Maintain organisation details

Edit organisation details

After registering your organisation in the PCA portal and once the registration has been approved, you can edit or update your organisation details.

Summary of steps to edit Organisation Details:

  • From the Your Organisations screen, click on the organisation name (next to the PO icon).
  • Click on the Edit Organisation button at the top right of the screen.
  • On the Edit Organisation screen, you can edit:
    • Your contact details at this organisation.
    • Edit business name (if applicable).
    • De-select or select the checkbox if This organisation provides healthcare to individuals.
    • Edit Organisation Contact Details, including the organisation phone number, email address and legal contact email address (this is where legal notices will be sent). You can also edit or enter the organisation fax number and website.
    • Edit Organisation Location: you can update the postal address in this section.
  • Once complete, click on the Update Organisation button.

    Detailed steps:

    Step 1

    From your Organisations screen:

    1. Click on the organisation name (next to the PO icon).

    Step 2

    1. Click on the Edit Organisation button at the top right of the screen.

    Step 3

    On the Edit Organisation screen, you can edit:

    1. Your contact details at this organisation by de-selecting the Same as my user profile checkbox.

    2. Edit business name (if applicable).

    Note: If applicable select or de-select This organisation will use HPI-Is to communicate health information or support communication of health information as authorised by the Healthcare Identifiers Act 2010 checkbox.

    Organisation Contact Details

    1. Enter the organisation phone number, email address and legal contact email address (this is where legal notices will be sent for approval).

    2. You may also enter the organisation fax number and website here.

    Note: The legal contact email address is where legal notices will be sent.

    Organisation Location

    Update the address in this section.

    3. In the Address search field, enter your address and select the address from the list.

    Note: You may provide additional postal address details in the Shop/suite/level/building name if not included in found address field.

    Step 3

    1. Once complete, click on the Update Organisation button.

    Edit partner services

    Partner services are the services your organisation offers that are used by publishing organisations. Registering a partner service in PCA allows other publishing organisations to publish details of their service offerings to your partner service.

    Summary of steps to edit your Partner Services:

    • Log in to the PCA Portal.
    • From the Your Organisations screen, click on the organisation name (next to the PO icon).
    • On the Participating Organisation screen, click on the Your Partner Services tab.
    • Click on Edit Partner Service.
    • On the Edit Partner Service screen, you can:
      • Edit the Partner Service name.
      • Edit the Partner Service Category.
      • Select or de-select the Active checkbox.
      • Optional: Select or de-select the Will store and use HPI-I's checkbox if you will store and use HPI-I's.
      • If you will store and use HPI-I's, enter the description of use in the Description box.
    • In the Information Use Statement section, you can:
      • Edit your Information Use Statement (See Appendix A for more information).
      • Optional: Enter the Consequences of not accepting the Information Use Statement.
    • In the Service Coverage Area, you can edit by selecting either: All postcodes, or Restricted by postcode.
    • If you select Restricted by postcode, select the postcode areas that are covered by this partner service.
    • In the Partner Service Websites section, you can remove websites listed, or add websites by: Optional: Click on the Add Link button and enter the Website Title and Website URL.
    • Once complete: Click on the Update Partner Service button.

      Detailed steps:

      Step 1

      From your Organisations screen:

      1. Click on the Partner Service next to the partner service icon.

      Step 2

      1. Click on the Edit Partner Service button at the top right of the screen.

      Step 3

      1. In the Partner Service Details section, you can edit:

      • The Partner Service name
      • The Partner Service category
      • De-select the Active checkbox if this service is inactive.
      • Select or de-select the Will store and use HPI-I's checkbox if you will store and use HPI-I's.

      Note: If you will store and use HPI-I's, enter the description of use in the Description box.

      Step 4

      1. In the Information Use Statement section, you can edit:

      • your Information Use Statement

      (See Appendix A for more information)

      Note: Once you update your Information Use Statement a new version number is applied to it.

      2. (optional) If you wish that healthcare provider organisations publishing to your partner service be informed of the updated Information Use Statement, select the Ask managers of already-published healthcare services to accept the information use statement.

      Note: You cannot use details published to you under the new Information Use Statement until healthcare provider organisations publishing to your partner service accept the new statement.

      3. (optional) Enter the Consequences of not accepting the updated Information Use Statement.

      Note: The Consequences of not accepting will be displayed to healthcare provider organisations that are publishing to your partner service.

      Step 5

      1. In the Service Coverage Area, you can edit by selecting:

      • All postcodes, or
      • Restricted by postcode.

      Note: If you select Restricted by postcode, select the postcode areas that are covered by this partner service.

      Step 6

      1. In the Partner Service Websites section, to:

      • remove a listed website, click the associated Remove button.
      • add a new website, click the Add Link button, and enter theWebsite Title and Website URL.

      Step 7

      1. Once complete, click on the Update Partner Service button.

      Edit publication email configuration

      You can edit the email configuration settings for one or more existing partner services you manage.

      Summary of steps to create an email configuration for a partner service:

      • From the Your Organisations screen, click on the organisation name (next to the PO icon).
      • On the Participation Organisation screen, click on the Publication email configurations tab.
      • Click on the Add email configuration button.
      • On the Add New Publication Email Configuration screen:
        • Add the name of the partner service the email configuration setting.
        • Add the email address to send emails when new details are published, or existing details are updated, to the partner service.
        • Select the frequency at which emails will be sent.
        • Choose one or more configurations to receive emails for: changes to organisation, location, healthcare service and/or practitioner details.

      Detailed steps:

      Step 1

      From the Your Organisations screen:

      1. Click on your organisation name next to the PO icon.

      Step 2

      On the Participating Organisation screen:

      1. Select the Publication email configuration tab.

      2. Select the partner service email configuration record you wish to edit.

      Step 3

      1. Optional: On the Edit New Publication Email Configuration screen edit the applicable details to receive email updates:

      2. Select a different Partner Service name.

      3. Provide a different Email Address for the person or business unit.

      4. Select a different Frequency at which you wish to receive the emails.

      5. Select and/or de-select the changes for which you wish to receive/not receive email updates.

      6. Click the Save button.

      Step 4

      1. View the updated publication emailconfiguration record on the Publication email configuration tab of the Participating Organisation screen.

      View published information

      If you have received an email for a partner service you manage indicating information is being newly published to the partner service, or existing information being published to the partner service has been updated, you can select any link associated with the new or updated information and view that information in the PCA Portal (in read-only mode).

      Pre-conditions: You must be assigned the Organisation Manager or Partner Service Manager, or Viewer role with rights to view the item you select.

      Step 1

      From the email you receive:

      1. Select a link against an item you wish to view in the PCA Portal

      Step 2

      Note: If you aren't logged into PRODA, you are directed to the PRODA Login Page to login.

      1. You will be presented with new/updated details associated with the link you selected.

      Terminate your participation in the PCA

      If you no longer want your business partner organisation to participate in the PCA and publish your partner service, you may terminate the participation agreement your organisation has with the Agency.

      You may only request termination of the agreement if you have been assigned the Organisation Manager role against the Participating Organisation (the organisation at the top of your organisation structure).

      To terminate your agreement, email the PCA Operator at [email protected] and include the following details in your email.

      • Subject Line: Terminate Business Partner Participation Agreement for [insert name of Participating Organisation].
      • In the body of the email, provide:
        • your first and last name.
        • contact phone number at the participating organisation; and
      • the reason for terminating your agreement.
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