Processing new Authority requests in the Pharmaceutical Benefits Scheme (PBS) 012-25052901
Expand allMandatory details required for a proposed Authority prescription
Table 1
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Section 85 prescriptions/Section 100 HSD PTE/PUB prescriptions (not HSD CA) |
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Prescriber number (optional for medical practitioners). |
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Prescriber name. |
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Prescriber address (for mailed requests in order to post the assessment outcome). |
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Date of prescribing. |
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Medicare card number /Patient details. |
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Authority prescription number. |
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Item including strength and form. |
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Dose (and/or frequency of administration where dose does not specify). |
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Quantity and repeats requested. |
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Full criteria patient meets. |
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Hospital provider number (required for Section 100 HSD PTE/PUB prescriptions). |
Mandatory details required for assessing an Authority request
Table 2
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Requirements for original |
Requirements for details of the proposed Authority prescription (for example, a photocopy) HPOS form upload applications |
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Must have statement from the prescriber to address the restriction criteria. |
Must have statement from the prescriber to address the restriction criteria. |
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Must answer Q&As the Online PBS Authorities (OPA) System asks. |
Must answer Q&As OPA asks. |
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Must be Active Ingredient Prescribing (AIP) compliant. |
Not required to be AIP compliant. |
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Must be signed by the prescriber. |
Not required to be signed by the prescriber. |
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Must have patient's and prescriber's address. |
Not required to have patient's and prescriber's address. |
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Changes to the prescription must be initialled by the prescriber. |
Not required to initial changes made to the proposed authority prescription. |
Suggested text for email and HPOS responses to a prescriber or delegate
Table 3: provides Service Officers with text to be included in an email response to a Prescriber or Delegate when a HPOS item is received.
Note: the Drug name field is optional. The drug form/strength/etc. can be included if multiple items are on the prescription. Staff must differentiate items.
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Item |
Description |
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1 |
HPOS item received which is approved Your recent Pharmaceutical Benefits Scheme (PBS) authority request for <First name Surname>, <Database program name and number> (if applicable), <drug name> (if applicable), Authority Prescription Number <Authority prescription number> has been approved. The PBS authority approval number is <approval number>, for PBS item code <item code>. You must endorse the PBS authority prescription with the approval number and the item code. Note: the Drug name field is optional. The drug form/strength can be included if multiple items are on the prescription. Service Officers must differentiate items. Changes to HPOS Form Upload: In June 2025, enhancements to HPOS Secure Form Upload will restricts access to the PBS Authorities form category to authorised Prescribers and their delegates. Please ensure the following:
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2 |
HPOS item received which is approved with changes Please read the attached letter for the outcome of your recent PBS authority request. Changes to HPOS Form Upload In June 2025, enhancements to HPOS Secure Form Upload will restricts access to the PBS Authorities form category to authorised Prescribers and their delegates. Please ensure the following:
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3 |
HPOS item received which is rejected Please read the attached letter for the outcome of your recent PBS authority request. Changes to HPOS Form Upload In June 2025, enhancements to HPOS Secure Form Upload will restricts access to the PBS Authorities form category to authorised Prescribers and their delegates. Please ensure the following:
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4 |
HPOS item is received in incorrect folder Dear Prescriber/Delegate You have submitted the application, or authority prescription, to the incorrect area or folder of HPOS. Please note that all applications, Authority prescriptions and related items for PBS subsidy must be submitted through Form Upload and not compose new mail. Once in the Form Upload section, select Form Category PBS - Authority Application forms and Prescriptions. You then need to choose the Form Type. General (non-Complex drugs) Authority Prescription is for submitting general authority prescriptions. If you have a complex drug program, select the appropriate option from the list Your application has not been forwarded. Please upload to the correct folder. If you have any questions, please call 1800 700 270 and ask to talk about HPOS. Changes to HPOS Form Upload: In June 2025, enhancements to HPOS Secure Form Upload will restricts access to the PBS Authorities form category to authorised Prescribers and their delegates. Please ensure the following:
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5 |
Stationery received in HPOS proforma folder In HPOS support:
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6 |
HPOS item has multiple patient prescriptions Dear Prescriber/Delegate, Please note that all application forms/prescriptions must be uploaded separately in Health Professional Online Services (HPOS). Submitting multiple forms in the one message will result in each form not having a unique reference number meaning tracking may be difficult and delays to processing may occur. We have separated the files on this occasion, but multiple applications/prescriptions may be returned to you for individual submission in future. |
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7 |
HPOS item is a duplicate, and a response has been sent to the previous HPOS item No response is required in HPOS. |
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8 |
HPOS item is a duplicate, and a response has not been sent to the previous HPOS item Send appropriate response, for example, approval or rejection - refer to items 1-6 in this table. |
Details for extemporaneously prepared benefits
Table 4: this table contains a list of codes, maximum quantities and number of repeats for extemporaneously prepared benefits.
Extemporaneously prepared pharmaceutical benefits
Table 5: this table contains a list of common names for items included in extemporaneously prepared pharmaceutical benefits.
Letters
Services Australia has endorsed the letter or electronic message for use. It is the latest version. Do not use locally produced letters or electronic message.
- Z3035 PBS General letter, for processing general authorities, and
- Z2719 PBS Complex letter, for processing complex authorities
See Using Standard Letter Templates (SLT) or Digital Messaging Capability (DMC) to create manual letters for details about using these letters.
Contact details
Complex Drugs Programs
National Pharmaceutical Adviser (PA) pilot
Tier 0 technical support - self-sufficiency
Veterans' Affairs Pharmaceutical Advisory Centre (VAPAC)
External websites
Department of Health, Disability and Ageing - The Pharmaceutical Benefits Scheme (PBS)
Department of Health, Disability and Ageing - PBS Streamlined Authority codes
Secure printing
Attachment below provides instructions on how to set up and use secure printing on a computer.
Secure printing - set up and print
FAQs from prescribers
Table 6: this table is about the 1 July 2024 legislation changes impacting Authorities received. Answers are for Service Officers to use when getting questions from prescribers.
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Item |
Description |
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1 |
I ticked/requested for the script to be returned to my patient. Why have you sent it back to me? Due to the changes to legislation, resulting from the Department of Health, Disability and Ageing review of PBS legislation, Services Australia internal processes have changed to comply. All prescriptions dated from 1 July 2024 cannot be endorsed by Services Australia and must be returned to prescribers to endorse with the approval details. Services Australia can no longer forward any prescriptions to patients. For further details regarding the legislation changes go to the Federal Register of Legislation website www.legislation.gov.au. Search:
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2 |
How do I apply for PBS Authority approval from now on? Original prescriptions dated from 1 July 2024 will no longer be accepted. A photocopy or mandatory details of the proposed PBS authority prescription and a copy of the application form will be accepted. Services Australia recommends using the online channels:
Using these online channels improves access to a patient's treatment as it removes postal delays. For more details, please visit:
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3 |
How will I receive the PBS Authority approval without sending you the original script? Services Australia will process authority requests from photocopies provided. Prescribers will receive an assessment letter from Services Australia outlining the approval details. Prescribers must endorse the approval details, including approval number and item code on the original prescription. Services Australia only provide authority to process the Authority request. The onus is on the prescriber to make sure the prescription is written in accordance with the legislation. Please do not provide original paperwork such as application forms as these are not returned. |
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4 |
I already have Authority prescription pads. Can I keep using them? Yes, prescribers can, but from 1 July 2024 Services Australia cannot accept original prescriptions or forward approved original prescriptions to the patient, even if the prescriber checked the 'Tick for return to patient' box. |
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5 |
Do I have to order new stationery? No, prescribers can use residual stock. For prescriptions written from 1 July 2024, please only send Services Australia a photocopy of the prescription. |
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6 |
Can I send in the tear off section of a computer-generated prescription or the 3rd carbon copy of the prescription? If all mandatory details are provided, this is acceptable. Services Australia will not return any paperwork provided. |
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7 |
Can I photocopy or print the copy of the prescription and send it in? If all mandatory details are provided, this is acceptable. |
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8 |
What are mandatory details? For mandatory details, see Resources > Table 1 Mandatory details required for a proposed Authority prescription. |
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9 |
What about electronic prescriptions? Services Australia can treat mailed/HPOS uploaded applications that include electronic prescriptions as proposed prescription details for the purposes of assessing the request. |
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10 |
Can I take this further? Yes, submit complaints and feedback via the Services Australia website. |
FAQs from Service Officers
Table 7