Processing Written Authority requests 012-63020010

From 1 July 2024, the process to action mail received for PBS Authority requests changed. This is to make sure Services Australia is compliant with the legislation.

For Authorities with date of prescribing from 1 July 2024, Services Australia does not:

• endorse the authority approval number and item code on the prescription
• forward approved prescriptions to the patient
• require the original prescription
• check the complete validity of the proposed prescription. For example, signature, Active Ingredient Prescribing (AIP) compliant
• accept original prescriptions

Prescribers must submit a copy of:

• details for the PBS authority prescription. For example, a photocopy of the PBS authority prescription, and
• the application forms and supporting documents, if applicable

Staff must:

• scan original prescriptions with date of prescribing on or after 1 July 2024, and
• return the original prescription (and any supporting documents) to the prescriber advising that the assessment result will follow

See Table 2 in Online Pharmaceutical Benefits Scheme (PBS) Authorities System (OPA System) for more details about Written Authority requirements.

Written Authority requests include those received:

• by mail
• uploaded via HPOS, or
• via Authorities System (OPA System) for delayed/immediate assessment programs

Prescribers may choose any of these channels when seeking authority to prescribe any PBS medicines. Common reasons include:

• the patient has sufficient medication, so the request is not urgent
• the approved provider finds it more convenient to use the post or the HPOS secure form upload facility
• the request is for an item which must be made in writing

Some medicines used to treat chronic conditions need Written Authority approval from Services Australia (the agency) before they can be PBS-subsidised. Due to the clinical use or other special features of these medicines, applications for authority approval must be made in writing.

The medicine will not be PBS-subsidised without authority approval. Retrospective approval (often known as ‘owing’ a script) is not allowed.

For more details about which medicines must have Written Authority approval, see:

• Written Authority Required Drugs
• The References page contains links to legislation outlining the supply of pharmaceutical benefits and the specific Complex Authority Required (CAR) medications that are required to be in writing
• Authority approval processing for Pharmaceutical Benefits Scheme (PBS) - Drugs of addiction - opioid medicines for greater than one month's supply. The Schedule of Pharmaceutical Benefits outlines the maximum quantity and repeats allowed for of these medicines

As part of finalising a Written Authority request, mail correspondence is generated to advise a prescriber of the request’s outcome.

There is a:

• Z3035 PBS General letter, for processing general authorities, and
• Z2719 PBS Complex letter, for processing complex authorities

The Resources page contains links to the letters.

These letters allow correspondence addressed to the same prescriber to include multiple items. For example, on a hospital authority prescription.

• Staff must mail an assessment result letter to the prescriber
• A copy of the authority request (details of proposed prescription) is not required to be sent back to the prescriber
• If a request is rejected, print a copy of the application form and any supporting documents (where applicable) to send back with the letter

• Confirm that the prescriber’s name and address on the envelope or letter matches the authority request
• Assessment result letters can be returned to prescribers in:
• window-faced envelopes, or
• non-window faced envelopes

All Written Authority responses are sent as a reply to the prescribers' original upload within HPOS.

Open the attached file(s) from the original authority request to make sure the response is:

• for the correct patient, and
• sent to the correct prescriber

Assessment outcomes for delayed assessments are:

• automatically generated, and
• sent to the prescriber once an assessment decision has been made in the Authorities System (OPA System)