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Provider Toolkit Module 8: PRODA Step by Step Guide

1 July 2016

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Table of Contents

Toolkit Structure ................................................................................................................................ 3

Introduction ....................................................................................................................................... 4

For help with PRODA ........................................................................................................................ 4

How to access PRODA ..................................................................................................................... 4

Creating a PRODA Account .............................................................................................................. 6

Create your login details .................................................................................................................... 9

Adding your personal details ............................................................................................................. 9

Receiving your PRODA activation code .......................................................................................... 11

Receiving your PRODA activation code using email ................................................................ 11

Receiving your activation code using mobile phone ................................................................. 12

Receiving your verification code ...................................................................................................... 15

Verify your identity ........................................................................................................................... 15

Completing details for three types of identity documents .......................................................... 17

Save and complete later ........................................................................................................... 19

If you don’t have any or all of the listed identity documents ...................................................... 21

Warning Messages .................................................................................................................. 24

My Communities ...................................................................................................................... 24

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Toolkit Structure This is module 8 of the Provider Toolkit. The Provider Toolkit also contains Modules 1 to 12. Provider Toolkit Module 1: Introduction and overview of the Provider Toolkit Module 2: Registering as a Provider Module 3: Terms of Business Module 4: Guide to Suitability Module 5: Service Agreements Module 6: Service Bookings Module 7: Payment and Assurance Module 8: PRODA Step by Step Guide [this module] Module 9: myplace Provider Portal Step by Step Guide to logging into myplace for the first time – existing providers

Module 10: myplace Provider Portal Step by Step Guide to Registration for new providers Module 11: myplace Provider Portal Step by Step Guide (excluding registration) Module 12: Glossary

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Introduction From 1 July 2016, there will be a new online NDIS Provider Portal called myplace. To access myplace, a new authentication process called Provider Digital Access (PRODA) will be in place and managed by the Department of Human Services. All existing and new Providers will need to register for PRODA.

The authentication process through PRODA is designed to provide secure access to specific Government services. All users of myplace will need to create a PRODA account.

If you are an existing NDIS Provider, this authentication process is similar to AUSKey. Please note that your AUSKey may still be required to access other Government services.

If you are a new NDIS Provider, going through the PRDOA authentication process will be your access point into myplace. Once your PRODA account is created and authenticated, you will need to submit your NDIS registration request using myplace. For further information on the Provider registration process, please see the NDIS website.

The PRODA authentication system is a two-step online process:

Create your account – provide basic personal information, create a username and password, and provide contact information for the secure management of your account.

Verify your identity – verify your identity online using Government issued identity documents which requires you to provide key information from your documents. Your identity will be verified online and in real-time using the Government’s Document Verification Service (DVS).

Once you have verified your identity you will be able to select your community. You need to select a community which is relevant to the online service you are wanting to access through PRODA. In this case, it is NDIS for providers.

For help with PRODA If you have any questions or if you need help with PRODA:

call the NDIA 1800 Contact Centre on 1800 800 110 or send an email to NDIS.PRODA@humanservices.gov.au

How to access PRODA PRODA can be accessed by one of the following three ways: 1. NDIA website or

2. Type in the URL www.humanservices.gov.au/proda into your internet browser address bar or

3. Department of Human Services homepage and type in PRODA in the search bar. Then click

PRODA from the search results.

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Creating a PRODA Account 1. Select the orange button called PRODA Account under the heading Accessing PRODA.

If you are experiencing difficulties, you can use the link

https://proda.humanservices.gov.au/prodalogin/pages/public/login.jsf?TAM_OP=login&USER

which will take you directly to the login / create a new account page.

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2. To create a new account select Register now.

3. Read through the information about creating a new account, the type of identification

documents that are required for your authentication and the terms and conditions for using

PRODA. When you are ready to go to the next step, click on the checkbox at the bottom of the

page to accept the terms and conditions and select Next.

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Create your login details 4. The first step is creating your login details which will involve creating a username, password

and setting up your account security questions. Complete the fields required and select Next.

The process banner at the top of the page lets you know which step of the

authentication process you are up to. If you need to return to the previous page at any time,

select Back.

Adding your personal details 5. After setting up your login details, you will need to provide basic personal information for the

secure management of your account. Complete the fields required and select Next.

Enter your legal name(s) that are on your identity documents. This will ensure that the

authentication process runs smoothly. For example, your friends call you Chris and your birth

certificate names you as Christopher. The correct name to enter in this section is Christopher.

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The contact details you provide at this step will need to match with the contact details

you provide when setting up your account for myplace, the new NDIS Provider Portal.

6. This step involves setting up your contact details to request your one time PRODA activation code. This is different to the verification code that is required each time you login.

Entering your mobile phone number is optional. If you enter both your email address and

mobile phone number at this step, you will need to request your activation code using both

your email and mobile phone.

Complete the relevant fields for your contact details and select Next.

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Receiving your PRODA activation code PRODA will need to confirm the contact details you provided in step 6 above. This involves receiving a PRODA activation code through email and/or mobile phone, depending on the contact details you provided. This activation code is only required once to set up your account. Steps for receiving the activation code using email and/or mobile phone are provided below.

Receiving your PRODA activation code using email 7. Select Request code next to the Email code field.

8. You will receive an email that is similar to below:

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9. Enter the activation code into the field for the Email code and select Next.

Note that the Next button will not be available if you also provided your mobile phone details in

step 9. If you provided your mobile phone details, you will need to request another activation

code to be received via your mobile phone. Steps for receiving your activation code via your

mobile phone are provided in the next step.

Receiving your activation code using mobile phone 10. Select Request code next to the Mobile phone code field.

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11. You will receive a SMS text message that is similar to below:

12. Enter the activation code into the field for the Mobile phone code and select Next.

13. Once your account is successfully created, you will receive an email with your username and

RA (Registration Authority) number.

The RA number is like a reference number for your account. You may need to quote

this number when you call the NDIA Customer Service Centre for trouble with accessing your

account.

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Receiving your verification code You will need to use a verification code each time you login as well as your username and password. This is different to the activation code in the previous steps.

Each time you login, you will need to enter your username, password and generate a new verification code. Verification codes are used to reduce the risk of someone else using the account to access your personal information.

Verification codes can be received by:

your email address and/or mobile phone or the PRODA Code Generator app linked to your PRODA account (you will need to download the

app from the App store or Google Play Store)

14. Choose how you would like to receive the verification code and select Next.

Verify your identity This next step is to verify your identity online which involves providing information for your identity documents such as drivers licence, Medicare, passport, etc. A list of the identity documents required is provided on this screen. You will need to provide three different types of identity documents.

Please enter the legal name(s) that are on your identity documents. This will ensure that the authentication process runs smoothly. For example, your friends call you ‘Chris’ and your birth certificate names you as ‘Christopher’. The correct name to enter in this section is ‘Christopher’.

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15. To begin the online identity verification process, complete the fields and select Next.

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Completing details for three types of identity documents 16. Select three identity documents you wish to provide information for. Complete the fields for all

three identity documents and select Next.

The image below shows Medicare card as a selected identity document:

17. If your name has not been the same across all identity documents, the system will need to establish when your name changed.

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You can submit details about a marriage certificate or change of name certificate. Select the

document you wish to enter details for and select Next.

If you don’t have the required document select I don’t have any of these documents and

follow the steps in order to submit a completed Manual identity verification for Provider Digital Access (HW080) form.

18. Once your identity documents have been successfully verified online, you will receive a confirmation. Select Next.

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You can save the information you’ve provided so far and come back at a later time by selecting Save and complete later. If you don’t have any of the listed identity documents or if you only have one or two of the required identity documents, you should input the ones you have and then after this you can select I don’t have any of these documents. This will direct you to download and complete the Manual identity verification for Provider Digital Access (HW080) form. Instructions for these two options are provided in the following sections.

Save and complete later 19. If you want to save the information you have entered so far and return to complete it at a later

stage, select the Save and complete later button.

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20. When you select the button Save and complete later a pop up appears informing you that you are about to log out and asks you to confirm if this is what you wish to do. If you select the Yes button a new web page opens notifying you that you have successfully logged out.

If you do log out before completing the PRODA authentication process, you will see a screen

displaying where you are up to in the process the next time you log back in.

Select the Continue button to resume the authentication process.

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If you don’t have any or all of the listed identity documents 21. If you don’t have any or all of the listed identity documents, select I don’t have any of these

documents and Next.

A pop up screen will appear asking you to download the Manual identity verification for Provider Digital Access (HW080) form. Select Yes to download the form.

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22. You will have two options to completing this form:

Type in your details directly on page 2 of this form and print or Print the form and hand write your details. Don’t forget to sign this form when completed.

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23. Scan the relevant documents as well as the completed Manual identity verification for Provider Digital Access form and send to NDIS.PRODA@humanservices.gov.au. This may take up to 21 working days to process.

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Warning Messages Different warning messages might pop up if the identity document details provided are not recognised:

If a document is unable to be verified you will receive the following warning message:

If the document is unable to be verified after three attempts you will receive the following warning message:

The document will be removed from the list of documents and you will need to select another from the list for identity verification or submit a completed Manual identity verification for Provider Digital Access (HW080) form.

The online Document Verification Service (DVS) is only valid for documents within a specific date range. If you attempt to verify a document that is outside of this date range then you will receive the following warning message:

Sometimes DVS is temporarily unavailable, if this is the case you will receive the following warning message:

My Communities At this stage your PRODA account has been created and verified. 24. Select the NDIS for providers tile under the Available communities section.

25. A Thank you for registering with PRODA pop up appears.

26. You can also navigate your PRODA account by selecting the MENU button located at the top

left hand corner of the web page or logout by selecting the LOGOUT button located at the top

right hand corner of the web page.

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You have now successfully completed your authentication with PRODA.

Further information and step-by-step guides for logging into myplace are available in other modules of the Provider Toolkit.