Overview
This guide shows you how to connect MBSPro to MyMedicare so your clinic can check whether patients are registered and register them straight from the Document Sorter. Setup takes eight steps and involves PRODA (Services Australia's provider login) as well as MBSPro.
MBSPro gives you two MyMedicare features, and they do different jobs:
Feature | Where you see it | What it does |
Waiting room tick | Waiting Room | Shows whether a patient is already registered with MyMedicare. Hover over the icon and it shows "Not registered with MyMedicare" if they aren't. |
Document Sorter upload | Document Sorter | Lets you upload a signed MyMedicare registration form and register the patient. |
Check the waiting room status first. Only attempt a Document Sorter registration if the patient isn't already registered.
Before you start
Gather everything below first. It avoids back-and-forth with the clinic and stops you having to redo the B2B device later.
Your clinic is already connected to Best Practice (BP) in MBSPro
Organisation ID
Site ID
RA number
Access to the clinic's PRODA owner account. Use the owner account rather than delegated access, as delegated access may not have the permissions you need.
HPMS and HPOS both showing as active in PRODA (Step 3 explains how to check)
The clinic's list of provider numbers linked to the site (Step 6 explains where to find it)
Step 1: Confirm the MyMedicare features
Start by checking you can see both MyMedicare features in MBSPro and know what each one tells you.
Open MBSPro.
Go to Waiting Room. Each patient card has a small MyMedicare icon. A tick means the patient is already registered. Hovering over the icon shows "Not registered with MyMedicare" when they aren't.
Go to Document Sorter. This is where you upload a signed MyMedicare registration form and register the patient.
Get into the habit of checking the waiting room status before you try to register anyone from the Document Sorter.
Step 2: Gather your setup details in MBSPro
The MyMedicare settings page walks you through the setup in three parts, and you'll need the identifiers below to complete them.
In MBSPro, go to Settings and select the MyMedicare tab.
Confirm the clinic is already connected to BP (check the BP Integration tab if you're unsure).
The page shows a MyMedicare Setup progress bar with three items:
MyMedicare Organisation Identifiers
PRODA Organisation RA
Register B2B device
Collect the following details:
Organisation ID
Site ID
RA number
B2B device (you'll create this in Step 4)
Make sure you can log in to the clinic's PRODA account, ideally the owner's account rather than delegated access.
There's an Open PRODA portal button at the top of the page. Use it to open PRODA in a separate tab, so you can copy details across while keeping the MBSPro settings page open.
Step 3: Log in to PRODA and check HPMS and HPOS are active
Do this before you create the B2B device. If HPMS or HPOS is activated after the device is created, you'll have to generate a new device.
Ask the clinic to log in to PRODA using the owner account.
Go to Organisations and select the relevant clinic.
Open Service Providers.
Confirm that both of these are active:
HPMS
HPOS
If either one isn't active, stop here and get it activated first.
Do not continue until both services are active.
Step 4: Register a new B2B device
The B2B device is what lets MBSPro talk to MyMedicare on the clinic's behalf. The activation code PRODA gives you is only valid for one day, so register the device in MBSPro soon after you copy it.
In PRODA, go to Organisations and select the clinic.
Open the B2B Devices section. You'll see a list of existing devices and their status.
Click Register New B2B Device.
Enter the following:
Name: use a device name with no spaces (for example, ClinicName_mymedicare)
Description
Click Register.
Copy the activation code that PRODA generates.
Return to MBSPro: Settings > MyMedicare > Register B2B device.
Paste in the device name, the activation code and your RA number, then click Register device.
Save the B2B device details somewhere safe for use in MBSPro.
Once all three items on the MyMedicare Setup progress bar show Complete, the connection is set up.
Step 5: Enter your organisation and site identifiers in HPOS
This links your Organisation ID and Site ID to the clinic in HPOS. Select the specific clinic site here, not an individual provider view.
In PRODA, go to Services > HPOS.
On the Organisation screen, choose the specific clinic you're setting up. Don't choose "No Organisation - Proceed as an individual only".
Click Continue.
Open Organisation register associated sites.
Enter the following in the correct fields:
Organisation ID
Site ID
If needed, enter the default provider number. Leave it blank if it isn't required.
Step 6: Add provider numbers for MyMedicare registration
When you register a patient, MBSPro asks for the provider number of the doctor they're registering with. This must be the number linked to the clinic site, not a general or personal number. It may differ from the number the doctor normally uses on forms.
Find the correct provider numbers
Open the site ID section in PRODA/HPOS.
Review the list of providers and their corresponding numbers.
Print or save this list so staff can refer to it quickly. MBSPro doesn't yet offer a dropdown for provider numbers, so the list is your reference until it does.
Start a registration
Upload the signed MyMedicare registration form to the Document Sorter.
When MBSPro recognises it as a MyMedicare form, it prompts you to register the patient.
Tick I confirm this is a signed MyMedicare registration form.
Enter the registering doctor provider number for the doctor linked to the patient. If you leave it blank, it defaults to the clinic provider number, so change it if you need to register under a specific doctor.
Step 7: Complete the registration
Leave the eligibility reason as Not required for most patients. Exceptions apply only to specific approved cases.
In the Eligibility reason field, leave the setting as Not required unless the patient qualifies for an exception, such as:
Under 18
Newborn
Homeless
Other approved exemption criteria
Check the patient's details shown in the panel (full name, date of birth and address) look right.
Click Register to submit the MyMedicare registration.
If registration succeeds, answer the optional patient detail questions if you're prompted.
Step 8: Troubleshoot registration errors
The most common error after clicking Register is: "Patient detail supplied do not pass validation check". It usually means the patient's name in MBSPro doesn't exactly match the name on their Medicare record.
Read the error message carefully.
Compare the patient's details in MBSPro against their Medicare card.
Correct any mismatch, including spelling, spacing and middle names.
If the patient has a different legal name or a spelling variation, use the exact name recorded by Medicare.
Click Register again.
Problem | Likely cause | Fix |
Validation check error | Patient name doesn't match Medicare record | Use the exact Medicare-recorded name |
Registration fails with the provider number | Wrong or personal provider number used | Use the provider number linked to the clinic site |
MyMedicare setup won't complete | HPMS or HPOS was activated after the B2B device was created | Generate a new B2B device |
Missing permissions in PRODA | Delegated access used | Log in with the owner's PRODA account |
Important notes and tips
Things to watch out for
HPMS and HPOS must both be active before you create the B2B device. If you activate them afterwards, you need to generate a new device.
Use the clinic's owner PRODA account where possible. Delegated access may not have the permissions you need.
The provider number used for MyMedicare must exactly match the clinic-linked provider number. It can differ from the number the doctor normally uses on forms.
Enter organisation and site details in the specific clinic site, not an individual provider view.
If the patient's name doesn't match their Medicare record exactly, registration can fail validation.
Eligibility exceptions are for specific approved cases only. Most patients should stay on Not required.
Tips to save time
Print or save the clinic's provider number list from the site ID screen so staff can find it quickly.
Have all identifiers ready before you start.
Confirm HPMS and HPOS status first, so you don't have to recreate the B2B device.
Use the waiting room tick as a quick pre-check before registering from the Document Sorter.
Build a routine of checking the patient's Medicare name before registration to cut down on validation errors.