Health Identifiers: IHI Numbers & Validation

This article explains how to validate a patient's Individual Healthcare Identifier (IHI) in MediRecords. It covers the four ways to validate an IHI (via Save, the Validate button, the Dashboard, or bulk validation), and what the resulting informational, warning, and error messages mean. This applies to any practice using ePrescribing or My Health Record. 

Contents:

1. Step 1: Practice Configuration
2. Step 2: User Configuration
3. Step 3: Validate the Patient IHI
   • Automatic validation using Save
   • Validate using the Validate button
   • Automatic validation via Dashboard
   • Bulk validation via Patient Grid
4. Informational, Warning, and Error Messages
5. Further Reading

Step 1: Practice Configuration

Before validating IHI numbers, your practice must have a valid HI Certificate configured.

Ensure that you have completed all steps in the Uploading your NASH Certificate, Health Identifier guide.

Step 2: User Configuration

Each logged-in Provider must have a valid HPI-I Number:

1. Go to More.
2. Click Settings.
3. Select Subscription Details.
    
4. Click Users.
    
5. Search for a user and tick the box.
6. Click the Edit User button.
    
7. Go to Identifiers.
8. Enter a valid HPI-I No.

9. Click Save.
    

   ✅ Tip: Another way to update the HPI-I Number:

   • Click the Person icon.
   • Choose Profile.

Step 3: Validate the Patient IHI

Pre-requisites:

• Practice has a valid HI Certificate uploaded.
• Logged-in Provider has a valid HPI-I entered in their Profile.
• Patient record has the following information entered:
  • IHI Number (Mandatory)
  • Family Name (Mandatory)
  • Date of Birth (Mandatory)
  • Sex (Mandatory)
  • Given Name (Optional)

Method 1: Automatic validation using Save

1. Open the Patient Record.
2. Go to Details.
3. Click Settings.
4. Locate the Identifiers section.
5. Enter the patient's IHI Number.

6. Click Save.
    

   ✅ Tip:

   • MediRecords performs an ID Number search on the IHI Number field when you click Validate.
   • If an IHI number is present in the patient record, it validates the patient's identity using the IHI Number.
   • If the IHI Number is blank, then validation will be run against the patient's Medicare & DVA information.

    

Method 2: Validate using the Validate button

1. Open the Patient Record.
2. Go to Details.
3. Click Settings.
4. Locate the Identifiers section.
5. Click Validate IHI.
    

Method 3: Automatic validation via Dashboard

1. Open the Patient Record.
2. Click Dashboard.
    

Method 4: Bulk validation via Patient Grid

1. Go to the Patients grid.
2. Tick the patient(s).
3. Click More.
4. Choose Validate IHI.
    

Informational, Warning, and Error Messages

• Success: IHI Number Status and Record Status updated.
• Failure: Toast message or error code displayed.
  • 01439: Invalid demographic details. Cause: the patient's Family Name, Date of Birth, or Sex on file doesn't match what's registered with Services Australia's Healthcare Identifiers Service. Check these mandatory fields for typos or mismatches, then re-validate. Escalate: If the demographic details match exactly what's on the patient's Medicare/Services Australia record and the error persists, contact MediRecords Support.
  • 01527: IHI not found. Cause: Services Australia could not locate a matching record using the identifiers provided. See Health Identifiers (IHI): Troubleshooting a Missing or Inactive IHI for the full list of reasons this can occur. Escalate: If that article doesn't resolve it, contact MediRecords Support.

Further Reading

• My Health Record (MHR): Practice & Provider Configuration
• Health Identifiers (IHI): Troubleshooting a Missing or Inactive IHI
• Patient Settings Tab Quick Guide