Register your organisation and staff for the eHealth Record System Gillian Leach – Australian Association of Practice Managers Sophie Lloyd - National E-Health Transition Authority 9 July 2014 1 National E-Health Transition Authority www.nehta.gov.au
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 2 National E-Health Transition Authority www.nehta.gov.au
The eHealth Record System Also known as the Personally Controlled eHealth Record System (PCEHR) 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. Family Members & Carers Information that could currently be included in an individual’s PCEHR includes: Health summary Allied General Medications Health Practices Allergies and immunisations Significant health event summaries Discharge summaries Advance care directive custodian contacts Child development details My Pathology Hospitals My Access Laboratories PCEHR Controls As the system develops, it will give healthcare providers access to patient information such as: Summary of test results (e.g. Pathology) Diagnostic Imaging Diagnostic Imaging reports and more. Pharmacie s Laboratories Specialist 3 National E-Health Transition Authority www.nehta.gov.au
eHealth Foundations 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) Healthcare Operated by the Department of Human Services (Human Services) which allocates a unique 16-digit number (a Healthcare Identifier) to individuals using healthcare services, Identifiers their practitioners and Healthcare Organisations. (HI) Service The right health information associated with the right individual at the point of care IHI HPI-I HPI-O Individual Healthcare Provider Healthcare Provider Healthcare Identifier Identifier-Individual Identifier-Organisation Where the service Who provided Who received was provided the service the service Healthcare Event For more information on the HI Service visit: www.humanservices.gov.au/hiservice 4 National E-Health Transition Authority www.nehta.gov.au
eHealth Foundations – Cont. Operated by Human Services, a NASH PKI Certificate is required by an National individual provider or organisation when they access the eHealth record Authentication System. The NASH PKI Certificate is validated each time the eHealth Record Service for System is accessed. It can also be used for sending secure messages. Health (NASH) 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 . For more information on the NASH PKI visit: www.humanservices.gov.au/nash 5 National E-Health Transition Authority www.nehta.gov.au
Being part of the Foundations eHealth Foundations Understanding Seed and Network Organisations and HI deciding which is right for your organisation Understanding eHealth roles and responsibilities to Service engage with the HI Service NASH Understanding NASH PKI Certificates Deciding which certificate(s) you need PKI 6 National E-Health Transition Authority www.nehta.gov.au
Overview of the PCEHR registration process 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 organisations. 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 organisation 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. Let’s go through each step in more detail... 7 National E-Health Transition Authority www.nehta.gov.au
The Application Process 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 8 National E-Health Transition Authority www.nehta.gov.au
eHealth Organisation Structures 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 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 9 National E-Health Transition Authority www.nehta.gov.au
eHealth Organisation Structure Network Organisation A Network hierarchy operating in the eHealth Record System consists of one Seed Organisation and one or more Network Organisations Network Organisations commonly represent different departments or divisions within a larger complex organisation 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 own right. For assistance in setting up your organisation structure, please contact the NEHTA Help Centre : 1300 901 001 10 National E-Health Transition Authority www.nehta.gov.au
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 org (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 11 National E-Health Transition Authority www.nehta.gov.au
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 12 National E-Health Transition Authority www.nehta.gov.au
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