Participant Portal User Guide

The Participant Portal

The National Cancer Screening Register (NCSR) allows for a single electronic record for each person in Australia participating in cervical and bowel screening.

This intention of this guide is to assist users to communicate and interact with the National Cancer Screening Register though the Participant Portal.

The Participant Portal allows those with a myGov account to communicate with the National Cancer Screening Register in order to:

View and update your demographic details that the NCSR has documented
View your screening status, update your program details and participation, such as opt out, defer and cease correspondence
Nominate other people to assist you or receive reminders, including a healthcare provider or a personal representative
View and download previously sent correspondence.

For further assistance, you can call the contact centre on 1800 627 701. The contact centre operates Monday to Friday, between 8am and 6pm in all Australian state and territory time zones.

Quicklinks

Accessing the Participant Portal
Viewing Program Details
Adding or updating your personal details
Viewing messages (correspondence) from the National Register
Contact Us
Glossary of Definitions
Next Screening Action Definitions
Appendix – guidance on verifying your identity documents

1. Accessing the Participant Portal

This section will guide you through accessing the Participant Portal for the first time.

1.1 Logging in using myGov

Before you register for the Participant Portal for the first time, you will need a myGov account.

myGov is an online account that can allow you to access government services online with a login and a password. You can create a myGov account by going to my.gov.au and following the below steps:

Go to the myGov sign in page.
If you don’t have a myGov account, click ‘Create an account’ and follow the steps to register. If you already have a myGov account, use your existing username and password to sign in.
Once you have signed in to myGov, click ‘Services’, then click the ‘Link’ button for National Cancer Screening Register.

1.2 Register for the Participant Portal

If you don’t already have an online account to the portal, you can register for one at any time.

To link, you will need to link to your account and prove your identity as a security check. Please note this is a once-off process.

Select one of the following identifiers you would like to use to link to your myGov record with the National Cancer Screening Register:

Medicare Card number
Department of veterans Affair (DVA) file number
Individual Health identifier (IHI) number

Also confirm you consent to these documents being confirmed with the document issuer or official record holder by a third-party.

Select “Continue”.

Enter your personal details including Family name, Given Name, Date of birth and Sex.

Continue by entering the identifying details of the above identifiers.

Select “Continue”.

1.3 Verify your identification

In order to confirm your identify with the National Cancer Screening Register (NCSR), you will need identifying documentation as a security check.

Your documentation will be verified with The Australian Government's Document Verification Service (DVS). The NCSR will not keep any copies or details submitted when verifying your identity.

The documents that you may need to submit to the DVS in order to confirm your identity include;

Medicare Card
Australian Driver’s License
Australian Passport
ImmiCard (Immigration Card)
Australian Birth Certificate
Australian Citizenship certificate
Centrelink Concession Card
International Passport with Visa
Marriage Certificate
Name Change Document

Refer to the Appendix for guidance on verifying your identity document.

Once you select the first document you would like to submit, you will be asked to enter the document details.

Select “Verify”.

You will need to submit further documentation until your identify is verified.

Example: Australian Driver’s License

After all your documents have been verified, you will need to accept the Terms and Conditions.

Ensure all checkboxes are selected and click “Accept” after reading.

You will now be redirected to the NCSR Participant Portal home page.

2. Viewing Program Details

2.1 View your next test date and last test date

When you log into the NCSR Participant Portal, you will land on the “Program Details” page. If eligible (Refer to Section 7 Glossary for details on Eligibility), you can select between the two programs, including the National Bowel Cancer Screening Program (NBCSP) or the National Cervical Screening Program (NCSP) at the top of the page.

On the “Program Details” page you will be able to view your Last Screening and Next Screening information for the selected program.

The Last Screening will be the date that you completed your most recent test, or details about your current status in the program.

The Next Screening will show the next step for your participation in the selected screening program.

Refer to "Next Screening Action Definitions" for a full list of Next Screening Actions and definitions.

2.2 Bowel Program actions

On the Bowel tab, the following options may be available:

Order Bowel Test Kit – If you are eligible, or require a replacement.
Order a replacement Participant Details Form – A replacement form which will be mailed out and can be filled in and submitted along with the Bowel Test Kit.
Opt Out – If you no longer want to participate in the Bowel Program, you can Opt Out of the program.
Resume participation – This option is only visible if you have previously Opted out of the Bowel Program or have been excluded due to medical reasons, you can resume participation into the program to receive invitations and reminders.
Defer – If you wish to delay your participation in the Bowel Program until a date in the future, you can Defer.

2.3 Cervical Program actions

On the Cervical tab, the following options may be available:

Opt Out – If you no longer want to participate in the Cervical Program, you can Opt Out of the program.
Resume participation – This option is only visible if you have previously Opted out of the Cervical Program or have been excluded due to medical reasons, you can resume participation into the program to receive invitations and reminders.
Defer – If you wish to delay your participation in the Cervical Program until a date in the future, you can Defer.
Cease Correspondence – If you wish to no longer receive contact or correspondence from the Cervical Program, however would like to still be a part of the program.
Resume Correspondence – If you wish to receive contact or correspondence from the Cervical Program after previously ceasing correspondence.

3. Adding or updating your personal details

You can view two types of your personal details on the NCSR Participant Portal; Your Medicare Details, or your Program Details.

Medicare Details show the details that are stored with Medicare. The NCSR cannot update this information (including date of birth), however if you notice any updates required, please contact Medicare directly.

My Details show the information the NCSR currently has stored against your record. This includes information such as your current contact information, if you have nominated a healthcare provider or personal representative to receive reminder correspondence, and any further information around your background. This information can be set per program, or across both.

3.1 Updating your address

To update your address which will be used to send correspondence from the NCSR:

Go to the program you wish to update (If you wish to update across both programs, at the bottom of each section you will be able to select “Update across both programs” before submission).
Click on “My Details”.
Go to “Participant Details” of details you wish to update, and click “Update”.

You will have the option to complete a lookup for the address under “Address Lookup”. If you cannot find your address, you can choose to click “tick to manually enter your address”, and type into the corresponding fields.

Once all required details have been selected, click “Review” to confirm the update, and then “Submit”.

3.2 Updating your Nominated Provider

To update your nominated provider:

Go to the program you wish to update (If you wish to update across both programs, at the bottom of each section you will be able to select “Update across both programs” before submission).
Click on “My Details”.
Go to “Nominated Provider” of details you wish to update, and click “Update”.
A lookup will be available for you to search for your healthcare provider. You can search for them using either their first or last name. Further details will be available in the lookup to confirm which provider you are selecting.
Once all required details have been selected, click “Review” to confirm the update, and then “Submit”.

3.3 Updating other personal details

If you wish to update any other personal details for the program, you will be able to do so by following the steps below:

Go to the program you wish to update (If you wish to update across both programs, at the bottom of each section you will be able to select “Update across both programs” before submission).
Click on “My Details”.
Go to the type of details you wish to update, and click “Update”.
Update your details as required, and when completed, click “Review”.
Review the details, and if correct, click “Submit”.

The below screenshot relates to the type of details you can update in the Bowel Program.

The below screenshot relates to the type of details you can update in the Cervical Program.

4. Viewing messages (correspondence) from the NCSR

You can view the correspondence that has been sent to you via mail, directly through the NCSR Participant Portal.

What you will be able to see is a table of all the correspondence sent you via the NCSR for each specific program, including the PDF version of letter received.

If you wish to view these messages, you will be able to do so by following the below steps:

Go to the program you wish to view the messages from.
Click on “Messages”.

Review the list of letters, and click on “View” to view the pdf version of that letter (This document can also be downloaded by selecting the download option on your pdf viewer).

5. Contact Us

If you have any issues with the login process, or believe there is something incorrect with the information detailed on the NCSR Participant Portal, you can Contact Us in the following ways:

Click the "Contact Us" link at the bottom of the page. This will open a new window to the NCSR website online enquiry form. Identify the request type and submit the form.
Call our Contact Centre at 1800 627 701

All these details can be found in the footer of the NCSR Participant Portal as well.

6. Glossary of Definitions

Term	Definition
Bowel Program	The National Bowel Cancer Screening Program (NBCSP).
Bowel Test Kit	This refers to the immunochemical Faecal Occult Blood Test (iFOBT) kit that you receive free of charge through the National Bowel Cancer Screening Program when eligible.
Bowel Program Eligibility	Australians aged 50 to 74 are eligible for the immunochemical Faecal Occult Blood Test (iFOBT) free of charge through the National Bowel Cancer Screening Program.
Bowel Screening	The completion of a bowel test kit every two years by people who do not have any obvious symptoms of the disease will help detect abnormalities that may develop into bowel cancer.The aim is to find cancers early when they are easier to treat and cure. Bowel screening can also find polyps, which may develop into cancer over time.
Cease Correspondence	You may choose to cease correspondence indefinitely or for a defined period. This means we will continue to collect your screening test results and other screening information, but you will not receive any contact or reminders from us. Your healthcare provider will still be able to access your screening information and will receive follow-up contact if required. This is for the Cervical Program only.
Cervical Program	The National Cervical Screening Program (NCSP).
Cervical Program Eligibility	You are eligible to participate in the NCSP if you are aged between 25 and 74; sexually active or ever have been; or a woman; or person with a cervix.
Cervical Screening Test	A Cervical Screening Test looks for signs of the human papillomavirus (HPV) – a common infection. You can collect your own vaginal sample using a simple swab (self-collection), or your healthcare provider can collect a sample from your cervix using a speculum (clinician-collected).
Deferring participation	You may request to change (defer) the date of your next screening, perhaps because of travel or health reasons. This means you can change your preference for participating in the National Cervical Screening Program and National Bowel Cancer Screening Program for a period of time by completing the form to defer your next screening date. You may participate in the cervical or bowel screening program again at any time by contacting us.
Document Verification Service (DVS)	The Australian Government's Document Verification Service (DVS) verifies key Government issued documents. The DVS offers a reliable means of matching key document data with government records, making it easier for organisations to satisfy their identity verification obligations.
Healthcare Provider	A healthcare provider is a person associated with either a health specialty or a health discipline and who is qualified and certified by regulatory bodies to provide a healthcare service to a patient. For example, a general practitioner, other specialist, colonoscopist, colposcopist, histopathologist, pathologist, nurse, midwife and Aboriginal Healthcare Worker. Note: healthcare provider is the preferred term for use in National Cancer Screening Register documentation as opposed to healthcare professional.
Individual Healthcare Identifier (IHI)	This is a medical identifier for individuals receiving healthcare services
Last Screening Date	Last Screening Date will be the date that you completed your most recent test. For the National Cervical Screening Program this is the Cervical Screening Test, and for National Bowel Cancer Screening Program this is the bowel test kit.
Next Screening	The Next Screening will show the next step for your participation in the respective screening programs.
Nominated Healthcare Provider	When you nominate a healthcare provider, the provider you nominate and the healthcare provider who took your screening test will receive relevant correspondence relating to your screening tests. This helps make sure your nominated healthcare provider is informed at all times about your screening and can make informed decisions about your health
Opt In	If you previously opted out of the National Register, you can choose to opt back in at any time and continue screening in one or both of the programs.
Opt out	Opting out of one or both of the screening programs means that we will not contact you and you will not receive any invitations or reminders to screen from the National Register. Once you choose to opt out of one or both of the screening programs, we will not accept or record any of your future screening test results or details of any related tests and diagnoses. We will also not carry out any follow-up activities.
Personal Representative	You may nominate a personal representative to act on your behalf, or you may already be authorised to act on behalf of a participant and wish to interact with us on their behalf. A personal representative may be a family member, friend, medical practitioner, carer, guardian, or a person acting as power of attorney or under a health directive. Depending on the type of personal representative, supporting documentation showing the appointment may be required. Once appointed, personal representatives can act on behalf of a participant and access information about the person they represent (including health information), such as calling the Contact Centre, and request correspondence for the participant to be sent to them.
Resume Correspondence	You may choose to resume correspondence after you have previously chosen to cease. This means we will send you letters and reminders as we continue to collect your screening test results and other screening information. This is for the Cervical Program only.
Telstra Health	A standalone business unit of Telstra Corporation and the contracted service provider for the operation and management of the National Cancer Screening Register in accordance with a service agreement with the Department of Health.

7. Next Screening Action Definitions

Screening Action	Description
Bowel Program
Inactive	Discharged from the screening program due to colectomy, confirmed diagnosis, opted out or you are not eligible for the National Bowel Screening Program.
Ineligible	You will be invited to screen on your 50th birthday
Age Exited	Over the eligible age (50-74 years old) for National Bowel Screening Program.
Age Exiting	Currently eligible but you will be over the National Bowel Cancer Screening Program’s eligible age (50-74 years old) at the next screening invitation.
Over Due (never screened, eligible since 50th birthday)	Previously invited and never screened as part of National Bowel Cancer Screening Program.
Due Now (eligible since 50th birthday)	Newly eligible as you have turned 50 years of age but have not yet completed the National Bowel Cancer Screening Program screening test.
Due Now (newly enrolled, eligible now)	Newly eligible with Medicare and you are now registered for the National Bowel Cancer Screening Program and not yet completed a Program screening test.
Skipped Invite (eligible on: [Date])	Do not need to screen now (due to recent colonoscopy). Displays the next eligible to screen date for the National Bowel Cancer Screening Program.
Eligible on: [Date]	Previously screened with the National Bowel Cancer Screening Program. This is the next eligible to screen date for the National Bowel Cancer Screening Program.
Eligible since: [Date]	Not recently screened with the National Bowel Cancer Screening. This is the date the screening test has been due since.
Cervical Program
Hysterectomy	Discharged from the screening program due to hysterectomy.
Commence at 25	Commence screening on your 25th birthday
Age Exited	Over the eligible age for National Cervical Screening Program.
Overdue (date)	Not screened as part of the National Cervical Screening Program before, or has not screened in previous years and is eligible for screening.
Due Now	Now eligible to start a new screening round as part of the National Cervical Screening Program.
Referral Recommended	Referral to a specialist for further investigation is recommended. Please contact your healthcare provider.
Date	The date when the next screening is due for the National Cervical Screening Program.
Cancer Exited	Discharged from the screening program due to cancer detected.
Return for a follow-up cervical sample collected by your healthcare provider	Further screening by a healthcare provider is recommended, following HPV detected on a self-collected Cervical Screening Test.