Nominated representatives

Find out how to give someone you trust access to your record or accept an invitation to be a nominated representative.

What is a nominated representative?

A nominated representative is a person you or an authorised representative invites to have access to your record so they can view or help you manage it. They might be a family member (especially useful for children who have just turned 14), close friend, or carer and must act in accordance with your will and preferences.

What can a nominated representative do?

Depending on the level of access you grant, a nominated representative will be able to view your documents or upload and add information to your record.

How to invite a nominated representative

Getting started:

To follow these steps, you will need to have My Health Record linked to your myGov account.

  1. 1. Sign in to your myGov account:
  2. Select My Health Record from your list of ‘Linked services’.
  3. From your My Health Record welcome page, select the record you want to access. Click the Privacy & Access tab in the top navigation menu.
  4. Select My Representatives.
  5. Select Invite someone.
  6. Select Continue after you have read the information about appointing a nominated representative.
  7. Enter the name of the person that you wish to give access to.
  8. Choose the preferred Level of access (General Access, Restricted Access, or Full Access) for your nominated representative (see details below) then select Continue.
  9. The final page will display the name of the person you have nominated, as well as a Personal Access Code (PAC). You will need to provide the Personal Access Code and your date of birth to your nominated representative to give them access to your record. The Personal Access Code will be valid for 30 days and can only be used once. If the code is misplaced or if the invitation is not accepted within 30 days, you will need to create a new code by selecting Regenerate Code.

Levels of access:

General access

  • can view all documents, except those you have marked as 'restricted'
  • cannot add information to your record

Restricted access

  • can view all documents, including those you have marked as 'restricted'
  • cannot add information to your record

Full access

  • can view all documents, including those you have marked as 'restricted'
  • can add information to your record
  • A full access nominated representative cannot:
    • give another person access to your record
    • make changes to your other representatives
    • make changes to your Medicare information
    • cancel your record

How to change levels of access

You’re in control of your record and can update your nominated representative's access at any time.

Getting started:

To follow these steps, you will need to have My Health Record linked to your myGov account.

  1. Sign in to My Health Record via myGov:
  2. Select the record you want to access
  3. Click the Privacy & Access tab in the top navigation menu
  4. Select My Representatives
  5. Select Manage Access next to the name of the representative whose details you wish to update
  6. Select the type of access you would like the person to have (General Access, Restricted Access or Full Access)
  7. Select Continue
  8. Select Confirm to change the access level of your nominated representative

If you want to change a nominated representative from general or restricted access to full access, you will need to remove that person and re-add them.

How to remove a nominated representative

You can remove a nominated representative from your record at any time. Once removed, they will no longer have access to your record.

Getting started:

To follow these steps, you will need to have My Health Record linked to your myGov account.

  1. Sign in to My Health Record via myGov:
  2. Select the record you want to access
  3. Click on the Privacy & Access tab in the top navigation menu
  4. Select My Representatives
  5. Select Manage Access next to the name of the representative whose details you wish to remove
  6. You can now see the access level options (General Access, Restricted Access or Full Access) and the option to Remove Access for each person
  7. Select Remove Access and select Continue
  8. Select Confirm to remove this person as a nominated representative
  9. The representative will no longer be in the table of people you have invited to access your record and will no longer be able to log in. You can verify that this person is no longer a representative by checking that they are no longer in the table

How to accept an invitation to become a nominated representative

Getting started:

To follow these steps, you will need a myGov account. If you don't have a myGov account, go to myGov and select Create account.

1. Sign in to your myGov account:

If you haven't linked My Health Record to myGov:

  1. Select My Health Record from Link a service
  2. This will take you to the How do you want to link My Health Record? page
  3. Select Use my access code
  4. Enter the Personal Access Code along with the family name and date of birth of the My Health Record holder
  5. After reading the Participation Information section, tick the I agree box and select Continue

You will now be able to access the record by selecting the person’s name from the welcome screen.

If you have linked My Health Record to myGov:

  1. Select My Health Record from your Linked services
  2. Select Access or Create a My Health Record for someone else from the Add another health record section of the Welcome to My Health Record screen
  3. Select Enter a code to access someone else’s My Health Record
  4. Enter the following information into the Enter an Identity Verification Code or Personal Access Code screen:
    • Personal Access Code you have been given
    • Family name of the My Health Record holder (not your own)
    • Birth date of the My Health Record holder (not your own)
  5. After reading the Participation Information section, tick the I agree box and select Continue

You will now be able to access the record by selecting the person’s name from the welcome screen.

Need support?

A nominated representative must act in accordance with your will and preferences. If you need assistance, contact the help line on 1800 723 471

Online learning module

We have an online learning module to help you understand more about nominated representatives in My Health Record.

Access the online learning module

Date last updated: 8 December 2023