PORTAL LOGIN(opens in a new window)
Not registered for portal? Please contact the portal administrator in your organisation to arrange access.
There are multiple different account types on the VMIA portal, with detailed descriptions outlined in the table below. Account types indicate to VMIA who we should contact regarding certain matters, e.g., who we should send communications to, or the type of information we can share. Account types can also serve to notify VMIA of the contact’s role in the organisation, e.g., Head of org. Contacts with the ‘Admin’ account type have additional permissions in the portal, allowing them to manage the profile settings for all contacts. We refer to these account types as the Portal Administrators. When adding a new contact to the portal, the Portal Administrator will select the account type(s) the new contact should be assigned and whether to give that contact portal access or not. Contacts can be assigned multiple account types.
Certain account types, (e.g., Insurance) must be assigned to at least one contact, while others only need a contact if you hold specific policy types with VMIA (e.g., Construction, Vicfleet). Some account types should only have one contact assigned (e.g., Head of Org, MI Contact, and Renewal Coordinator), but others can be assigned to multiple contacts, if necessary (e.g., Insurance, Claims).
Portal access is mandatory for certain account types, while for others, it’s optional. See the right-hand column in the table below for information about which account types require portal access. For certain account types (e.g., Insurance), it’s mandatory for at least one contact to have portal access, though not all contacts need access. When portal access is optional, you have the flexibility to decide whether or not to grant it. If granted, portal access provides access to all insurance and claims information (except for claims that have been marked ‘private’).
Note: when a new contact is added to the portal, they will automatically be granted portal access and will be able to view everything on the portal, including policies and claims (except for claims that have been marked ‘private’). If you wish to remove a contact’s portal access or make any other changes, the Portal Administrator can do so by updating the contact's profile in the portal. Further details are outlined in the section named, ‘Managing contacts on the portal’.
Note: in order to remove the 'Delegate Restricted Access' account type from a contact’s profile, an IT ticket must be raised. If you need to do this, please reach out to VMIA’s Client Advisory Team on (03) 9270 6990 or email contact@vmia.vic.gov.au. For a breakdown of the different account types, please see the table below.
Account type/contact Allocation Portal access Details Admin You must have at least two contacts of this type. Mandatory We refer to contacts with this account type as Portal Administrators.
Admins are responsible for managing the organisation’s list of contacts in the portal, and are the only account type that can add, update, or remove other contacts.
Note - this is not a reference to administrative staff within your organisation.
Head of org You can only have one contact of this type. Optional Typically your CEO. Insurance You must have at least one contact of this type. Mandatory (for at least one contact) VMIA risk advisers liaise with these contacts for all insurance and risk enquiries, including finance and general claims enquiries.
These contacts also receive communications throughout the year and at renewal time relating to your organisation's insurance program.
There must be at least one contact of this type, but you can have multiple Insurance contacts.
Renewal Coordinator You must have one contact of this type if your organisation completes an RRI. Mandatory Responsible for completion of the Renewal Risk Information (RRI) questionnaire for your annual insurance renewal.
Linked to the Delegated Restricted Access account type [last row in this table].
Construction You must have one contact of this type if your organisation has Construction insurance. Optional Receives communications for construction policy transactions, as well as renewals. VMIA liaises with this contact for construction-related queries as the subject matter expert. SRS You must have one contact of this type if your organisation has Property insurance AND may be subject to site risk surveys. Optional Our risk engineers work with SRS contacts to arrange site risk surveys (SRS) for your Property insurance. Cyber You must have one contact of this type if your organisation has Cyber insurance. Optional VMIA liaises with this account type for cyber-related queries as the subject matter expert. Vicfleet
For Vicfleet clients only
You must have one contact of this type for Vicfleet clients with Motor Insurance. Mandatory For Vicfleet clients, this contact is responsible for completing the Motor Insurance Renewal Risk Information (RRI) at renewal. Fleet Manager
For non-Vicfleet clients
You must have one contact of this type required for non-Vicfleet clients with Motor Insurance. Mandatory For non-Vicfleet clients, you need to assign this account type.
The person responsible for completing the Motor Insurance Renewal Risk Information (RRI) at renewal.
Claims Use only if you want a dedicated contact for the lodgement of claims. Optional Contacts do not need this account type to lodge a claim. Finance Contact for finance. Optional VMIA may liaise with this contact on finance-related matters as a subject matter expert. Risk Contact for risk-related enquiries. Optional VMIA liaises with this contact on risk-related enquiries as a subject matter expert. MI contact You must have one contact of this type if your organisation has Medical Indemnity (MI) Insurance. Optional Receives the Medical Indemnity Premium Notification letters. IBPS contact You must have at least one contact of this type if your organisation participates in Incentivising Better Patient Safety (IBPS). Mandatory Receives information on the Incentivising Better Patient Safety (IBPS) attestation. IBPS Signatory You must have only one contact of this type if your organisation participates in Incentivising Better Patient Safety (IBPS). Mandatory This contact completes the Incentivising Better Patient Safety (IBPS) questionnaire and sends the IBPS attestation to VMIA once it has been signed off by their CEO. Delegate restricted access (DRA) For contacts in your organisation who have been delegated a question in the Renewal Risk Information (RRI) questionnaire. Mandatory A Renewal Coordinator can assign/delegate a question from the Renewal Risk Information (RRI) questionnaire to any contact in the portal. The contact must be assigned DRA account type to be able to see the question.
- If the contact already has portal access, their view in the portal will not change after they are assigned DRA account type
- If the person is not in the portal, they will need to be added as a new contact and given portal access and the DRA account type
- If the contact is in the portal but does not have portal access, you must remove the other account types from their profile before giving them portal access and the DRA account type. If you don’t, they will be able to view everything in the portal. You can remove portal access and reinstate their account types afterwards.
A simpler way of delegating questions to others who are not in the portal or who are in the portal but do not have portal access is for the Renewal Coordinator to download a PDF of the RRI and email to the contact or division within the organisation advising which questions or sections to answer. The Renewal Coordinator can add the answers to the RRI on their behalf.
Assistance from a Portal Administrator is required to add a new contact or make changes to a contact’s profile.
Does everyone at my organisation use the same login?
No, all contacts with portal access will have their own unique logins, utilising their organisation email address as their username. There is no limit to the number of contacts that an organisation can set up to manage their insurance requirements. Note: it is possible for contacts who don’t necessarily work in the insurance area to be given access to the VMIA portal, if required.
Note: it is possible for contacts who don’t necessarily work in the insurance area to be given access to the VMIA portal, if required.
Who can view claims I submit via the VMIA portal?
Non-private claims can be viewed by members of your organisation with the relevant permissions in the portal. Private claims can only be viewed by members of your organisation who have been allocated access to the claim, along with VMIA claim handlers. For more information on private claims, please refer to the section called, 'How do I view and update privacy details on an existing claim online’ within the 'Managing existing claims' section.
How do I become or add a new portal contact (to make claims - non administrator)?
All new contacts must be added by a Portal Administrator. Follow the steps outlined in the section called ‘How do I add additional contacts?’.
What does a Portal Administrator do?
A Portal Administrator is responsible for managing portal access within their organisation (adding, updating, and removing contacts, as required). If you are unsure of who your organisation’s Portal Administrators are, please contact the VMIA Client Advisory Team on (03) 9270 6990 or email contact@vmia.vic.gov.au
How do I find out who our Portal Administrators are?
Only Portal Administrators can view which members within your organisation have admin access. If you are unsure of who your organisation’s Portal Administrators are, please contact the VMIA Client Advisory Team on (03) 9270 6990 or email contact@vmia.vic.gov.au
How do I become a Portal Administrator?
Only Portal Administrators can update other portal contacts and assign the Admin account type. Ask a Portal Administrator in your organisation to assign this account type by following the steps outlined in the section called, ‘How do I assign admin permissions to an existing contact?’. If you do not know who your organisation’s Portal Administrators are, please contact the VMIA Client Advisory Team on (03) 9270 6990 or email contact@vmia.vic.gov.au
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