Change of practice ownership for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream 012-10010030

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 Questions 2 or 3
• Practice name at Question 5, and
• Full practice address at Question 6

If the above practice details are missing, check the form version and the rest of the form for incomplete questions only, then see Table 2, Step 6.

The practice does not need to provide the below details:

• Program notification at Question 1
• ABN at Question 4
• Practice phone number
• Notification type at Question 8. The change to the practice ownership will be confirmed from the information provided in the rest of the form

Search for the practice 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, then see Table 2, Step 6

Check if the practice name and address on the practice profile match the details on the form. 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 dropdown, 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 the rest of the form for incomplete questions only, then see Table 2, Step 6

• 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, see Table 2, Step 6

The notification type at Question 8 is not mandatory. If answered this should be used as a guide of the notification type only. Staff must always check the rest of the form and supporting documents to confirm if the practice has undergone a partial change of ownership or a full change of ownership.

If the form or supporting evidence indicate any of the following changes:

• change of company name and/or Australian Business Number (ABN)
• change to the ownership type
• change to the ownership structure

This must be assessed as a full change of ownership even if the owners’ names remain the same.

Do the ownership changes indicate a partial change of ownership or a full change of ownership?

• Partial change - adding or removing owners’ names only, go to Step 5
• Full change, go to Step 6

Note: if they have selected the wrong option for this question, the form can continue to be processed.

The practice must complete Question 9 to confirm the owners to be added or removed from the practice profile.

The practice must complete the following details:

• Title:
• If missing, see if the supporting evidence shows the person’s title and use that. Make a note on the practice profile
• This is not mandatory for owners being removed
• family name, first given name
• Position held for new owners. This is not mandatory for owners being removed
• Remove/add check box must be indicated
• RA number for new owners. The RA is not mandatory for either notification

Has the practice completed the details to add and/or remove practice owners?

• Yes,
• if the practice has entered any details to Questions 10 to 19, go to Step 6
• if the practice has not entered any details to Questions 10 to 19, see Table 2, Step 1
• No, see Table 2, Step 1

If at the end of assessing the form only the title is missing, call the practice and ask for the persons title and process the form. Make a note of the call and details on the practice profile.

Check that the practice completed the new ownership details.

The practice must provide:

• Date the ownership changed at Question 10
• Practice ownership structure type at Question 11
• At Question 12
• new practice name, if different to the practice name at Question 5
• new company name, the practice does not need to provide the company name if the ownership arrangement type is an individual proprietor/sole trader
• new trading name
• new Australian Business Number (ABN)
• new ownership address. The ownership address is only needed if different to Question 6
• new practice phone number and email at Question 13
• new practice type at Question 14
• Correspondence preference at Question 15. This is not mandatory. If not answered, the correspondence preference will remain as currently recorded

Note: the practice must provide the new practice phone number and practice email at Question 13 and new practice type at Question 14, if these details have changed.

If the above practice details are incomplete, 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.

Check if:

• the practice has the minimum level of public liability insurance as specified at Question 16 and has provided the policy details, and
• all practice general practitioners and nurse practitioners have professional indemnity at Question 17

If the practice has answered:

• Yes, to both questions, go to Step 8
• No, or left blank to either question, check the rest of the form to see:
• if any other details are needed, or
• if the practice is not eligible for the PIP and/or the WIP - Practice Stream before returning the form to the practice

Note:

• if expired public liability insurance details have been provided, confirm that the insurance information is current
• verify this information with an authorised contact person or owner by phone. Add a comment to the practice profile advising the information was verified verbally
• if unable to contact by phone, check the rest of the form to see if any other details are needed before returning the form to the practice

It is a requirement under the WIP - Practice Stream that the practice retains services of eligible health professionals.

Has the practice answered yes at Question 18?

• Yes, go to Step 9
• No, go to WIP - PS online and search the practice ID to check if the practice is currently registered for WIP - PS:
• If it returns a result, the form for PIP needs processing, go to Step 9
• If it does not return a result, the practice is not eligible for WIP - Practice Stream:
  If the practice is registered for PIP, the practice WIP-PS needs to be placed on hold, go Step 9
  If the practice is not registered for PIP, check the rest of the form to see if any other details are needed before returning the form to the practice. See Table 2, Step 8

Was the accreditation included in the sale of the practice?

• Yes, and there is a copy of the current ‘Accreditation,’ or ‘Registered for accreditation’ certificate, go to Step 10
• No or not answered
• the practice has included a copy of the current ‘Accreditation,’ or ‘Registered for accreditation’ certificate, go to Step 10
• there is no Accreditation’ or ‘Registered for accreditation’ certificate provided. Check the rest of the form to see if any other details are needed before returning the form to the practice, see Table 2

Note: if the accreditation is not included in the sale, the new owners must reapply for the program(s). A practice cannot revert to ‘registered for accreditation.’ A practice changing their registration status is not considered to have ‘maintained accreditation’.

If the practice name changes, the new name must reflect on the accreditation certificate. The practice has 6 months from the date of sale to provide the certificate.

The new practice owners must maintain the same practice accreditation. The practice’s accreditation status cannot change from accredited to registered for accreditation.

Check the accreditation details recorded for the practice against the certificate:

• Select Practice details form the main menu
• Select Eligibility from the drop-down list
• The practice eligibility screen will show
• The practice’s current accreditation details will show under Current details
• Check the following details against the certificate
• Accreditation type
• Accreditation body
• Accreditation number
• Start date
• End date

Does the certificate match the accreditation details recorded for the practice?

• Yes, see Table 2
• No,
• if the accreditation status has changed from ‘accredited’ to ‘registered for accreditation’, the practice must reapply for the program/s as a new practice. Return the form to the practice, See Table 2, Step 6
• where there is a change to the accreditation cycle (start and end dates) or accreditation certificate number, escalate to Program Management via LPS for review
• if the practice has changed to a new accrediting agency, escalate to Program Management via LPS for review
• if the practice name changed, the new name must reflect on the accreditation certificate, the practice has 6 months from the date of sale to provide an updated certificate:
  if the processing date is within 6 months from the date of sale and the certificate is provided, continue to process the form. See Table 2
  if the processing date is not within 6 months of the date of sale, escalate to the LPS for assessment

The practice must provide the following information to update their bank details:

• BSB number
• account number
• account name

Is the practice notifying a change of bank details?

• Yes,
• and the bank details are complete, go to Step 2
• the bank details are not complete, continue checking the form to see if any other details are needed before returning the form to the practice, go to Step 2
• No, go to Step 2

Is the practice notifying practitioners who have ceased the practice?

• Yes, and the Provider number and date ceased working at the practice are:
• complete, go to Step 3
• incomplete, check the rest of the form to see if any other details are needed before returning the form to the practice, then go to Step 3
• No, go to Step 3

Is the practice wanting to add or remove an authorised contact person?

• Yes, the following details must be completed for each authorised contact person listed:
• title. If the practice has not ticked a title, contact the practice to confirm the person’s title
• family name and first given name
• the add/remove checkbox has been ticked. If the practice has not ticked add/remove and no other details are needed, contact the practice to confirm the required action. Staff must confirm with an owner or current authorised contact person
• if the information is not complete continue assessing the rest of the form to see if any other details are needed before returning the form to the practice, then go to Step 4
• No, go to Step 4

The RA number is not mandatory.

Check the declaration details. There must be:

• The signature of the minimum required number of owners
• Do not check these details if the practice ID is missing, incorrect or the practice cannot be identified
• Partial change of ownership, (adding owners) all new owners listed at Question 9 must sign the declaration along with at least one existing registered owner
• Partial change of ownership, (removing owners) the owners being removed do not need to sign the declaration. At least one existing owner must sign the declaration
• Full change of ownership, the minimum required owners for the selected ownership type must sign
• Their full name. If there are no name details, check the signature. Accept the form if the name can be identified from the signature

Are the declaration details complete?

• Yes,
• for a partial change of ownership go to Step 5
• for a full change of ownership, go to Step 6
• No, check the supporting documents to see if any other details are needed before returning the form to the practice, go to Step 5

The practice must provide evidence to confirm the new owner/s are authorised representatives for the practice ownership type. Question 11 outlines the documents required for each ownership type. The Resources page contains more information.

Has the practice provided acceptable evidence to confirm the new owners/representatives?

• Yes, and no additional information is needed, see Table 3
• No, or additional information is needed, go to Step 7

In addition to providing evidence to confirm the ownership type and owners/authorised representatives, the practice must provide evidence to confirm the change of ownership. The Resources page contains more information on acceptable evidence.

If the date of sale on the supporting document does not match the form, escalate to the LPS for assessment. (Not applicable if the form is being returned).

If the form is:

• Complete, and an acceptable supporting document and accreditation certificate is provided, see Table 3
• Not complete or acceptable supporting documents or a current accreditation certificate is not provided, go to Step 7

If the form needs more details and is a full change of ownership or includes changes to the following information:

• Bank account
• Company name
• ABN
• Ownership type

Practice payments must be placed on hold in the PIP online system.

If the practice is registered for WIP - PS and is:

• a PIP consenting practice, placing a hold on the practice profile in the PIP online system will also place the practices WIP -PS payment on hold
• not a PIP consenting practice, the payment hold must also be applied to the WIP - Practice Stream profile

Do not put payments on hold during a calculation month. Calculation months are:

• February
• May
• August
• November

If the form needs more details:

• Return the form to the practice. Use the Request for more information for the PIP and the WIP - Practice Stream (z1736) letter
• If payments are on hold, select the letter option to advise the practice payments are on hold
• If the practice ID is missing, incorrect or the practice cannot be identified, use the name and address on the form. If there is no name, use 'Practice Manager'
• Upload the letter and the IP010 form to the practice profile. Upload the documents to PaNDA only if the practice ID is missing, incorrect or the practice cannot be identified
• Check the PaNDA work type classification and update if not correct
• Finalise the work item as Complete, Request Rejected in PaNDA

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

Log on to:

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

On the Practice Search screen:

• Key the Practice ID
• Select Search. The Search Results will show
• Select the Practice ID hyperlink
• The Practice summary screen will show

If the change is for a:

• Full change of ownership, go to Step 3
• Partial change of ownership, go to Step 4

Do not process a change of ownership in the calculation months: February, May, August and November.

From the Practice Summary screen:

• Select Practice Details from the Main menu
• Select Ownership Details from the dropdown. The Ownership Details screen will show
• Select Change Ownership hyperlink

The practice does not need to provide a company name or trading name if they are an individual proprietor/sole trader.

If the ownership type is Body Corporate, the system requires the names of at least 2 owners to be entered. If the body corporate operates under sole directorship, key:

• the director’s name as the first owner
• ‘Sole Director’ as the second owner

Key the details below as prompted by each empty field:

• Company Details
• ABN Details - ABN is not mandatory. If they have not provided an ABN number at Question 4 or 12, remove the previous ABN from the profile
• Ownership Address Information
• Owners/Partners/Associates
• Practice Name
• Check the box to confirm the relevant change of ownership forms have been sighted
• Select Save and Exit

Go to Step 6.

Do not process a change of ownership in the calculation months: February, May, August and November.

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

If the ownership type, company name and/or trading name (Question 15) need updating, under Current Details:

• Select Override Details
• Key the below details:
• Date Ownership changed
• Ownership Type
• Company Name (if applicable)
• Trading Name (if applicable)
• Select Save

Note: the practice does not need to provide a company name or trading name if they are an individual proprietor.

If the ABN needs updating:

• Key the ABN in the New ABN field
• Select Update ABN

If the ownership address needs updating, under Update Ownership Address Information:

• Select/key the following details:
• Address Line 1
• Address Line 2 (if applicable)
• Locality
• State
• Postcode
• Select Update Ownership Address

If the Owners/Partners/Associates need updating, under Owners/Partners/Associates:

• Select Override Details

To add new owners/partners/associates:

• Select Add Another Owner/Partner/Associate
• Key the below details:
• Title
• First Name
• Last Name
• RA Number (if applicable)
• Select Apply Changes

All new owners must sign the declaration to be listed as practice owners. Do not add owners who have not signed the declaration.

If the ownership type is Body Corporate, the system requires the names of at least 2 owners to be entered. If the body corporate operates under sole directorship, key:

• the director’s name as the first owner
• ‘Sole Director’ as the second owner

To remove Owners/Partners/Associates, under Owners/Partners/Associates:

• Select Override Details
• Go to the relevant owner
• Select Remove from the Remove column
• Select Yes

Note: if one of the current owners is registered with the name ‘Sole Director’ and after the change being made the ‘Sole Director’ is no longer required, follow the steps above to remove them. Go to Step 3 for further background information on why this occurred.

Is the practice name (Question 12) being updated?

• Yes,
• Select Practice Summary from the Main menu
• The Practice Summary screen will show
• Under Change Practice Name:
• Key the practice name in the Practice Name field
• Key the practice name in UPPERCASE
• Select Update Practice Name
• No, go to Step 7

Is the Practice type (Question 14) being updated?

• Yes, under Change Practice Type:
• Select the Practice type from the dropdown
• Select Update Practice Type
• No, go Step 8

• Select Practice Details from the Main menu
• Select Eligibility from the dropdown
• The Eligibility screen will show

Do the accreditation details need updating?

• Yes, update the accreditation details
• No, go to Step 9

Changes to the practice banking details must be confirmed with the practice before any updates can be made. See Update practice bank details in PIP and WIP - Practice Stream for steps on confirming banking details requests.

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

Do the bank account details (Question 20) need updating?

• Yes, update the bank account details
• No, go to Step 10

• Select Practice Details from the Main menu
• Select Associated GPs from the dropdown. The Associated GPs screen will show

Do any practitioners need ceasing (Question 21)?

Note: there must be at least one Associated GP remaining on the practice profile. If end dating the GPs listed on the form will remove all current GPs, search PaNDA for Individual General practitioner or nurse practitioner details (IP003) forms

• Yes, cease the practitioner, see Table 4, Step 6
• No, go to Step 11

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

Do the authorised contact person(s) (Question 22) need updating?

If a full change of ownership occurs, remove any previous owners listed as an authorised contact person.

• Yes, update the authorised contact person(s)
• No, go to Step 12

Check the postal address (Question 12).

Does the postal address need updating?

• Yes,
• key the new postal address
• select ‘update postal address’
• go to Step 13
• No, go to Step 13

Under Update other details, check the practice phone number or email (Question 13).

If the practice phone number or email need updating, under Update Other Details:

• Select Contact Details
• Key the below details in the appropriate fields:
• Phone Number
• Email Address
• Select Update Other Details

If the profile has a fax number recorded, delete it.

See Table 4.

Check the PIP Annual Confirmation Statement Status.

• Select Confirmation Statement from the Main menu
• The Confirmation Statement screen will show

Under Current Details, if the status is:

• Confirmed, go to Step 2
• Sent, update the statement:
• Under Declaration, key the date of lodgement in the Date Received field
• Select Confirm

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: Ownership Details
• Reason: Other
• Comment: Practice is exempt from the Annual Confirmation Statement process due to a change of practice ownership DD/MM/YYYY
• Select Add Comment

Note: the Annual Confirmation Statement will be automatically confirmed when the ownership is updated via the Change Ownership hyperlink. A comment must still be added to advise the practice is exempt from the Annual Confirmation Statement process.

Check if the practice’s payments are on hold:

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

Check the Status of the PIP payments.

If the status:

• is allowed, go to Step 5
• is On Hold and the reason is Change of ownership in progress, remove the hold:
• Select Allowed
• Select Update Status
• Go to Step 3
• is On Hold and the reason is for something else that has not been resolved with the information provided with the change of ownership, escalate to LPS

Note: payments must stay on hold until the practice provides an updated accreditation certificate with the new practice name and/or new address (if a practice name change or relocation has been notified with the change of ownership).

Do not remove payment holds during a calculation months: February, May, August and November. If a payment hold can be removed:

• Pend the work item until the first day of the month after the calculation month
• Add a processing note in PaNDA. State that the work item has been assessed

Check for any held or failed payments.

• Select Payments from the Main menu
• Select Payment History from the dropdown
• The Payment History screen will show
• Check the Payment Status

If any payment status shows any that are:

• Rejected or error, see if there are new bank account details (Question 33). If so, redirect the payment
• Held, see Payment for PIP and WIP
• Do not remove payment holds during calculation months: February, May, August and November If a payment hold can be removed:
• Pend the work item until the first day of the month after the calculation month
• Add a note in PaNDA. State that the work item has been assessed

Add a comment to the practice profile to confirm the change of ownership and the release of payments (if applicable):

• Select Comments from the Main menu
• The Comments screen will show

Under Add new comment, select/key the below details:

• Area: Payment Details
• Reason: Other
• Comment:
• Change of practice ownership updated, ownership changed on DD/MM/YYYY, system updated on DD/MM/YYYY
• Requested the release of held/failed payments. Payment hold removed DD/MM/YYYY
• Select Add Comment

Is the practice approved for the WIP - Practice Stream?

• Yes, go to Step 5
• No, go to Step 6

Is the practice a PIP consenting practice?

• Yes,
• and the practice has requested their bank account details be updated log on to WIP - Practice Stream Online and repeat Table 3, Step 8 then see Table 5
• and the practice has not requested their bank account details be updated, go to Step 6
• No,
• log on to WIP - Practice Stream Online and repeat all steps in Table 3 from Step 2. Then see Table 5

• Upload the IP010 form and associated documents to the practice profile
• Finalise the work item as Complete in PaNDA

Check the work type classification in PaNDA before finalising and update if not correct.

Check the Quarterly Confirmation Statement (QCS) status.

• Select Quarterly Confirmation Statement from the Main menu
• The Quarterly Confirmation Statement screen will show

Under Current Details, if the status is:

• Confirmed, go to Step 2
• Sent, call an authorised contact person or owner
• Tell the practice the QCS needs to be complete
• If unable to contact, go to Step 2

Check if the practice’s payments are on hold.

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

Check the Status of the WIP - Practice Stream payments. If the status is On Hold and the reason is:

• Change of ownership in progress:
• remove the hold
• Select Allowed
• Select Update Status
• Go to Step 3
• Other, escalate to the LPS if the reason for the hold has not been resolved with the information provided with the change of ownership

Note: payments stay on hold until the practice provides the accreditation certificate for the new relocation address.

Do not remove payment holds during a calculation month. If a payment hold can be removed:

• Pend the work item until the first day of the month after the calculation month
• Add a note in PaNDA. State that the work item has been assessed

Check for any held or failed payments:

• Select Payments from the Main menu
• Select Payment History from the dropdown
• The Payment History screen will show
• Check the Payment Status

If any payment shows:

• Rejected or error, see if there are new bank account details (Question 23). If so, redirect the payment
• Held, see if the payment can be released. If it can:
• escalate to the LPS
• request the release of payments

Do not remove payment holds during the calculation months: February, May August and November. If a payment hold can be removed:

• Pend the work item until the first day of the month after the calculation month
• Add a note in PaNDA. State that the work item has been assessed

Add a comment to the practice profile to confirm the change of ownership and the release of payments (if applicable):

• Select Comments from the Main menu
• The Comments screen will show

Under Add new comment, select/key the below details:

• Area: Payment Details
• Reason: Other
• Comment:
• Change of practice ownership updated, ownership changed on DD/MM.YYYY, system updated on DD/MM/YYYY
• Requested the release of held/failed payments. Payment hold removed DD/MM/YYYY
• Select Add Comment

• Upload the IP010 form and associated documents to the practice profile
• Finalise the work item as Complete in PaNDA

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

Check the work type classification in PaNDA before finalising and update if not correct.