Roles and responsibilities

The Healthcare Identifier (HI) Service and the My Health Record system require people to be assigned to roles, which authorises them to carry out certain actions. The roles recognise the different responsibilities in an organisation from administration through to healthcare provision.

The table below outlines the different roles, examples of the types of employee who may fulfil each role within General Practice, and some of the actions which a person in that role is able to carry out:

  • Promote your practice as being digital health-capable and connect it with other healthcare providers who also advocate digital health for the benefits of their patients;
  • Engage with your patient community about digital health and encourage them to sign-up and use its features to increase their involvement in their own care;
  • Ensure your practice's clinicians and staff have a high awareness of digital health and use the system in their interactions with patients and other healthcare providers.

The diagram below illustrates how these roles might be set up for a Seed HPI-O organisation. If you plan to have a network HPI-O hierarchy for your practice, then it is recommended to read the My Health Record Rules 2012 or the Digital Health Registration Guide to nominate appropriate people for these roles.

Roles For HI Service

This webinar and the information below provides further detail about two key roles in digital health: the Responsible Officer (RO) and Organisational Maintenance Officer (OMO).

View the My Health Record Seed and Network Organisations Webinar

 

  • Responsible Officer (RO) - the officer of an organisation who is registered with the HI Service and has authority to act on behalf of the Seed organisation and relevant Network organisations (if any) in its dealings with the System Operator of the My Health Record system. For large organisations, the RO may be the chief executive officer or chief operations officer. For small organisations – such as a GP practice – the RO may be a practice manager or the business owner.
  • Organisation Maintenance Officer (OMO) - the officer of an organisation who is registered with the HI Service and acts on behalf of a Seed organisation and/or Network organisations (if any) in its day to day administrative dealings with the HI Service and the My Health Record system. Healthcare organisations can have more than one OMO if they wish. In General Practice, this role may be assigned to the Practice Manager, if you have one, and/or other senior staff who are familiar with the practice's clinical and administrative systems. Alternatively, the RO may take on the OMO role as well.

The following table summarises the functions that each of the RO and OMO roles may perform on the HI Service and the My Health Record system.

Summary and Functions of Responsible Officer (RO) and Organisation Maintenance Officer (OMO) for the HI Service and My Health Record system
Role HI Service My Health Record system
RO
  • Register a Seed organisation
  • Request a PKI certificate (or link an existing one) for the organisation
  • Maintain the HPI-O details with the HI Service
  • Maintain their RO details with the HI Service (add or remove RO)
  • Maintain OMO details with the HI Service (add or remove OMO) for seed and network levels
  • Retire, deactivate and reactivate the HPI-O
  • Maintain links between the Seed organisation (and any Network organisation/s) and any Contracted Service Provider
  • Authorise the addition/removal of HPI-Os
  • Adjust the My Health Record system Access Flags for participating organisations within their hierarchy (OMO at Seed level can also do this)
  • Set HPI-O/HPI-I authorisation links (OMO can also do this)
Role HI Service My Health Record system
OMO
  • Maintain their own personal OMO details
  • Register a network HPI-O for network levels below
  • Register OMO details for network levels below
  • Validate, link or remove linked HPI-Is to HPI-O(s) they are linked to
  • Publish HPI-O details in the Healthcare Provider Directory (HPD) for HPI-Os they are linked to
  • Request PKI certificate(s) (or link existing one) for organisation(s) they are linked to
  • If required, maintain a list of authorised employees within the organisation who access the HI Service
  • Set and maintain access flags according to the organisational network hierarchy, in accordance with meeting the principles outlined in the My Health Record Rules
  • Act on behalf of the Seed and Network organisation(s) (that they are linked to) according to the hierarchy
  • Maintain accurate and up-to-date records of the linkages between organisations within their network hierarchy

Authorised Employee (HI Service) - an individual within an organisation who requires access to IHI records and provider identifiers from the HI Service to assist with patient administration.

Authorised Employee (My Health Record system) - a person authorised by a healthcare organisation to access the My Health Record system on behalf of the organisation. Authorised users may be individual healthcare providers and other local users who have a legitimate need to access the My Health Record system as part of their role in healthcare delivery.

Healthcare Provider - a healthcare provider who provides healthcare services to the general public, who has an HPI-I.

Types of Employee Roles and Responsibilities
Role Example Employee from General Practice IHI Search and Download My Health Record Assisted Registration View a My Health Record and download clinical documents Author clinical documents for a My Health Record Upload clinical documents to a My Health Record Manage Organisation interactions with HI Service and My Health Record system
Responsible Officer (RO)

Business Owner

 

 

 

 

 

Organisation Maintenance Officer (OMO)

Practice Manager

 

 

 

 

 

Authorised Employee

(HI Service only)

Receptionist

 

 

 

 

 

Authorised Employee (My Health Record system)

Social Worker / Aboriginal and Torres Strait Islander health worker

 

 

Provider (HPI-I)

GP / Registered Nurse

 

For help completing these steps, contact the Help Centre on 1300 901 001.

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