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Last updated 23 November 2016

Glossary

Term Definition Acronym / Abbreviation notes for use
Access code See Personal Access Code PAC
Access history The Access history is a record of all activity related to an individual’s My Health Record. Every time an My Health Record is accessed, changed or removed from the record, an automatic audit trail is created and can be viewed.
Access List An Access List associated with an individual’s My Health Record specifies the registered healthcare provider organisations permitted or blocked from accessing an individual’s My Health Record. If you do not have a Record Access Code, any healthcare providers involved in your care can access your My Health Record. The Access List will show the healthcare provider organisations who have previously accessed the record. Access List
Accessing Organisation An Accessing Organisation is a Healthcare Provider Organisation from which subordinate organisations inherit their My Health Record’s access levels. -
Achievement diary Developmental milestones throughout childhood, such as the first words spoken or the first day of primary school, can be recorded in the Achievement diary by an individual or their authorised representatives, such as a parent. Healthcare providers cannot view these. -
Administration Portal An online tool used by the System Operator for administrative actions on individual My Health Records, for example, when assisting an individual with an enquiry. -
Advance Care Planning An Advance Care Planning document is a type of written statement regarding a person’s wishes for their future medical or healthcare treatment, and may formally appoint a substitute decision-maker. Advance Care Planning documents can be used if, at some point in the future, the person becomes incapable of making healthcare decisions for themselves (e.g. due to illness or injury). Such Advance Care Planning documents can be uploaded to and stored on an individual’s My Health Record. ACP Documents
Advance Care Document Custodian The Advance Care Directive Custodian is the custodian of an individual’s Advance Care Directive. An individual can add the names and contact details of who they have shared their Advance Care Planning documents with on their My Health Record, and doctors will be able to contact the ACD Custodian should the need arise. ACD Custodian
Advanced access controls Advanced access controls means the access controls that enable a registered individual to set controls on the registered healthcare provider organisations and Nominated Representatives who may access the individual’s My Health Record within the My Health Record system. -
Allow future access A decision made by the individual who has taken control of their My Health Record to allow future access by persons who were previously an Authorised or Nominated Representative. -
Assisted Registration Assisted Registration enables healthcare providers to assist their patients to register for an My Health Record. -
Assisted Registration Tool The Assisted Registration Tool is purpose built software to enable an HPI-O to assert a patient’s identity and then submit their details to the My Health Record system for registration. ART
Australian Immunisation Register The Australian Immunisation Register is a national register administered by the Department of Human Services that captures all vaccines administered throughout a person’s life (birth to death), given through General Practice and community clinics. This will include all vaccines funded under the National Immunisation Program and also may include private vaccines given through general practice and community clinics. AIR
Australian Organ Donor Register The Australian Organ Donor Register is the national register for organ and/or tissue donation for transplantation. It is administered by the Department of Human Services. This register keeps a record of an individual’s stated consent with regard to organ and tissue donation. AODR
Authentication Confirmation that the user accessing the My Health Record is who they claim to be. In the electronic environment this is achieved by providing a user with credentials such as user identification and password. -
Authoring Organisation The Authoring Organisation is the Healthcare Provider Organisation which created the content of that document. -
Authorisation Authorisation is a process of validating a user’s authority to access a specific piece of information. -
Authorisation links An authorisation link connects a healthcare provider to a healthcare provider organisation so the healthcare provider can access the My Health Record system via the Provider Portal on behalf of their organisation. -
Authorised employee An Authorised employee of a registered healthcare provider organisation who has been authorised by the organisation to use the My Health Record system and access an individual's My Health Record on behalf of the organisation. -
Authorised Representative An Authorised Representative is someone who can apply for and manage a My Health Record on behalf of another person. For the purposes of the My Health Record system someone can be an Authorised Representative if they:
  • have parental responsibility for a person under 18; or
  • have legal authority to act on behalf of a person who is at least 18 and who is not capable of making his or her own decisions.
If there is no one with parental responsibility or legal authority, a person who is otherwise appropriate to act on behalf of the individual can be an Authorised Representative. An individual can have more than one Authorised Representative.
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Business to Business Gateway Business to Business Gateway (B2B) – this is how the My Health Record electronically communicates with other connected systems. B2B
Cancel a My Health Record Cancellation of a registration with the My Health Record system removes all access to an individual’s My Health Record. Once a registration is cancelled the My Health Record will no longer be accessible to individuals and healthcare provider organisations and no further information can be uploaded to it.

An individual can cancel their registration with the My Health Record online via the Consumer Portal, by calling the helpline on 1800 723 471, or by visiting a Department of Human Services Medicare service centre.

The System Operator can also decide to cancel an individual’s registration with the My Health Record system. This could occur if the individual is not considered eligible for registration, if their identity has not been appropriately verified or if they pose a threat to the security or integrity of the My Health Record system.

An individual can re-register with the My Health Record system which will re-activate their cancelled record.
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Channel A channel is a means of entry into the My Health Record system to enable reading and updating My Health Records. For example individuals can use the Consumer Portal or providers may use the system via B2B. -
Child development The Child development section of the My Health Record contains information about childhood growth and development. -
Child development information Based on the Greater Western Sydney eBlue Book, this enables the recording of observations (height, weight and head circumference) and achievements e.g. first word, first tooth. Presently child development information can only be entered by an individual (e.g. parent) not clinicians. -
Clinical Document Architecture Clinical document architecture is an HL7 standard intended to specify the encoding, structure and semantics of clinical documents for exchange. CDA
Clinical documents Clinical documents are the documents with clinical information entered by healthcare providers in an individual’s My Health Record. These include: Shared Health Summaries, Event Summaries, Discharge Summaries, Referral Letters and Specialist Letters. Clinical docs
Clinical Information System A Clinical Information System is used by a healthcare provider to manage patient and practice records. It may include a software component connected to the My Health Record system. CIS
Clinical Synopsis A clinical synopsis is a short summary of a healthcare event (e.g. reason for visit, diagnosis etc) included in an Event Summary document. Provides a summary of the issues/problems, management strategies, outcomes/progress and possible prognosis for the particular healthcare event.
Conformant digital certificate (for the My Health Record system) The conformant digital certificate is an electronic credential used to secure access in the My Health Record system. -
Consumer or “individual” A consumer is an individual who has received, receives or may receive healthcare in Australia. ‘Individual’ is the preferred term
Consumer Portal The Consumer Portal is used by an individual who has set up access to their My Health Record online. Consumer Portal
Consumer-Shared Documents Consumer-Shared Documents have been authored by an individual, Authorised Representative or Full Access Nominated Representative. These documents, such as the personal health summary, are shared with providers and other representatives. -
Contracted Service Provider See registered Contracted Service Provider CSP
Contracted Service Provider Officer The CSP Officer acts as the liaison between a Contracted Service Provider and the System Operator. There must be at least one CSP Officer and there can be up to three at one time. CSP Officer
Default access controls Default access controls are the access controls that apply where a registered individual has not set controls on the registered healthcare provider organisations or Nominated Representatives who may access the individual’s My Health Record. This means that any participating healthcare provider involved in your healthcare can access your record. Default control
Department of Health The Commonwealth Department of Health has a diverse set of responsibilities and aims to deliver better healthcare services including the My Health Record system. Health
Department of Human Services The Commonwealth Department of Human Services is responsible for the development of service delivery policy and provides access to social, health and other payments and via Service Centres. DHS operate Medicare Service Centres, the My Health Record system helpline and the Healthcare Identifiers Service. DHS
Department of Veterans’ Affairs The Commonwealth Department of Veterans’ Affairs is responsible for carrying out government policy and implementing programs to fulfil Australia’s obligations to veterans, war widows and widowers, and serving and former members of the Australian Defence Force. DVA
Diagnostic imaging report The report providing the outcome of a diagnostic imaging examination performed can be uploaded to an individual’s My Health Record if the referring healthcare provider and the Diagnostic Imaging provider are both participating in the My Health Record system and have the necessary compatible software. -
Diagnostic test information Diagnostic test information can be recorded in an individual’s My Health Record (i.e. lab results). Diagnostics
Discharge Summary A Discharge Summary is a record of an individual’s hospital stay and any follow up treatment required. Discharge Summary
Dispense Document A document containing information about the medications a consumer has been dispensed by a pharmacist. Also includes information relevant to the pharmacist who dispensed the medication and the pharmacy where the medication was dispensed. Medication specific information recorded in your dispense record may include:
  • Medication brand name and strength dispensed;
  • generic medication name;
  • dosage instructions;
  • the number of repeats already dispensed and the number of remaining repeats; and
  • the date the medication was last dispensed.
Display last login When an individual logs into their My Health Record, their last successful login date and time will appear in the top right bar below the ‘Log out’ button. If logging in for the first time with a new my.gov account the current date and time will be displayed. -
Emergency access Emergency access is access by a registered healthcare provider organisation to an individual’s My Health Record to lessen or prevent a serious threat to a person’s life, health or safety and where it is unreasonable or impracticable to obtain the individual’s consent. If a participant asserts that these circumstances exist, the access controls of the individual’s My Health Record are overridden. Emergency access can also occur where it is necessary to lessen or prevent a serious threat to public health or public safety. Emergency access expires five days after the assertion of the emergency is made. -
Emergency contact details Contains the details of any emergency contacts added by an individual to their My Health Record. -
eReferral Note eReferral specification supports the seamless exchange of significant patient information from one treating healthcare provider to another via a national system of creating, storing and sharing referral reports.
Event Summary An Event Summary is a clinical document that may be uploaded to an individual’s My Health Record summarising one or more episodes of care. -
Evidence Of Identity Method of identification used by DHS to establish ownership of a My Health Record. EOI
Full Access Nominated Representative A Full Access Nominated Representative is able to perform all the functions of an Authorised Representative in respect of an individual’s My Health Record with the exception of cancelling the record, viewing the Access history, and viewing or adding other representatives. A Full Access Nominated Representative must verify their identity to the System Operator. FANR
General access (applied to a clinical document) General access, where applied to a document, is an access setting for an individual’s My Health Record. A general access document is available to be viewed by all healthcare provider organisations that have general access to an individual’s My Health Record. An alternative access level that can be applied to a document is restricted access. -
General access (applied to a Nominated Representative) The general access setting for a Nominated Representative can be set in the ’Manage Access to this Record' screen of the Consumer Portal. The general access setting allows a Nominated Representative to access the individual’s My Health Record and view those documents classified as general access. NR
General Access (Healthcare Provider Organisation) General access where applied to a healthcare provider organisation is an access level that can be given to an organisation accessing an individual’s My Health Record. General access for a healthcare provider organisation allows any healthcare provider within that organisation to access the My Health Record and ’read’ (view) those documents marked as general access. It also classifies all documents this organisation writes (adds) to the record as general access. An alternative access level that can be applied to healthcare provider organisations is restricted access. -
Growth charts Growth charts in the Child development section can be used to graph the measurement information recorded for a child over a certain time period, including height, weight, and head circumference. -
Health Check Assessment Schedule The Health Check Assessment Schedule in the Child development section displays a list of questions for parents within a child’s current selected state or territory that can be completed by the individual, or representatives, for different childhood age brackets. -
Health Check Questionnaires A list of available questions about a child’s health and development is available from the Health Check Assessment Schedule in a My Health Record and can be completed by parents or the alternate Authorised Representatives involved in a child’s healthcare. -
Healthcare Identifiers Act 2010 The Healthcare Identifiers Act 2010 establishes the Healthcare Identifiers Service and regulates related matters. HI Act
Health Professional Online Services The Health Professional Online Service (HPOS) provides DHS services to health professionals through a secure online channel. Services accessed through HPOS include application for My Health Record registration and the ability for a HPI-O to link to a CSP. HPOS
Consumer Portal Homepage The Consumer Portal Homepage is a view that provides a summary of an individual’s My Health Record. It presents information from the Shared Health Summary and other recent clinical documents available in the My Health Record. -
Health Service The Privacy Act 1988, defines a Health Services as an activity performed in relation to an individual which is intended or claimed (expressly or otherwise) by the individual or the person performing it:
(a) to assess, maintain or improve the individual's health; or
(b) where the individual's health cannot be maintained or improved--to manage the individual's health; or
(c) to diagnose the individual's illness, disability or injury; or
(d) to treat the individual's illness, disability or injury or suspected illness, disability or injury; or
(e) to record the individual's health for the purposes of assessing, maintaining, improving or managing the individual's health.
Health Information It relates to the individual’s physical or psychological health, and includes the dispensing of medicines and the provision of aged care, palliative care, and care for a person with a disability.
Healthcare Identifiers Service The Healthcare Identifiers Service is a national system for uniquely identifying healthcare providers and individuals, which makes sure the right health information is associated with the right individual – see IHI, HPI-I and HPI-O. HI Service
Healthcare professional See Healthcare provider. -
Healthcare provider A healthcare provider is a person who is involved in or associated with healthcare delivery. For the purposes of the My Health Record system a healthcare provider is a person who has an HPI-I and is authorised by a registered healthcare provider organisation to access the My Health Record system on their behalf. Note: this was previously referred to as ‘Individual Healthcare Provider’
Healthcare Provider Directory The Healthcare Provider Directory is a voluntary provider directory service established and maintained by the Healthcare Identifiers Service Operator. HPD
Healthcare Provider Identifier – Individual The Healthcare Provider Identifier for individuals (HPI-I) is a unique 16 digit number used to identify individual healthcare providers who deliver healthcare in the Australian healthcare setting. HPI-I
Healthcare Provider Identifier – Organisation The Healthcare Provider Identifier for Organisations (HPI-O) is a unique 16 digit number used to identify organisations which deliver healthcare in the Australian healthcare setting. HPI-O
Healthcare Provider Organisation A Healthcare Provider Organisation is an entity, or a part of an entity, that has conducted, conducts, or will conduct, an enterprise that provides healthcare (including healthcare provided free of charge such as a hospital). HPO
Healthcare provider organisation access Healthcare provider organisation access is the level of access that a healthcare provider organisation has to an individual’s My Health Record.
See also General Access (Healthcare Provider Organisation) and Restricted Access (Healthcare Provider Organisation).
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Identity Verification Code The identity verification code is a code generated during the registration process for individuals on the ART, or via phone or face to face channels. The IVC proves that their identity has been verified by the My Health Record system. The IVC is used to access the individual’s My Health Record online for the first time. IVC
Immunisations Information which has been recorded with the Australian Childhood Immunisation Register for a child can be viewed in the Child development section of the My Health Record. -
Index view The index view is a listing of all the documents available in an individual’s My Health Record. -
Indigenous status The Indigenous status indicator is stored within the My Health Record for individuals who wish to indicate whether they are of Aboriginal or Torres Strait Islander origin. This indicator is not mandatory. -
Individual Healthcare Identifier The Individual Healthcare Identifier is a 16 digit unique number used to identify individuals who receive or may receive healthcare in the Australian health system. IHI
Individual or patient An individual or patient is a person who has received, receives or may receive healthcare in Australia. -
Individual Reference Number The Individual Reference Number appears to the left of an individual’s name on their Medicare card to indicate the individual’s reference number on the Medicare card. This is not a unique identifier. IRN
Information for parents Information for parents in the Child development section displays useful links to information relevant to childhood growth and development. -
Inheriting Organisation An Inheriting Organisation is a Healthcare Provider Organisation that inherits access levels in relation to My Health Records from an Accessing Organisation. -
Limited Document Access Code A limited document access code may be used to restrict access to individual documents within an individual’s My Health Record. An individual can generate a code and provide this to their healthcare provider for a one time use. LDAC
Local System Identifier The Local System Identifier is used by Healthcare Provider Organisations to identify authorised employees who have read and upload (but not write) access to the My Health Record system on their behalf. LSI
Login Login is the process by which individuals and healthcare providers access the My Health Record system with a username and password. -
Manage access to this My Health Record The area of the My Health Record where an individual can manage access settings which control their Nominated Representatives’ access to their record. Note: this was previously referred to as ‘Manage Representative’
Manage document access The area of the My Health Record where an individual can classify the documents in their My Health Record as General Access (everyone with access to the My Health Record can view) or Restricted Access (only organisations and Nominated Representatives you have specified can view). -
Medicare Benefits Schedule The Medicare Benefits Schedule is a listing of the healthcare services subsidised by the Australian Government under the Health Insurance Act 1973. It is part of the wider Medicare Benefits Scheme managed by the Department of Health and is administered by the Department of Human Services. MBS
Medicare Benefits Scheme The Medicare Benefits Scheme is the healthcare services subsidised by the Australian Government under the Health Insurance Act 1973. -
Medicare information preferences Medicare information preferences allow an individual to decide whether certain information (Medicare Benefits Schedule, Pharmaceutical Benefits Scheme, Australian Organ Donor Register, Australian Childhood Immunisation Register, Repatriation Pharmaceutical Benefits Scheme and Department of Veterans’ Affairs data) is to be displayed in their My Health Record. -
Medicare Overview The ‘Medicare Overview’ screen provides a consolidation, or overview, of the Medicare information in the My Health Record. It is accessed via the ‘Medicare Records’ menu. -
Medicare Records The ‘Medicare records’ menu in the My Health Record contains Medicare Benefits Schedule, Pharmaceutical Benefits Scheme, Australian Organ Donor Register and Australian Childhood Immunisation Register information where an individual has consented to have this information displayed in their My Health Record. -
Medicine Record A Medicine Record is a summary of Prescription and Dispense information for the My Health Record. It delivers a list of medications that have been prescribed and dispensed to the individual. Previously referred to as Medications View
Mobile Gateway A mechanism for mobile applications to securely integrate and interact with the My Health Record system and allow individuals and Authorised Representatives access to My Health Records. The mobile gateway does not authenticate healthcare providers. -
myGov A secure myGov account gives individuals access to a range of Australian Government services. -
My Health Record a My Health Record of an individual is the record of information created and maintained by the System Operator in relation to the individual, and information that can be obtained by means of that record, including the following:
  • information that relates to the individual in the record relating to the individual’s registration;
  • health information connected in the My Health Record system to the individual, including information included in a record accessible through the index service;
  • other information connected in the My Health Record system to the individual, such as information relating to auditing access to the record; and
  • back-up records of such information.
My Health Record system The My Health Record system is used for the operation of functions under the My Health Records Act by the System Operator.

The My Health Record system was launched on 1 July 2012 (previously known as the Personally Controlled Electronic Health Record or PCEHR) and provides a system of managing health information online that will make it more accessible to Australians who choose to sign up with the system, and healthcare providers.

The My Health Record system is supported by a legislative framework consisting of the My Health Records Act 2012, Healthcare Identifiers Act 2010, My Health Records Regulation 2012, Healthcare Identifiers Regulations 2010 and My Health Records Rule 2016.
Note: this was previously referred to as the ‘PCEHR’. It is now referred to as My Health Record system’.
National Authentication Service for Health The National Authentication Service for Health (NASH) is a secure and authenticated service for healthcare provider organisations and personnel to exchange sensitive My Health Record information. The service issues digital credentials, including digital certificates managed through the Public Key Infrastructure (PKI) and secured by tokens such as smartcards. These credentials validate identity when used to access My Health Record systems that are enabled to use NASH authentication. NASH
NASH PKI
National E-Health Transition Authority The National E-Health Transition Authority was established by the Commonwealth, state and territory governments to develop better ways of electronically collecting and securely exchanging health information and was the managing agent for the design and build of the My Health Record system. NEHTA
National Infrastructure Operator The National Infrastructure Operator is the business area responsible for providing and managing the My Health Record system on behalf of the System Operator. NIO
National Prescription and Dispense Repository The National Prescription and Dispense Repository is a medications repository that supports access to prescribed and dispensed medications information for registered individuals. NPDR
National Repositories Service The National Repositories Service ensures that there is capacity to store a minimum critical set of health information about registered individuals, including Shared Health Summaries, Event Summaries, Discharge Summaries, specialist letters and consumer-only notes. The System Operator operates the NRS. NRS
Network hierarchy A network hierarchy is made up of a seed organisation (the lead healthcare provider organisation of the network hierarchy) and may include one or more network organisations. -
Network organisation A network organisation is a healthcare provider organisation with an HPI-O which is part of a network hierarchy and is subordinate to a seed organisation. Network organisations can be used to represent different departments, sections or divisions within an organisation (e.g. departments within a hospital) or can be separate legal entities from the seed organisation. -
Nominated Healthcare Provider A Nominated Healthcare Provider is the author of a Shared Health Summary. Under the My Health Record Act 2012, a Nominated Healthcare Provider must be a medical practitioner, a registered nurse or an Aboriginal or Torres Strait Islander health practitioner. The healthcare provider and the individual must agree that, for the purposes of the My Health Record system, the healthcare provider is the individual’s Nominated Healthcare Provider. -
Nominated Representative A Nominated Representative is provided access to a My Health Record by the individual or the individual’s Authorised Representative. A Nominated Representative can view your health information. A Nominated Representative with read only access is not required to provide any evidence of identity to the System Operator. -
Notification settings This is the area of the My Health Record where individuals can set their preferences for when and how they would like to be notified about who is accessing their My Health Record, when a new Shared Health Summary is uploaded, and when a new my.gov account is linked to their record. Note: in the Concept of Operations this was previously referred to as ‘Notification Preferences’
Notifications Notifications are sent to individuals either via a text sent to a mobile phone or via an email or via a letter informing them of activity relating to their My Health Record. -
Office of the Australian Information Commissioner The Office of the Australian Information Commissioner has oversight of the operation of the Freedom of Information Act 1982 and review of decisions made by agencies and ministers under that Act, functions conferred by the Privacy Act 1988 and other laws, and government information policy functions.
The Australian Information Commissioner is the key regulator for the My Health Record system and has the capacity to conduct audits, commence investigations, impose sanctions and accept enforceable undertakings.
OAIC
Organisation Maintenance Officer An Organisation Maintenance Officer is an employee of a healthcare provider organisation who is recognised by the My Health Record system Operator as having authority to act on behalf of the organisation in its dealings with the System Operator. OMO
Participant A participant in the My Health Record system is the System Operator, a registered Healthcare Provider Organisation, a registered repository operator, a registered portal operator, a registered contracted service provider and the operator of the National Repositories Service. -
Participation Agreements Healthcare Provider Organisations, Contracted Service Providers, Repository Operators and Portal Operators must enter into, and remain a party to, a Participation Agreement with the System Operator to be registered to participate in the My Health Record system. The Participation Agreement includes rights and obligations for both the organisation and the System Operator. The key purpose of the Participation Agreement is to set out obligations relating to the uploading of records to the My Health Record system, the allocation of liability between the parties, and the processes for notifying key events and changes. The Participation Agreement with Healthcare Provider Organisations also relates to intellectual property arrangements.
Pathology Reports The report providing the outcome of the pathology test performed can be uploaded to an individual’s My Health Record if the referring healthcare provider and the Pathology provider are both participating in the My Health Record system and have the necessary compatible software. -
Pending Nominated Representatives Pending Nominated Representatives are those who have been appointed as an individual’s Nominated Representative and have had an access code generated, but who are yet to log into the My Health Record system using the access code. -
Personal Access Code A Personal Access Code is a code generated by the individual to provide a Nominated Representative with access to the individual’s My Health Record. PAC
Note: this was previously referred to as the ‘Access Code’
Personal controls The Personal controls provide a single point within an individual’s My Health Record to view information about their My Health Record personal settings. The screen will be visible from both the Consumer Portal and the Administration Portal. -
Personal health notes A personal health note is a consumer-only note in an area of the My Health Record that allow individuals to store private notes about their health. This section of the My Health Record is not accessible by healthcare providers. Note: this is a ‘consumer-only note’ as referred to in the My Health Record Act ‘
Personal health summary A personal health summary is a document created by the individual that includes medications and allergies/adverse reactions. This section of the My Health Record is accessible by healthcare providers (unlike the personal health notes). Note: this was previously referred to as ‘Consumer Entered Health Summary’
Personal observations Personal observations allows for the recording and viewing of childhood measurement information such as a child’s height, weight and head circumference. Personal observations may be viewed by healthcare providers. -
Personally controlled electronic health (eHealth) record Refer to the My Health Record. -
My Health Record Act 2012 The My Health Record Act 2012 commenced on 29 June 2012 and provides the critical components of the My Health Record system, while the operational detail is contained in the My Health Records Rule 2016. The My Health Records Act establishes the role of the My Health Record system Operator and its advisory committees, a privacy and security framework, penalty provisions and common mechanisms associated with the transparency and scrutiny of the Act. Personally Controlled Electronic Health Records Act
My Health Records Regulation 2012 This regulation supports the effective operation of the My Health Record system by ensuring that the Healthcare Identifiers Service Operator can carry out its functions and share critical information with the My Health Record System Operator and providing additional detail in respect of a critical definition, the operation of the advisory committees and the interaction of state and territory laws. My Health Records Regulation
My Health Records Rule 2012 The My Health Records Rule (currently consisting of the My Health Records Rule 2012, My Health Records Rule 2016 and the My Health Records (Assisted Registration) Rule 2015) contain requirements regarding the day to day operation of the My Health Record system. Personally Controlled Electronic Health Records Rules
Pharmaceutical Benefits Scheme The Pharmaceutical Benefits Scheme is a program for providing pharmaceutical benefits to eligible Australians under the National Health Act 1953. PBS
Prescription and Dispense Records These records incorporate Prescription and Dispense information to provide a consolidated record of medications – which are available as two clinical documents (My Health Record Prescription Record and My Health Record Dispense Record) available in Consumer, B2B and Provider Portals. -
Prescription Document A document containing information about the medicine that a consumer has been prescribed by a healthcare provider. Also includes details about the healthcare provider that prescribed the medication and the healthcare provider organisation that the consumer visited.

Medication specific information recorded in the prescription record may include:
  • Medication brand name and strength prescribed;
  • generic medication name;
  • dosage instructions; maximum number of prescription repeats; and
  • the date the medication was prescribed and the prescription expiry date.
Privacy Statement This statement explains how and why the My Health Record system Operator collects personal information and how it is handled. In dealing with personal information, the System Operator abides by the Australian Privacy Principles and the [Privacy Act 1988 (Cth). -
Proof Of Record Ownership Method of identification used by DHS to verify someone's identity. PORO
Provider Portal The Provider Portal is the interface through which healthcare provider organisations can access the My Health Record system and view an individual’s My Health Record without having to use a clinical information system. The Provider Portal is a view only service. -
Questions for parents A list of available questions about a child’s health and development is available from the Health Check Assessment Schedule in a My Health Record and can be used by parents, other Authorised Representatives or Full Access Nominated Representatives involved in a child’s healthcare. -
Record Access Code A Record Access Code is a code which can be used to restrict access to an individual’s My Health Record. The code is provided to a healthcare provider for all providers in the linked healthcare organisation to grant access to the individual’s My Health Record. RAC
Registered Contracted Service Provider A registered Contracted Service Provider is an entity that provides information technology services, or health information management services, relating to the My Health Record system to a healthcare provider organisation under contract with that organisation, and has registered to participate in the My Health Record system. CSP
Registered individual A registered individual refers to an individual who has completed the process of registering to use the My Health Record system, and has been given a My Health Record. -
Registered Portal Operator A Registered Portal Operator is a person who is the operator of an electronic interface that facilitates access to the My Health Record system, and is registered to participate in the My Health Record system. RPO
Registration – Individual An individual can register for a My Health Record through Assisted Registration, online, over the phone, in person at a Medicare Service Centre or in writing on an application form. -
Registration – Provider Provider registration is the process associated with a healthcare provider organisation registering for participation in the My Health Record system. -
Remove a document from view An individual can remove a clinical document from their My Health Record. A provider can also remove clinical documents which they have authored. Once a document has been removed from view a healthcare provider organisation will only be able to see the document if they were the document author. If they did not author the document they will be unable to see that the document has been removed or view the clinical document, even in the case of a medical emergency (see emergency access). Note: this was previously referred to as ‘Effectively remove a document from view’
Re-register a cancelled record Where an individual has cancelled their record they may reactivate it by re-registering their My Health Record online via the Consumer Portal, by calling the helpline on 1800 723 471 or by visiting a Department of Human Services Medicare Service centre. Note: Previously reactivating a record could not be done via the Consumer Portal.
Responsible officer A Responsible Officer is an employee of a healthcare provider organisation that is a seed organisation and who is recognised by the My Health Record system Operator as having authority to act on behalf of the organisation in its dealings with the System Operator. RO
Restricted access
(Healthcare Provider Organisation)
An alternative access level that can be applied to healthcare provider organisations by an individual. This allows an organisation to have restricted access to an individual’s clinical documents. -
Restricted access settings Restricted access settings allow an individual to choose who can access their My Health Record or to restrict particular documents. Note: this was previously referred to in the Concept of Operations as ‘Limited Access’
Search The search area on both the Consumer and Provider Portal where an individual and healthcare provider can search for specific patient clinical documents e.g. Shared Health Summaries, Discharge Summaries or Event Summaries. Note: this was previously referred to as ‘Document Search’ or ‘Provider Document Advanced Search’
Search for your child’s record A function to allow parents or the alternative Authorised Representative to create or access a My Health Record for a child if they are listed on the same Medicare card and the Medicare card details are provided as evidence of parental responsibility. The child must be under 18 years old.

In some cases, a child may have registered themselves, and although a parent is on the same Medicare card as the child, the parent cannot access the child’s My Health Record.
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Seed organisation A seed organisation is a healthcare provider organisation with an HPI-O and is a legal entity which is the head of a network hierarchy which may or may not include subordinate network organisations. -
Shared Health Summary A Shared Health Summary is a clinical document summarising an individual’s health status and includes important information such as allergies/adverse reactions, medicines, medical history and immunisations. Only a Nominated Healthcare Provider can create or update the Shared Health Summary. SHS
Specialist Letter A Specialist Letter is the document used by a treating specialist to respond to a GP about a referred patient. It is based on the usual practice where a specialist writes back to the GP.
Suspend record The System Operator has the ability to suspend and restore a My Health Record. Using the My Health Record system, a suspended record is only available via emergency access. -
System Operator The System Operator of the My Health Record system is the participant with responsibility for establishing and operating the My Health Record system. The System Operator is presently the Secretary of the Department of Health. -
Take control of your My Health Record The process by which an individual who is capable of making their own decisions may assume control from an Authorised Representative of their My Health Record. Take control is intended for those 14 and over (or for under 14 with evidence of capacity) to assume control of their record, Adults who have an Authorised Representative because the adult lacked mental capacity, can take control of their record if they provide evidence that they have regained capacity (this cannot be done online). -
Template service The template service contains template packages to assist with the creation of clinical documents in the My Health Record system. -
Veteran and Australian Defence Force (ADF) Status indicator The Veteran and ADF status indicator is stored within the My Health Record for individuals who wish to indicate whether they are a current or former serving ADF member. This indicator is not mandatory. -
Who has access to my My Health Record An individual can control what information is stored in a My Health Record and which healthcare organisations can access that information. Only healthcare professionals included in your care authorised by participating Australian healthcare provider organisations will be able to upload clinical information to a My Health Record. -
Who’s accessed my record This section allows individuals to view details of all activity on a My Health Record. Individuals can search for activity within specific dates. -
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References

Reference NamePublisherLink
Department of Health Healthwww.health.gov.au
My Health Record Concept of Operations: relating to a personally controlled electronic health (eHealth) record system and Addendum Healthmyhealthrecord.gov.au/internet/ehealth/publishing.nsf/content/PCEHRS-Intro-toc
My Health Record legislation, including the Personally Controlled Electronic Health Record Act, My Health Record Rules Health http://www.comlaw.gov.au/Search/PCEHR
National E-Health Transition AuthorityNEHTAwww.nehta.gov.au
Department of Human ServicesDHSwww.humanservices.gov.au
Healthcare Identifiers Service (DHS)HI Servicehttp://www.medicareaustralia.gov.au/provider/health-identifier/index.jsp
Department of Veterans’ AffairsDVAwww.dva.gov.au
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Related Reading

The documents listed below provide further information to individuals and healthcare providers
Document NamePublisherLink
Frequently asked Questions (for individuals)Healthhttps://myhealthrecord.gov.au/internet/mhr/publishing.nsf/Content/find-out-more
Frequently asked Questions (for healthcare provider organisations)Healthhttps://myhealthrecord.gov.au/internet/mhr/publishing.nsf/Content/healthcare-providers
Frequently asked Questions (for contracted service providers)Healthhttps://myhealthrecord.gov.au/internet/mhr/publishing.nsf/Content/healthcare-providers
Participation agreement (for contracted service providers)Health myhealthrecord.gov.au/internet/ehealth/publishing.nsf/content/contracted-serv-prov-reg
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Last updated 23 November 2016