Access by Individuals (Representatives)

This page contains information on:

For the purposes of managing your My Health Record, you may be represented by an Authorised Representative or assisted by a Full Access Nominated Representative or a Nominated Representative.

If you are an Authorised Representative of an individual, you act on behalf of that individual and have the same access levels to the My Health Record as they do. An Authorised Representative is a person who is empowered to act on behalf of an individual. This may be a parent or a legally appointed Authorised Representative under a law of the Commonwealth, a State, or Territory; or it may be someone who is not legally appointed but is deemed to be an ‘appropriate person’ by the System Operator. In many cases, carers will be recognised as ‘appropriate persons’. An Authorised Representative can view, add or edit or delete a My Health Record.

A Full Access Nominated Representative can view and make certain updates to a My Health Record. A Nominated Representative can only view the My Health Record. For more information, see below.

 

How do I find the ‘Access by Individuals’ screen?

You can manage access to your My Health Record under the ‘Privacy and Access’ link in the navigation menu. Selecting the ‘Manage Access’ button under the ‘Access by Individuals’ heading will allow you to view the Nominated Representatives associated with your My Health Record and add, edit or delete Nominated Representatives.

 

What is a Nominated Representative?

A Nominated Representative is someone appointed by you to access your My Health Record. The Nominated Representative does not need to have their own My Health Record to access yours. You can appoint more than one Nominated Representative. If you want to appoint a Nominated Representative you should talk to the person and get their permission prior to appointing them.

 

What is a Full Access Nominated Representative?

A Full Access Nominated Representative is someone appointed by you or your Authorised Representative to view and make updates to your My Health Record. A Full Access Nominated Representative must verify their identity to the My Health Record system, but they do not need to have their own My Health Record.

A Full Access Nominated Representative can view and make certain updates to a My Health Record. Please refer to ‘What access does my Full Access Nominated Representative have?’ section for more details.

You can appoint more than one Full Access Nominated Representative. If you want to appoint a Full Access Nominated Representative you should talk to the person and get their permission prior to appointing them.

A Full Access Nominated Representative can be asked to provide personal information about you on your behalf to the System Operator.

 

Why would I appoint a Full Access Nominated Representative or a Nominated Representative?

You may wish to give family, close friends or carers access to your My Health Record. By selecting the Full Access Nominated Representative option you allow that person to both view and add information to your My Health Record. A Full Access Nominated Representative may be appointed to your My Health Record in the situation that you wish for someone else to be able to act on your behalf to make updates to your My Health Record.

By selecting the general Nominated Representative option you allow someone read access to your record and your general documents. By selecting the restricted Nominated Representative option you allow someone read access to your record and both your general and restricted documents.

You do not have to select any Nominated Representatives (Full Access or otherwise) to have a My Health Record.

 

What access does my Nominated Representative have?

There are three access levels that you can allocate to a Nominated Representative:

  • General Access: Allows a Nominated Representative to access the My Health Record and view those documents you have marked as General.
  • Restricted Access: Allows a Nominated Representative to access the My Health Record and view documents you have marked as General AND Restricted.
  • Full Access: Allows a Nominated Representative to view and make certain updates to the My Health Record. Please refer to the ‘What access does my Full Access Nominated Representative have?’ section for more details.

Refer to the Help section ‘How do I appoint a Nominated Representative, including a Full Access Nominated Representative?’ below for more information on how to choose access levels.

A Nominated Representative can view the My Health Record but not edit it. The table below illustrates what Nominated Representatives can and cannot see in the My Health Record.

 

Can a Nominated Representative…

Yes/No

Comments

View Clinical Documents

Yes

Availability depends on what access level is given to the Nominated Representative. If the Nominated Representative has General Access, they can only view documents marked as General. If they have Restricted Access, they can view documents marked as both General AND Restricted.

View Personal Health Notes

Yes

View DHS-Medicare Documents

Yes

View Record Home

Yes

-

View Personal Health Summary

Yes

-

View Advance Care Document Custodian

Yes

-

View Personal Details

Yes

-

View Emergency Contact Details

Yes

-

View Access History

No

-

View the Privacy and Access page

No

-

View Notification Settings

No

-

 

What access does my Full Access Nominated Representative have?

A Full Access Nominated Representative is able to perform all the functions of the record holder with the exception of the following:

  • A Full Access Nominated Representative cannot register an individual for a My Health Record.
  • A Full Access Nominated Representative cannot cancel an individual's registration with the My Health Record system on behalf of the individual.
  • A Full Access Nominated Representative cannot appoint, modify or remove any existing representatives who have a relationship to the record.
  • A Full Access Nominated Representative cannot update the individual’s Medicare consent details.

 

How do I appoint a Nominated Representative, including a Full Access Nominated Representative?

The following steps outline the process to appoint a Nominated Representative, including a Full Access Nominated Representative.

  1. Select ‘Privacy & Access’ in the navigation menu.
  2. Scroll down to the ‘Access by Individuals’ section and select the ‘Manage Access’ button, this will expand the ‘Access by Individuals’ section.
  3. Select the ‘Invite Someone’ button.
  4. Review the warning message and click ‘Continue’.
  5. Enter the preferred name of the Nominated Representatives (or Full Access Nominated Representative) in the ‘Name’ field. The preferred name must be unique (i.e. you cannot have two Nominated Representatives with the same preferred name).
  6. Select the level of access you would like to give them to the My Health Record.
    For a Nominated Representative, select between:
    General Access: Allows a Nominated Representative to access the My Health Record and view those documents you have marked as General.
    Restricted Access: Allows a Nominated Representative to access the My Health Record and view documents you have marked as General AND Restricted.
    To appoint a Full Access Nominated Representative, select Full Access.
  7. Click ‘Continue’.
  8. Review the information about appointing a Nominated Representative and confirm the access level of the representative you are adding.
  9. Click ‘Continue’.
  10. The final page will display the Personal Access Code for that Nominated Representative as well as their name and the expiry date of their representative appointment.
  11. Make sure to note down and keep safe this Personal Access Code. You must provide the Personal Access Code to your Nominated Representative so that they can access your record.
  12. Select ‘Continue’ to return to the ‘Privacy & Access’ page.

A Nominated Representative will need to log into the My Health Record system and enter the Personal Access Code generated to verify that they are the same person you have granted access to. The Personal Access Code will be valid for 30 days and may only be used once. You will need to regenerate a new code if the Nominated Representative does not use it within 30 days.

Note: A Full Access Nominated Representative must verify their identity before they will be permitted to enter the Personal Access Code supplied by the record holder.

 

How do I change my Full Access Nominated Representative’s or Nominated Representative’s access level?

The following steps outline the process to change the access level of a Full Access Nominated Representative to a Nominated Representative and to switch between access levels for a Nominated Representative:

  1. Select ‘Privacy & Access’ in the navigation menu.
  2. Scroll down to the ‘Access by Individuals’ section and select the ‘Manage Access’ button, this will expand the ‘Access by Individuals’ section.
  3. Select ‘Manage Access’ next to the name of the representative whose details you wish to update.
  4. The name of the Nominated Representative will be displayed along with three access level options (‘General Access’, ‘Restricted Access’ and ‘Full Access’) and the option to ‘Remove Access’.
  5. The existing level of access for the Nominated Representative will already be selected. To change this, simply select another option and click ‘Continue’.
  6. You will then be asked to review and confirm the updated information then select ‘Continue’ to return to the ‘Privacy & Access’ page.

Note: if you choose to upgrade an existing Nominated Representative to a Full Access Nominated Representative, you will be first asked to remove them as a Nominated Representative and re-instate them as a Full Access Nominated Representative following the steps outlined in the ‘How do I appoint a Nominated Representative, including a Full Access Nominated Representative?’ section above.

You will then need to generate a new Personal Access Code (PAC) for the individual where the individual is appointed as a Full Access Nominated Representative. The newly appointed Full Access Nominated Representative will then need to accept the nomination by using this PAC when accessing the record.

For more information on how to remove a Nominated Representative, go to the ‘How do I remove a Nominated Representative, or a Full Access Nominated Representative?’ section below.

 

How do I remove a Nominated Representative, or a Full Access Nominated Representative?

You can remove a Nominated Representative, including Full Access Nominated Representatives at any time. If you remove a Nominated Representative they will be unable to see your My Health Record the next time they log in to the My Health Record system.

  1. Select ‘Privacy & Access’ in the navigation menu.
  2. Scroll down to the ‘Access by Individuals’ section and select the ‘Manage Access’ button, this will expand the ‘Access by Individuals’ section.
  3. Select ‘Manage Access’ next to the name of the representative whose details you wish to update.
  4. The name of the Nominated Representative will be displayed along with three access level options (‘General Access’, ‘Restricted Access’ and ‘Full Access’) and the option to ‘Remove Access’.
  5. Select ‘Remove Access’ and click continue.
  6. Confirm you wish to remove the Nominated Representative and click ‘Continue’.

 

What happens if I lose the Personal Access Code or it expires?

If you lose the Personal Access Code for a Nominated Representative, or if that code expires (which occurs after 30 days), the system can regenerate a new code for you. To do this you will need to:

  1. Select ‘Privacy & Access’ in the navigation menu.
  2. Scroll down to the ‘Access by Individuals’ section and select the ‘Manage Access’ button, this will expand the ‘Access by Individuals’ section.
  3. Find the relevant pending Nominated Representative; pending representatives (who would require a Personal Access Code) will be shown at the bottom of the list.
  4. Select ‘Regenerate Code’, note this will override any codes that have previously been generated for this Nominated Representative.

 

For further information explore this Help site or visit the My Health Record system FAQs.