Practice accreditation for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream 012-10010010

Log on to these systems:

• PIP Online and/or
• WIP - Practice Stream Online

On the Practice Search screen:

• Key the Practice ID, Practice Name, Locality or Postcode
• Select Search. The Search Results will show

Check that the practice name and address on the practice profile matches the details on the accreditation certificate. An address variance may be accepted.

Check the practice status. If the status is:

• closed or withdrawn, escalate to Local Peer Support (LPS) for advice. In most cases, closed or withdrawn practices must reapply for the program(s)
• initial, awaiting verification, awaiting information for verification, awaiting approval or awaiting information for approval, see Practice application for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream
• approved, assess the accreditation certificate according to the following practice detail matches:
  • Practice address only, go to Step 3
  • Practice name only, go to Step 4
  • Practice name and address, go to Step 5
  • No practice details match, go to Step 5

Check if the company name or trading name on the practice profile matches the practice name on the accreditation certificate.

Select:

• Practice Details from the Main menu
• Ownership details from the dropdown menu. The Ownership Details screen will show

Does the company name or trading name match the practice name on the accreditation certificate?

• Yes, go to Step 5
• No, take note. Go to Step 5

Check if an additional location address on the practice profile matches the address on the accreditation certificate. An address variance may be accepted.

• Select Practice Details from the Main menu
• Select Locations from the dropdown menu. The Locations screen will show
• Under Current Locations, select View next to an additional location
  • the Location Details screen will show
  • if the location is an additional practice branch, note the location number and locality

Does an additional location address match the accreditation certificate?

• Yes, go to Step 5
• No, take note. Go to Step 5

Check the following details on the accreditation certificate:

• Accreditation agency, AGPAL, QPA (GPA) accreditation plus, ACHS or Global-Mark
• Accreditation type, accredited or registered for accreditation
• Accredited against the RACGP Standards for general practices. Medical Deputising Services (MDS) and After Hours Medical Services (AHMS) are not eligible for the PIP and/or WIP - Practice Stream
• Certificate number, the unique identifier issued by the Australian Commission on Safety and Quality in Health Care (ACSQHC)
• Start date/Accreditation commencement, the date accreditation commenced
• End date/Accreditation expiry, the date accreditation ends

Does the certificate include these correct details?

• Yes, and the practice ID:
  • was identified in Step 2, go to Step 6
  • could not be identified, go to Step 15
• No, take note. Go to Step 15

Check the current Accreditation History record:

• Select Practice Details from the Main menu
• Select Eligibility from the dropdown menu. The Eligibility screen will show
• Under Accreditation History, Current Details go to the appropriate accreditation record using the previously noted location number and locality (location address)
• The most current Accreditation History record may not be the record at the top of the Current Details list
• Check the following certificate details against the current accreditation record:
  • practice name
  • practice address
  • accreditation type
  • accreditation body
  • accreditation number
  • start date
  • end date

Do the current details match the details on the accreditation certificate?

• Yes, go to Step 9
• No, go to Step 7

Check who updated the most current accreditation details. Staff members can be identified by a P number.

Do not update the accreditation details if:

• the certificate has the ACSQHC certificate number
• the details were entered by P99999 or Program management
• all other certificate details match the current record

For all other discrepancies, action according to the following:

• P99999 (data upload), escalate to LPS via PaNDA for further investigation. Action as per advice, procedure ends here
• Program management, escalate to LPS via the PaNDA for further investigation. Action as per advice, procedure ends here
• Practice (10 digit RA number), and:
  • The incorrect certificate number has been entered. Amend the details to show the correct certificate number. See Table 2 > Step 4. Then return to Step 8
  • All other differences, escalate to LPS via the PaNDA for further investigation. Action as per advice, procedure ends here
• Service Officer, see Table 2 > Step 4. Then return to Step 8
• All other cases, go to Step 8

Under Add accreditation details, select/key the following accreditation certificate details:

• Location
• Accreditation Type
• Accreditation agency
• Certificate Number, key the digits after ACSQHC. For example, in 'AB11234-ACSQHC00-A01', key 00-A01
• Start date/Accreditation commencement
• End date/Accreditation expiry
  • re-registered for accreditation, the end date must remain as the date 12 months from when the practice was approved in the program(s). If the end date is after the 12 months, escalate to LPS via PaNDA for further investigation
  • if any other accreditation details are unusual, see the Frequently asked questions about accreditation
• Select Add Details

If any of the above details are not clear on the accreditation certificate, escalate to LPS via PaNDA.

Is there is a gap between the end date of the last Accreditation History record (current or non-current) and the start date of the new Current Details record?

• Yes, and if a point in time (PIT) date for a held payment quarter is included in the gap:
  • escalate to LPS via PaNDA to determine the practice's eligibility for payment. Payments team will take all necessary action
  • Add a comment to the practice profile that the certificate has been escalated
  • When a decision is made, go to Step 11
• No, go to Step 10

Check if there is a change to the accreditation status from accredited to registered for accreditation between the last Accreditation History record (current or non-current) and the new accreditation.

The accreditation status can only revert to registered for accreditation during the 12-month period from the date of joining the program(s). The practice must still achieve accreditation by the end of the 12-month period.

Is there a change in accreditation status?

• Yes, escalate to LPS via PaNDA to determine the practice's eligibility for payment. Then go to Step 11
• No, go to Step 11

Check if the practice payments are on hold due to a practice relocation.

Select:

• Practice Details from the Main menu
• Payment Details from the dropdown menu. The Payment Details screen will show

If the practice payments are on hold for a different reason, escalate to LPS via PaNDA to determine if the hold can be removed.

Service Officers do not need to remove the payment holds or request any payment releases if the practice payments are on hold for Accreditation Expired. See Payment holds and releases, for more information.

Is the status of the PIP/WIP - Practice Stream payments On Hold, and is the hold reason Relocation in progress?

• Yes, go to Step 12
• No, go to Step 13

Check the comments on the practice profile to see if the practice payments are on hold awaiting a relocated accreditation certificate.

Payment holds cannot be removed during the calculation period. If the payment hold can be removed, pend the work item until the first date of the month following the calculation month and add a note in PaNDA that the work item has been assessed.

Is a comment listed, and does the relocated address match the address on the accreditation certificate?

• Yes, and the accreditation dates on the new certificate cover the PIT date for the quarter in which the practice relocated and the PIT date(s) for the held payment quarter(s), remove the payment hold and request the release of any held payments, then go to Step 13
• No, escalate to LPS via PaNDA to check if the payment hold can be removed and any held payments released

Is the practice a PIP consenting practice?

• Yes, go to Step 14
• No, log on to WIP - Practice Stream Online and:
  • repeat Steps 1-2 and 4-9
  • do not repeat Step 3 as it is the certificate assessment step
  • go to Step 14

• If the practice name on the certificate does not match the practice profile, escalate for a free text letter
• Upload the certificate to the practice profile. For duplicate notifications, upload the certificate if it is not already uploaded to associated documents. If the details were not updated, add ‘Upload only’ to the document description
• Finalise the Work Item as Complete in PaNDA

If the practice is not a PIP consenting practice, upload the form to both profiles.

Procedure ends here.

If more information is needed from the practice:

• Return the certificate to the practice. Use the Request for more information for the PIP and the WIP - Practice Stream (z1736) letter:
  • if the practice address does not match or the practice cannot be identified, use the address on the certificate. If no contact name, use 'Practice Manager'
  • include all missing or additional information needed in the letter
• Merge the letter and the certificate into a single PDF
• Upload the letter and the certificate to the practice profile. Upload the documents to PaNDA only if the practice cannot be identified
• Finalise the Work Item as Complete, Request rejected in PaNDA
• See Letters for PIP and WIP - Practice Stream for Incentive Programs letter checking procedures

If the practice is not a PIP consenting practice, upload the certificate and letter to both profiles.

See also:

• Associated documents and comments for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream