Transition of HPV vaccination records to Australian Immunisation Register (AIR) Frequently Asked Questions


What has changed?

From 30 September 2016, the Australian Immunisation Register (AIR) became a whole of life register with the ability to record all vaccinations for people of all ages given by a registered vaccination provider.
As part of the transition to a whole of life register, HPV vaccination records held in the National HPV Vaccination Program Register (HPV Register) have been transferred into the AIR.
From late 2018, all vaccinations given through school based programs can be recorded on the AIR, including the Human Papillomavirus (HPV) vaccine, the diphtheria-tetanus-pertussis booster and meningococcal ACWY vaccines.
Consumers and providers can access all vaccination records in one place and AIR Immunisation History Statements now include HPV vaccination information. 

When will the change happen?

Between 10 September and 31 October 2018, vaccination providers will begin sending all HPV vaccination records only to the Australian Immunisation Register (AIR).
From 1 November 2018, the HPV Register operated by the VCS Foundation will not accept HPV vaccination records. Vaccination providers will need to report all HPV vaccinations to the AIR.

Consumers & Parents

Who can access my/my child’s HPV immunisation record?

You and your vaccination provider (eg your general practitioner) can access your or your child’s immunisation record, which includes HPV immunisations, on the Australian Immunisation Register (AIR).

Due to the Department of Human Services’ privacy policy, you won’t be able to see immunisation information for children aged 14 years or older in your care, even if they are listed on your Medicare card. Children 14 years of age or over must access their own Immunisation History Statement or your child can give DHS permission to provide you with that information.

Can HPV vaccination providers view a patient’s vaccination history?

Yes, recognised vaccination providers can view their patients’ vaccination history through the Australian Immunisation Register (AIR) site.

Where do I find my/my child’s HPV immunisation record?

HPV immunisations will be included in your or your child’s immunisation history recorded on the Australian Immunisation Register (AIR).

The fastest way to access your or your child’s Immunisation History Statement is online through your Medicare online account through myGov or using the Express Plus Medicare mobile phone app. To use the app, you will need to set up your Medicare online account through myGov.

Alternatively, you can:

  • ask your vaccination provider to print a copy for you from the AIR site
  • call the AIR on 1800 653 809 (8am-5pm, Monday to Friday) and request a copy to be mailed to you (this can take up to 10 business days)
  • request a copy at a Department of Human Services Service Centre.

You can only access your child’s Immunisation History Statement if they are under 14 years of age. If they are 14 years of age or over, your child must access their own Immunisation History Statement or your child can give DHS permission to provide you with that information.

When can I get access to my data in the Australian Immunisation Register (AIR)?

HPV vaccination data has been available on the AIR since September 2018. If you have received a HPV vaccination, the information will be included in your Immunisation History Statement.

The fastest way to access your or your child’s Immunisation History Statement is online through your Medicare online account through myGov or using the Express Plus Medicare mobile phone app. To use the app, you will need to set up your Medicare online account through myGov.

Alternatively, you can:

  • ask your vaccination provider to print a copy for you from the AIR site
  • call the AIR on 1800 653 809 (8am-5pm, Monday to Friday) and request a copy to be mailed to you (can take up to 10 business days)
  • request a copy at a Department of Human Services Service Centre.

You can only access your child’s Immunisation History Statement if they are under 14 years of age. If they are 14 years of age or over, your child must access their own immunisation history statement or your child can give DHS permission to provide you with that information.

Will the Australian Immunisation Register (AIR) show historical HPV vaccinations?

Historical HPV vaccinations recorded on the National HPV Vaccination Program Register have been available on the AIR since September 2018.

How do I update my personal details? (address, Aboriginal and Torres Strait Islander Australian status etc)

The Australian Immunisation Register (AIR) does not use the personal details recorded on the consent form completed by parents and provided to the school.

The AIR uses the personal details that you have recorded with Medicare for you or your child. You can update some of your personal details, including your Aboriginal and Torres Strait Islander Australian status, using your Medicare online account on myGov or the Express Plus Medicare mobile phone app. To use the app, you will need to set up your Medicare online account through myGov.

For changes to your name, gender or date of birth, you will need to go to a Department of Human Services Service Centre with supporting documentation.

Vaccinations will be recorded on the AIR using the individual’s details registered with Medicare.

How do I get a copy of my HPV immunisation statement?

You can access your or your child’s Immunisation History Statement (including HPV immunisations) through yourMedicare online account on myGov or the Express Plus Medicare mobile phone app. To use the app, you will need to set up your Medicare online account through myGov.

You can also request a copy of your or your child’s Immunisation History Statement from your vaccination provider (eg your general practitioner). If they are 14 years of age or over, your child must access their own immunisation history statement or your child can give DHS permission to provide you with that information.

Alternatively, you can:

  • call the Australian Immunisation Register (AIR) on 1800 653 809 (8am-5pm, Monday to Friday) and request a copy to be mailed to you (this can take up to 10 business days)
  • request a copy at a Department of Human Services Service Centre.

How do I check if my/my child’s vaccinations are up to date in the HPV immunisation schedule?

You can check if you or your child is up to date by viewing your or your child’s Immunisation History Statement. The Immunisation History Statement shows the immunisations recorded on the Australian Immunisation Register (AIR), the person’s immunisation status (eg fully immunised) and any vaccines that are due or overdue.

The fastest way to access your or your child’s Immunisation History Statement is online through your Medicare online account through myGov or using the Express Plus Medicare mobile phone app. To use the app, you will need to set up your Medicare online account through myGov.

Alternatively, you can:

  • ask your vaccination provider to print a copy for you from the AIR site
  • call the AIR on 1800 653 809 (8am-5pm, Monday to Friday) and request a copy to be mailed to you (this can take up to 10 business days)
  • request a copy at a Department of Human Services Service Centre.

You can only access your child’s Immunisation History Statement if they are under 14 years of age. If they are 14 years of age or over, they must access their own immunisation history statement or your child can give DHS permission to provide you with that information.

Your vaccination provider (eg your general practitioner) will also be able to view your or your child’s immunisation history and discuss it with you, including any due or overdue immunisations.

Will I get a reminder if my child is overdue for their HPV vaccination?

From 2019, an overdue reminder letter will be issued to your child if they are overdue for any HPV vaccination at the age of 14 years and 6 months. All overdue vaccinations will be reported on an individual’s Immunisation History Statement.

How will my/my child’s HPV immunisation information be collected?

Your vaccination provider will submit your or your child’s HPV immunisation information to the Australian Immunisation Register (AIR). All HPV vaccinations reported to the AIR will appear on your or your child’s Immunisation History Statement.

The AIR cannot accept blue books or information directly from you or your child. If any vaccinations are missing from your or your child’s Immunisation History Statement, you should speak to your vaccination provider about updating the AIR.

Will my child still get HPV vaccinations through a school program?

Yes. The only change is where the information will be recorded. HPV vaccinations will be recorded on the Australian Immunisation Register (AIR) and not on the National HPV Vaccination Program Register (HPV Register).

If your child missed out on their in-school vaccination you should contact your state or territory health department for information on how to catch up the missed dose/doses. Two doses are available for free under the National Immunisation Program for people who commence their HPV vaccination schedule when aged 19 years or younger.

How will a HPV vaccination be recorded if my child does not receive it through a school program?

All HPV vaccinations, including those given outside of school programs, should be recorded on the Australian Immunisation Register (AIR) as part of normal reporting of immunisations given by vaccination providers.

Where do I find information about HPV immunisation uptake in Australia?

You can find information about HPV and immunisation uptake in Australia at the Department of Health website.



Providers

Where do I find my patient’s immunisation record?

Registered vaccination providers can access and print their patients’ immunisation records using the Australian Immunisation Register (AIR) site.

For more information about how to access the AIR site, go to the Australian Immunisation Register for Health Professionals webpage.

Do I need to register with the Australian Immunisation Register (AIR) to report HPV doses?

You need to be a recognised vaccination provider to record vaccinations on the AIR.

Medical practitioners, nurse practitioners and midwives with a Medicare provider number are automatically recognised as vaccination providers on the AIR.

Other vaccination providers (eg. pharmacies and local councils) must complete the ‘Australian Immunisation Register – Application to register as a vaccination provider’ (IM004) form and submit the form to their state or territory health department for approval. The application form is available from the DHS website.

Once the AIR processes the application form, it allocates a unique AIR provider registration number. Vaccination providers can use their AIR provider registration number to log on to the AIR.

Application forms with incorrect information will be returned to the applicant. Applications must not be submitted directly to AIR. They must first be approved by the relevant state or territory health department.

How do I notify a HPV dose to the Australian Immunisation Register (AIR)?

The fastest way for vaccination providers to submit a HPV dose to the AIR is by using your practice management software or the AIR site. Manual forms can take up to two weeks to reach the AIR and may cause delays in updating your patient’s vaccination history on the AIR.

To record a HPV vaccine on the AIR site:

  1. Identify the individual.
  2. Select ‘Record Encounter’.
  3. Enter the vaccine/brand, the batch number, the school (if given at a school) and the dose number
  4. Select ‘Add’.
  5. Confirm the information is correct, or edit it by using the pencil icon.
  6. Select ‘Submit’.

When the encounter has been submitted, a success message will appear.

How do I update my patient’s HPV dose details?

Vaccination providers can edit or remove incorrect information they have recorded on the Australian Immunisation Register (AIR) by using the ‘Edit encounter’ function on the AIR site. All information that can be edited will have a pencil icon (to edit the encounter) next to it and a bin icon (to remove the encounter).

Vaccination providers can only edit encounters they have recorded. The pencil and bin icon will not be available if another provider recorded the encounter.

Recognised vaccination providers can use the ‘Secure Email’ function on the AIR site or call the AIR on 1800 653 809 to follow up any incorrect or incomplete immunisation details they’re unable to edit on the AIR site.

How do I access reports?

Reports can be accessed through the Australian Immunisation Register (AIR) site. To find more information on available AIR reports go to the Department of Human Services website.

Do I have to upload historical HPV vaccination records to the Australian Immunisation Register (AIR)?

No, vaccination providers do not need to upload historical HPV vaccination records.

Historical HPV vaccinations recorded on the National HPV Vaccination Program (HPV Register) have been available on the AIR since September 2018.

Does the Australian Immunisation Register (AIR) record consent forms?

No, the AIR does not record consent forms. Existing processes for HPV vaccination consent forms have not changed, with the exception that AIR does not use the personal details recorded on the consent form provided by the school. Vaccinations will be recorded on the AIR using the individual’s details registered with Medicare. If required, information will be sent to an individual’s registered Medicare address.

How do I update my patient’s personal details on the Australian Immunisation Register (AIR)?

Vaccination providers should encourage their patients to update their personal information with Medicare. This will then be reflected on the Australian Immunisation Register (AIR).

Patients can update some information through their Medicare online account on myGov or the Express Plus Medicare mobile phone app. For changes to their name, date of birth or gender, your patient will need to go to a Department of Human Services Service Centre and provide supporting documentation to register the change.

Where can I find due and overdue rules?

The due and overdue rules for HPV can be found:

As a vaccination provider, when can I no longer report HPV vaccination data to the HPV Register?

Between 10 September and 31 October 2018, vaccination providers will begin sending HPV vaccination records only to the Australian Immunisation Register (AIR). This approach has been agreed with the Immunisation Coordinators in each state and territory.

From 1 November 2018, the HPV Register operated by the VCS Foundation will no longer accept HPV vaccination records. Vaccination providers should report all HPV vaccinations on the AIR.

Who can I contact with other questions?



Software Vendors

When can HPV vaccination data no longer be reported to the HPV Register?

Between 10 September and 31 October 2018, vaccination providers will begin sending HPV vaccination records only to the Australian Immunisation Register (AIR). This approach has been agreed with the Immunisation Coordinators in each state and territory.

From 1 November 2018, the HPV Register operated by the VCS Foundation will no longer accept HPV vaccination records. Vaccination providers should report all HPV vaccinations on the AIR.

As a software vendor is there anything I need to do to support the transition of HPV vaccination data to the Australian Immunisation Register (AIR)?

In June 2018, the Department of Human Services sent all registered software vendors a logic pack update that included two new (optional) fields for all vaccines, including HPV:

  • School names
  • Vaccine batch numbers

These new fields should be included in data sent to the AIR from 10 September 2018.

No vaccine code updates are required.

Additional information for software vendors is available by contacting co.online.technical.support.liaison@humanservices.gov.au