Customer Maintenance window

Below are the alerts or information messages that may display when an IHI search is activated from the Customer Maintenance window.

Alert Name

Alert

Description

Unable to search

 

Mandatory information required to search for customer IHI is not available.
 

Searching for IHI

You may cancel the search process, but this is not recommended unless the search takes more than 50 seconds.

Information - 01439

An IHI has not been found by searching with the existing demographic information of the customer. 

This may occur if this customer does not have an IHI. If this is the case, then there is no action required.

If the customer has an IHI, you may update the mandatory information and search again.      

IHI Already In Use

This customer has the same IHI as another customer in the system. The same IHI cannot be saved against multiple customers in the system. You will be provided with an option to either reallocate the IHI to the current customer or retain the existing customer’s IHI details.

Duplicate Customer

This customer has the same demographics as another customer in the system. The details of customers who have the same demographics as this customer will be displayed for you to make an informed decision.

Error

This message occurs if the HI services failed to respond within the stipulated time (60 seconds). Please try again later.

Dispense Form Alerts

Below are the alerts and information messages that may be displayed for the below scenarios in the Dispense form.

  • Under the My Health Record button  when the system validates the customer’s IHI or MyHealth Record status.

  • When the My Health Record button is clicked in order to view the customer’s My Health Record
  • When saving a customer’s Dispense record in Minfos that is eligible for upload to the customer’s My Health Record.

Short Message

Long Message

Description

Action required

Not Enough Information

Unable to search, please go to the Customer window to resolve this issue.

 

Appears on My Health Record button.

Mandatory information required to search for a customer’s IHI is not available.
 

Update the customer information from the Customer Maintenance window to resolve this issue.

Searching...

IHI search in progress

Appears on My Health Record button.

A search is in progress to retrieve IHI details of the customer.

No action required

IHI Not Found

An IHI is not found for this customer, please update relevant customer demographics before searching again.

 

Appears on My Health Record button.

An IHI is not found on searching with the existing demographic information of the customer.

This may occur if this customer does not have an IHI. If this is the case then there is no action required.

If the customer has an IHI, you may update the mandatory information from the Customer Maintenance window before searching again.

Duplicate IHI 

This IHI <number> is already assigned to another customer in Minfos. Please go to the Customer Maintenance window to resolve this issue.

Appears on My Health Record button.

The same IHI cannot be saved against multiple customers in the system. 

Search for an IHI for this customer from the Customer Maintenance window. Here you will find an option to either reallocate the IHI to the current customer or retain the existing customer’s IHI details.

Duplicate Customer

This customer's details matches to another customer in Minfos. Please go to the Customer Maintenance window to resolve this issue.

Appears on My Health Record button.

An IHI has been received for this customer but there is one or more customer in Minfos system that has same demographics (Medicare/DVA number, Surname, Birth date, Sex). User needs to acknowledge this prior to saving the IHI against the customer.

 

Search for an IHI for this customer from the Customer Maintenance window where you can verify that another customer has the same demographics as this customer.

Active IHI
 

A verified IHI exists for this customer.

Appears on My Health Record button.

A verified IHI status, e.g. (Record Status = Verified and Number Status = Active/Deceased) for this customer has been received within the last 48 hours.

No action required

Active My Health Record

This customer has an advertised My Health Record

Appears on My Health Record button if the     customer has a My Health Record

User may proceed to gain access to the customer’s My Health Record by clicking the My Health Record button.

My Health Record not found 

This customer does not have an advertised My Health Record. 

Appears on My Health Record button for either one of the following:

a) The customer hasn’t advertised their My Health Record but the record may be accessible to healthcare providers with the options provided by the customer to gain access.

b) A My Health Record does not exist for this customer.

 

User may proceed to gain access to the customer’s My Health Record by clicking the My Health Record button.

If the customer does not have a My Health Record, the system will indicate so when they try to gain access.

Error

Appears when the My Health Record button is clicked and an active HPI-I is not present to access the View.

Choose a pharmacist who has an active HPI-I in the Pharmacist text in the Dispense form.

Error

 

Appears when the My Health Record button is clicked and the access to My Health Record cannot be established. 

Check that the HPI-O entered in the Minfos configuration is the one provided to the store by ADHA. If this doesn’t resolve the issue then call Minfos support for assistance to verify that the certificates are installed successfully.  

Error

Appears on My Health Record button when the

 HPI-O used has expired or invalid. 

Check that the HPI-O entered in the Minfos configuration is the one provided to the store by ADHA. If this doesn’t resolve the issue, contact ADHA to renew the licence.

Error

Appears when the user tries to gain access to the customer’s My Health Record (advertised) without entering an Access Code, when the customer has restricted access set on their record. 

Enter a valid Access Code provided by the customer. 

If the Access Code is not available, user may use the Emergency Access button to gain access.

Error

Appears when the user tries to gain access to the customer’s My Health Record (non-advertised) by entering an invalid Access Code.  

Enter a valid Access Code provided by the customer. 

If the Access Code is not available, user may use the Emergency Access button to gain access.

Error

Appears when the user tries to gain access to the customer’s My Health Record (non-advertised) using General Access (without code), when the customer has restricted access set on their record.

Click the My Health Record button again and choose the option Restricted Access and enter a valid Access Code provided by the customer. 

If the Access Code is not available, user may use the Emergency Access button to gain access.

Error

Appears when the user clicks on a document in the customer’s My health record view, which has already been removed.

You will not be able to view this document as this document has been removed from the customer’s My health record.


Note: Some of the alerts will also re-appear when saving the Dispense record to allow rectifying the issue prior to saving the record.




  • Click Cancel to discontinue saving this Dispense record, which will allow you to resolve the issue from the Customer Maintenance window and then continue with saving this Dispense record again.

or

  • Click OK to continue saving the dispense record.

Note: If the issue is not resolved at the time of saving the Dispense record, this record will not be eligible for upload to My Health Record.


Shared Alerts on the Customer window and Dispense form

Below are the errors, alerts and information messages that are common to both the Customer Add/Edit window and the Dispense form when an IHI search is activated.

Short Message

Long Message

Description

Deceased IHI

The Healthcare Individual record contains a Deceased IHI status. 

 

A status of Deceased has been received for this customer.

This is a valid IHI status supported by Minfos and will be saved against the customer.

 

An IHI has a status of Deceased when it is:

  • Either Verified, Unverified or Provisional.
  • There is a date of death present in the record.
  • Has not yet been matched with Fact of Death Data (FoDD) from Births, Deaths and Marriages Registries.
  • Has not yet reached 130 years.

Expired IHI

This IHI record has an Expired IHI status and cannot be retrieved via this channel. 

 

This customer has an IHI with Expired status.

This status will not be saved against the customer and does not allow customer’s My Health Record dispenses record to be uploaded /viewable from Minfos.

 

An IHI has a Status of Expired when it is either:

  • Provisional and there has been no activity on the record for 90 days. 

or

  • Unverified and has reached an age of 130 years.

Retired IHI

This IHI record has a Retired status and cannot be retrieved via this channel. 

 

This customer has an IHI with Retired status.

This status will not be saved against the customer and does not allow the customer’s My Health Record Dispense record to be uploaded /viewable from Minfos.

 

An IHI has a Status of Retired when it is:

  • Verified or Unverified.
  • there is a date of death present in the record and either.
  • has been matched with Fact of Death Data (FoDD) from Births, Deaths and Marriages Registries and has had no activity for 90 days or has reached an age of 130 years (Verified IHI records only).

Unverified IHI

This customer has an Unverified status. This status is not supported by Minfos.

An identifier is created at an organisation and the individual has not contacted HI service to verify the IHI by providing evidence of identify.

Minfos does not support the Record status of Unverified. This status will not be saved against the customer and does not allow a customer’s My Health Record Dispense record to be uploaded /viewable from Minfos.

Provisional IHI

This customer has a Provisional status. This status is not supported by Minfos.

An identifier was created at an organisation when the individual was unable / unwilling to identify themselves.

Minfos does not support the Record status of Provisional. This status will not be saved against the customer and does not allow a customer’s My Health Record Dispense record to be uploaded / viewable from Minfos.

Error

<Error message>

An error may occur for unforseen scenarios. Contact Minfos support to resolve this issue.