Australian Government - Department of Health - Office of Hearing Services
Hearing Services Program

Portal User Roles

All portal users need to be assigned a role within the portal which allows the user to access certain portal functions. There is no one-size-fits-all approach, and the roles you assign to your staff will depend on a range of factors including the size of your organisation, number of sites and users and your business processes.

The portal has four user roles for service providers

  • SP Admin
  • SP Manager
  • SP Site
  • SP Claims

And one user role for device manufacturers

  • DM Admin

The functions available to each of these roles are

  

SP Admin

SP Manager

SP Site

SP Claims

DM Admin

Add site

Yes

Yes

 

 

 

Search and view site details

Yes

Yes

 

 

 

Export site details

Yes

Yes

 

 

 

Edit site details

Yes

Yes

 

 

 

Close site

Yes

Yes

 

 

 

Apply for client

 

 

Yes

 

 

Update draft application

 

 

Yes

 

 

Search and view client details

 

 

Yes

Yes

 

Export client details

 

Yes

Yes

Yes

 

Edit client details

 

 

Yes

 

 

Transfer client

 

 

Yes

Yes

 

Confirm return voucher

 

 

Yes

 

 

Retrieve all clients

 

Yes

 

 

 

Submit manual claims and recoveries

 

 

 

Yes

 

View manual claims

 

 

Yes

Yes

 

Search and export manual claims

 

 

 

Yes

 

View user accounts

Yes

Yes

 

 

Yes

Export user accounts

Yes

Yes

 

 

Yes

Edit user accounts

Yes

Yes

 

 

Yes

Add new device

 

 

 

 

Yes

Edit device details

 

 

 

 

Yes

Cancel device

 

 

 

 

Yes

Search and view devices

 

 

 

 

Yes

Add new practitioner

Yes

Yes

 

 

 

Edit provider-practitioner links

Yes

Yes

 

 

 

Edit business details

Yes

 

 

 

Yes

Depending on the functions you would like your staff to complete, a user may by assigned multiple user roles.

Creating Users

The first portal user (SP Admin or DM Admin) for a business is created by the Department of Health. The Admin user can then create new users for their business, including other admin users, as required.

The User Account section found on the portal landing page allows you to add new users and manage existing user accounts within your organisation. To add a new user

  1. Click on the ‘User Accounts’ section to expand the view.
  2. Click on the ‘Add New User’ button.
  3. Select the user role or roles you wish to allocate.
  4. When expanded, complete the relevant fields such as role type, given name, family name and email address (this is the email address that the invitation email will be sent to).
  5. Once the fields are complete, click the ‘Save and Invite’ button. The user will then be sent an invitation to join the portal via email.

Clicking the unique URL in the invitation email will take the user to the portal, where they will login using their AUSkey to confirm and activate their portal registration. Invitations to join the portal remain valid for ten days. After this time a new invitation will need to be issued. Depending on the role assigned, an existing SP Admin/Manager or DM Admin within your organisation can re-invite expired users through the portal.

AUSkey factsheets are available for further information.

Please note the user details held in the online portal will be automatically updated to reflect those held by AUSkey, including name and email address.

Please note if a staff member works for multiple businesses, they require a separate AUSkey and portal invitation for each employer.

Further information about user roles is available in the user guides.

Portal User Roles (PDF 83 KB)

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