Organisations

Most organisations (pharmacies and medical practices) are created automatically from medication events. If the organisation you are looking for does not exist, you can create a profile for a new organisation, and then link it to a specific regulatory entity.

When a new medication event is received, if the system cannot match the clinic and/or pharmacy to an existing profile, it creates a new profile.

Once created, an organisation can be linked to practitioners, enquiries and investigations.

Organisation Search

  1. From the navigation menu, select Search.
  2. In Organisation Search enter at least one character in any of the search fields.

    Search Results displays all the organisations (50 per page) in TasScript, with their Name, Approval number and Contact details, etc ...

  3. (If required) Apply additional filters to each column header.
  4. Click to open in Organisation Details and edit the profile (if required).

Edit or link an organisation profile

  1. Search for an organisation profile, as explained above.

    From Search Results, open the required organisation profile.

    If the organisation profile was created automatically, the Organisation header is read-only. This is also the case when the profile is created manually, then subsequently matched to medicine transactions.

  2. (Optional) If the organisation profile created automatically was for a pharmacy, set the Pharmacy Type to Community Pharmacy or Hospital Pharmacy.

Organisation flags

If the organisation is linked to an investigation that is Open, a flag is displayed.

Under Investigation

This flag is removed when the investigation is Closed.

See Investigations

Enter the details of the main contact person at this organisation.

Contacts are saved when you save the organisation profile.

Add Contact

Select Add Contact for each new contact you want associate with this organisation profile.

Max. three contacts

  • Contact person
  • Position
  • Contact number

To remove a contact, clear the Contact Person, Position and Contact Number fields.

Search for a practitioner record to link to the organisation.

For additional detail, refer to Practitioners

Search

  1. Search by Name, Surname, or Unique ID.

    You must enter at least one character in either the First name or Surname fields or a valid ID number.

    The Unique ID can be either the practitioner's Ahpra Number, or their Prescriber number.

    A list of matching practitioners displays in Practitioners Search Results.

    Practitioners with 'Transactions' in the Source column cannot be linked to an authority, enquiry, investigation, or organisation.

  2. In Practitioners Search Results, use the column headers to sort or filter the results.

  3. Select the relevant entry.

  4. Click through to view the full practitioners details and make the required changes.

  5. Select the practitioner to add it to the grid.

  6. (If required) In the grid, select delete to remove a line entry. For example, if your profile selection is incorrect.

  7. Once the selected entry has been added to the grid, do one of the following (if required):

    • View practitioners - Open the profile to view in Practitioners Details and make any required changes.

    • Remove practitioners - If your prescriber selection is incorrect.

  8. Save your changes to return.

View the Investigations associated with this organisation

Filter by Date Range or apply additional filters to each column header.

Create Investigations

View the enquiries associated with this organisation.

Filter by Date Range or apply additional filters to each column header.

Update Enquiry

If an enquiry is Pending or Open, it can be updated.

For example, change its Status to Closed. Once an enquiry is Closed, it becomes read-only and can no longer be edited.

Create Enquiry

You are re-directed to a blank Enquiry page.

See Enquiries

Once the enquiry is saved, a success message is displayed in the profile.

Your Enquiry has been created successfully

The newly saved enquiry is added to the Enquiries grid (10 per page).

View Task

Related tasks display (10 per page) in reverse chronological order in the grid.

  • (If required) Apply additional filters to each column header.
  • (if required) Select any column header to sort.

Create Task

  • Priority - (Optional) Low, Medium, High

  • Status - (Mandatory) Open or Closed

  • Assigned to - (Mandatory) Select the relevant user role.

    All tasks assigned to your user role display on the Tasks Dashboard.

  • Due Date - (Mandatory) Must be a future date.

  • Date Created - (Read-only) Today's date

  • Task type - Select from the list.

  • Notes - 1000 characters max.

When all the mandatory fields have been completed, Save is enabled.

The task is visible on the Dashboard screen to users with the relevant role.

Create letter > General correspondence

This letter type has no default content and can be used for a range of purposes.

  1. Select Create Letter, then click General Correspondence.

  2. On the Create Letter screen, enter all of the required details:

    • Subject

    • Signatory title

    • Letter text

  3. Select Generate.

The letter is generated and is shown in the Correspondence grid.

Upload Document

Attach digital copies of any associated letters.

  • Date received - Date the document was received by Management Portal user.

  • Document type - Select from the list.

  • Source

    • Inbound - Received by Department of Health (Default).

    • Outbound - Initiated by Department of Health.

  • Sender/Recipient - Either the person or organisation who provided the document, or for whose benefit the document was uploaded.

  • Sensitive - By default, all uploaded documents are flagged as Sensitive. Practitioners cannot view this document in the Practitioner portal, unless the flag is removed.

    Correspondence attached to an organisation cannot be viewed or accessed by practitioners.

  • Choose file - Select a single file to be uploaded. Max size is 4 MB.

  • Drop file here - Drag-and-drop a file to be uploaded.

  • Upload - The document is uploaded to TasScript.

    Your document has been successfully uploaded.

    If the document's file type is not allowed, or if malware is detected, the upload is not permitted.

    The document selected is not a permitted file type.

    The document selected did not pass the malware scan and has been rejected.

  • Cancel - The document is not uploaded.

Create an organisation profile

If searching does not retrieve the organisation you are looking for, you can create a new organisation profile for the purpose of associating it with a regulatory entity (enquiry, ) or with a practitioner.

  1. From Search, select Organisations.
  2. In Organisation Search, select Create Organisation.
  3. In the new Organisation Profile form, enter the information required:

    Fields are highlighted in red if mandatory information is missing or incorrect. An error message is also displayed, if appropriate.

    Organisation type

    Mandatory

    Select from the list.

    • Pharmacy - If selected, then provide Pharmacy Approval Number and select Pharmacy type.

    • Practice - If selected, then Pharmacy Approval Number and Pharmacy type are disabled. If you change your selection from Pharmacy to Practice, the information entered in Pharmacy Approval Number and Pharmacy type is cleared.

    Pharmacy Approval Number

    Optional

    • Enter the organisation's PBS Approved Supplier Number (ASN/Pharmacy Approval Number), if known.

    This information is used to prevent the creation of duplicate pharmacy profiles, and also to match the pharmacy to dispensing records for reporting purposes.

    HPI-O

    Optional

    • Enter the organisation's Health Provider Identifier - Organisation (HPI-O), if known.

    This is used to help prevent duplicates of this organisation being created, and to enable the organisation to be matched to prescribing and/or dispensing records for reporting purposes.

    Pharmacy type

    Mandatory

    If Pharmacy is selected in Organisation type, then select from the list: Community Pharmacy or Hospital Pharmacy.

    Address details

    Address and State (mandatory)

    Suburb and postcode (optional)

    Enter the details of the main contact person at this organisation.

    Add Contact

    Select Add Contact for each new contact you want associate with this organisation profile.

    Max. three contacts

    • Contact person
    • Position
    • Contact number

    To remove a contact, clear the Contact Person, Position and Contact Number fields.

    Create a task and assign to a user role.

    View Task

    Related tasks display (10 per page) in reverse chronological order in the grid.

    • (If required) Apply additional filters to each column header.
    • (if required) Select any column header to sort.

    Create Task

    • Priority - (Optional) Low, Medium, High

    • Status - (Mandatory) Open or Closed

    • Assigned to - (Mandatory) Select the relevant user role.

      All tasks assigned to your user role display on the Tasks Dashboard.

    • Due Date - (Mandatory) Must be a future date.

    • Date Created - (Read-only) Today's date

    • Task type - Select from the list.

    • Notes - 1000 characters max.

    When all the mandatory fields have been completed, Save is enabled.

    The task is visible on the Dashboard screen to users with the relevant role.

    Your Organisation has been created (or updated) successfully.

    Create letter > General correspondence

    This letter type has no default content and can be used for a range of purposes.

    1. Select Create Letter, then click General Correspondence.

    2. On the Create Letter screen, enter all of the required details:

      • Subject

      • Signatory title

      • Letter text

    3. Select Generate.

    The letter is generated and is shown in the Correspondence grid.

    Upload Document

    Attach digital copies of any associated letters.

    • Date received - Date the document was received by Management Portal user.

    • Document type - Select from the list.

    • Source

      • Inbound - Received by Department of Health (Default).

      • Outbound - Initiated by Department of Health.

    • Sender/Recipient - Either the person or organisation who provided the document, or for whose benefit the document was uploaded.

    • Sensitive - By default, all uploaded documents are flagged as Sensitive. Practitioners cannot view this document in the Practitioner portal, unless the flag is removed.

      Correspondence attached to an organisation cannot be viewed or accessed by practitioners.

    • Choose file - Select a single file to be uploaded. Max size is 4 MB.

    • Drop file here - Drag-and-drop a file to be uploaded.

    • Upload - The document is uploaded to TasScript.

      Your document has been successfully uploaded.

      If the document's file type is not allowed, or if malware is detected, the upload is not permitted.

      The document selected is not a permitted file type.

      The document selected did not pass the malware scan and has been rejected.

    • Cancel - The document is not uploaded.

  4. Save the organisation.

    A success message is displayed.

    Your organisation has been created successfully.

    If the information required is missing or invalid, Save is disabled.

    The following error messages are displayed:

    • If the Pharmacy Approval Number entered already exists for another pharmacy, the Organisation profile cannot be saved.

      Error: A pharmacy already exists with the Pharmacy Approval Number you entered.

    • If the HPI-O entered already exists for another pharmacy, the Organisation profile cannot be saved.

      A <organisationType> already exists with the HPI-O you entered.

    • If the service is temporarily unavailable, the Organisation profile cannot be saved.

      Unable to save changes at this time. Please try again later.

    • If you select Cancel, the profile is not created (or your changes are not saved). You are returned to the previous page.

      • Are you sure you want to leave this page without saving? Your changes will be lost.