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Practice amalgamation for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) – Practice Stream 012-10010020

This document outlines the process for amalgamating practices for the PIP and WIP – Practice Stream.

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Assess the IP005 form - amalgamation

Continue assessing the IP005 form - amalgamation

Assess amalgamated location

Process the IP005 form - amalgamation

Process the IP005 form – practice updates

Assess the IP005 form - amalgamation

Table 1

Step	Action
1	Log into systems and check practice details + Read more ... Log on to these systems: PIP Online, and/or WIP – Practice Stream Online Assess the practice details on the form. The practice must provide their: Practice ID at Question 2 or 3 Practice name at Question 4, and Full practice address at Question 5 If the above practice details are missing, check the form version and the rest of the form for incomplete questions only, then see Step 11 in Table 2. The practice does not need to provide the below details: Program notification at Question 1 Practice phone number, at Question 6 Postal address at Question 7
2	Search for the practice + Read more ... Search for the current location (Question 5) in PIP Online or WIP – Practice Stream Online. On the Practice Search screen: Key the Practice ID Select Search. The Search Results will show If no Search Results show, the practice ID is incorrect. Check the form version and the rest of the form for incomplete questions only. See Step 11 in Table 2 Check if the practice name and address on the practice profile match the details on the form at Questions 4-5. Note: an address variance may be accepted. If the details: match, go to Step 3 do not match, check the company or trading name: Select the Practice ID. The Practice Summary screen will show Select Practice Details from the Main menu Select Ownership Details from the drop down. The Ownership Details screen will show Do these details match the details on the form? Yes, go to Step 3 No, check the form version and rest of the form for incomplete questions only, then see Step 11 in Table 2
3	Practice status and form version + Read more ... On the Practice Search screen, check the Search Results Status Check the form version number on the bottom left corner of the form. Check if this is acceptable in the Practice Incentives forms list Does the status show as Approved and is the form version acceptable? Yes, go to Step 4 No, check the rest of the form, then see Step 11 in Table 2
4	Check relocation + Read more ... Are the relocation questions complete? Yes, and the date of relocation is: Before the date of amalgamation, assess and process the relocation first. Then go to Step 5 After the date of amalgamation, go to Step 5 No, go to Step 5
5	Amalgamation details + Read more ... Assess the form. The practice must provide: Date of amalgamation at Question 19 Practice ID – amalgamated location at Questions 20-21 Practice name - amalgamated location at Question 22 Full practice address - amalgamated location at Question 23 If this is not the address of one of the practice IDs at Questions 20 or 21, check if the details match the relocation responses. See Related links to other procedures on the Background page for more information The practice does not need to provide: Notification type at Question 8 Question 8 is optional if the amalgamation details are complete or if the change to practice details is clear If the practice wants a standalone change other than amalgamation, see Related links on the Background page for other procedures Are the amalgamation details complete? Yes, go to Step 6 No, check the rest of the form to see if any other details are needed before returning the form to the practice, go to Step 6
6	Letter confirmation + Read more ... Check if the practice has provided a letter confirming the practice has amalgamated with another practice. The notification must come from a registered owner of each amalgamating practice and include: confirmation the amalgamation has occurred, and which additional practice branch(es) are to be transferred to the current practice address (if applicable) Note: separate letters from each of the amalgamating practices may be provided. This is acceptable if the above information is in each letter. At least one registered owner of the practice providing the letter must sign. Are the letter confirmation details complete? Yes, go to Step 7 No, check the rest of the form to see if any other details are needed before returning the form to the practice. Go to Step 7
7	Eligibility requirements - public liability + Read more ... Does the practice have current public liability? Yes, go to Step 8 No, or the practice answered No, check the rest of the form to see if any other details are needed before returning the form to the practice. Go to Step 8
8	Eligibility requirements – professional indemnity + Read more ... Do all practitioners have current professional indemnity cover? Yes, go to Step 9 No, or the practice answered No, check the rest of the form to see if any other details are needed before returning the form to the practice. Go to Step 9
9	WIP – Practice Stream eligibility + Read more ... Are Questions 26 and 27 complete? The practice does not complete Questions 26 and 27 if they do not participate in the WIP – Practice Stream. Yes, and the practice has selected Yes to both questions. Go to Step 10 No, or the practice answered No or N/A - PIP only Practice, check to see if the current practice is registered for WIP – PS. If they: are not registered, go to Step 10 are registered, check the rest of the form to see if any other details are needed before returning the form to the practice. Go to Step 10
10	Accreditation certificate + Read more ... A registered for accreditation certificate is only acceptable if the practice is within their initial 12 month registration period. Question 28 is not mandatory if an accreditation or registered for accreditation certificate is provided. Has the practice provided a current accreditation or registered for accreditation certificate for the current location? Yes, assess the accreditation certificate The practice name and address must match the current location (Questions 4-5). If changes are required to the accreditation certificate, the updated certificate must be provided within 6 months of the amalgamation date The accreditation status cannot revert from accredited to registered for accreditation Go to Table 2 No, go to Step 11
11	Accreditation certificate – within 6 months + Read more ... Is the practice required to submit an updated accreditation certificate and is today’s date within 6 months from the date of amalgamation or relocation? Yes, go to Table 2 No, check the rest of the form to see if any other details are needed before returning the form to the practice. Go to Table 2

Continue assessing the IP005 form - amalgamation

Table 2

Step	Action
1	Bank account details + Read more ... If there are new bank account details, the practice must provide: BSB number Account Number Account Name Check if bank account details are complete and go to Step 2.
2	Authorised contact person(s) + Read more ... If there are changes to the authorised contact person(s), the practice must: provide Title, family name and first given name complete Add/remove check box The practice does not need to provide Registration Authority (RA) number. Note: if the Add/remove check box is not completed, call the practice to confirm the required action Are the authorised contact details complete? Yes, go to Step 3 No, check the rest of the details on the form to see if any other details are needed before returning the form to the practice. go to Step 3 No details provided, go to Step 4
3	Cease a general practitioner (GP) or nurse practitioner (NP) + Read more ... If there are GPs or NPs ceasing at the practice at Question 31, the practice must provide: Provider number Full name End date at the practice. If the end date is not provided or is not valid, call the practice to confirm the practitioner end date Are the ceasing GP or NP details complete? Yes, go to Step 4 No, check the rest of the form to see if any other details are needed before returning the form to the practice. Go to Step 5. If No details provided, go to Step 5
4	Check the practitioners are on the current GP list + Read more ... Check if the ceasing GPs are registered on the practice profile. Select Practice Details from the Main menu Select Associated GPs from the drop down. The Associated GPs screen will show Check if at least one GP staying on the practice profile as a current GP and go to Step 5
5	Health professional details + Read more ... The changes must be for a previous payment quarter. The practice must: indicate the previous payment quarter provide the details of the affected health professionals. The form must have: Health professional’s full name Health professional type Average weekly hours Is the practice is notifying a change to their eligible health professional details? Yes, and the health professional details are complete, go to Step 6 No, or the health professional details have not been completed, check the rest of the form to see if any other details are needed before returning the form to the practice. Go to Step 6
6	Check the declaration + Read more ... Check the declaration details on the form at Question 35. There must be: the signature of at least one registered owner from the current location (Question 6) Do not check these details if the practice ID is missing, incorrect or the practice cannot be identified their full name If there are no name details, check the signature. Accept the form if the name can be identified from the signature declaration date Are the declaration details complete? Yes, go to Step 7 No, check the rest of the form to see if any other details are needed before returning the form to the practice. Go to Step 7
7	Amalgamated practitioners + Read more ... Has a GP from the amalgamated location completed an IP003 form for the current location Yes, assess each IP003 form. Then go to Step 8 No, go to Step 8
8	Search for IP003 forms + Read more ... Check if the practice has provided Practice Incentives Individual general practitioner or nurse practitioner details (IP003) forms. Search PaNDA Check the associated documents on both profiles for recently processed or rejected IP003 forms If the amalgamating (closing) practice has multiple current practitioners listed and: submits an IP003 for a single practitioner does not provide end dates for the remaining practitioners the practitioners are not already listed on the current practice profile, a letter must be sent to the practice advising: only the single practitioner was added, and the practice should check their current provider list Has the practice provided an IP003 form? Yes, assess each IP003 form. Then go to Step 9 No, go to Step 9
9	Confirm amalgamation + Read more ... Are all of the amalgamation details complete? Yes, go to Step 10 No, go to Step 10
10	Banking details confirmation + Read more ... Services Australia must confirm all requests to changes practice bank account details. Has the practice notified a change to the practice banking details? Yes, and no other information is needed, contact the practice to confirm the changes, then go to Table 3 No, or more information is needed, go to Step 11
11	Returning an incomplete form + Read more ... If the form needs more details: Place the practice payments on hold. Do not do this if the practice ID is missing, incorrect or the practice cannot be identified Return the form to the practice. Use the Request for more information for the PIP and the WIP - Practice Stream (z1736) letter Select the letter option to advise the payments are on hold If the practice ID is missing, incorrect or the practice cannot be identified, use the name and current location address (Question 5) on the form. If no contact name, use ‘Practice Manager’ Address all missing information in the letter Upload the letter and the IP005 form to the practice profile. Upload the documents to PaNDA only if the practice ID is missing, incorrect or the practice cannot be identified Finalise the work item as Complete, Request rejected in PaNDA See Forms and Letters for the Incentives Programs letter quality checking process If the practice is not a PIP consenting practice, upload the letter to both profiles.

Assess amalgamated location

Table 3

Step	Action
1	Log into systems + Read more ... Log on to these systems: PIP Online, or WIP – Practice Stream Online
2	Search for the amalgamated practice + Read more ... Search for the amalgamated location (Question 23) in PIP Online or WIP – Practice Stream Online. On the Practice Search screen: Key the Practice ID of the amalgamated location (Questions 20-21) Select Search. The Search Results will show Check if the practice name and address on the practice profile match the details on the form at Questions 22-23. If the details: match, go to Step 3 do not match, check the company or trading name: Select the Practice ID. The Practice Summary screen will show Select Practice Details from the Main menu Select Ownership Details from the drop down. The Ownership Details screen will show Do these details match the details on the form? Yes, go to Step 3 No, check that the Practice ID keyed is correct or re-assess the form. See Table 1
3	Duplicate accreditation details + Read more ... Check if the amalgamated location (Question 23) has duplicate accreditation details for the current period. Select the Practice ID from the Search Results screen Select Practice Details from the Main Menu Select Eligibility The Eligibility screen will show Check if duplicate accreditation details are recorded under Current Details Are duplicate accreditation details recorded? Yes, go to Step 4 No, go to Step 6
4	Check who updated the record + Read more ... Check who updated the most current accreditation record. Process the accreditation certificate according to the following: P99999 (data upload), escalate to the Local Peer Support (LPS) for further investigation. Action as per advice, then go to Step 6 Program Management, escalate to the LPS for further investigation. Action as per advice, then go to Step 6 Practice (10 digit RA number), escalate to the LPS for further investigation Action as per advice, then go to Step 6 Service Officer, go to Step 5 All other cases, go to Step 5 Staff members can be identified by a P number.
5	Remove accreditation details + Read more ... Remove the duplicate accreditation record: Select Remove from the Remove column Select Yes
6	Associated GPs and NPs + Read more ... Check the start date of all current GPs and NPs at the amalgamated location (Question 23). Log on to the Provider Directory System (PDS). To search for the practitioner: Select Provider location from the Provider Directories menu Select View from the drop down Key the Provider stem (first 6 digits) in the Provider Stem field Key the Provider location (7th character, alpha or numeric) in the Provider location field Select Search. The Search Results will show Is the start date on PIP/ WIP – Practice Stream Online after the PDS date? Yes, go to Step 7 No, Escalate to the LPS to delete the GP/NP Re-add the GP/NP using the PDS start date Go to Step 7
7	Check payment status + Read more ... Check if the amalgamated location’s (Question 23) payments are on hold. Select Practice Details from the Main Menu Select Payment Details from the drop down. The Payment Details screen will show Is the status of the payments On Hold? Yes, go to Step 8 No, go to Step 10
8	Check payment hold + Read more ... Under the status, is the hold reason Amalgamation in progress? Yes, go to Step 9 No, escalate to the LPS to determine if the hold can be removed. Go to Step 10.
9	Check calculation month + Read more ... Is today’s date during a payment month? Yes, add a processing note in PaNDA. State that the work item has been assessed pend the work item until the first day of the month after the payment month Procedure ends here No, remove the payment hold. Go to Step 10
10	Check for held payments + Read more ... Check for any held payments for the amalgamated location: Select Payments from the Main Menu Select Payment History from the drop down The Payment History screen will show Check the Payment Status Do any payments have a status of Held? Yes, go to Step 11 No, go to Step 12
11	Check held payment release + Read more ... Check if the payment can be released. Check: if the payment hold reason is resolved the comments to see if there is an additional reason for the held payment Can the payment be released? Yes, request the release of payments Held payments must be released and show a status as Paid in PIP and WIP – Practice Stream before proceeding Go to Step 12 No, go to Step 12
12	Check failed payments + Read more ... Check for any failed payments for the amalgamated location Do any payments have a status of Rejected or Error? Yes, go to Step 13 No, see Table 4
13	Redirect failed payments + Read more ... Has the practice advised new bank account details? Yes, redirect the payment/s ensure that the release of failed payment/s is directed to the correct owner at the point-in-time date of the relevant payment quarter/s. See Change of practice ownership for PIP and WIP – Practice Stream for more information. failed payments must be released and show a status of Paid in PIP and WIP – Practice Stream before proceeding see Table 4 No, see Table 4

Process the IP005 form - amalgamation

Table 4

Step	Action
1	Log into systems + Read more ... Log on to these systems: PIP Online, or WIP – Practice Stream Online
2	Search for the current location + Read more ... Search for the current location (Question 5) in PIP Online or WIP – Practice Stream Online. On the Practice Search screen: Key the Practice ID of the current location at Question 5 Select Search. The Search Results will show Select the Practice ID from the Search Results screen The Practice summary screen will show
3	Amalgamation – search practice + Read more ... In the practice summary screen, select Amalgamation from the Main Menu. The Amalgamation – Search Practice screen will show Under Search Criteria: Key either the: Practice ID – amalgamated location (Questions 20 - 21) Practice name - amalgamated location (Question 22), or Locality - amalgamated location (Question 23) Select Search. The Search Results will show Check that the practice name matches the details on the form at Question 22 Select the correct Radio button from the Select column Select Amalgamate. The Amalgamation – Select Locations screen will show
4	Amalgamation – select locations + Read more ... Key the Date of amalgamation in the Amalgamation Date field. Under Please choose the locations being amalgamated: Select the main location to be amalgamated (Question 20) from the Select column Select any additional practice branches the practice has advised will stay open to be additional practice branches to the current location at Question 5 Select Next The Amalgamation – Select GPs screen will show
5	Amalgamation – select GPs + Read more ... A screen listing the current GPs for the amalgamated location will show. Under Please choose the GPs being retained: Select all GPs and NPs with a start date that falls into the current Standardised Whole Patient Equivalent (SWPE) reference period (SWPE reference period for the next quarterly payment) include all current and non-current practitioners from the amalgamated location For PIP: Select Next The Amalgamation – Select Teaching Payments screen will show Go to Step 6 For WIP – Practice Stream: Select Save and Exit A message will show ‘Are you sure you want to amalgamate these two practices? This action cannot be reversed’. Select Yes Go to Step 7
6	Amalgamation – select teaching claims + Read more ... Are there any PIP teaching sessions waiting to be paid for the amalgamated location? Yes, Select the claims in the Select column Select Save and Exit A message will show ‘Are you sure you want to amalgamate these two practices? This action cannot be reversed’, select Yes Go to Step 7 No, Select Save and Exit A message will show ‘Are you sure you want to amalgamate these two practices? This action cannot be reversed’, select Yes Go to Step 7 Note: the amalgamated location is closed and added as a practice branch for the current location. A system generated comment is added to both practice profiles: 'The user PXXXXX has amalgamated the practices XXXX and XXXX. The Practice ID XXXX has been closed. The effective date of amalgamation, as entered by the user is DDMMYYYY'.
7	Ceasing General practitioner (GP) or nurse practitioner (NP) details + Read more ... Check the associated GPs at the current location (Question 5): Select Practice Details from the Main Menu Select Associated GPs from the drop down. The Associated GPs screen will show Has the practice listed any ceasing GPs or NPs? Yes, end date the practitioners. Go to Step 8 No, go to Step 8
8	Add GP or NP + Read more ... Has the practice provided an IP003 form for new GPs or NPs? Yes, add the practitioners. Go to Step 9 No, go to Step 9
9	Close amalgamated location + Read more ... The amalgamated location will be listed as an additional practice branch under the current location. The additional location must be closed Select Practice Details from the Main Menu Select Locations from the drop down. The Locations screen will show Under Current Locations: Select the amalgamated location to be closed from the Select column Do not close any additional practice branch(es) that the practice has advised are to remain open Select Close Location. The Close Location screen will show Key the closure date (the day before the amalgamation) in the Closure Date field Select Save and Exit All remaining provider numbers for this location will be end dated using the Closure date entered.
10	Remove accreditation details + Read more ... Remove the amalgamated location accreditation details from the current location. Select Practice Details from the Main Menu Select Eligibility from the drop down. The Eligibility screen will show Under Current Details: Find the accreditation reference(s) to be removed Select Remove from the Remove column A message will show 'Are you sure you want to remove the selected accreditation details?’ Select Yes.
11	PIP consenting practice + Read more ... Is the practice a PIP consenting practice? Note: if the practice is not PIP consenting and has not provided a separate WIP Practice ID, do not make updates in WIP – Practice Stream. Yes, close the amalgamated location (Question 23) in WIP – Practice Stream: Select Practice Summary from the Main menu At Program Status select Closed from the drop down Select Update Program Status See Table 5 No, log on to the WIP – Practice Stream Online and repeat: Steps 2-5 Do not repeat Step 6. This is for the PIP Steps 7-10 See Table 5

Process the IP005 form – practice updates

Table 5

Step	Action
1	Log into systems + Read more ... Log on to these systems: PIP Online, or WIP – Practice Stream Online
2	Search for the current location + Read more ... Search for the remaining practice in PIP Online or WIP – Practice Stream Online. On the Practice Search screen: Key the Practice ID of the current location Select Search. The Search Results will show Select the Practice ID from the Search Results screen The Practice summary screen will show
3	Update bank account details + Read more ... Select Practice Details from the Main Menu Select Payment Details from the drop down. The Payment Details screen will show Do the bank account details need updating? Yes, update the bank account details For PIP use Step 4 in the Process the IP005 form - bank account details table, or For WIP use Step 5 in the Process the IP005 form - bank account details table Go to Step 4 No, go to Step 4
4	Authorised contact person(s) + Read more ... Select Practice Details from the Main Menu Select Contact Details from the drop down. The Contact details screen will show Does the authorised contact person(s) need updating? Yes, update the authorised contact person(s), then go to Step 9 No, go to Step 5
5	PIP Annual Confirmation Statement + Read more ... Check the PIP Annual Confirmation Statement Status. Select Confirmation Statement from the Main Menu The Confirmation Statement screen will show Under Current Details, is the status of the statement Confirmed? Yes, go to Step 7 No, confirm the statement: Under Declaration, key the IP005 form date of lodgement in the Date Received field Select Confirm Go to Step 6
6	Add a comment + Read more ... Add a comment to the practice profile: Select Comments from the Main Menu The Comments screen will show Under Add new comment: Key the below details: Area: Amalgamations Reason: Other Comment: Practice is exempt from the Confirmation Statement process due to practice amalgamation DD/MM/YYYY Select Add Comment
7	Check payment status + Read more ... Check if the current location’s payments are on hold. Select Practice Details from the Main Menu Select Payment Details from the drop down. The Payment Details screen will show Is the status of the payments On Hold? Yes, go to Step 8 No, go to Step 9
8	Check payment hold + Read more ... Are the payments on hold for an Amalgamation in progress and can the hold be removed? Yes, remove the payment hold. Go to Step 9 No, escalate to the LPS to determine if the hold can be removed Note: if the practice is required to provide an updated accreditation certificate, payments must remain on hold or be placed on hold. The 3 quarter rule will apply.
9	Check for held payments + Read more ... Check for any held payments for the current location: Select Payments from the Main Menu Select Payment History from the drop down The Payment History screen will show Check the Payment Status Do any payments have a status of Held? Yes, go to Step 10 No, go to Step 11
10	Check held payment release + Read more ... Check if the payment can be released. Check: if the payment hold reason is resolved the comments to see if there is an additional reason for the held payment Can the payment be released? Yes, request the release of payments held payments must be released and show a status as Paid in PIP and WIP – Practice Stream before proceeding Go to Step 11 No, go to Step 11
11	Check failed payments + Read more ... Check for any failed payments for the amalgamated location (Question 23) in PIP and WIP – Practice Stream. Do any payments have a status of Rejected or Error? Yes, go to Step 12 No, go to Step 13
12	Redirect failed payments + Read more ... Has the practice advised new bank account details on the IP005 or have the bank account details been updated since the failed payment? Yes, redirect the payment/s ensure that the release of failed payment/s is directed to the correct owner at the point-in-time date of the relevant payment quarter/s. See Change of practice ownership for PIP and WIP – Practice Stream for more information failed payments must be released and show a status as Paid in PIP and WIP – Practice Stream before proceeding go to Step 13 No, go to Step 13
13	PIP consenting practice + Read more ... Is the practice a PIP consenting practice? Note: if the practice is not PIP consenting and has not provided a separate WIP – Practice Stream Practice ID, do not make updates in WIP – Practice Stream. Repeat all processing tables for any other amalgamated location Practice IDs at Question 20-21. Yes, log on to WIP – Practice Stream Online and repeat: Step 3 Steps 8-13 Go to Step 15 No, log on to WIP - Practice Stream Online and repeat: Steps 2-5 Do not repeat Steps 6-7. This is for the PIP. Steps 8-13 Go to Step 15
14	Relocation + Read more ... Has the relocation section been completed? Yes, assess and process the relocation and then go to Step 15 No, go to Step 15
15	Upload documents and finalise work item + Read more ... If the practice relocated as part of the amalgamation or an updated accreditation certificate must be provided: Place the practice payments on hold Use the Request for more information for the PIP and the WIP - Practice Stream (z1736) letter Select the letter option to advise the payments are on hold and the practice must submit an updated accreditation certificate Finalise work item: Upload the letter (if applicable) and the IP005 form to the practice profile If the updates included a change of bank account details, re-categorise the PaNDA work item to Change of Details – Bank Account PIP/WIPPS (INC_PIP_WIP_CHG_DET) Finalise the work item as Complete in PaNDA If the practice is not a PIP consenting practice, upload the letter to both profiles.