Member-pharmacy only

Recording to AIR

The Australian Immunisation Register (AIR) is the national register that records all vaccines given to people of all ages in Australia.

To ensure the use of up-to-date, secure and industry-standard technology, Services Australia is changing the way they verify who you are and how they identify you when you access their digital health systems.

Soon pharmacies will no longer be able to login to the AIR to view vaccination records through the "Authentication File Upload" method. Pharmacies will instead be required to access the AIR via PRODA.

To prepare pharmacies for this transition, the WA Branch has created several member-only resources.

How to Register for the AIR

Click here for the Guide to the Australian Immunisation Register (AIR). This information relates to the whole of life Australian Immunisation Register (AIR) and reflects the change over from the Australian Childhood Immunisation Register (ACIR.)

Click here for direct access to the Registration Form.

Once you have completed the form you will need to email it to the WA Health Department at air.authorisation@health.wa.gov.au and on their approval they will forward it to Department of Human Services.

The pharmacy will be assigned a unique AIR registration number which will arrive by post. Please look out for it. If you require support completing the form please phone the Health Department on 1800 020 103.

Tip: This number is the same for every State. To speak to a Perth-based representative, call after 3pm WA time.

Steps to Record Vaccination Services to AIR via PRODA

Once logged into the AIR, you can view a client’s immunisation history or upload a vaccination:

  1. Log on to your individual PRODA account
  2. Under My Linked Services the HPOS tile will display
  3. Select Go To Service on the HPOS tile
  4. Select the name of the organisation to act on behalf of
  5. Select My Programs
  6. Select the AIR tile
  7. Enter the organisations HPI-O number (if known) or leave blank and select next
  8. The AIR main menu will display. Select Identify Individual and search using:
    1. Medicare number and IRN; or
    2. Medicare number and first name; or
    3. Surname, first name and date of birth
  9. Select Record Encounter

For support with the AIR please contact 1300 650 039

 Accessing AIR via PRODA

Soon pharmacies will no longer be able to login to the AIR to view vaccination records through the "Authentication File Upload" method and will instead be required to access the AIR via PRODA.

PRODA is an online identity verification and authentication system. It allows individuals to securely access online government services such as My Health Records and the AIR (HPOS).

To setup access to the AIR via PRODA, an ‘Authorised Contact’, listed on the ABR, will need to:

  1. “Register a New Organisation” under their individual PRODA account
  2. Provide proof of ownership; this requires you to have:
    • myGov ID (on your phone)
    • an ABN linked with your myGovID
    • Login to the ABR website and click “update details” to answer the proof of ownership questions
    • Alternatively, this information can be obtained from your accountant
  3. Add HPOS as a service provided by the pharmacy and link the pharmacy’s AIR provider number to the pharmacy

Below is a step-by-step guide to assist members in completing this process. The most challenging step is providing proof of ownership as these questions must be answered exactly as the appear on the ABR site (case sensitive).

Accessing AIR via PRODA

For pharmacy’s structured as a Trust with a Company as a Trustee, there will be no individual associates listed in the ABR and the owners name will not be identifiable under the company. Therefore, your accountant will need to provide you with the relevant information to verify your relationship with the organisation. The template below can be provided to your accountant to assist in obtaining the relevant information.

“Information needed from your accountant to verify your relationship with the pharmacy for PRODA”

Providing employees with access to the AIR via PRODA

After a pharmacy has been linked to an owner's individual PRODA account, the owner will need to grant employees access to the AIR on behalf of the pharmacy.

The Director/Owner or a member with Employee Management Attribute will need to:

  1. Login to PRODA
  2. Select the organisation from the My Organisations page
  3. Expand the Members field and select Add Member
  4. Enter the individual’s PRODA RA number and surname (This is found by logging into PRODA and clicking on your name in the top right hand corner)
  5. Select the Consent confirmation checkbox and then select Search
  6. If there is a match, the individual’s details will appear. Select Add this member, confirm their details and select Add this member
  7. Expand the Attribute Delegations field and select Delegate to this Member
  8. Select CHPROF: HPOS-Access from the list and select Delegate

The document below outlines the steps to provide employees with access to the AIR and the pharmacy’s PRODA services.

Setting Employee access to the AIR

How to edit records and upload records for patients without Medicare on the AIR

How to edit vaccination details/brands entered on the AIR:

If information you have previously submitted to the AIR is incorrect you can update it.

  • Log into the AIR
  • Select “Identify Individual” 
  • Enter either:
    • Medicare number and Reference Number OR
    • Medicare number and First Name OR
    • Surname, first name and date of birth
  • Click Search, once individual is identified
  • Select “Update Encounter”
  • Select the encounter you wish to edit
  • To edit, select the “Pencil” icon under “Action” heading
  • “Edit Encounter” screen will display and you can edit:
    • Date of service
    • Schedule
    • Dose number if schedule “other” is selected
    • Vaccine brands administered
  • Make the change and select “Update” to submit
  • “Successful” message will appear

Creating a New Individual on the AIR including people who don’t hold a Medicare Card:

If you have entered correct details to “Identify and Individual” on the AIR and there is no existing record (you can phone AIR on 1800 653 809 to confirm), you can create a new record.

  • Log into the AIR
  • Select “Identify Individual” 
  • Enter either
    • Medicare number and Reference Number OR
    • Medicare number and First Name OR
    • Surname, first name and date of birth
  • Click Search, once individual is identified
  • Select “Record Encounter”
  • Create a New Individual as per required fields

Please click here for an in depth module on using the AIR website

How to link your Professional Software Program to the AIR using the HW027 Form

1. Complete the HW027 form and send to Services Australia

2. If you need help completing the form, please follow our guide

3. Once the form has been processed by the Services Australia, you will be able to access AIR data through your professional software program

4. If you use multiple programs, you will need to complete a separate form for each

Steps to Record Vaccination Services to AIR via GuildCareNG

1. Set up the IPN in GuildCareNG

2. Go to ADMIN section of GuildCareNG (only the pharmacy administrator will have access to this tab)

3. Enter the IPN in the ‘Pharmacy Settings’ section

4. SAVE

5. If an IPN is entered ALL future vaccination cases will show an AIR section and be automatically submitted to the AIR upon case completion

6. Record vaccination service by selecting patient from patient list

7. Select ‘Vaccination’ from services drop down menu

8. Enter all details

9. Check the AIR section – this section will NOT appear if no IPN number has been entered

10. COMPLETE

11. Green success flag will appear at the top of the screen if AIR upload was successful or orange retry flag if resubmission is required

12. AIR Submission report and AIR Rejection report can be generated on request

How to generate AIR Rejection Report in GuildCareNG:

  • Select Reports – in top blue bar
  • Select Services – in the left hand menu
  • Select AIR report – from the drop down menu
  • Select Report Range - enter date range in the top bar
  • Select Failed – in the Status field in the top bar
  • Click Search
  • Fix and resubmit all rejected vaccination services

Members are advised to regularly check whether all vaccinations provided have been uploaded to the AIR.

Steps to Record Vaccination Services to AIR via MedAdvisor PlusOne

Watch the Video

1. Record Vaccination Service by Clicking on ‘Record Services’ in left hand menu

2. Search for patient by surname OR select patient from recently dispensed list

3. Select Service – Immunisation

4. Enter Date

5. Select Immuniser/Pharmacist

6. Pharmacists Registration number should automatically appear, if not select edit icon and enter registration number manually

7. Enter IPN

8. Make sure ‘AIR submission required’ is ticked

9. Enter patient information – sections in bold are mandatory

10. Expand and fill out pre-screening checklist section

11. Expand and fill out subsidised immunisation checklist if applicable (NIP vaccines)

12. Expand and tick patient suitability and consent section after you have deemed patient suitable to vaccinate and consent was obtained

13. Enter time

14. Select vaccine

15. Select site of administration

16. Enter Batch number

17. Enter Expiry Date

18. Dose Number – usually 1

19. COMPLETE

20. AIR Submission report and AIR Rejection report can be generated on request

How to generate AIR Rejection Report in MedAdvisor:

  • Click on Record Services  – in the left hand menu
  • Click on Reports – in the top right hand corner
  • Select Immunisation Report
  • Select date range
  • In AIR status field select Failed from drop down menu
  • Generate summary pdf or detailed spreadsheet
  • Fix and resubmit all rejected vaccination claims

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Page last updated on: 19 December 2023