Setting up and managing PRODA

Browse through the topics below for assistance in setting up and maintaining your PRODA account.

What is PRODA?

PRODA (PROvider Digital Access) 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 Australian Business Register (ABR).

Pharmacies that are currently accessing My Health Record will already have an active PRODA account.

Why does my pharmacy need PRODA?

Your pharmacy needs PRODA because the authentication technology Public Key Infrastructure (PKI) currently used by your pharmacy to submit claims and data to Services Australia is being replaced by PRODA.

Pharmacies will need to firstly register and then use PRODA to securely access the following digital ‘service providers’ for web services:

  1. Australian Immunisation Register (AIR)
  2. Healthcare Identifier Service (for My Health Record)
  3. Ordering PBS stationery via Health Professional Online Services (HPOS), and
  4. PBS Online (by March 2022).

In PRODA, the above channels are referred to as ‘service providers’. For example, PBS Online is listed as a service provider. See 'Do I need an individual PRODA registration before I can register my organisation?' below for more..

More detailed information about PRODA is available at Services Australia.

Do I need an individual PRODA registration before I can register my organisation?

YES. Before you can register an organisation in PRODA (i.e., your pharmacy business), you should make sure that:

  1. You have registered an individual PRODA account
  2. You are an Associate or Authorised Contact for your pharmacy’s business on the Australian Business Register (ABR), and
  3. Your individual PRODA account name matches your name as recorded on the ABR.

Note: Your individual PRODA account name must match the Associate or Authorised contact name for the organisation on the ABR. If they do not match, you will not be able to go to the next step in your PRODA registration.

How do I know if I am already registered in PRODA?

The easiest way to find out if your pharmacy is already registered in PRODA is to start the registration process and then a notification will appear on-screen if your pharmacy (organisation) or yourself (individual) already has a PRODA account.

Why do I need to think about the structure of my ‘organisation’ in PRODA?

Each Services Australia service provider has different requirements for submitting claims or data on behalf of your pharmacy (or organisation). If your pharmacy is using more than one service provider (e.g. all four service providers) it is important that your pharmacy’s organisational structure suits the way you want to do business with Services Australia and to ensure the requirements for each of its service providers are met.

What are the requirements of the PRODA ‘service providers’?

The table below shows the service provider requirements that your community pharmacy will need to meet via its PRODA account.

Service ProviderRequirements
Health Professional Online Service (HPOS) Australian Immunisation Register (AIR)

Add Service Provider at either the Parent

Organisation level or Sub Organisation level and link your AIR provider number to your organisation in PRODA

Healthcare Identifier (HI) Service for My Health Record (MHR)
  1. For MHR access via Provider Portal:
    • Register ‘Seed Organisation’
    • Obtain all HPI-Is (for your pharmacy’s authorised pharmacists)
    • Authorisation links
    • Link identifiers
  1. For MHR access vie your pharmacy's conformant dispensing software:
    • Register 'See Organisation'
    • Request and download NASH certificate
    • Link Medicare PKI Site Certificate
    • Obtain all HPI's (for your pharmacy's authorised pharmacists)
    • Configure software
Ordering PBS stationary

Add Service Provider at either the Parent

Organisation level or Sub Organisation level and link your pharmacy approval number to your organisation in PRODA

PBS Online

Add Service Provider at either the Parent

Organisation level or Sub Organisation level and link your pharmacy approval number to your organisation in PRODA

When registering for PRODA, I am having trouble verifying my details in the ABR.

To register your pharmacy (organisation) in PRODA, you must be an Associate or authorised person listed on the pharmacy’s Australian Business Register (ABR) record. This person is responsible for registering the pharmacy using their individual PRODA account.

Your pharmacy’s details can be checked at Australian Business Register (ABR).

As part of the registration process, PRODA will seek to verify the information you provide with the ABR. You will need to ensure the information listed in the ABR is consistent with the information you are providing in your PRODA registration.

NOTE: Your individual PRODA account name must match the Associate or Authorised contact name for the organisation on the ABR. If they do not match, you will not be able to go to the next step in your PRODA registration.

Before proceeding:

  1. Confirm you are listed on the ABR as an Associate or authorised person and have access to your pharmacy’s ABR details.
  2. Confirm that you have also created your individual PRODA account.

To verify your pharmacy’s (organisation) details you will need to answer the randomised verification questions. The details must exactly match the details on your pharmacy’s ABR record.

NOTE: some pharmacies or larger pharmacy groups may need to check with their Business Manager regarding their ABR details)

In PRODA, you can also join your pharmacy (organisation) as a Director if you are an Associate or Authorised Contact on the ABR. And a pharmacy (organisation) in PRODA can have multiple Directors but only one needs to register the pharmacy (organisation).

NOTE: Unless the applicant’s PRODA account details match details on the Australian Business Register, they will need to provide evidence of their authority to act on behalf of the business (organisation). When there is a trust or trading name, evidence will always be required.

Your pharmacy’s details can be checked at Australian Business Register (ABR).

How should I structure my PRODA ‘organisation’?

This will depend on your pharmacy’s business structure. Remember, only a business or organisation with an ABN can be registered in PRODA. This is known as the ‘Parent Organisation’ and there can only be one Parent Organisation for each ABN.

Some businesses have subsidiaries or divisions that do not have an ABN. If these areas of your pharmacy business require independent access to the ‘service providers’ you can establish PRODA Subsidiary Organisation(s) or a ‘Sub Org’ under the Parent Organisation and there is no limit to the number of Sub Orgs that can be established.

There are a few ways that you can structure your organisation in PRODA. See 'Are there examples of PRODA structures that I can refer to?' below to see which may best apply to your pharmacy’s business structure.

What 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.

Note: There can only be one ‘Parent Organisation’ for each ABN.

What is a PRODA ‘Subsidiary Organisation’ (or Sub Org)?

A PRODA Subsidiary Organisation (Sub Org) can be created under the Parent Organisation.

It is used where an arm or division of a business or organisation does not have an ABN but requires independent access with a service provider.

Note: There is no limit to the number of Sub Orgs you can create under a Parent Organisation.

Can I delegate functions to others once I have registered my pharmacy (organisation) in PRODA?

YES. You can add members to your organisation and delegate functions to them to act on behalf of your organisation and these members will need to have their own individual PRODA account.

Note: You should review the roles and responsibility levels of staff within your organisation structure when delegating the different PRODA attributes.

For example: A member with Owner Access attribute (see examples provided) in a PRODA organisation can manage all functions within the PRODA organisation on behalf of the Director. An individual who is only responsible for managing personnel and staff would not require the Owner Access attribute delegated to them.

You can find more information about managing your organisation in PRODA at Services Australia.

Are there examples of PRODA structures that I can refer to?

YES, review the examples set out below and see which may apply to your pharmacy business and how you may want this reflected in PRODA.

A - The business (Parent Organisation) owns two additional pharmacies in different locations which all operate under the one ABN.

The pharmacy business may select for each location to have its own Sub Org under the Parent Organisation, so they can independently send their transmissions.

The business (Parent Organisation) owns two additional pharmacies in different locations which all operate under the one ABN.

B - The pharmacy provides its vaccination (and other non-dispensing clinical services) in a separate department and dedicated area/room of the pharmacy.

The pharmacy (Parent Organisation) may select for each department of the pharmacy to have its own ‘Sub Org’ so they can independently send transmissions and meet the requirements for each of the (Services Australia) service providers they use.

The pharmacy provides its vaccination (and other non-dispensing clinical services) in a separate department and dedicated area/room of the pharmacy.

C - A hybrid of a) and b)

The Parent Organisation has two pharmacy locations requiring 2x Sub Organisations.

A hybrid of a) and b)

D - Parent organisation with multiple locations

A company (Parent Organisation) owns three pharmacies and links the (Services Australia) service providers to each pharmacy.

Parent organisation with multiple locations

Can I use PRODA to find out about my NASH Certificate?

YES. Pharmacies use the National Authentication Service for Health (NASH) to access and share health information such as My Health Record. Pharmacies require a NASH Public Key Infrastructure (PKI certificate). This certificate is valid for two years.

The steps to finding out your pharmacy’s NASH Certificate Expiry Date are as follows:

  1. The Responsible Officer (RO) to login to the RO's PRODA account
  2. Click Goto Service
  3. Click My Programs
  4. Click Healthcare Identifiers and My Health Record
  5. Click on the Pharmacy name (written in blue on the left side of the screen)
  6. Ciick My Organisation Details
  7. Click the Certificates tab
  8. View the Expiry Date on the  row which has the word NASH

Note: the pharmacy’s Responsible Officer (RO) will need to complete these steps.

What if I need more assistance with my PRODA setup and using Services Australia’s ‘service providers’?

Contact your Business Support Team at your local Guild Branch if you require further assistance.

Also, for government agency support:

  1. Government resources
  2. PRODA (Provider Digital Access)
  3. Health Professional Online Services (HPOS)
  4. Services Australia PRODA eLearning Module
  5. For direct assistance from the Services Australia’s PRODA Team:

Phone: 1800 700 199 and select Option 1

Monday to Friday, 8 am to 5 pm local time

Email: proda@servicesaustralia.gov.au

Page last updated on: 23 April 2021