Register organisation details

Note: If your organisation is already registered as a healthcare provider organisation and you want to also register as a Business Partner, go to Appendix B.

Register organisation

Key things to note:

When registering your organisation, you are linked as the initial Organisation Manager.

Detailed steps:

Step 1

1. After logging in to the PCA Portal, on the Your Organisations screen, click on the Add Organisation button.

Step 2

On the Register an Organisation screen:

1. Copy the following URL text:

?subscriber=true

2. Click in your web browser's address bar and paste ?subscriber=true to the end of the current web address and press Enter.

3. Once complete, the new Register an Organisation screen should appear.

Step 3

1. Under My contact details at this organisation, the checkbox for 'Same as my user profile' is automatically checked.

2. To enter a different phone number or email address to the available fields Un-select the Same as my user profile.

Step 4

Under the Organisation Information heading, if your business has an ABN:

1. Enter your ABN and select the Lookup ABN button. The business details will auto fill information that is held within the Australian Business Register (ABR). You may select a different business name (optional).

2. Next, continue to step 4a, or;

If you are a sole trader without an ABN:

1. Select the: This organisation is a sole trader without an ABN checkbox. The Legal Name will pre-populate with your name.

Next, continue to step 4a.

Step 4a

1. Select the checkbox if your organisation is going to use HPI-Is to communicate health information or support the communication of health information as authorised by the Healthcare Identifiers Act 2010.

Step 5

In the Organisation Contact Details section:

1. Enter the organisation's contact details. (It is optional to add the organisations fax number and website details).

Step 6

In the Organisation Location section:

1. 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.

2. Once complete, click on the Register Organisation button.

Step 7

The registration process has been completed. You are then directed to the 'Participating Organisation' screen.

1. Proceed to 3.2 to complete the 'Upload Participation Agreement'.

Upload Participation Agreement

Once an organisation has completed the initial PCA registration steps, the next screen to appear will be the Participating Organisation screen and it will be displayed with a yellow action notification of:

Summary of steps to sign Participation Agreement

• On the Participating Organisation screen, click on Action Required: Review, Sign and Submit your Participation Agreement.
• In the PCA Business Partner Participation Agreement section:
  • Upload a PDF copy of the participation agreement executed by the Agency
  • (If applicable): In the HPI-I Collection Declaration Form section:
  • Click to download your HPI-I Collection Declaration Form.
  • Review, sign and upload your HPI-I Collection Declaration Form.
• Once submitted, your application will be Pending Approval. See section: Approve Organisation Registration Request.

Step 1

1. On the Participating Organisation screen, click on Action Required: Review, Sign and Submit your Participation Agreement.

In the PCA Business Partner Participation Agreement section:

1. Upload a PDF copy of the participation agreement executed by the Agency.

2. (If applicable): In the HPI-I Collection Declaration Form section:

3. Click to download your HPI-I Collection Declaration Form.

For each of the documents you need to upload select the browse for file button:

1. Select the relevant file and click open.

2. Then select submit for assessment.

Step 2

Once the document/s are submitted, your application will be Pending Approval.

Note: You will receive an email acknowledging submission of the organisation registration request.

Register your partner services

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

Summary of steps for adding 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 Add Partner Service.
• On the Add Partner Service screen:
  • Enter the Partner Service name.
  • Select the Partner Service Category.
  • Optional: De-select the Active checkbox if this service is inactive.
  • Optional: Select the Will store and use HPI-I's checkbox if you will store and use HPI-I's to communicate health information.
  • Enter a description for the partner service.
• In the Information Use Statement section:
  • Enter your Information Use Statement (See Appendix A for more information). If you have created your statement in MS Word or wish to copy and paste it from a website or a PDF document, first paste it into Notepad, and then copy it from Notepad and paste it into the Portal.
  • Optional: Enter the Consequences of not accepting the Information Use Statement.
• In the Service Coverage Area, select 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: Optional: Click on the Add Link button and enter the Website Title and Website URL.
• Once complete: Click on the Add Partner Service button.

Step 1

From the Your Organisations screen:

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

Step 2

On the Participating Organisation screen:

1. Select the Your partner services tab.

2. Click on Add Partner Service.

Step 3

On the Add Partner Service screen:

1. Enter the Partner Service name.

2. Select the Partner Service Category.

3. If this service is inactive, de-select the Active checkbox.

4. Select the Will store and use HPI-I's checkbox if you will store and use HPI-I's.

5. Enter a description of the partner service in the Description box.

Step 4

In the Information Use Statement section:

1. Enter your Information Use Statement (See Appendix A for more information).

Note: If you created your statement in MS Word or copied it from your webpage or a PDF, first paste it into Notepad, and then copy it from Notepad and paste it into the Information Use Statement field.

Optional: Enter the Consequences of not accepting the Information Use Statement.

Step 5

In the Service Coverage Area, select either:

1. All postcodes, or

2. Restricted by postcode.

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

Step 6

The Partner Service Websites section is optional:

1. Click on the Add Link button.

2. Enter the Website Title and Website URL.

Step 7

Once complete:

1. Click on the Add Partner Service button.

Add publication email configuration

You can choose to be notified about new details, or updated details, being published to one or more partner services you manage. To do so you can set-up one or more email configurations for each partner service 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:

o Add the name of the partner service the email configuration setting.

o Add the email address to send emails when new details are published, or existing details are updated, to the partner service.

o Select the frequency at which emails will be sent.

o Choose one or more configurations to receive emails for: changes to organisation, location, healthcare service and/or practitioner details.

Step 1

From the Your Organisations screen:

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

Step 2

1. On the Participating Organisation screen, select the Publication email configuration tab.

Step 3

1. Select the Add email configuration button

Step 4

On the Add New Publication Email Configuration screen:

1. Select the Partner Service name for which you will email updates.

2. Provide the Email Address for the person or business unit that will receive the email.

3. Select the Frequencyat which you wish to receive the emails.

4. Select the changes for which you wish to receive email updates.

5. Click the Save button.

Step 5

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

Continue to next step: Register organisation users