The Healthcare Provider Portal

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

The intention of this guide is to assist users to communicate and interact with the National Register though the Healthcare Provider Portal.

The Healthcare Provider Portal allows those with a provider number and a Provider Digital Access (PRODA) account to communicate with the National Register in order to:   

  • Search for a participant and view their test results and screening histories
  • Submit information and forms to the Register – Cervical and Bowel-related Program forms
  • View and update your patient’s details
  • Opt out, defer or cease your patient’s correspondence for either for Bowel or Cervical Programs
  • Nominate other people to assist your patient (such as a personal representative or another Healthcare Provider)
  • Requesting kit for the Bowel Program.

Please note, your access to what you can do on the National Register will depend on what type of Healthcare Provider you will be registering and logging in as.

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.

You can also access our Quick Start Guide for the Healthcare Provider Portal, which provides a condensed version to the guide below.

Quicklinks

1. Who can use the Healthcare Provider Portal?

Previously, healthcare providers (e.g. general practitioners, nurses, and other specialists) had to call the National Cancer Screening Register, or the relevant pathology laboratory, to request patient information relating to bowel and cervical screening.

The Healthcare Provider Portal provides another avenue for health professionals to access and submit bowel and cervical screening data electronically in the National Cancer Screening Register in a self-service fashion.

2. Accessing the Healthcare Provider Portal

This section will guide you through accessing the Healthcare Provider Portal for the first time, how to request delegated access from a Healthcare Provider, and how to approve delegated access as a Healthcare Provider.

2.1. Logging into the Healthcare Provider Portal

2.1.1. Logging in using PRODA

Before you register for the Healthcare Provider Portal for the first time, you will need a Provider Digital Access (PRODA) account.

PRODA is an online authentication system used to securely access certain online services including Health Professional Online Services (HPOS), National Disability Insurance Scheme, and the National Cancer Screening Register Healthcare Provider Portal.

For assistance with registering for a PRODA account, please see the frequently asked questions about PRODA.

  1. Once you have a PRODA account, access the Healthcare Portal Login page
  2. Enter your PRODA Username and Password and select Login
PRODA login page

2.2. Accepting the Terms and Conditions

Read the terms and conditions, then select Accept.

2.3. Selecting the type of user you are

In order to use the portal, you will be a:            

  1. General Practitioner or other Specialist
  2. Pathologist
  3. Delegate of one of the above roles
  4. Cervical non-Medicare Provider Nurse with an identification number.

Select the type of user you are from the following options:

  • You have a Medicare Provider Number
  • You have a State and Territories Access number (STAN) / Register Identification Number (RIN)
  • You are a delegate of a Healthcare Provider.

Select Continue and select the type of user you are.

Select type of user

2.4. Link a Provider number to the National Register

Type in your medical identifier, select Save and then select Link. You will now be re-directed to the Healthcare Provider Portal’s search participant page.

In order to link multiple provider numbers to the National Register, select Add provider.

If you are a Practice Staff/Lab user, view how to get delegated access.

Link a Provider Number

3. Requesting and approving delegate access

Delegated access allows those without a Medicare provider number or STAN / RIN number to gain access to the National Register with the permission of either a Healthcare Provider or a Pathologist. An example of a person requiring delegated access could be a medical clinic’s administrative staff/practice nurse. This section will explain how to request this access, and how a Healthcare Provider Portal user can accept or reject these requests for access.

3.1 Requesting delegated access

Once you have chosen “I am a Practice / lab staff acting on behalf of a Healthcare Provider” and clicked Select,

  1. Enter the Provider number of the Healthcare Provider you would like to request access from and select Submit.
  2. The request with then display as pending until the Healthcare Provider has accepted your request.

You will then be automatically logged out. Once your delegated access has been approved you will be able to successfully access the Healthcare Provider Portal.

Request delegation

3.2. Approving delegated access as a Healthcare Provider

Select My Profile.

Select Manage Delegation. From this page, you will be able to view who you have allowed access to the Healthcare Provider Portal and new requests for delegated access.

Requests for access will have a status of “Pending”. Select Accept to approve access for your delegate.

Approving delegated access as a healthcare provider

4. Search for a patient and see their screening dates

This section will display how a Healthcare Provider Portal user can search for their Patient, view their eligible screening dates and their test results.

4.1. Searching for your participant

In order to perform a search, you will need to enter the following information:  

  • Medical Identifier – either a Medicare number, Individual Healthcare Identifier (IHI), Department of Veterans Affairs (DVA) number or Reference Retrieval Number (RRN) - Mandatory
  • Family Name – Mandatory
  • Given Name – Optional
  • Sex – Mandatory
  • Date of Birth – Mandatory.

Populate the patient’s details in the fields as required and then select Search.

If the search details exactly match a participant on the National Register, then their result will populate under Participant list. Only one result will be returned. Select the row to be taken to the patient’s full profile. The full profile will display.

Search for a participant

4.2. View your patient’s eligible screening action

Once you have selected the patient you want to view, select Screenings and then Screening Home.

You can view the patient’s screening information, including the Next Screening Action for any Programs your patient is participating in. 

View patient's eligible screening action

The following screening actions may be displayed for the participant:

Screening Action

Description

Bowel Program

Deceased

Participant is recorded on the National Cancer Screening Register as deceased.

Inactive

Participant has been discharged from the screening program due to colectomy, confirmed diagnosis, Medicare restriction, participant has opted out or is not eligible for the bowel program.

Ineligible

Participant is under the National Bowel Cancer Screening Program’s eligible age.

Age Exited

Participant is over the National Bowel Cancer Screening Program’s eligible age.

Age Exiting

Participant is currently eligible, but will be over National Bowel Cancer Screening Program’s eligible at their next screening invitation round.

Over Due (never screened, eligible since 50th birthday)

Participant has been previously invited and never screened as part of National Bowel Cancer Screening Program.

Due Now (eligible since 50th birthday)

Participant is a newly eligible person who has turned 50 years of age, but has not yet completed the National Bowel Cancer Screening Program screening kit.

Due Now (newly enrolled, eligible now)

Participant is newly eligible with Medicare and is now registered for the National Bowel Cancer Screening Program.  The participant has not yet completed a Program kit.

Skipped Round (eligible on: [Date])

Participant is currently skipping a round (i.e. due to recent colonoscopy). Displays the date when the participant will be next eligible to screen for the National Bowel Cancer Screening Program.

Eligible on: [Date]

Participant has previously screened with the National Bowel Cancer Screening Program. This is the date they are next eligible to screen as part of the National Cancer Screening Program.

Eligible since: [Date]

This participant has not recently screened with the National Bowel Cancer Screening. This is the date the participant has been eligible/due since. 

Cervical Program

Deceased

Participant is recorded in the National Cancer Screening Register as deceased.

Hysterectomy

Participant has been discharged from the screening program due to hysterectomy.

Ineligible

Participant is under the National Cervical Screening Program’s eligible age.

Age Exited

Participant is over the National Cervical Screening Program’s eligible age.

Overdue

Participant has not screened as part of the National Cervical Screening Program before, or has not screened in previous years and is eligible for screening or self-collection.

Due Now

Participant is now eligible to start a new screening round as part of the National Cervical Screening Program

Referral Recommended

Participant referral to a specialist for further investigation is recommended.

Date

The date when the participant will next be due for to screen for the National Cervical Screening Program.

4.3. View your patient’s test results and correspondence

From the participant section, you will be able to view the patient’s previous results by selecting Forms, and then View on the row/result you wish to open, which a Healthcare Provider can also print as required. By selecting Delete, you can also remove a previously submitted form if you were the user who originally submitted it.

You can also select Filter to filter by Submitted Date or Document Name. Select Apply to search according to filter parameters.

View your patient’s test results and correspondence

From the participant section you will also be able to view the patient’s previous correspondence by selecting Correspondence, and then View on the row you wish to open, which a Healthcare Provider can also print as required.

You can also select Filter to filter by Received Date or Document Name. Select Apply to search according to filter parameters. 

5. Submitting information to the National Cancer Screening Register

This section explains how to locate a Program form for submission to the National Register for a patient. 

You can use these forms to:

  • Submit Program Diagnostic Forms to the National Register
  • Nominate a Healthcare Provider on your patient’s behalf
  • Nominate a Personal Representative on your patient’s behalf
  • Manage  your patient’s participation including requesting replacement kits for Bowel
  • Edit your patient’s details.

To navigate to the forms from the patient profile, select the program, either Bowel or Cervical you would like to submit a form for, and then Forms.

Select Choose a form.

Submitting information to the National Cancer Screening Register

From the New Form page, select the form to be filled out by selecting the Form Name.

Select Continue, and when the form is complete, select Submit.

Submit information

5.1. Submit Program Forms to the National Register

This section explains what forms are available to submit clinical information regarding a patient to the National Register.

In the Healthcare Provider Portal, the following forms will be available, based on your role, to submit:

Form Name

Program available

Form description

NBCSP - Adverse Events Report

Bowel Program

To be completed by colonoscopists to report information about an adverse outcome for a procedure relating to diagnostic investigation of a Program participant who has received a positive FOBT result. This form is only used where that information has not already been included in the Colonoscopy Report.

  NBCSP - GP Assessment Report

Bowel Program

To be completed by general practitioners to provide information about consultations with Program participants who have received a positive FOBT result.

NBCSP - Colonoscopy Report

Bowel Program

To be completed by colonoscopists to report the results of a colonoscopy and histopathologists to report the results from testing specimens collected during the colonoscopy procedure for a Program participant with a positive FOBT result. This form also enables colonoscopists to report adverse events which may have occurred during the procedure or are known at the time of completing this form.

NBCSP - Histopathology Report

Bowel Program

To be completed by a colonoscopist or histopathologist to report the results from testing specimens collected during the colonoscopy procedure for a Program participant with a positive iFOBT result.

NCSP – Colposcopy and Treatment Form

Cervical Program

To be completed by a colposcopist to notify prescribed cervical screening information to inform participant clinical pathways and support the safety net function of the Register. It is also used for reporting performance measures for colposcopists.

NCSP - Abnormal Result Questionnaire

Cervical Program

This report is to provide information to the Register where a Program participant has had abnormal cervical screening results, and the Register has not received notice that a colposcopy has been performed. The National Cervical Screening Program will send a letter to the Healthcare Professional to request this information where applicable.

NCSP - HPV LBC PAP Results

Cervical Program

Only for reporting cervical screening tests where the laboratory does not transmit cervical screening test results to the Register electronically (by HL7 format).

View how to navigate to the Submit Forms page in the Healthcare Provider Portal.

5.2. Nominate a Healthcare Provider on your patient's behalf

In the National Register, you will be able to nominate a Healthcare Provider for your patient to assist them and their participation in the program/s. You will be able to do this by selecting the Participant Details tab, and going to the Nominated Provider section.  The details can be updated across both Programs or for a selected Program only.

View how to navigate to the Participant Details tab in the Healthcare Provider Portal.

5.3. Nominate a Personal Representative on your patient’s behalf

In the National Register you will be able to nominate a personal representative for your patient to assist representing them and their participation. You will be able to do this by selecting the Participant Details tab, and going to the Personal Representative section.  The details can be updated across both Programs or for a selected Program only.

View how to navigate to the Participant Details tab in the Healthcare Provider Portal.

6. Managing your patient's information and participation

This section explains what forms are available to manage your patient’s participation in the National Register with their consent.

In the Healthcare Provider Portal, the following forms will be available, based on your role, to submit on behalf of your patient:

Form Name

Program Available

Form description

Opt Out Form from the Bowel Program

Bowel Program

Forthcoming bowel program results for the participant (screening test, dates and related procedure test results or diagnosis) are not accepted or recorded in the Register from the effective date, and no contact or correspondence is made or sent, including invitations to screen, reminder letters and follow-up actions.

Opt Out Form from the Cervical Program

Cervical Program

Forthcoming cervical program results for the participant (screening test, dates and related procedure test results or diagnosis) are not accepted or recorded in the Register from the effective date, and no contact or correspondence is made or sent, including invitations to screen, reminder letters and follow-up actions.

 Defer Form from the Bowel Program

Bowel Program

Electing your patient to not participate in a screening program for a defined period of time. They may return to the screening program any time after the deferment period has ended or at any earlier time if they withdraw a request or if a screening test result is received by the Register.

Defer My Next Screening Date Form from the Cervical Program

Cervical Program

Electing your patient to not participate in a screening program for a defined period of time. They may return to the screening program any time after the deferment period has ended or at any earlier time if they withdraw a request or if a screening test result is received by the Register.

Cease Contact and Correspondence Form

Cervical Program

Request that your patient no longer receive contact or correspondence from the National Cervical Screening Register (National Cancer Screening Register) for the Cervical Program only. Ceasing correspondence is not an option for the Bowel Program.

View how to navigate to the Submit Forms page in the Healthcare Provider Portal. 

6.1. Updating your patient’s details

In the National Register you will be able to change your patient’s details on their behalf.  You will be able to do this by selecting the Participant Details tab.  

file

The details can be updated across both Programs or for a selected Program only.

7. Glossary of Definitions

Term

Definition

Bowel Participant

A person who has a Bowel Program FOBT result recorded on the Register

Bowel Program

The National Bowel Cancer Screening Program (NBCSP).

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

Bowel screening involves testing for Bowel Cancer in people who do not have any obvious symptoms of the disease. 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

This is a Request to the Register by an eligible person, their personal representative or Healthcare Provider, for no contact or correspondence from the National Cervical Screening Register (National Cancer Screening Register) for the Cervical Program only. Ceasing correspondence is not an option for the Bowel Program.

Cervical Participant

A person who has any cervical cytology or histopathology test recorded on the NSCR.

Cervical Program

The National Cervical Screening Program (NCSP).

Cervical Program Eligibility

Eligible women aged 25 years or over who have not yet started cervical screening will receive an invitation from the National Cancer Screening Register to have the new cervical screening test.

Correspondence Preference

This is what channels, such as text, email or letters, a participant of the National Cancer Screening Register would prefer to receive correspondence from for any programs they are participating in. 

Deferring participation

This is a Request to the Register by a person, their personal representative or healthcare provider, who has elected to not participate in a screening program for a defined period of time. They may return to the screening program any time after the deferment period has ended or at any earlier time if they withdraw a request or if a screening test result is received by the Register.

Healthcare Provider

Has the same meaning as in the Healthcare Identifiers Act 2010 (Cth).
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.

Healthcare Provider Identifier – Individual (HPI-I)

Healthcare Provider Identifier – Individual (HPI-I) is a medical identifier for healthcare professionals involved in providing patient care.

Healthcare Provider Identifier – Organisation (HPI-O)

Healthcare Provider Identifier – Organisation (HPI-O) – is a medical identifier for organisations that deliver healthcare (such as hospitals or general practices)

Individual Healthcare Identifier (IHI)

Is a medical identifier for individuals receiving healthcare services

NBCSP - Adverse Events Report

To be completed by colonoscopists to report information about an adverse outcome for a procedure relating to diagnostic investigation of a Program participant who has received a positive FOBT result. This form is only used where that information has not already been included in the Colonoscopy Report.

NBCSP - Colonoscopy Report

To be completed by a Colposcopist to notify prescribed cervical screening information to the Chief Medical Officer within 14 days of each colposcopic episode. The information provided will inform participant clinical pathways and support the safety net function of the Register.

NBCSP - GP Assessment Report

To be completed by general practitioners to provide information about consultations with Program participants who have received a positive FOBT result.

NBCSP - Histopathology Report

To be completed by a colonoscopist or histopathologist to report the results from testing specimens collected during the colonoscopy procedure for a Program participant with a positive iFOBT result.

NCSP - Abnormal Results Questionnaire

This report is to provide information to the Register where a Program participant has had abnormal cervical screening results, and the Register has not received notice that a colposcopy has been performed. The National Cervical Screening Program will send a letter to the Healthcare Professional to request this information where applicable.

NCSP – Colposcopy and Treatment Form

To be completed by a colposcopist to notify prescribed cervical screening information to inform participant clinical pathways and support the safety net function of the Register. It is also used for reporting performance measures for colposcopists.

NCSP - Histology

To be completed by a histopathologist to report on the results of cervical histology from a pathology laboratory.

NCSP - HPV LBC PAP Results

Only for reporting cervical screening tests where the laboratory does not transmit cervical screening test results to the Register electronically (by HL7 format).

Nominated Healthcare Provider

This is a Request to the Register by an eligible person, their personal representative or healthcare provider, who wants to nominate a healthcare provider in relation to correspondence with the National Cancer Screening Register.

 

The nominated Healthcare Provider is able to access details about the participant and will, in addition to the participant, receive reminders and follow up for screening. Nominating a Healthcare Provider can be set per program

Opt back in

This is a Request to the Register by an eligible person, their personal representative or Healthcare Provider who has opted out and who wishes resume participation in a particular Screening Program facilitated by the National Cancer Screening Register. This is also referred to as withdrawing the opt out request.

Opt out

A request to opt out of all participation in the National Cancer Screening Register means that forthcoming results (screening test, dates and related procedure test results or diagnosis) are not accepted or recorded in the Register from the effective date, and no contact or correspondence is made or sent, including invitations to screen, reminder letters and follow-up actions.

Participant

This is an eligible person:

  • Who has elected to participate in at least one (1) Screening Round by way of undertaking
    a Screening Test
  • Whose invitation to screen has been brought forward by a healthcare provider (with
    consent)
  • Who is screened while attending a healthcare provider (with consent).

Personal Representative

A personal representative may be appointed by a participant or may be authorised to act on behalf of a participant in relation to the Register. This is recognised by the National Cancer Screening Register Act 2016.

PRODA

PRODA is an online authentication system used to securely access certain online services including H POS and the National Disability Insurance Scheme, also known as the NDIS. Designed as a two-step verification process, it requires a username, password and verification code to login.

Pseudonym

This is a Request to the Register by an eligible person, their personal representative or Healthcare Provider, who wants to use a pseudonym for the Register.

A person is able to request that an alternative name be used by the Register when communicating with them, to protect privacy while continuing to participate in the National Cancer Screening Register. If the participant wishes to change their formal name, as recorded with Medicare, they must contact Medicare directly, as the Register obtains the person’s name information from Medicare.

States and Territories Access number (STAN) and Register Identification Number (RIN)

The Register Identifier is a unique that is used to authenticate cervical screening providers who do not have access to a Medicare provider number, when calling the National Register Contact Centre to access participant information. Depending on the requirements of the state or territory, healthcare who deliver services across multiple location may have multiple Register Identifiers.

Request to the Register

A Request to the Register can be made under the National Cancer Screening Register Act 2016 to:

  • Defer screening (or participation)
  • Cease correspondence (cervical program only)
  • Opt Out
  • Opt In
  • Nominate a Healthcare Provider
  • Nominate a Personal Representative
  • Nominate a pseudonym.