FACT SHEET 1Web Services for MedicareOnline, DVA, AIR and ECLIPSEOur digital health and aged care channels are being upgradedto web services technology.By 13 March 2022, web services compatible software will need to be used to access: Medicare Online Department of Veterans’ Affairs (DVA) Australian Immunisation Register (AIR) ECLIPSE.The authentication technology Public Key Infrastructure (PKI) currently used to submit claims and data toServices Australia is also being replaced.Current PKI security will be replaced with our own authentication system called Provider Digital Access (PRODA). For more information about the upgrades go to servicesaustralia.gov.au/hpwebservicesYour next stepsIf your organisation uses Medicare Online or ECLIPSE, there are things you need to do to make sureyou’re ready for web services. Read more on page 2.About Medicare Online (including DVA and AIR)Medicare Online is the digital claiming channel used to submit claims and data to us. It is usually integratedwithin practice management software and is used for submitting: Medicare bulk bill and patient claims DVA claims patient (including veteran) eligibility checks patient immunisation details to the Australian Immunisation Register.About ECLIPSEElectronic Claim Lodgement and Information Processing Service Environment (ECLIPSE) is an extensionof Medicare Online claiming. It offers a secure connection for communication and In-patient claimlodgement between: health professionals public and private hospitals billing agents private health insurers the Department of Veterans’ Affairs Services Australia.servicesaustralia.gov.au
Web Services for Medicare Online, DVA, AIR and ECLIPSE2 of 2WHAT YOU NEED TO DOStep 1 Contact your software developerYour software developer will tell you if either:1.You need to register your practice or business as an organisation in PRODA.Follow the steps below to register your organisation in PRODA.2.You don’t need to do anything at this stage.Your software developer will let you know when their software upgrade will be availableand what you need to do next.Don’t currently have a software developer?A list of Medicare Online and ECLIPSE software developers and their contact details is available atservicesaustralia.gov.au/hpwebservicesStep 2 Create an Individual PRODA accountYou must first create an Individual PRODA account before you can register an organisation in PRODA.Please note: An Associate or Authorised Contact (e.g. Director) listed on the Australian Business Register (ABR) willneed to register the organisation in PRODA You need to ensure your individual PRODA account name matches your name as recorded on the ABR.Step 3 Read fact sheet 3—PRODA Organisation for web servicesYou can find fact sheet 3 on Page 3 of this document.Before you register your organisation in PRODA, you’ll need to think about how to structure yourorganisation to access our services and submit claims or data for that channel.Fact sheet 3, provides specific information for each of our digital health channels and examples of how youmay be able to structure your organisation in PRODA.Step 4 Register your organisation in PRODAOnce you’ve decided on how to structure your organisation, you’ll need to register your organisation in PRODA.If your organisation is already registered, you’ll need to be added as a member by the Authorised Contactand be given delegations. Go to servicesaustralia.gov.au/proda for more information and instructions about how to create anindividual PRODA account and how to register your organisation in PRODA.The final step will be to add and link Medicare Online as a service provider to yourorganisation in PRODA and register a B2B Device.You can do this once your web services compatible software is available.In the meantime, you can continue to use your current software product until it’s upgraded or by13 March 2022, whichever is earlier.servicesaustralia.gov.au15013.2007Contact your software developer to confirm when they will have your web services compatiblesoftware ready.
FACT SHEET 3PRODA Organisation forWeb ServicesInformation on how to structure your organisationin PRODA for web servicesAbout Web ServicesBy 13 March 2022, web services compatible software will need to be used to access the following digitalhealth channels: Medicare Online, including Department of Veterans’ Affairs (DVA) and Australian ImmunisationRegister (AIR) ECLIPSE PBS Online.The authentication technology used to submit claims and data to these channels is being replaced withProvider Digital Access (PRODA). More information about the upgrades is available at servicesaustralia.gov.au/hpwebservicesAbout PRODAPRODA is an online verification and authentication system developed by Services Australia.It verifies an individual’s identity and verifies an organisation against information on the AustralianBusiness Register (ABR).PRODA enables secure access to a range of government online services.How is PRODA used in web services?PRODA will be used to securely access the following digital health channels for web services. Medicare Online Department of Veterans’ Affairs (DVA) via Medicare Online Australian Immunisation Register (AIR) via Medicare Online ECLIPSE PBS Online.In PRODA, the above channels are referred to as ‘service providers’. For example, PBS Online is listed as aservice provider.Once you register your organisation in PRODA, you’ll need to add and link to the service providers youwant to use.Read more about PRODA and how to add service providers to your organisation gov.au
PRODA Organisation for Web ServicesRegistering your organisationHow will I know if I need to register my organisation in PRODA?For Medicare Online (including ECLIPSE, DVA and AIR)Your software developer will tell you if you need to register your organisation in PRODA.For PBS OnlineYou’ll need to register your organisation in PRODA.What if my business or organisation is already registered in PRODA?If your organisation is already registered in PRODA, a notification will appear on-screen when you firststart the registration process.You can join the organisation as a Director if you’re an Associate or Authorised Contact on the ABR.An organisation in PRODA can have multiple Directors but only one needs to register the organisation.Can I delegate functions to others in my business or organisation once I have registeredan organisation in PRODA?Yes, you can add members to your organisation and delegate functions to them to act on behalf of yourorganisation. Members will need to have their own individual PRODA account.You should review the roles and responsibility levels of staff within your organisation structure whendelegating the different PRODA attributes.For example: A member with Owner Access attribute in a PRODA organisation can manage all functionswithin the PRODA organisation on behalf of the Director. An individual who is only responsible formanaging personnel and staff wouldn’t require the Owner Access attribute delegated to them. ou can find more information about managing your organisation in PRODA atYservicesaustralia.gov.au/prodaStructuring your PRODA organisationWhat is a PRODA Parent Organisation?Only a business or organisation with an Australian Business Number (ABN) can be registered in PRODA.This is the Parent Organisation. There can only be one Parent Organisation for each ABN.What is a PRODA Subsidiary Organisation?A PRODA Subsidiary Organisation (Sub Org) can be created under the Parent Organisation.It’s used where an arm or division of a business or organisation does not have an ABN, but requiresindependent access with a service provider.There’s no limit to the number of Sub Orgs you can create under a Parent Organisation.Why do I need to think about how to structure my organisation in PRODA?Each service provider has different requirements for submitting claims or data on behalf ofyour organisation.If you use more than one service provider, it’s important to have a think about how to structure yourorganisation, so that it suits the way you do business with us and the requirements for each serviceprovider are met.2 of 7
PRODA Organisation for Web Services3 of 7The table below explains the different requirements for each service provider.Please note:HPOS has also been included in the table below (even though it is not part of the web services upgrade).This is because both AIR and PBS are accessible through HPOS using PRODA.If you access these channels through HPOS, you should also take this into consideration when designingthe structure of your organisation in PRODA.Service Provider in PRODAProgram RequirementsMedicare Online including ECLIPSE Department of Veterans’ Affairs (DVA) Australian Immunisation Register (AIR)Add Service Provider at either the ParentOrganisation level or Sub Organisation level andlink your minor ID/s to your organisation in PRODAPBS OnlineAdd Service Provider at either the ParentOrganisation level or Sub Organisation level andlink your pharmacy approval number to yourorganisation in PRODAHealth Professional Online Service(HPOS) Australian Immunisation Register (AIR)Add Service Provider at either the ParentOrganisation level or Sub Organisation level andlink your AIR provider number to your organisationin PRODAHealth Professional Online Service(HPOS) PBSAdd Service Provider at either the ParentOrganisation level or Sub Organisation level andlink your pharmacy approval number to yourorganisation in PRODAI’m unsure of how to structure my PRODA organisation, how do I know what will be bestfor my business?There are a few ways that you can structure your organisation in PRODA.Listed on the next page are some examples to help explain how you could set up your organisation inPRODA to match your business structure and requirements.
PRODA Organisation for Web Services4 of 7These are examples and for illustration purposes only. You should consider your current business modelwhen structuring your organisation in PRODA.Structure 1—Parent Organisation transmitting through multiple locationsIn this example the Parent Organisation has established three Sub Organisations to represent threelocations that independently operate under that single ABN.Parent OrganisationDirector—ABR Authorised Contact or AssociateSub Org 1Location 1MedicareOnlineHPOS/AIROptional AccessOwner AccessSub Org 3Location 3Sub Org 2Location nlineHPOS/AIRPBSOnlineStructure 1 example:XYZ Medical Group owns three separate medical centres in different locations which all operate under theone ABN.XYZ Medical Group may select for each location to have its own Sub Org under the Parent Organisation,so they can independently send their transmissions.
PRODA Organisation for Web Services5 of 7Structure 2—Parent Organisation with multiple service providersIn this example the Parent Organisation has established three Sub Organisations to represent the threedifferent departments each using a different service provider.Parent OrganisationDirector—ABR Authorised Contact or AssociateOptional AccessOwner AccessSub Org 1DepartmentASub Org 2DepartmentBSub Org re 2 example:XYZ Day Hospital has three different departments in its organisation.XYZ Day Hospital may select for each department to have its own Sub Org under the ParentOrganisation so they can independently send transmissions and meet the requirements for each of theservice providers they use.
PRODA Organisation for Web Services6 of 7Structure 3—Hybrid of structure 1 and 2In this example the Parent Organisation has two locations.Sub Organisation 1 and 2 represent the first location and Sub Organisation 3 represents thesecond location.Parent OrganisationDirector—ABR Authorised Contact or AssociateSub Org 1Location 1Sub Org 2Location 1Location 1HPOS/AIRLocation 1PBSOnlineOptional AccessOwner AccessSub Org 3Location 2Location 2MedicareOnlineLocation 2HPOS/AIRLocation 2PBSOnlineStructure 3 example:ABC Hospital has two locations. Location 1 chooses to send transmissions independently to eachservice provider it uses.ABC Hospital may select to create three Sub Orgs under the Parent Organisation, so that: Sub Org 1—Location 1 and Sub Org 2—Location 1 send transmissions independently to eachservice provider. Sub Org 3—Location 2 is responsible for all transmissions for each service provider.
PRODA Organisation for Web Services7 of 7Structure 4—Parent Organisation with single locationIn this example, the Parent Organisation has linked to a service provider for transmissions.Optional AccessOwner AccessParent OrganisationDirector—ABR AuthorisedContact or AssociateOptional AccessOwner AccessMedicareOnlineStructure 4 example:In this example, Dr XYZ owns a general practice.Dr XYZ may select to link directly to a service provider—like Medicare Online to send transmissions.Structure 5—Parent organisation with multiple locationsIn this example, the Parent Organisation has linked to service providers for each location.Optional AccessOwner AccessLocation 1PBSOnlineParent OrganisationDirector—ABR AuthorisedContact or AssociateLocation 2PBSOnlineOptional AccessOwner AccessLocation 3PBSOnlineStructure 5 example:XYZ Company owns multiple pharmacies in different locations.15016.2007XYZ Company may select to link directly to service providers (like PBS Online) for each location at theparent organisation level.servicesaustralia.gov.au
within practice management software and is used for submitting: Medicare bulk bill and patient claims DVA claims patient (including veteran) eligibility checks patient immunisation details to the Austral