Authority & Streamlined Prescriptions, & State-Based Authorised Reference Numbers

In Australia, some PBS medications require an additional level of authority before they can be prescribed. These authority types exist to ensure medicines are prescribed appropriately, consistently, and in line with national and state-based regulations. Understanding the differences between each form of authority helps prescribers follow the correct process while minimising delays and administrative burden.

Contents:

1. Authority Types

2. Streamlined Authority Prescriptions

3. Authority Prescriptions

4. Asynchronous DVA Approvals

5. State-Based Authorised Reference Numbers

6. Related Reading

Authority Types

Streamlined Authority allows a medication to be prescribed without contacting Services Australia, provided it meets specific clinical criteria and includes the correct authority code. 

Authority Prescriptions require direct approval from Services Australia, with an approval number issued before the prescription can be completed. 

State-based Authorised Reference Numbers apply to certain medicines regulated at a state or territory level, using different terminology but serving the same purpose nationwide: confirming legal approval to prescribe a restricted medication.

This article outlines how each authority type works and how they are supported within MediRecords to help ensure compliant, efficient prescribing.

Streamlined Authority Prescriptions

Streamlined Authority Medications are authority medications that do not require contact with the Department of Human Services before prescribing, only input of a code associated with that medication. In MediRecords, the code is automatically provided so the prescription process is almost identical to prescribing a no-authority-required medication. 

A Streamlined Authority prescription can be created easily without needing to phone the hotline. On the last page of the prescribing workflow, you will be presented with new fields:

Simply select the relevant Indication Authority from the PBS Listed Indication Authority options, and the Indication and Approval No will automatically be filled for you. 

Authority Prescriptions

Authority items need an Authority Indication (Indication for this Authority) and an approval number to proceed with the prescription. 

The authority number is granted by the Department of Human Services - Medicare by contacting them online or via the hotline number, listed in the bottom toolbar. Necessary medication details are listed for reference.

 

Once approval is given, enter the Approval Number (Approval No.), add any further details and finish the prescription.

Asynchronous DVA Approvals (Draft & Return Later Workflow)

The Department of Veterans' Affairs (DVA) has an asynchronous process to request prescription Approval numbers via a PDF form submission. The Authority Form/Prescription Number is required when making these requests, which is used by the DVA to match the specific prescription to the Approval number they provide. This article will guide you on how to add a DVA approval number to a prescription.

Follow the instructions below to prescribe a script with asynchronous Approval Number.

1. Open New Rx.

2. Create a prescription as normal and move to the last prescribing screen.

3. On the last screen, the Authority Form Number will be generated and can then be added to the Approval request form for submission to the DVA.

4. In the Approval Number field, enter a place holder Approval number (e.g. DVA).

5. Select Prescribe.

6. Save script as Draft (eRx) or Draft (Paper) depending on the type of script you would like.
   
   

7. Once you receive the Approval Number from the DVA, select the checkbox next to the draft script in the Current Rx list.

8. Select Edit.
   
   
    

9. This will open the script for editing, and you can make any changes required on the script.

10. Go through to the end of the modal, then remove the place holder number and enter the correct DVA Approval number. The Authority Form Number will remain the same and will not change.

11. Select Prescribe and Save.
    

    
    Note: The prescription will remain in Draft status until you complete step 12. 
     

12. Back in the Current Rx list, select the script, then select the Print Icon at the top of the table to finalise the script. If you are creating a paper script, make sure to print a copy for the patient too.|

13. The script is now finalised.

Immediate DVA Approvals (Phone Call Workflow)

If you are planning to receive the DVA Approval Number over the phone, then you do not need to create a Draft prescription first. If the patient already has a prescription in Current RX with the details you need, such as the same medication and dose, then you could re-prescribe the original prescription. This will create an identical prescription, but allow you to enter a different Approval Number. 

Please note that when re-prescribing a medication, the new prescription will be the same type. For example, if the initial prescription was a paper prescription rather than electronic, the re-prescribed prescription will be paper also. If you want to change the prescription type from paper to electronic or vice versa, you will need to create a new prescription.

To re-prescribe and add a new Approval Number:

1. Select the prescription to be re-prescribed.
2. Select Re-Prescribe and select one of the options:
   • If you select either Prescribe & Print or ePrescribe & Print, you will receive a window where you may view the new Authority Form No and enter the new Approval Number for the duplicated prescription. Enter these details and click Submit to finalise the prescription with updated approval information.
      
      
   • If you select Edit & Re-Prescribe, this will start a new script (with details from the originally selected script duplicated) with a unique new Authority Form/ Script Number. Make any changes as required, and stop on the last page of the prescribing workflow. 
     Call DVA, provide the authority script number, and stay within the page while you wait to receive the approval number. Enter the approval number provided over the phone, and finalise the prescription.

State-Based Authorised Reference Numbers

On occasion, you may need to write a prescription that contains a state-based authorised reference number. This reference number if required in particular situations, such as specific regional permit requirements, regulated prescribing conditions, or ongoing legal compliance. 

The name of this reference number varies per state, as per below: 

• QLD & ACT will display as 'Approval Number'.

• NSW & NT will display as 'Authorisation Number'.

• VIC will display as 'Warrant Number'

• WA & TAS will display as 'Authority Number'

• SA will display as 'Permit Number'

All states and territories use the same authorised reference number concept, and the number performs the same function across all states and territories. 

The reference number can be entered in the field below:

Related Reading

• Prescribing Schedule 8 (S8) Monitored Medications
• Real-Time Prescription Monitoring (RTPM): Configuration & Quick Guide
• Prescribing: Provider Preferences