Individuals who aren’t enrolled in Medicare or don’t have an Individual Healthcare Identifier can have their vaccinations recorded directly onto the AIR site using software, or an official AIR form and uploading it via HPOS.

Using the AIR Site

Check if a record already exists 

To prevent a duplicate record from being created, you can search the AIR for an existing record by entering the surname, first name and date of birth of the individual.  The AIR will display the individual’s details if a record exists, and a new encounter can then be recorded.  If you can’t find a unique match, conduct another search and also include the individual’s postcode.

Create a new record if one doesn’t already exist

If there isn’t a match after conducting a thorough search, a new record can be created by following the instructions:  Create a new record using the AIR site. 
Important: You will need to record a vaccination to create a new record. 

Using software 

Some software will transmit vaccination encounters for non-Medicare individuals to the AIR.  Your software developer can provide further advice about this process. 

Using a form uploaded via Health Professional Online Services (HPOS)

Providers without access to the AIR Site or software can record vaccination details using an official AIR form uploaded via HPOS.

Important: It can take up to 14 days to update an individual’s AIR record when a vaccination encounter is submitted using a form.
Where providers have difficulty submitting a vaccination encounter for non-Medicare individuals, they should contact AIR on 1800 653 809. 

Under the Australian Immunisation Register Act 2015 (AIR Act), it is mandatory to report all influenza, COVID-19, National Immunisation Program vaccines and Japanese encephalitis virus vaccines to the AIR. Further information about the Australian Immunisation Register is available on the Department of Health and Aged Care website

View additional AIR tips here

Last updated October 2023