Q & A: CERTIFIED COPIES In this edition, we focus on matters related to certifying copies of documents. While this might be regarded as one of the more routine tasks we undertake, there are some circumstances where we need to pay special attention. AHPRA requirements The Australian Health Practitioners Regulation Authority (AHPRA) has very specific requirements when certifying copies of identification documents. Failure to meet these exacting standards may cause the document to be rejected by AHPRA which will delay the client’s registration and require the client to repeat the certification process.
stamp if you do not wish to provide your personal phone number. Q2. What should I do if the person does not look like the photo presented? A2. If the person’s appearance has changed, for example, if they have facial hair, or different hair colour, you should try to identify facial features such as their eyes, or shape of the face. If you remain unsatisfied that there is a true likeness you should decline to certify the photo. Q3. How do I certify a one-page document without a photograph? A3. This is fairly straight forward. Once you have ensured that the document is exactly the same as the original you should write or stamp: I have sighted the original document and certify this to be a true copy of the original.
Insert your name, signature, date, qualification, seal of office and contact phone number. Q4. How do I certify a document with multiple pages? A4. Once you have ensured that the document is exactly the same as the original you should initial every page and write or stamp the following on the last page: Q1. How do I certify the copy of an ID document with a photo, to satisfy AHPRA’s requirements? A1. The client who requires the copy to be certified must be present. You should ensure that the copy presented for certification is exactly the same as the original. Visually compare the photo in the original document against the person’s face. If you are satisfied that the client is the person pictured in the document, then you can go ahead and either write or stamp the following: I certify that this is a true copy of the original and the photograph is a true likeness of the person presenting the document as sighted by me.
You must also include your name, signature, date of signing, qualification (JP(Qual) or Cdec) seal of office and number, and a contact phone number. You may wish to use the QJA contact details
QJA Quarterly
I have sighted the original document and certify this to be a true copy of the original.
Insert your name, signature, date, qualification, seal of office and contact phone number.
Q5. How do I certify a copy of an EPA or AHD? A5. Compare each page of the copy with the original enduring document to verify it is a true and complete copy of the original. • Check that the number of pages in the copy document (including any additional pages) corresponds with the number of pages indicated on the witness certificate in the original document (note: this step applies only to enduring documents executed on or after 30 November 2020). • Sign or initial each page of the copy (including any additional pages), other than the page on which the certification statement is inserted. Spring 2021| 24
