Reference
Glossary of Terms
A helpful reference guide to common terms, technologies, and acronyms used in Australian healthcare IT.
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Australian eHealth & Compliance
- 2FA (Two-Factor Authentication)
- A basic security measure requiring two forms of verification to access an account — often a password plus a code sent via SMS or app.
- AGPAL
- Australian General Practice Accreditation Limited. One of Australia's primary accreditation bodies ensuring medical practices meet RACGP quality standards.
- Clinical Data Integrity
- The accuracy, consistency, and reliability of patient health records across systems, essential for quality clinical care and compliance.
- eRequesting
- Enables GPs to send pathology/radiology requests electronically — reduces paper forms and improves turnaround.
- eRx (Electronic Prescriptions Exchange Service)
- A secure system that allows GPs and pharmacies to exchange electronic prescriptions.
- eScripts
- Digital prescriptions generated and dispensed without paper scripts.
- HI Service (Healthcare Identifiers Service)
- Manages unique identifiers for patients (IHI), providers (HPI-I), and organisations (HPI-O).
- HICAPS
- Health Industry Claims and Payments Service — on-the-spot claiming system for private health insurance.
- HPI-I (Healthcare Provider Identifier – Individual)
- Unique number assigned to individual healthcare providers.
- HPI-O (Healthcare Provider Identifier – Organisation)
- Unique identifier for healthcare organisations.
- MBS (Medicare Benefits Schedule)
- List of medical services subsidised by the Australian government.
- Medicare Easyclaim
- On-the-spot claiming system via EFTPOS terminals (HICAPS, TYRO).
- Medicare Forms & Certificates
- Essential government forms and provider certificates required for medical billing and compliance.
- Medicare Web Services
- Modernised access to Medicare systems through secure APIs and PRODA.
- Minor ID
- A unique number used to authenticate Medicare Web Services access for medical software.
- My Health Record
- Australia's digital health summary system accessible by patients and providers.
- MyMedicare
- A patient registration model that links individuals with their preferred general practice.
- NASH (National Authentication Service for Health)
- Provides digital certificates for secure healthcare messaging and authentication.
- PBS Integration (Pharmaceutical Benefits Scheme)
- Prescription management aligned with the Pharmaceutical Benefits Scheme.
- PES (Patient Experience Survey)
- Patient Experience Survey used as part of practice accreditation.
- PIP QI (Practice Incentives Program – Quality Improvement)
- Practice Incentive Program payments for data-driven practice improvements.
- PRODA (Provider Digital Access)
- Secure Australian Government login system used for Medicare, MyGovID, and My Health Record.
- RACGP Accreditation
- Certification demonstrating compliance with Royal Australian College of General Practitioners standards.
- RACGP Standards (5th Edition)
- Current set of standards guiding accreditation and clinical best practice.
2FA is now a baseline requirement for accessing Medicare Web Services, My Health Record and most clinical systems — and a common condition of cyber-insurance cover.
Accreditation (via AGPAL or an equivalent like QPA) is required for practices claiming PIP and is reassessed on a three-year cycle.
Maintained through validated migrations, audit logs, backups and access controls — critical when consolidating databases or switching clinical software.
Results link back to the patient record automatically, and it's increasingly supported by major pathology and radiology providers.
eRx is one of the national prescription exchanges; it underpins the token-based eScripts patients receive by SMS or email.
Patients receive a QR 'token' instead of paper; any pharmacy that scans it can dispense, improving convenience and reducing fraud.
Operated by Services Australia, it lets My Health Record, secure messaging and eScripts reliably match records to the right person and provider.
Usually seen as the HICAPS terminal at reception for instant private-health and Medicare rebates; competes with Tyro in the clinic space.
Every clinician needs an HPI-I to participate in My Health Record and to be correctly identified in clinical documents and secure messages.
The practice's HPI-O links its clinicians, NASH certificate and software together so the organisation can connect to national health services.
The MBS sets the item numbers and rebate amounts that drive practice billing; correct item selection is central to compliant claiming and revenue.
Runs through the EFTPOS terminal so patients claim their rebate immediately — useful where online claiming isn't available.
Includes provider/site registration, banking details and PRODA/NASH paperwork — getting these right up front avoids claiming delays for new practices.
The modern interface (replacing Medicare Online/Eclipse) that clinical software uses to claim and check eligibility. Access requires PRODA registration, a Minor ID and HPI-O linkage.
Issued per software product and location, it ties your clinical software to your Medicare Web Services access so claims are attributed correctly.
An opt-out national record of shared health summaries, prescriptions, pathology and discharge summaries, accessed through conformant clinical software.
Voluntary registration that unlocks specific incentives and longer telehealth items for the registered practice.
The NASH certificate authenticates your practice to national services like My Health Record; it must be installed correctly and renewed before expiry.
Lets prescribing software apply PBS/RPBS subsidies and authority rules at the point of prescribing, reducing manual lookups and errors.
Practices collect patient feedback as part of RACGP accreditation and PIP QI reporting.
Pays eligible practices a quarterly incentive for sharing de-identified quality-improvement data (the ten PIP QI measures) from clinical software.
PRODA is the login layer behind Medicare Web Services and HPOS; protecting PRODA accounts with MFA is essential.
Demonstrates the practice meets the RACGP Standards; required for PIP and a recognised marker of quality.
The 5th Edition includes specific criteria for information security, backups and business continuity — exactly where CyberSquad's IT work maps in.
Clinical Software & Integrations
- Best Practice (Bp Premier)
- One of Australia's leading practice management and clinical software platforms, used extensively in general practice for records, appointments, prescribing, and billing.
- Cubico
- An Australian-developed patient engagement platform offering digital forms, recalls, and secure messaging integrated with clinical systems.
- ECG Integration
- Allows digital electrocardiograms to be captured, stored, and reviewed within clinical software, enhancing diagnostics and reducing paper records.
- eRx
- Australia's leading ePrescription exchange system, integrated with most GP software for fast, secure digital prescriptions.
- eScripts
- Generic term for electronic prescriptions — often interchangeable with eRx in Australia.
- Genie
- A robust software platform commonly used by specialists and surgeons for patient records, scheduling, and billing.
- Medical Director
- A longstanding clinical software platform widely used in Australia, known for its prescribing and medical record functionality.
- Medtech
- Popular clinical software used across Australia and New Zealand, offering cloud and on-premise options for GPs, specialists, and allied health.
- PACS (Picture Archiving and Communication System)
- A medical imaging technology used for storing, retrieving, and viewing radiology scans within a clinic or hospital.
- Shexie
- An Australian medical practice software used by GPs and specialists, known for its flexibility and billing features.
- Zedmed
- A full-featured medical practice software suite offering clinical and practice management modules, secure messaging, and Medicare integration.
The most common PMS in Australian general practice; CyberSquad hosts, migrates and secures Bp for many clinics and integrates it with Medlink Connect tools.
Reduces front-desk load by digitising new-patient forms, recalls and reminders, syncing data back into the clinical record.
Lets ECG traces attach directly to the patient file rather than being printed and scanned, improving speed and record quality.
Within clinical software, eRx is the exchange that issues the eScript token at the moment of prescribing.
Generated straight from the prescribing screen, with no paper required, and supported by all major Australian PMS platforms.
Popular with specialists for its billing, appointment and theatre-list features; often paired with Gentu, its cloud sibling.
Many practices migrate from Medical Director to Best Practice, which CyberSquad manages with zero-data-loss cutovers.
Available as Medtech Evolution (on-premise) and cloud options, serving GPs and allied health on both sides of the Tasman.
Clinics usually view images through a PACS web viewer or via links embedded directly in the clinical record.
Favoured by some specialist and surgical practices for its flexible billing and theatre management.
CyberSquad commonly migrates clinics from Zedmed to Best Practice while preserving full historical records.
Communications & Voice Services
- 3CX
- A software-based phone system (PBX) supporting VoIP calls, mobile apps, web conferencing, and call routing — widely used in healthcare for reliability and remote access.
- Call Recording & Analytics
- Features provided by systems like 3CX to monitor quality, resolve disputes, and train staff.
- Hosted PBX
- A cloud-based phone system delivering full-featured VoIP functionality without on-premise PBX hardware.
- On-Hold Messaging
- Customised messaging played during phone queueing, often used for clinic information, promotions, or medical advice.
- Patient Reminders
- Automated SMS, email, or phone systems that notify patients of upcoming appointments, reducing no-shows.
- Secure Messaging
- Encrypted communication protocols used for the secure transfer of patient data between healthcare providers.
- SIP (Session Initiation Protocol)
- The underlying technology used for initiating, managing, and terminating VoIP phone calls.
- SIP Trunking
- Replaces traditional phone lines with virtual VoIP lines over the internet — used for clinic-grade phone services.
- Softphone
- A software-based phone (e.g. 3CX app) that allows staff to make and receive calls from desktop or mobile using VoIP.
- TV Advertising (Waiting Room Screens)
- Digital signage solutions used in clinics to display patient information, practice updates, or sponsored health content.
- VoIP (Voice over Internet Protocol)
- Technology enabling phone calls over the internet, replacing traditional landlines — typically more flexible and cost-effective for clinics.
CyberSquad deploys 3CX as a cloud-hosted phone system — desktop/mobile softphones, reception queues and telehealth without on-site PBX hardware.
Useful for training and monitoring reception wait times; recordings of health information must be stored securely.
Moves the phone system to the cloud, so calls keep working from any site or from home during outages or relocations.
An easy touchpoint to share clinic hours, billing policy or health campaigns while callers wait.
Automated reminders cut no-shows significantly and integrate with the appointment book in most PMS platforms.
Provider-to-provider messaging for referrals and results using encrypted networks like HealthLink or Medical-Objects — replacing fax.
The signalling protocol behind VoIP; understanding SIP helps diagnose call-quality and connectivity issues.
Connects a phone system to the public network over the internet, replacing legacy ISDN/PSTN lines at lower cost.
Lets staff take clinic calls on a laptop or mobile — handy for remote reception, locums and after-hours triage.
Waiting-room screens can show wait times, health info and clinic updates; CyberSquad can supply and manage the hardware.
Carries calls as data over the internet; the foundation for hosted PBX, softphones and multi-site calling.
Cybersecurity & IT Concepts
- Conditional Access
- Security approach in Microsoft 365 that enforces access rules based on user identity, location, device type, and compliance state.
- Cyber Insurance
- A specialised insurance policy providing coverage against cyber threats like data breaches, ransomware, and downtime — often tied to meeting minimum IT standards.
- Endpoint Detection & Response (EDR)
- Advanced threat protection that continuously monitors and responds to suspicious activity on devices such as desktops and laptops.
- Geoblocking
- Security mechanism that blocks login attempts and access from foreign IP addresses — ensures Australian-only access for sensitive health data.
- MDR (Managed Detection & Response)
- A fully managed cybersecurity service providing threat monitoring, detection, and rapid response using AI, threat intelligence, and a 24/7 security operations centre.
- Multi-Factor Authentication (MFA)
- Stronger login security requiring at least two authentication methods, e.g. password plus SMS code or authenticator app.
- Rublon
- A third-party MFA platform used to secure legacy systems and remote access that may not support Microsoft MFA natively.
- SMTP (Simple Mail Transfer Protocol)
- A protocol used to send email — secure configuration is essential to prevent spam and spoofing.
- Veeam
- Leading backup and recovery platform used to protect critical infrastructure and ensure fast recovery of systems or data after failure.
- Zero Trust Security
- A modern IT security model that assumes no device or user is trustworthy by default — even inside the network — enforcing continuous verification.
Lets you require MFA, block overseas logins or restrict to compliant devices — a core control for protecting Microsoft 365 and patient data.
Insurers increasingly require MFA, EDR/MDR, tested backups and staff training before they'll cover a clinic — all areas CyberSquad helps you satisfy.
Goes beyond traditional antivirus by detecting suspicious behaviour and enabling rapid isolation of a compromised device.
Blocks logins from outside Australia, sharply reducing exposure to overseas attackers targeting health data.
Combines EDR tooling with a 24/7 human security team that investigates and responds — a key control for healthcare compliance and cyber-insurance.
The single most effective control against account compromise; mandatory for Medicare Web Services and best practice across all clinic logins.
Adds MFA to systems that don't natively support Microsoft's MFA, such as some remote-desktop and legacy logins.
Misconfigured SMTP enables spoofing of clinic email; protections like SPF, DKIM and DMARC are essential.
CyberSquad uses Veeam to protect servers and clinical databases with tested, fast-recovery backups — central to business continuity.
Verifies identity, device and context on every request — the modern alternative to implicitly trusting the office network.
Infrastructure & Connectivity
- Azure AVD (Azure Virtual Desktop)
- Microsoft's cloud-based desktop and app virtualisation platform, enabling secure remote access to full desktop environments from anywhere.
- Backup Retention Policy
- Defines how long data backups are stored before being deleted or archived — important for compliance and recovery planning.
- Database Migration
- Secure transfer of clinical or business data from one software platform to another, e.g. migrating from Zedmed to Best Practice.
- DNS Filtering
- Security technique used to block access to malicious or inappropriate websites at the domain name level before threats reach users.
- Geolocation Protection
- Restricts system access based on geographic location, commonly used to enforce Australian-only access for data compliance.
- Helpdesk Ticketing System
- Centralised system for tracking and managing IT service requests and incidents.
- IaaS for Medical™
- CyberSquad's Infrastructure-as-a-Service offering tailored for general practices, combining cloud infrastructure, compliance, and support.
- NBN Commissioning
- The process of ordering, scheduling, and validating an NBN service installation and performance for clinics.
- Patch Management
- Automated process of applying software updates and security patches to computers and servers to protect against vulnerabilities.
- PCoIP (Teradici Protocol)
- A remote display protocol used in VMware Horizon environments to deliver high-performance virtual desktops.
- Power BI
- Microsoft's data visualisation and business intelligence platform, often used for clinical reporting and management dashboards.
- Printer Mapping
- The configuration that links users or departments to specific printers for simplified access and secure document delivery.
- Secure Print Release
- A print management feature requiring user authentication to release a print job — helps protect patient confidentiality.
- Service Lifecycle Management
- A structured approach to managing IT services through their full life — from planning to retirement — ensuring reliability and supportability.
- Shadow IT
- The use of unauthorised apps or systems by staff that bypass official IT processes and may pose security risks.
- Structured Cabling
- Professionally installed data cabling infrastructure supporting computers, phones, wireless access points, and network devices.
- Switch (Network Switch)
- A physical network device used to connect multiple wired devices in a local area network (LAN).
- Tech Debt
- The cost of deferring upgrades or choosing quick fixes that eventually lead to inefficiency or rework.
- Thin Client
- A lightweight computing device that accesses virtual desktops hosted on a central server, commonly used in clinical settings.
- Tiered IT Support (L1–L3)
- Multi-level support model categorising issues by complexity, with L1 for simple helpdesk queries and L3 for advanced resolution.
- Uninterruptible Power Supply (UPS)
- A backup power system that keeps devices running during power outages or surges — vital for server and networking reliability.
- Uptime SLA
- A contractual agreement on system availability — e.g. a 99.9% uptime guarantee.
- Vulnerability Remediation
- Identifying and resolving security weaknesses in a system before they are exploited.
- WiFi Access Point (AP)
- A network hardware device that allows wireless-capable devices to connect to a wired network.
Delivers full Windows desktops from the cloud, so staff get the same secure environment in the clinic, at home or across multiple sites.
Sets how many daily/weekly/monthly copies are kept; healthcare often needs long retention for medico-legal and compliance reasons.
CyberSquad runs PMS migrations on weekends with full verification to guarantee zero data loss and no clinical downtime.
Stops users reaching malicious or inappropriate sites before a connection is even made — a low-friction layer of protection.
Enforces Australian-only access to systems holding patient data, supporting data-sovereignty obligations.
Gives clinics a single channel for IT requests with tracking and SLAs, instead of ad-hoc phone calls.
Bundles hosting, security, backups and compliance into one managed service — the platform underpinning the Medlink Connect ecosystem.
Getting connectivity right before fit-out — including failover such as 5G — avoids go-live delays for new or relocating clinics.
Keeping operating systems and software patched closes the vulnerabilities most commonly exploited in attacks.
Keeps virtual desktops responsive even over variable connections — useful for remote and rural staff.
Turns practice and clinical data into management dashboards; CyberSquad's Medlink Connect reporting builds on this kind of analytics.
Ensures staff print to the right device automatically across rooms and sites, supporting secure, efficient workflows.
Documents only print when the user authenticates at the device — protecting patient information left on shared printers.
Plans hardware and software from purchase to retirement so equipment is replaced before it fails or becomes a security risk.
Unsanctioned apps — like personal cloud storage for patient files — create compliance and security gaps; governance and training reduce it.
A tidy, standards-based cabling backbone is the foundation for reliable networking, WiFi and phones in a clinic fit-out.
The hub wired devices plug into; managed switches add segmentation and monitoring for security and performance.
Ageing servers, unpatched software and quick fixes accumulate risk and cost — CyberSquad's reviews target and retire it.
Cheap, low-maintenance endpoints that run a virtual desktop — easy to replace and keep secure in busy clinics.
L1 handles quick fixes, L2 deeper issues and L3 complex infrastructure work — so problems are resolved at the right level quickly.
Bridges brief outages and smooths surges, preventing data corruption and downtime for servers and network gear.
A measurable availability commitment; CyberSquad's hosting is backed by SLAs so clinics know what reliability to expect.
Regular scanning plus prompt fixing of weaknesses keeps the environment ahead of attackers and meets insurer expectations.
Enterprise APs give clinics reliable, segmented WiFi — separating staff, clinical devices and guest access for security.
Medlink Connect™ Ecosystem
- IaaS for Medical™
- CyberSquad's secure, scalable Infrastructure-as-a-Service designed for Australian clinics, integrating Microsoft 365, Best Practice, backups, and security under one roof.
- Medlink Connect™ | Accredit
- RACGP accreditation support — gap review, policy work, and team-readiness preparation to get your practice accreditation-ready.
- Medlink Connect™ | AI Scribe
- AI-powered clinical documentation that listens, transcribes, and structures consultation notes for Australian general practice.
- Medlink Connect™ | ExitReady
- Confidential practice-sale and succession preparation, reviewing operations, billing, PMS, compliance, and technology.
- Medlink Connect™ | Jemergency
- Silent, on-screen duress alerts triggered by keyboard or mouse — a cost-effective panic-button alternative with no bulky hardware.
- Medlink Connect™ | Optimise
- Ongoing monthly practice-improvement support, including practice-manager mentoring and workflow review.
- Medlink Connect™ | Print
- A fully managed print service for clinics — business-grade printers, automatic toner delivery, and fixed-cost monthly plans.
- Medlink Connect™ | TALK
- A modern, fully hosted phone system built for medical practices, with crystal-clear communication across devices.
- Medlink Connect™ | ThreatIQ
- Cyber-awareness training built for Australian clinics — phishing simulations and RACGP-aligned learning paths, with dashboards to track results.
- Medlink Connect™ | Train
- Best Practice software training delivered remotely, with role-specific instruction for reception, nursing, clinical, and management staff.
- Medlink Connect™ | Vault
- RACGP-compliant, end-to-end encrypted file sharing and secure data transfer for Australian healthcare — supporting MFA and local hosting.
The platform that underpins the Medlink Connect ecosystem — hosting, security, backups and compliance delivered as one managed service.
Hands-on help to prepare for accreditation, covering policies, evidence and team readiness alongside the underlying IT controls.
Captures the consultation and drafts structured notes, giving clinicians time back while keeping documentation thorough.
Gets a practice ready for sale or succession by putting operations, billing, systems and compliance in order beforehand.
A discreet, software-based duress alarm — a low-cost alternative to hardware panic buttons like Little Green Button.
Continuous support and mentoring to keep workflows, systems and costs improving month to month.
Managed printing with automatic toner delivery, monitoring and fixed monthly pricing — no more reactive cartridge orders.
A clinic-grade hosted phone system with softphones, reception queues and multi-site calling.
Runs phishing simulations and short training so staff learn to spot scams — with dashboards to show progress for accreditation and insurers.
Structured, remote Best Practice training tailored to each role across the clinic.
Encrypted file sharing for sending sensitive data securely, with MFA and Australian hosting to meet data-sovereignty rules.
Microsoft 365 Products & Tools
- Autopilot
- A Microsoft tool that automates and streamlines the setup of new Windows devices — great for remote onboarding and consistent clinic rollouts.
- Azure Virtual Desktop
- A virtual desktop platform that runs Windows desktops and apps in the cloud, offering remote access with enterprise-grade security.
- Entra ID P1 (formerly Azure AD Premium P1)
- Identity and access management service — includes Conditional Access, dynamic groups, and enhanced security across Microsoft services.
- Exchange Online Plan 1
- A standalone plan providing professional email, calendar, and contacts through Microsoft's hosted Exchange servers.
- Intune
- Microsoft's device management solution for securing PCs, phones, and tablets — enables policies, compliance enforcement, and remote wiping.
- Microsoft 365 Business Basic
- Entry-level cloud subscription including email (Exchange Online), Teams, OneDrive, and web-only Office apps. Excludes desktop Office and advanced security.
- Microsoft 365 Business Premium
- Everything in Business Standard plus Intune, Defender for 365 P1, and Entra ID P1 — ideal for enhanced security, device management, and compliance.
- Microsoft 365 Business Standard
- Adds full downloadable Office apps (Word, Excel, Outlook, etc.) to the Business Basic plan — suitable for users needing desktop productivity tools.
- Microsoft Defender for 365 P1
- Cloud-based threat protection for email and collaboration — detects phishing, malware, and ransomware, with Safe Links, Safe Attachments, and anti-spoofing.
- Microsoft Purview
- Microsoft's compliance, governance, and encryption platform — enables secure sharing of sensitive data, privacy labels, and email encryption.
- OneDrive
- Personal cloud storage for each user, integrated with Windows and Microsoft 365 for file backup, versioning, and easy access.
- Outlook
- Microsoft's email client for managing mail, calendars, contacts, and tasks — available as desktop, mobile, and web.
- SharePoint
- A secure online platform for document storage, intranet sites, and collaboration — often used for clinic-wide file sharing and controlled access.
- Teams
- Microsoft's chat, calling, and collaboration tool — used for internal communication, meetings, file sharing, and third-party integrations.
Lets a new laptop configure itself securely on first boot — ideal for shipping devices straight to remote or new clinic staff.
How many multi-site clinics give every location an identical, secure desktop environment without local servers.
The licensing that unlocks Conditional Access and advanced identity controls, making strong Microsoft 365 security policies possible.
Hosted business email without the full Office suite — a fit for sites that only need professional mail, calendar and contacts.
Lets CyberSquad enforce security policies, deploy software and remotely wipe lost devices across the clinic's PCs and phones.
Cost-effective for reception or shared logins that don't need the installed desktop Office apps.
The recommended clinic plan — it bundles security, device management and compliance into a single licence.
Adds the installed Office apps for staff who need full Word, Excel and Outlook on the desktop.
Scans email and links for phishing and malware in real time — a frontline defence for the clinic's biggest attack surface.
Adds data-classification, encryption and compliance controls for protecting and governing sensitive patient information.
Keeps work files off local PCs so a lost or failed device doesn't mean lost data.
The day-to-day email and calendar client; correct setup ties into secure mail, shared calendars and booking workflows.
Hosts the clinic's shared documents and intranet with controlled access — a secure replacement for messy network drives.
Internal chat, calls and meetings that also support telehealth and quick clinical coordination across sites.
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