnostic Imaging Laboratories Specialist Pharmacies Hospitals My PCEHR My Access Controls

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The eHealth Foundations combine the basic technologies of unique identification to provide a safe and secure method of exchanging healthcare information i.e. (identification, authentication and encryption)

HPI-I

Healthcare Provider Identifier-Individual

IHI

Individual Healthcare Identifier

HPI-O

Healthcare Provider Identifier-Organisation

Who provided the service Who received the service Where the service was provided Healthcare Event

The right health information associated with the right individual at the point of care

Healthcare Identifiers (HI) Service

Operated by the Department of Human Services (Human Services) which allocates a unique 16-digit number (a Healthcare Identifier) to individuals using healthcare services, their practitioners and Healthcare Organisations. For more information on the HI Service visit: www.humanservices.gov.au/hiservice

eHealth Foundations

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National Authentication Service for Health (NASH)

Operated by Human Services, a NASH PKI Certificate is required by an individual provider or organisation when they access the eHealth record

• System. The NASH PKI Certificate is validated each time the eHealth Record

System is accessed. It can also be used for sending secure messages. There are three types of NASH PKI Certificates: one for Organisations, one for Healthcare Provider Individuals and one for Supporting Organisations. The Supporting Organisation certificates are issued to Contracted Service Providers who are authorised by Healthcare Provider Organisations to access the PCEHR on their behalf. NASH PKI Certificates are an important part of security.

eHealth Foundations – Cont.

For more information on the NASH PKI visit: www.humanservices.gov.au/nash

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eHealth Foundations Being part of the Foundations

HI Service

• Understanding NASH PKI Certificates
• Deciding which certificate(s) you need

NASH PKI

• Understanding Seed and Network Organisations and

deciding which is right for your organisation

• Understanding eHealth roles and responsibilities to

engage with the HI Service

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Step 1: a) Register your organisation with the Healthcare Identifiers (HI) Service and the PCEHR

The HI Service provides a consistent set of identifiers to clearly identify consumers, healthcare providers and

• rganisations. The HI Service allows providers to link health information to the right consumer securely,

consistently and accurately

b) Complete the PCEHR Participation Agreement

Healthcare Provider Organsations need to enter into a Participation Agreement to be eligible to participate in the eHealth Record System. As part of this they also need to have a PCEHR security policy in place within the

• rganisation

Step 2: Apply for and obtain NASH PKI Certificates

PCEHR compliant digital credentials are used to authenticate to the system and are part of the security measures put in place for the PCEHR. An appropriate policy also needs to be in place for use within the organisation.

Step 3: Configure your software for the eHealth record system

Configuring your software and NASH PKI Certificates for your organisations needs. This is the final step before you can use eHealth.

Overview of the PCEHR registration process

Let’s go through each step in more detail...

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Step 1: Register your organisation with the Healthcare Identifiers (HI) Service and PCEHR Step 2: Apply for NASH PKI Certificates Step 3: Configure your software for the eHealth Record System

The Application Process

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eHealth Organisation Structures

Seed Organisation

• A Seed Organisation is a legal entity

that provides or controls the delivery

• f healthcare services
• A Seed Organisation could be, for

example, a local GP practice, pharmacy or private medical specialist

• The majority of organisations will be

registered as Seed Organisations.

For assistance in setting up your organisation structure, please contact the NEHTA Help Centre : 1300 901 001

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eHealth Organisation Structure

Network Organisation

• A Network hierarchy operating in the

eHealth Record System consists of

• ne Seed Organisation and one or

more Network Organisations

• Network

Organisations commonly represent different departments or divisions within a larger complex

• rganisation such as a Hospital or a

practice with multiple sites

• They can be separate legal entities

from the Seed Organisation, but do not need to be legal entities in their

• wn right.

For assistance in setting up your organisation structure, please contact the NEHTA Help Centre : 1300 901 001

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Key roles within an organisation

Responsible Officer (RO)

Responsible for making sure the Seed Organisation, its Network Organisations and any Authorised Employees comply with the HI Act 2010 and supporting HI Regulations 2010. Examples of their responsibilities include:

• Registering the Seed Organisation
• Registering and linking at least 1 OMO per
• rg (HPI-O)

Organisation Maintenance Officer (OMO)

Responsible for maintaining information about the organisation in the HI Service. This includes the name, address, contact details and linking Individual Healthcare Providers and other OMOs to the organisation or Network(s). The OMO of the Seed Organisation is responsible for registering the Network Organisation(s) with the HI Service.

To access additional information, please go to: www.nehta.gov.au > For Providers > eHealth Guidance > eHealth Registration For more information about the roles and responsibilities of users of the HI Service see the HI Service Information Guide [PDF, 137Kb

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Step 1a: Register your organisation with the Healthcare Identifiers (HI) Service and the PCEHR

Complete the appropriate application forms to obtain an HPI-O and register for the eHealth Record System:

Seed Organisation (Most organisations such as sole traders, small practices etc.):

• Form HW018 is used to register the Seed Organisation and associated staff (RO and OMO) for

the HI Service and to apply and gain access to the PCEHR. This is always the first step. Network Organisations (such as multiple sites within a larger healthcare organisation, departments within a Hospital, etc.):

• Form 2849.1211 is used by the Seed Organisation to register Network Organisations in the HI
• Service. This must be completed by the OMO of the Seed Organisation.
• Form HA1041.1301 is used by the Seed Organisation to register the Network Organisation

with the eHealth Record System.

• Make a copy of the application forms prior to sending them.

Forms can be accessed at www.nehta.gov.au > For Providers > eHealth Guidance > eHealth Registration

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What you will obtain from this form:

• Healthcare Provider Identifier – Organisation (HPI-O)
• Nominate a Responsible Officer (RO) and an

Organisation Maintenance Officer (OMO)

• PKI Certificates for the organisation and for the RO

and OMO

• Register the organisation with the HI Service (Part A)

and the eHealth Record System (Part B)

• Create a Healthcare Provider Directory (HPD) record

for the organisation.

Quick tips when completing this form:

• The RO completes and signs all sections of this form

including Part A and Part B (and Part C if applicable)

• The RO needs to be a known customer to the HI
• Service. If not known, they must provide 100 points
• f ID and ensure Part C is completed for each
• If you need to provide 100 points of ID, ensure the

copies of your ID are certified by an acceptable referee

• Use the checklist on page 8 to ensure you have

included necessary components

Seed Organisation – Seed Application Form

For assistance on this form, contact HI Service Enquiry Line on 1300 361 457

Links:

NEHTA Guide to completing the Seed Application form Form HW018

Guides and tips to complete forms

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What you will obtain from these forms:

• Similar to what you would obtain from a Seed

Application form, with the exception of nominating an RO

• Allows the OMO of a Seed Organisation to

register a Network Organisation in the HI Service and the PCEHR

Quick Tips when completing this form:

• The OMO of the Seed Organisation can complete

form HA1041.1301

Network Organisation - Network Application Forms:

Form 2849.1211 Form HA1041.1301

Guides and tips to complete forms

Links:

For assistance completing this form, contact the HI Service Enquiry Line on 1300 361 457

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Step 1b: Complete PCEHR Participation Agreement

Complete the Participation Agreement for the PCEHR (referenced in Seed Organisation form):

• Each Healthcare Organisation registering for the PCEHR must enter in to a Participation Agreement with the

PCEHR System Operator (currently the Department of Health).

• The agreement includes rights and obligations for both Healthcare Provider Organisations and the PCEHR System
• Operator. It must be submitted together with the application form for an HPI-O.
• For Network Organisations, a Participation Agreement is required for each legal entity (e.g. org. with ABN).
• Make a copy of the signed agreement prior to sending.

The Participation Agreement can be accessed from: www.ehealth.gov.au

Write a PCEHR Policy

• One of the requirements for participating in the PCEHR is having an organisational PCEHR policy in place

(per HPI-O) which addresses a number of areas e.g. security, training, roles etc.

• A number of organisations have developed sample policies to assist you – RACGP, Inner East Melbourne

Medicare Local. These are available on the website. Sample PCEHR Policies are available at NEHTA For Providers > eHealth User Guidance > eHealth Registration

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What you will obtain from this form:

• Healthcare Provider Organisations must

enter in to a Participation Agreement with the System Operator to be eligible to participate in the eHealth Record System

Quick tips when completing this form:

• Visit the eHealth website and select the

agreement which applies to your organisation’s legal structure

• Your organisation owner should know the

structure of your organisation, otherwise contact your accountant or lawyer

• The RO or the OMO can complete page 2 and

the appropriate person/s must sign page 16

• Submit all 16 pages at the same time as the

Seed Application form

• Fax together with the Seed Application form to

the HI Service 03 9605 7987

Participation Agreement

For assistance completing this agreement, contact PCEHR Enquiry Line on 1800 723 471 Guide to the Participation Agreement Participation Agreements

Guides and tips to complete forms

Links:

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Any questions on

• Seed/Network Organisations
• RO/OMO Roles and Responsibilities
• Participation Agreement

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Step 1: Register your organisation with the Healthcare Identifiers (HI) Service and PCEHR Step 2: Apply for NASH PKI Certificates Step 3: Configure your software for the eHealth Record System

The Application Process

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Step 2: Apply for NASH PKI Certificates

National Authentication Service for Health (NASH) Public Key Infrastructure (PKI) Certificates are needed to securely access the PCEHR and add information to patient’s eHealth Records. These PKI certificates are different to the Medicare PKI Certificates (used to access the HI Service and Medicare claims).

NASH PKI certificate for Healthcare Provider Organisations:

• Used to access the eHealth Record System via Conformant Software and

to send messages securely to other Healthcare Provider Organisations

• Form HW021.1309 is used to request this certificate

NASH PKI certificate for Healthcare Provider Individuals

• Only required for clinicians who will be accessing the PCEHR via the

Provider Portal (view-only)

• Form HA0916.1208 is used to authorise Individual Healthcare

Providers to access the Provider Portal

• Form HW022.1309 is used to request this certificate

+

• r

Important: Please read and be familiar with the relevant Certificate Policies, and NASH PKI Certificate Terms of Use for Individual and Organisations as well as the Relying Party Agreements

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What you will obtain from this form:

• A NASH PKI certificate for your
• rganisation to access the eHealth

Record System via Conformant Software

• Ability to send secure messages between

your organisation and other Healthcare Provider Organisations

• Please note the certificate will be posted

to the org’s preferred address held in the HI Service & addressed to the RO

NASH PKI Certificate for Healthcare Provider Organisations Quick tips when completing this form:

• The RO or OMO can complete this form
• This form can be submitted along with the

Seed Application form and the Participation Agreement

• If you have applied for a HPI-O but have not

yet received it, write ‘Pending’ for Question 1 regarding the HPI-O number

• Send this form to the NASH PKI team

specified on page 1 under ‘Returning your form’

For assistance completing this form, contact the eBusiness Service Centre on 1800 700 199 – 8.30 am to 5 pm AEST NEHTA Guide to completing the Application for NASH PKI Certificate for Organisations Form HW021.1309

Links:

Guides and tips to complete forms

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Guides and Tips to completing forms

What you will obtain from this form:

• Your Individual Healthcare Providers will be

authorised to access the Provider Portal

Quick tips when completing this form:

• For more than 10 providers, print page 4 twice

and submit together

• Providers call AHPRA on 1300 419 495 to
• btain HPI-I numbers to complete the list

Application to Establish list of Authorised Healthcare Provider Individuals (Provider Portal (view-only)

Form HA0916.1208 For assistance completing this form, contact the PCEHR Enquiry Line on 1800 723 471

Links:

NASH PKI Certificate for Individual Healthcare Providers (Provider Portal – view only) What you will obtain from this form:

• A NASH PKI Individual Certificate to access the

the Provider Portal (view only)

• Please note that you must be authorised to

access the Provider Portal by your

• rganisation first.

Quick tips when completing this form:

• The healthcare provider must be authorised by

the Organisation they are accessing on behalf of, before completing this form

• Obtain your HPI-I number by calling AHPRA or

the HI Service

Links:

Form HW022.1309

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Any questions on

• Apply for NASH PKI Certificate(s)

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Step 1: Register your organisation with the Healthcare Identifiers (HI) Service and PCEHR Step 2: Apply for NASH PKI Certificates Step 3: Configure your software for the eHealth Record System

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Step 3: Installation Overview via Conformant Software

Configuring for PCEHR access via Conformant Software:

• 1. Enter all HPI-Is and your HPI-O into your Conformant Software
• 2. Follow instructions for installation that come with the NASH PKI Certificate CD. Contact your

Software Vendor for more information

• 3. Download patient IHIs through the Conformant Software
• 4. Contact your Software Vendor for training on PCEHR functions.

After you have submitted the application forms you should expect the following in the post (separately): 1. Letter from Medicare confirming your HPI-O. 2. PKI Certificates

• NASH PKI Certificate CD (for organisations)
• PKI Site certificate (if requested)
• PKI Individual Certificates for the RO and the OMO (if requested)

3. A letter containing your Personal Identification Code (PIC)

Via Conformant Software:

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Via Provider Portal:

After you have submitted the application forms you should expect the following in the post (separately):

1. Letter from Medicare confirming your HPI-O 2. PKI Certificates

• PKI Individual Certificates for the RO and the OMO (if requested)
• PKI Site Certificate (if requested)
• NASH PKI Certificate(s) for individual provider(s) on NASH USB token or NASH smartcard, whichever is

applicable 3. Installation CD for the NASH PKI Certificate 4. A letter containing your Personal Identification Code (PIC) for each certificate

Accessing the PCEHR via Provider Portal

1. Establish list of Authorised Healthcare Providers – call 1800 723 471 or use Form HA0916.1208 2. Install the software on the CD that comes with your Individual Certificates for the providers 3. Insert the configured NASH PKI Certificate for Individual providers into your computer 4. Visit https://portal.ehealth.gov.au/ to login to the Provider Portal and enter the PIC code when prompted More details are at nehta.gov.au/for-providers Medicare website - Instructions on how to install Medicare PKI certificates

Installation Overview via Provider Portal

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Configuring your system to access eHealth via Conformant Software

• Entering HPI-O and HPI-Is into your Practice’s Clinical Software
• Linking HPI-Is to the HPI-O in the HI Service and published in the HPD
• Installing NASH PKI Organisation Certificate on the required computers in

your Practice

• Contact your Clinical Software vendor for assistance with the above

Configuring your system to access eHealth via the Provider Portal

• Linking HPI-Is to the HPI-O in the HI Service and published in the HPD
• Configure NASH PKI Individual Certificates (according to the instructions

that come with the CD)

• Contact eBusiness Service Centre on 1800 700 199 for assistance

Summary - Configure your software for the eHealth Record System

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Accessing the Provider Portal

Click here for Provider Portal fact sheet

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Here’s a recap of the steps:

 Step 1: a) Register with the HI Service & the PCEHR

• Seed Organisation: form HW018
• Network Organisation: form 2849.1211 & HA1041.1301

b) Complete the Participation Agreement

• Participation Agreement with the PCEHR
• PCEHR Policy (not sent – retained by organisation)

 Step 2: Apply for NASH PKI Certificate(s)

• NASH PKI Certificate for Healthcare Provider Organisations: form HW021.1309
• NASH PKI Certificate for Healthcare Provider Individuals: form HW022.1309

 Step 3: Configure your software for the eHealth record system

• Configure your software and PKI Certificates for your desired level of access to the

eHealth Record System

Note: All the forms can be submitted at the same time

Summary registration checklist

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Any questions on

• Configuring your software for

the eHealth Record System

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It’s the Organisation's responsibility to have an accurate list of your Practice’s Healthcare Provider’s HPI-Is How your Healthcare Providers obtain their HPI-Is AHPRA registered staff:

• If the HPI-I is unknown, staff can contact AHPRA or the HI Service Enquiry
• Line. Alternatively add 800361 to the beginning of the AHPRA User ID to
• btain the HPI-I number

If not registered with AHPRA:

• Members of a professional association that has uniform national

membership requirements can complete Form 2977.1303

Registration administration

More information can be accessed via http://www.medicareaustralia.gov.au/provider/health-identifier

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How to list your HPI-O and HPI-Is in the HPD

Forms can be accessed at www.nehta.gov.au > For Providers > eHealth Guidance > eHealth Registration

Listing details in the HPD by:

• Logging on to the Health Professional Online Services (HPOS)
• Completing Form 2999.1304
• Calling 1300 361 457

Healthcare Provider Directory (HPD):

• The HPD is a listing of registered Healthcare Providers and organisations that consent to

their professional and business contact details being published

• By having details published in the HPD, you can search the directory for contact details of
• ther registered Healthcare Providers and vice versa. This can help when sending secure

messages, referrals, discharge summaries and forwarding test requests for patients

• Listing is mandatory if you want to use secure messaging and as part of the Practice

Incentive Programme (PIP)

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eHealth Mapping Exercise

• The OMO’s primary role is to

undertake the day to day administrative tasks in relation to the HI service and the eHealth Record System. This can include:

• List of roles and staff

members

• Certificate numbers and

expiry dates

• Staff HPI-I numbers
• The attached diagram is an

example of what can be provided to help you map your organisation’s important details

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• Step by step guide to register yourself and your Healthcare Organisation
• Application forms
• Sample policies
• Useful links and contacts
• Online demonstrations of most software products

Information and Guidance

www.ehealth.gov.au

• Learn about different documents available through the PCEHR
• Registration resources including Frequently Asked Questions

www.nehta.gov.au > For Providers > eHealth Guidance > eHealth Registration / Set Up

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Contact Support

PCEHR Enquiry Line:

• Phone: 1800 723 471 (free call - 24 hours, seven days a week (call charges apply from

mobile phones)

• Select option 2 – healthcare providers

Select option 1 – consumers PKI Certificate enquiries (eBusiness Service Centre):

• Phone: 1800 700 199 > Select option 2
• nash.pki@humanservices.gov.au

HI Service Enquiry Line:

• Phone: 1300 361 457
• healthcareidentifiers@humanservices.gov.au

NEHTA Help Centre:

• NEHTA provides adoption and registration support for
• rganisations and individuals who wish to participate in eHealth
• Please contact the NEHTA Help Centre via: 1300 901 001 or

help@nehta.gov.au

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Webinar summary

 Steps to register yourself and your organisation with the HI Service and the PCEHR  Set-up to access PCEHR  Where to go for help You now know how to register, install and access the PCEHR A recap of what we’ve covered:

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Where to next?

• Decide on your organisation’s eHealth Structure (Seed or Network)
• Determine how you will access the eHealth Record System i.e. Conformant

Software or Provider Portal

• Select appropriate forms and make a start
• For most Seed Organisation structures you will only need to complete 3

forms (Seed Application, Participation Agreement and NASH PKI Certificate

for Organisations form)

• Contact NEHTA’s Customer Care on 1300 901 001 if you have any questions
• Upon receiving eHealth documentation/certificates in the mail, begin

completing your eHealth Mapping Exercise (request in exit survey)

• Remember to keep everything together and in a secure location
• Start configuring your Practice software to get ready for eHealth
• Attend our next webinar on Thursday 31 July on eHealth administration &

registering patients

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Would you like to know more? Next webinar: 31 July 2014, 12pm to 1pm AEST How to Register Patients and eHealth Administration and Management for Practice Managers Register now at the link below! http://www2.redbackconferencing. com.au/NEHTA

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Glossary of eHealth Acronyms

Glossary of Terms AHPRA Australian Health Practitioner Regulation Agency HI Service Healthcare Identifier Service HPD Healthcare Provider Directory HPI-I Healthcare Provider Identifier – Individual HPI-O Healthcare Provider Identifier – Organisation HPOS Health Professional Online Service IHI Individual Healthcare Identifier NASH National Authentication Service for Health Certificate NEHTA National eHealth Transition Authority Network Organisation A network organisation could be an individual department (e.g. pathology or radiology) within a wider metropolitan hospital. A network hierarchy operating in the eHealth record system consists of one seed organisation and one or more network organisations. OMO Organisation Maintenance Officer PCEHR Personally Controlled Electronic Health Record PIC Personal Identification Code PKI Certificate Public Key Infrastructure RA Number Registration Authority Number RO Responsible Officer Seed Organisation A seed organisation is a legal entity that provides or controls the delivery of healthcare

• services. A seed organisation could be, for example, a local GP practice, pharmacy or private

medical specialist.

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Questions