Proof of vaccination and the Australian Immunisation Register (AIR) 011-10070000

Item

Field

Description

1

As at (date)

Date the immunisation history statement was produced.

2

For (name)

Individual the immunisation history statement is for.

3

Date of birth

Individual date of birth, recorded by Medicare or the AIR for individuals not enrolled in Medicare.

4

NIP immunisation status

(only for individuals under 20)

NIP Immunisation status:

• up to date - if an individual is not overdue for any immunisations
• up to date/not up to date - Catch-up schedule active until dd/mm/yyyy

5

Schedule

(only shows for individuals under 20 years)

Age at which the vaccines are listed on the NIP Schedule (for example 2, 4, or 6 months).

6

Immunisation

Disease antigens immunised against (for example, diphtheria).

7

Date given

Date the vaccine(s) was given.

8

Brand name given

Vaccination brand name given (for example, Infanrix-IPV).

9

Brand name given

All recorded vaccination episodes that are at an A or Y status are included on immunisation history statements.

10

Next NIP immunisation(s) due

Diseases the individual needs to be immunised against next. If there are multiple overdue dates, only single antigens will be listed (e.g. diphtheria, polio).

11

Date due

Date when the next immunisations are or were due. This date may be in future (due) or past (overdue).

12

Notice(s)

Notice(s) appear under specific circumstances.

Item

Message

Action

1

Mail has been returned from this address

• Access:
• CDMS - Amend Consumer Details for Medicare Personal Identification Number (PIN) records to check/update address details as per the group address recorded on CDMS and remove returned mail flag
• YCUA - Amendment Registration AIR mainframe screen for Supplementary Identification Number (SIN) records to check/update address and remove returned mail flag
• Press [PF18] to acknowledge
• When the address is correct, continue the request by pressing [PF18] - ACK WARN to acknowledge warning
• The message History statement request successful is displayed

2

Most recent address recorded is incomplete

• Access the YCUA - Amendment Registration screen to update address details

3

End date recorded for individual

• Press [PF18] to acknowledge
• Continue the request by pressing [PF18] - ACK WARN to acknowledge warning and continue with the request
• The message History statement request successful is displayed

The warning is only to be acknowledged and overridden if:

• there are no active records for the individual
• the address recorded for the individual in mainframe is the same address given when the security check was performed in CDMS. If it does not match, update the address. See Change requests in the Australian Immunisation Register (AIR)

4

YCEN - Mail History Details screen displays the status 'FAILED' next to a request

• All requests will fail until the problem is fixed
• If Service Offices cannot fix the problem, complete the Technical Support Tool (LPS and SSO) - Health online form to refer to the AIR Program Support

Item

Description

1

How do I get proof of my vaccinations?

If you are:

• eligible for Medicare and your Medicare online account is linked to myGov, sign in to get your immunisation history statements online
• not eligible for Medicare, you can get an Immunisation History Statement online by:
• registering for myGov and then an Individual Healthcare Identifier (IHI)
• using the HI service or register for a My Health Record account using your IHI in myGov

You can also get proof of vaccination by:

• visiting your vaccination provider and asking them to print one for you
• going to a service centre
• calling the AIR on 1800 653 809 and have one mailed. This can take up to 14 days to arrive

See the Services Australia website How to get immunisation history statements.

2

Can I get proof of my child's vaccinations?

If your child is:

• under 14 years, you can get proof of their vaccinations online through myGov
• 14 years or older, you cannot access their immunisation information without legal authority to act on behalf of the person. Individuals 14 years or older can access their information:
• online, by creating a myGov account and linking either their Medicare or HI service to get their immunisation history statement, or
• by speaking to a Service Officer. They can give their consent over the phone or at a service centre for their parent or guardian to access this information on their behalf. This consent is valid for that instance only

The parent or guardian has legal authority to act on behalf of the person if one of the following is registered with Medicare:

• Power of Attorney
• Guardianship order
• Administrative order, or
• other legal arrangement is in place

The following can submit an Authorisation to act on an incapacitated person's behalf for Medicare purposes form (MO050) if no legal arrangement is in place:

• Parents
• Guardians, or
• Carers of individuals 14 years or older who cannot manage their own affairs

See the Services Australia website How to get immunisation history statements.

3

Why can't I get my child's vaccination information if they are 14 years or older?

The AIR is administered in accordance with the Australian Immunisation Register Act 2015, the Privacy Act 1988, and the Services Australia privacy policy.

Parents and guardians can access their child's vaccination information until the child turns 14 years.

When an individual is 14 years or older, their verbal consent is required to provide their vaccination information:

• over the phone , or
• in person at a service centre

4

I have caring responsibility for someone over 14 years. Can I get proof of their vaccinations?

You can only get their proof of vaccinations if you have one of the following registered with Services Australia:

• Power of Attorney
• a guardian or administrative order
• other legal arrangement
• Authorisation to act on an incapacitated person's behalf for Medicare purposes form MO050

5

How do I/my children get an IHI?

An Individual Healthcare Identifier (IHI) is a unique number used to identify an individual for health care purposes.

You already have an IHI if you:

• have a Medicare card
• are enrolled in Medicare

If you are not eligible for Medicare or Department of Veterans' Affairs (DVA) see the Services Australia website How to get an IHI.

You can also register for an IHI by completing the Request an Individual Healthcare Identifier or amend an Individual Healthcare Identifier record form (MS003).

You can find more information about IHIs by calling the Healthcare Identifiers (HI) Service on 1300 361 457.

Note: Service Officers must check if the individual is eligible to enrol in Medicare before offering an IHI.

6

I/my children have an IHI, and I need to update the personal details. How can I do this?

You can update your personal details by:

• contacting the Healthcare Identifiers (HI) Service on 1300 361 457, or
• completing the Request an Individual Healthcare Identifier or amend an Individual Healthcare Identifier record form (MS003)

7

I linked a Medicare account/HI Service/My Health Record to myGov. Why can't I see anything on the proof of vaccinations?

You can only see your vaccinations if they were recorded to the AIR.

When you link your Medicare account to myGov, your proof of vaccinations shows the immunisation information reported to the AIR.

If you think your vaccinations are missing from your record, speak to your vaccination provider, and ask them to record them on the AIR.

8

I/my children had a vaccination yesterday/today. Why can't I see it on my history statement?

Vaccination providers have up to 10 days to report new vaccinations to the AIR.

If it has been more than 10 days, Service Officers must check the customer's record to see if the vaccination is in pend status.

If there are no pends, tell the customer to ask their vaccination provider to send their immunisation history to the AIR

9

I/my children got COVID-19 vaccines overseas. Can I get them recorded on the AIR?

The AIR can record vaccines administered overseas that are recognised in Australia.

For vaccines not recognised in Australia the provider can record generic versions of the overseas vaccines.

You can ask a vaccination provider in Australia to record your vaccinations on the AIR if the vaccination documents have been translated to English.

10

What vaccines are mandatory to report?

It is mandatory for vaccination providers to report the following vaccinations to the AIR within 10 days of being administered:

• influenza (flu)
• COVID-19
• National Immunisation Program (NIP), and
• Japanese encephalitis virus (JEV)

All your flu, COVID-19, NIP and JEV vaccinations will be recorded on the AIR and will show on your immunisation history statement.

11

Can I opt out of the AIR?

You cannot opt out of the AIR because some vaccines are mandatory to report.

You can opt out from:

• receiving correspondence from the AIR, and
• third parties (such as health professionals) accessing your information

You can do this by completing Australian Immunisation Register (AIR) - ceasing correspondence and release of information form (IM017).

12

Why doesn't the immunisation history statement show all the immunisations I /my child has received?

Only NIP, COVID-19, influenza, and JEV vaccines are mandatory to report to the AIR.

Other vaccines may not be recorded to the AIR.

If any immunisations are missing from your history statement, speak to your vaccination provider. Ask them to record them on the AIR or you can take the proof of vaccination to another provider to have them upload the vaccinations.

Only immunisations recorded on the AIR show on your immunisation history statement.

13

Can you email my proof of vaccination?

Emailing statements can only be done in exceptional circumstances, where all other options have been ruled out.

Note: only the AIR Program Support team can approve and email immunisation history statements (IHS) to individuals. Service Officers and LPS must not email IHS's.

14

Do I need proof of COVID-19 vaccinations to leave or enter Australia?

You no longer need proof of COVID-19 vaccinations to travel overseas. You can find information about vaccination requirements when travelling overseas on the Smart Traveller website.

15

Why can't I download my International COVID-19 Vaccination Certificate (ICVC)?

From 8 February 2025, ICVC's are no longer:

• available to download
• required to travel overseas

If you want proof of your COVID-19 vaccinations, you can download your:

• Immunisation History Statement (IHS), or
• COVID-19 and Influenza (flu) IHS

16

Why is my old COVID-19 digital certificate and ICVC still showing in my digital wallet?

Any previously downloaded and saved COVID-19 Digital certificates or ICVCs will remain in your digital wallet (Apple Wallet or Google Wallet) until the user chooses to remove it.

17

Will downloading the new COVID-19 and Influenza (flu) IHS to my digital wallet override my old COVID-19 digital certificate?

No, what is in your digital wallet will remain there until you choose to remove it.

18

Can I download multiple versions of the COVID-19 and Influenza (flu) IHS to my digital wallet?

Yes, it is possible for you to have multiple versions in your digital wallet.

Downloaded documents will remain in your digital wallet until it is removed.

19

Can I still have access to an immunisation history statement if I do not have a Medicare card?

You can get proof of vaccinations if you do not have a Medicare card.

See the Services Australia website, How to get immunisation history statements > If you aren't eligible for Medicare.

20

How do I access my Q fever eStatement?

From 1 July 2025, you can no longer download your Q Fever eStatement from the Australian Q Fever Register.

The Q Fever Register ceased operating in April 2024.

Vaccination providers now report Q fever vaccines and natural immunity information to the AIR.

Once your Q Fever vaccine is reported to the AIR, you can use your Immunisation History Statement to show proof of vaccination.

If you have an existing Q Fever eStatement, you can take the evidence to a recognised vaccination provider in Australia and have the details reported to the AIR.

Item

Description

1

Are COVID-19 vaccines mandatory in Australia?

All vaccinations in Australia are voluntary, including COVID-19 vaccines. Individuals maintain the option to choose.

2

My patient does not know their Medicare number. Can I just use a special or emergency Medicare number?

No, do not use the special or emergency Medicare numbers to report immunisations to the AIR.

These numbers are specifically used for Pharmaceutical Benefits Scheme (PBS) purposes only.

It is important to correctly identify your patient so their immunisation history is up to date, and they can get proof of their vaccinations.

If a patient cannot find their Medicare card, they can use the myGov app to view their digital Medicare card.

You can also go to HPOS to use the:

• Find a Patient search function to find their Medicare details
• Healthcare Identifier Service for their IHI if they are not eligible for Medicare or DVA
• AIR site and enter their full name and date of birth

3

Can my patient get an exemption for vaccines?

Medical contraindications can be recorded on the AIR for vaccines if there is a valid medical reason as outlined in the Australian Immunisation Handbook.

You can use this form to report an individual's immunisation medical exemption Australian Immunisation Register (AIR) - immunisation medical exemption form (IM011).

Only eligible health professionals are authorised to record medical contraindications.

4

Do I have to record all vaccinations on the AIR, what are the rules for mandatory reporting to the AIR?

Legislation was passed making it mandatory to report certain immunisations to the AIR.

The Australian Immunisation Register Rule 2015 mandates vaccination providers to report the following vaccines:

• COVID-19 vaccines
• Influenza vaccines
• National Immunisation Program (NIP)
• Japanese encephalitis virus (JEV)

For more information, go to health.gov.au/immunisation.

5

Do I have to record a vaccine batch number?

Yes, the batch number must be recorded.

Under the Australian Immunisation Register Act 2015 and the Australian Immunisation Register Rule 2015 it is mandatory to report batch numbers for the following vaccines:

• COVID-19 vaccines
• Influenza vaccines
• National Immunisation Program (NIP)
• Japanese encephalitis virus (JEV)

Some vaccines, have a lot number instead of a batch number. Enter the lot number if there is no batch number.

If you do not know the batch number, contact your state or territory health department for assistance.

6

Why do I have to record a batch number?

Under the Australian Immunisation Register Act 2015 and the Australian Immunisation Register Rule 2015, it is mandatory to record a batch number for the following vaccines administered in Australia:

• NIP funded vaccines
• Japanese Encephalitis Virus
• Influenza
• COVID-19

7

Who can access the new AIR043A report, what information is in it and why is it useful?

The AIR043A report can be accessed by:

• Health professionals with a Medicare provider number and AIR access
• Medical Practices
• Pharmacies
• Aboriginal Medical Services
• Community Health Centres
• Councils
• Public Hospital
• Public Health Units
• State Health Departments

The provider must have:

• vaccinated the individual at least once using their provider number, or
• the individual is linked to the practice as they have had an earlier MBS service at that location

This report has information about the individual they have vaccinated and vaccine details (such as the vaccine brand and vaccine type), medical exemptions.

Vaccination providers can use this report to extract and reconcile vaccination information that they have previously reported to the AIR.

Pharmacies may find this useful to reconcile their claims for payment to be made to the Pharmacy Program Administrator (PPA). PPA will be making payments to pharmacists under the NIPVIP.

8

When is it mandatory to report the Route of Administration (RoA), for all vaccines?

On 1 March 2024, the RoA became mandatory to report for Japanese encephalitis vaccine (JEV) only, when administered in Australia.

Providers are encouraged to record as much information as possible, when reporting vaccination encounters to the AIR. The option to record a RoA is available for all vaccines.

9

What does the field Vaccine Type mean?

The Vaccine Type reports the funding type for a vaccine.

Valid options are:

• NIP/Commonwealth
• Other

10

When should I select the antenatal indicator?

Health Professionals must complete the antenatal indicator for individuals who are:

• pregnant at the time the vaccine was administered, or
• female aged 10-65 years (inclusive)

Valid values are Y (yes) or N (no).

11

If another provider was the immunisation provider and I am just recording the vaccination, do I have to report these fields?

No, these fields are only mandatory for the provider who administered the vaccination.

12

Can I record vaccines my patient had overseas?

Yes, you can record vaccines your patient had overseas if the vaccines are recognised in Australia by the Therapeutic Good Administration (TGA).

Your patient must provide evidence of the vaccinations and the English translations if appropriate. For vaccines not recognised in Australia you can record generic versions.

It is also recommended to record the country in which COVID-19 vaccine(s) were given.

13

I have tried using the AIR site but could not edit/update the encounter

If you received payment for the vaccinations or are not the provider that reported it, you cannot update the encounter online.

You can request AIR to amend the vaccination encounter via HPOS message or over the phone.

If you are the provider that reported the vaccination, you must use the same provider number that you originally used to report the vaccination.

You can update encounters via the AIR site, if you see the pencil icon. If you cannot see the pencil icon, contact the AIR via HPOS messages or by calling 1800 653 809 option 2.

14

How do I record vaccinations on the AIR?

Vaccinations can be recorded on the AIR using:

• your practice management software if integrated with the AIR
• the AIR site through HPOS

15

Do I need to get a PRODA account?

Yes, you need a PRODA account to access HPOS and record vaccinations on the AIR.

The Services Australia website has more information about registering for PRODA based on your organisation structure and practice model.

16

How do I access the AIR site?

If you have a Medicare provider number, you need a PRODA individual account with HPOS added as a service. From there, you can access the AIR.

If you are an organisation, you will need a PRODA organisation account, and an individual account to add HPOS as a service. You can use your AIR provider number and AIR linking code to link AIR to HPOS.

See Services Australis website Setting up access to the Australian Immunisation Register.

17

How do I record vaccinations if I am having trouble with my software or AIR site access?

The fastest way to record vaccinations on the AIR is by using the AIR site or your software.

If you cannot submit information online, use forms:

• AIR immunisation encounter (IM018), or
• AIR immunisation history form (IM013)

Vaccines recorded using forms can take some time to appear on the AIR.

18

How do I get proof of vaccination for my patient?

You can download and print proof of vaccinations for your patient using the AIR site.

See Services Australia website About the Australian Immunisation Register for more details.

19

I am a pharmacy how do I correctly record vaccines on the Australian Immunisation Register (AIR)?

When you give a patient a vaccine, you will need to record it on the AIR. It is important to correctly identify your patient, so their immunisation history is up to date. This means they will be able to get proof of their vaccinations if needed.

Do not use the 'Urgent Clinical Need' special Medicare number for reporting any vaccinations to the AIR. If you do this, the vaccination will not show on the patient's immunisation history statement.

To find a record on the AIR, you will need the individuals:

• Medicare card and Individual Reference Number (IRN). If a patient cannot find their Medicare card, they can use the myGov app to view their digital Medicare card
• full name and date of birth