There are three types of Health Identifiers used in the My Health Record Service:
- HPI-O (Healthcare Provider Identifier – Organisation)
This is the pharmacy/store identifier
- HPI-I (Healthcare Provider Identifier – Individual)
This is the pharmacist identifier
- IHI (Individual Health Identifier)
This is the customer’s identifier
Record the HPI-O (Healthcare provider Identifier – Organisation)
The HPI-O is the unique identifier of a store provided by the Agency, which is used for transmission of dispense data and accessing customer’s My Health Record in Minfos.
From Dispense Pro:
1. Click the Maintenance menu and select D. Configuration.
The Configuration window will display.
2. Ensure that a name is provided as this will be part of the information that is uploaded to My Health Record as part of customer’s dispense record.
3. Enter the HPI-O number provided by the Agency.
Record the HPI-I (Healthcare Provider Identifier – Individual)
The HPI-I is the unique identifier of a healthcare provider (e.g. Pharmacist) provided by the Agency, which is used for authorising the transmission of dispense data and accessing customer’s My Health Record in Minfos.
Note: Minfos does not allow entering the HPI-I of the Pharmacist into the system directly but allows searching for a Pharmacist’s HPI-I by providing their Surname and the APHRA number and saving the valid HPI-I received from HI services.
From Dispense Pro:
1. Click the Maintenance menu and select 3. Pharmacists.
The Pharmacist Maintenance window will display.
2. Click the Add or Change button.
The Pharmacist Entry or Editing window will display.
3. Complete the mandatory fields - Surname and Reg. No. (AHPRA registration no) and any other details.
4. Click the Search button, The HPI-I Search window will display.
5. Click the Search button.
If the registration is valid, the details will be returned with an Active status and HPI-I will be displayed on Pharmacist Entry window.
Other possible status/values that may be returned are:
No records have been found
There is no unique match found in HI services for the entered Surname and Reg. No. (AHPRA Reg. No.). Please enter correct Surname and Reg. No. and try again.
This HPI-I has a status of Deactivated. Please check with HI services why this HPI-I has been deactivated.
This HPI-I has a status of Retired. Please check with HI services why this HPI-I has been retired.
Note: When a HPI-I exists for the pharmacist and the Surname or Reg. No. is changed, the system will alert you to revalidate the HPI-I.
Record the IHI (Individual Health Identifier)
An IHI is a unique identifier of a customer, provided by the Agency, which will be used for transmission of dispense data and accessing customer’s My Health Record in Minfos.
Note: Minfos does not allow entering the IHI of the Customer into the system directly but allows searching for a Customer’s IHI by providing their demographic (Medicare/DVA number, Surname, Birth date and Sex) information and saving the valid IHI received from HI services.
Search for a customer’s IHI details
IHI details can be searched from either the Customer Maintenance window or the Dispense form.
IHI search from the Customer Maintenance window (Manual Search)
From the Minfos Launch Pad:
1. Click the Customers icon and then the Customer Maintenance icon.
The Customer Maintenance window will display.
2. Click the Add or Change button.
The Customer Entry/Editing window will display.
Mandatory search fields have the labels highlighted in red and will remain red until these fields are filled in. These fields are:
- Medicare/DVA (Repat No.) number - Either one is mandatory.
- Surname (Medicare/Preferred) - Either one is mandatory.
- Birthdate - mandatory.
- The Sex option is auto-selected; ensure that a correct value is chosen.
3. Enter the mandatory details and click the IHI Search button.
An alert will display if the mandatory fields are not completed.
A Cancel button is provided to cancel the search. Cancelling a search is recommended only if the search takes too long (more than 50 seconds).
If a valid IHI is retrieved, the following information is displayed:
- IHI number
- Number Status
- Record status
- Last Updated
If a valid IHI cannot be retrieved, an alert message will display. Refer to My Health Record Alerts for further information.
IHI Search from the Dispense form (Automatic Search)
Choosing the customer in the Dispense form will automatically search for the customers IHI details.
1.From the Minfos Launchpad, click the Dispense icon.
2. From Dispense Pro, click the Dispense icon.
3. Enter the customer’s Surname and press [tab]. Choose the customer from the displayed list.
When the customer is chosen, a search is activated in the background to retrieve IHI details. You may continue with dispensing the drug for the customer while the search is in progress.
Once a valid IHI is retrieved and saved against the customer record in Minfos, the system will continue to search to identify if the customer has a My Health Record.
A status of the search is displayed as a message under the My Health Record button. More information about the status can be seen by hovering over the button.
If an active My Health Record is found, the status under the button will turn to Active My Health Record.
Further Information about IHI Search
The following are the mandatory fields for both manual and automatic IHI searches.
- Medicare/DVA(Repat No.) number - either one is mandatory
- Surname (Medicare/Preferred) - either one is mandatory
- First name (Medicare/Preferred) – optional only, used if available
- Birthdate - mandatory
- Sex – mandatory
Medicare names (Surname, First name) takes precedence over Preferred names (Surname, First name), if both are provided.
Medicare number takes precedence over the DVA Number (Repat. No.), if both are provided.
Only a valid Medicare number is stored in Minfos for My Health Record integrated stores.
If you change the core demographics information for a customer whose IHI details exist in Minfos, the system will provide you with an option to revalidate the number. If you choose not to revalidate, then the existing IHI details will be cleared.
Only IHIs with Active Verified status or Deceased Verified status are stored in Minfos.
The same IHI cannot exist against multiple customers in the system.
When a verified IHI is returned for a customer and the same IHI already exists against another customer in Minfos, you will be provided with an option* to either re-allocate the IHI to the current customer or retain the existing customer’s IHI details.
When a verified IHI is returned for a customer and same demographics (Medicare/DVA, Surname, Birthdate, Sex) exist for another customer in Minfos, you will be alerted* to resolve the issue before IHI details can be stored against the current customer.