Health Professional Portal frequently asked questions

The following health professionals are authorised to use the NDSS Health Professional Portal to certify NDSS forms:

• Credentialled Diabetes Educator (CDE)
• Endocrinologist / Diabetologist
• General Practitioner
• Nurse Practitioner
• Practice Nurse
• Physician
• Paediatrician
• Other registered medical practitioner who specialises in diabetes.

Please note that not all of the health professionals listed above are authorised to certify all NDSS forms. The NDSS Health Professional Portal will only provide access to the forms that a health professional is authorised to certify. Access is determined by health professional type / credentials. If you believe you should have access to a form and do not, please contact the NDSS Helpline on 1800 637 700.

The NDSS Health Professional Portal is an optional business process. Forms will still be available for download through the NDSS website.

The following NDSS forms can be completed and certified through the NDSS Health Professional Portal:

• NDSS registration form;
• insulin pump consumable access form;
• syringe or pen needle access form; and
• continuous and flash glucose monitoring forms   
  • Type 1 diabetes
  • Type 1 diabetes; pregnancy planning, pregnancy or immediately post pregnancy
  • ‘other’ eligible conditions, age under 21 years
  • Type 1 diabetes; Pregnancy Planning, extension of access
  • change of device
• update insulin pump brand/model form
• update contact and concession details form

*Additional continuous and flash glucose monitoring forms will be included at a later date.

The NDSS Health Professional Portal is an optional business process. Forms will still be available for download through the NDSS website.

The NDSS Health Professional Portal can be accessed at hp-portal.ndss.com.au

To begin using the NDSS Health Professional Portal, authorised health professionals will be required to:

1. go to hp-portal.ndss.com.au;
2. select ‘Sign up for Portal’;
3. follow the steps to create an account;
4. update the required details on the Profile page; and
5. once you have received an SMS advising your certifier details are validated, then you can begin using the Portal.

It is suggested for users to complete the initial sign up process above prior to registering clients with the NDSS and/or completing other required forms.

No, there is no requirement to create multiple accounts.

However, if you would like to create more than one account it is possible to do so by following the sign-up process outlined below:

1. go to hp-portal.ndss.com.au;
2. select ‘Sign up for Portal’;
3. follow the steps to create an account;
4. update the required details on the Profile page; and
5. once you have received an SMS advising your certifier details are validated, then you can begin using the Portal.

Yes, to reset your password:

1. select ‘Sign into the Portal’ button at hp-portal.ndss.com.au;
2. select ‘Forgot your password?’; and
3. follow the steps.

No, your Portal account will not be blocked if unused.

No.

Please note however, in some cases it may take up to two weeks for newly credentialled CDE details to be updated in the system. If your certifier details are found to be invalid after you have created an account, call the NDSS Helpline on 1800 637 700 for assistance.

Yes, you can update/change your health professional Profile address (business address) via the Profile tab. Please refer to the images below:

Image: Selecting the “Profile” menu option.

Image: The “profile” page.

*Please note that the ‘Manual entry’ tick box can be used to enter an address as needed, instead of using the address search function.

Image: Profile page showing an example of the address search.

Completing a system search for an existing registrant minimises potential duplicates in the NDSS system and can save time and effort for the health professional if a patient has been previously registered with the NDSS.

When a form has been received, the following icon will be shown:

Once processed, the status of a received form will be shown in the ‘submitted Forms list’ as follows:

An automated clean up task will cancel any ‘In progress’ forms that have been last modified greater than 90 days. The dashboard view on the homepage will alert users when their ‘In progress’ forms have not been modified for more than 80 days.

Health Professional Portal users can ‘Cancel’ unwanted ‘In progress’ forms directly from the list views.

The reason why your submitted registration form was not approved will be displayed on the form ‘submission confirmation’ page.

When a form has been submitted, an additional manual check or follow up is required and a screen similar to the one below will be displayed. An NDSS representative will be in contact with you to complete the process.

After submitting a new form:

• Go to the Menu and choose My Forms > select the Form Type (e.g., Registration form) > scroll down to the Submitted forms section.
• Find the relevant Registrant form and the NDSS Registration number will be shown.

Note: A correctly submitted form will usually be approved in 5-7 minutes unless there is a reason for a manual check or follow-up to occur.

A correctly submitted form will usually be approved in 5-7 minutes unless there is a reason for a manual check or follow-up to occur.

In the event an additional manual check or follow up is required, a screen similar to the one below will be displayed. An NDSS Representative will be in contact with you to complete the process.

On average, a registration number will be generated between 5-7 minutes from the submission of an approved form. If review of a registration form is required, it may take up to two business days before a registration number notification will be sent to a patient.

A new registrant will receive a welcome email if a valid email address is provided during the registration process, however if only a mobile number is provided (no email address), they will receive an SMS. They will not receive both an email and SMS.

In addition, a registration card will be included in an NDSS Starter Pack, delivered by post (it may take up to 10 working days).

Yes, once a registration number is received your patient can purchase subsidised diabetes products from an NDSS Access Point.

You can view partially completed or previously submitted forms by selecting ‘My Forms’ on the top navigation bar, or the ‘Manage’ tile from the homepage.

Yes.

You can update NDSS Registrant contact details online through either:

1. the ‘update the Registrant’s contact details’ link on the ‘Contact’ tab when completing a new product access form; or
2. from the homepage by choosing the ‘Update contact and concession details’ tile.

Please refer to the images below:

1. Image: Contact details tab (when completing any product access form)

Image: Access from the homepage

Yes.

Yes.

You can update a Registrant’s concession card details online through either:

1. the ‘update the Registrant’s contact details’ link on the ‘Contact’ tab when completing a new product access form; or
2. from the homepage by choosing the ‘Update contact and concession details’ button.

1. Image: Contact details tab when accessing any product access form

Image: From the homepage

Image: You may update the information in the editable (white) text boxes.

Yes.

You may update the insulin pump brand/model as follows:

1. via accessing the ‘Update Insulin Pump Brand/Model’ form from the homepage; or
2. via a prompt to go to the homepage to update/correct a Registrant’s insulin pump brand and model while processing a CGM form if the type of CGM device selected is incompatible with the existing pump.

1. Image: From the homepage

Image: Prompt to update while processing a CGM form via the homepage

Image: An example of the Insulin pump details form

No. To change a diagnosis, a health professional needs to submit a letter to the NDSS by email: [email protected], Fax 1300 536 953 or Post: GPO Box 9824 in your capital city containing the following completed on a clinic letterhead:

• correct diagnosis;
• advise of relevant testing that has been undertaken, OR

confirm a review of the patient’s medical history to certify the patient’s diagnosis has changed;

• tests or Review were conducted or sighted by the certifying Health Professional; and
• signed and dated by the certifying Health Professional, including their provider/CDE number.

Yes, a PDF summary of a submitted form is available to print or save in a patient’s record.

To print: Select the print button on the screen to activate print options.

Tip: The print preview settings may allow the user to adjust the ‘Scale’ setting to reduce the number of pages to be printed—refer to the images below.

Edge browser	Google Chrome browser

No, you will be automatically logged out when you close the browser.

If you need support with the NDSS Health Professional Portal, please contact the NDSS Helpline on 1800 637 700.

Google Chrome and Microsoft Edge are supported browsers for the Portal. For the best user experience, use one of these browsers.

Mozilla Firefox and Internet Explorer 11 are not supported browsers for the NDSS Health Professional Portal, meaning some features may not provide the best user experience.