Recording to AIR

The Australian Immunisation Register (AIR) is a national register which records vaccines given to all people in Australia and includes vaccines administered under the National Immunisation Program (NIP), through school programs and privately.

Overseas immunisation records can be added to the AIR by vaccination providers once the documents have been translated to English.

How to Register for the AIR

Pharmacies wishing to offer a vaccination service must register as a vaccination provider with Services Australia by completing an IM 004 Form.

Once the IM004 Form has been completed it needs to be emailed to the WA Department of Health at immunisation@health.wa.gov.au

Upon approval by Services Australia, the pharmacy will be assigned with a unique AIR provider number which will be posted to the pharmacy.

Any enquiries can be directed to the Health Department on 1800 020 103.

The IM004 registration form is available for download on the Services Australia website.

Setting up Access to AIR via PRODA

PRODA is an online identity verification and authentication system for securely accessing government online services such as AIR.

PRODA Action Plan for community pharmacies is available for download and includes details on setting up a PRODA account and linking required services.

To set up access to the AIR via PRODA an Authorised Contact listed on the ABR will need to:

Register a New Organisation via their individual PRODA account
Provide proof of ownership which requires:
- a myGov ID (on a mobile phone)
- an ABN linked with a myGov ID
- logging into the ABR website and selecting update details to answer the proof of ownership questions must be answered exactly as they appear on the ABR website (case sensitive)

As an alternative or for pharmacies structured as a Trust with a Company as a Trustee, relevant information can be obtained from the accountant.

Add HPOS as a service provided by the pharmacy and link the pharmacy AIR provider number

Refer to or Accessing AIR Via PRODA Guide for step by step instructions.

Providing Employees with Access to AIR via PRODA

Once a pharmacy has been linked to an owner’s individual PRODA account, the owner/director/member with employee management attribute, can grant employees who have a PRODA account access to the AIR on behalf of the pharmacy. The employee will have to provide their PRODA RA number.

Log into PRODA
Select Organisations in the top navigation bar
Select the pharmacy organisation (in blue)
Select Members
Select Add Member
Enter the employee PRODA RA number and surname
Select Consent confirmation and then Search
If there is a match, the employee details will appear – select Add this member, confirm details, and select Add this member
Select Attribute Delegations
Select Delegate to this Member
Select CHPROF: HPOS-Access from the list and select Delegate

Setting up Access to AIR MedAdvisor PlusOne

AIR access needs to be enabled in professional services recording software.

The HW027 Form enables pharmacies to declare their professional services software e.g. MedAdvisor PlusOne for reporting vaccinations to the AIR and viewing vaccination history.

In addition, the MedAdvisor PlusOne platform needs to be set up correctly to enable connection with the AIR.

Complete the HW027 Form following our Guide - several sections of the form are not relevant to pharmacy and must be left blank as per our Guide
Setup MedAdvisor PlusOne platform as per the PlusOne instructions

Once the HW027 Form has been processed by Services Australia, vaccination history and vaccination recording will be accessible through MedAdvisor PlusOne.

Vaccination encounters can be recorded in MedAdvisor PlusOne by following the guides available on the MedAdvisor PlusOne website

Please note that several guides are available including:

Recording Vaccination to AIR via PRODA

PRODA is an online identity verification and authentication system for securely accessing government online services.

To record a vaccination encounter via PRODA:

Log into PRODA
Select Go to service in the Health Professional Online Services (HPOS) tile
Select the name of the pharmacy organisation and click continue
Select My Programs
Select Australian Immunisation Register (AIR)
Leave HPI-O number blank and select NEXT
Select Identify Individual
Search for patient by entering:
- Medicare number and IRN reference number, OR
- Medicare number and first name, OR
- Surname, First Name, and Date of Birth

Select Record Encounter from the menu on the left, enter vaccination details and select ADD

For patients without a Medicare card, an AIR record can be created and a vaccine encounter recorded by following the steps above to log into the AIR and then:

Select Identify Individual
Enter the patient Surname, First Name, and Date of Birth
Select Search
A message will appear on top of the screen stating that the Individual is not found…

Select the Record Encounter button in the bottom right-side to enter vaccination details and create an AIR record for the patient

Editing Vaccination AIR Records

Vaccination records entered on the AIR by a vaccination provider can be edited (not deleted) by that provider by logging into the AIR via PRODA. To delete a vaccination record, please contact the AIR helpdesk on 1800 653 809.

To edit a vaccination record on the AIR:

Log into PRODA
Select Go to service in the Health Professional Online Services (HPOS) tile
Select the name of the pharmacy organisation and click continue
Select My Programs
Select Australian Immunisation Register (AIR)
Leave HPI-O number blank and select NEXT
Select Identify Individual
Search for patient by entering:
- Medicare number and IRN reference number, OR
- Medicare number and first name, OR
- Surname, First Name, and Date of Birth
Select Update Encounter from the menu on the left, enter vaccination details and select ADD
To edit, click the pencil icon in the right-side Action column

Page last updated on: 05 November 2024