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Practice relocation for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream 012-10010040

This document outlines the process for when a practice moves.

On this page:

Assess the Practice Incentives Change of practice details form (IP005) - relocation

Continue assessing the IP005 - relocation

Process the IP005 - relocation

Complete the relocation

Update a practice address

Assess the Practice Incentives Change of practice details form (IP005) - relocation

Table 1

Step	Action
1	Log into systems and check practice details 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 Full practice address at Question 5. Note: the practice address in the Practice Details section should be the 'old' practice address. If the IP005 is supporting an HPOS relocation and has the relocated address in the Practice Details section, this is acceptable if the relocation section has been completed correctly If the above practice details are missing, check that the form version number on the bottom left corner is acceptable. For more information, see Forms for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream. Check the rest of the form for incomplete questions only, then see Table 2 > Step 10. 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 Search for the practice in PIP Online. If the practice is only registered for WIP - Practice Stream, search for the practice in 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 10 Check if the practice name and address on the practice profile match the details on the form. 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 box. The Ownership Details screen will show Do these details match the details on the form? Note: an address variance may be accepted. Yes, go to Step 3 No, check that the form version on the bottom left corner is acceptable. For more information, see Forms for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream. Check the rest of the form for incomplete questions only, then see Table 2 > Step 10
3	Practice status and form version On the Practice Search screen, check the Search Results Status Check that the form version number on the bottom left corner of the form is acceptable. For more information, see Forms for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream Does the status show as Approved and is the form version acceptable? Yes, go to Step 4 No, see Table 2 > Step 10
4	Relocation details Assess the form. The practice must answer all applicable questions about the relocation. Relocation questions are Questions 8 to 17. The following questions are not mandatory: Question 8, notification type, providing they have answered the mandatory questions between Question 10 and 17 Question 11, if the practice has a single location Question 12, relocated practice name, if it has not changed Question 14, phone number and email, if they have not changed Question 15, postal address, unless there is a new postal address Are the relocation details complete? Yes, go to Step 5 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 Note: if the form needs to be sent back, any of the questions listed above that were not completed should be included in the letter. Ask that they complete those questions.
5	Owners retaining ownership Has the practice selected Yes to Question 16? Yes, go to Step 7 No, go to Step 6
6	Search for ownership documents Check if the practice has provided a Practice Incentives Change of practice ownership form (IP010): Search PaNDA Check the associated documents for a recently processed or rejected IP010 Has the practice provided an IP010? Yes, both forms need to be assessed and processed. Go to Step 7: If the ownership question has not been answered, but change of practice ownership documents have been submitted, this is acceptable. Do not reject the form to have the question answered No, or the ownership question was not answered, 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: If this is the only information required, call the practice and verify it with an authorised contact person or owner 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 Note: action the practice updates in the order of when they occurred. If the changes occurred on the same date, process the change of ownership first.
7	Old location Has the practice selected No to Question 17? Yes, go to Step 8 No: check for attached additional information check the Comments screen on the practice profile for details complete the assessment and escalate to Local Peer Support (LPS) for further assessment If the practice did not answer Question 17, 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	Check amalgamation Have the amalgamation questions been answered? Yes, and the date of amalgamation is: before the date of relocation, assess and process the amalgamation first. Then go to Step 12 and complete the relocation after the date of relocation, go to Step 9 same day, process the relocation first, then go to Step 9 No, go to Step 9
9	Eligibility requirements - public liability Does the practice have current public liability insurance at Question 24 and is the date of expiry before the declaration was signed at Question 35? Yes, go to Step 10 No, or not answered and/or current public liability details have not been provided, 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 At the end of assessing the form, if only expired public liability insurance details have been provided, confirm that the insurance information is current: Call the practice and verify the information with an authorised contact person or owner 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
10	Eligibility requirements - professional indemnity Do all practitioners have current professional indemnity cover at Question 25? Yes, go to Step 11 No, or not answered, check the rest of the form to see if any other details are needed before returning the form to the practice. Go to Step 11 If the professional indemnity question has not been answered, check the IP003s. Do not reject if the IP003s indicate current professional indemnity. If this is the only information missing: Call the practice and confirm current professional indemnity cover with an authorised contact person or owner 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
11	WIP - Practice Stream eligibility Are Questions 26 and 27 complete? Note: the practice does not need to 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 12 No, or the practice answered No or N/A - PIP only Practice to either or both questions, check to see if the current practice is registered for WIP - PS. If they: are not, go to Step 12 are, check the rest of the form to see if any other details are needed before returning the form to the practice. Go to Step 12
12	Accreditation Has the practice answered Yes at Question 28 and/or have they attached a copy of the accreditation certificate? Yes, go to Step 13 No, go to Step 14 Note: the accreditation question is not mandatory if an accreditation certificate is provided.
13	Accreditation certificate is attached If the practice has attached a copy of the accreditation certificate, assess it: Address must match the relocated practice address Practice name must match relocated practice name Accreditation number must be the same as the previous certificate Start and end dates on the certificate must match the previous cycle dates Accreditation status cannot change from accredited to registered for accreditation. If an accredited practice submits a registered for accreditation certificate escalate to LPS Go to Step 15
14	Search for accreditation certificate If the practice did not attach a copy of the accreditation certificate, search PaNDA. Was the certificate located? Yes, associate the PaNDA items, For how to associate PaNDA items, see Work Optimiser for staff. Then go to Step 13 to assess the accreditation certificate No, check the rest of the form to see if any other details are needed before returning the form to the practice. See Table 2 If the relocated accreditation certificate is the only missing information, relocation can continue to be assessed and processed. Payments must be placed on hold, pending receipt of accreditation certificate. See Table 2
15	Accreditation certificate - within 6 months Is today's date within 6 months of the date of relocation provided at Question 10? Yes, see Table 2 No, continue assessing the form. Once the relocation has been updated, escalate to Program Management (Payments). Payments must be placed on hold or remain on hold. Program Management (Payments) will review eligibility for held payments. See Table 2

Continue assessing the IP005 - relocation

Table 2

Step	Action
1	Bank Account Details If there are new bank account details, the practice must provide: BSB number Account number Account name If the above fields contain: full details, go to Step 2 partial details, check the rest of the form to see if any other details are needed before returning the form to the practice. Go to Step 2 no details, then no changes to bank details are required. Go to Step 2
2	Authorised Contact Person(s) Is the practice notifying a change to the authorised contact person(s) by ticking this notification type at Question 8 and/or answering Question 30? Yes, go to Step 3 No, go to Step 3
3	Cease a general practitioner (GP) or nurse practitioner (NP) If there are GPs or NPs ceasing at the practice, the practice must provide: Family name and first given name Provider number Practitioner end date If the above fields contain: full details, go to Step 5 partial details, check the rest of the form to see if any other details are needed before returning the form to the practice. If the practitioner end date is the only information missing on the form: Call the practice to confirm the date Add a comment to the practice profile, advising that the information was verified verbally If unable to contact, check the Provider Directory System (PDS) for the provider's end date. If no end date can be confirmed verbally or on PDS, no further action is required. The system will automatically end date any providers with the relocation date if they are not relocating to the new location. Go to Step 4 no details, go to Step 4
4	Check for Practice Incentives Individual general practitioner or nurse practitioner details forms (IP003) Check if the practice has provided an IP003: Search PaNDA. Associate any separate IP003s with the IP005 work item Check the associated documents for any IP003s rejected due to the practice address Has the practice provided at least one IP003? Yes, associate separate PaNDA work items with the IP005 work item, then go to Step 5 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 Note: where a practice has correctly updated all current practitioners in HPOS as part of an online relocation, IP003s are not required, unless procedural GP details need to be updated.
5	Check the IP003s against the current GP list Check if there are GPs on the practice profile with no IP003 for the new location: Select Practice Details from the Main menu Select Associated GPs from the dropdown box. The Associated GPs screen will show Are there current GPs who have not submitted an IP003? Yes, call the practice to check the GP status: If the GPs are no longer at the practice, get the end dates. Record the details of the call in a comment on the profile If the GP has relocated to the new address, check if they have requested a provider number for the new location Tell the practice the GPs must be added to the profile to make sure payments calculate correctly. The practice can add additional GPs via HPOS after the relocation has been updated Add a comment to the practice profile, confirming details of the phone call. Then go to Step 6 Note: after the relocation is complete, a letter must also be sent to the practice, advising that not all GPs have been added to the practice profile No, go to Step 6 There is no requirement under the guidelines for any GPs and NPs from the original location to move to the new location.
6	Health professional details 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 the: health professional's full name health professional type average weekly hours Is the practice is notifying a change to their eligible health professional details for a previous quarter? Yes. If the health professional details are: complete, go to Step 7 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 7 No, go to Step 7
7	Check the declaration Check the declaration details on the form. The form must have the: signature of at least one registered owner. Do not check these details if the practice ID is missing, incorrect or the practice cannot be identified registered owner's 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, go to Step 8 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	Assess the relocating practitioners If the practice has added the GP provider numbers for the new location using HPOS, go to Step 9. IP003s are not required unless there are updates to procedural GPs. Has the practice provided IP003s for at least one GP at the new relocated practice address? Yes, assess each IP003, then go to Step 9 No, go to Step 10 Note: practitioners must obtain a provider number for the relocated practice address. There is no requirement under the guidelines for practitioners to move with the practice to the new location. A practice can relocate with all new practitioners.
9	Check calculation month 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, see Table 3
10	Returning an incomplete form 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 letter (z1736): Select the letter option to tell the practice payments are on hold If the practice ID is missing, incorrect or the practice cannot be identified, use the name and new relocated practice address (Question 13) on the form. If there is no name, use 'Practice Manager' If the date of relocation (Question 10) is in the future, use the current postal address. If there is no name, use 'Practice Manager'. If the relocation date is in the past, use the new relocated postal address Upload the letter and the IP005 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 If the practice is not a PIP consenting practice, upload the letter to both profiles.

Process the IP005 - relocation

Table 3

Step	Action
1	Log into systems Log on to these systems: PIP Online or WIP - Practice Stream Online
2	Search for the practice 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 practice has: relocated within the same shopping centre, and the practitioners have not received new provider numbers, this must be processed as an address update. See Table 5
3	Bank account details Changes to the practice banking details must be confirmed with the practice before making any updates. See Update practice bank details in Practice Incentives Program (PIP) and Workforce Incentive Program (PIP) - Practice Stream for how to confirm requests to update bank account details. To check bank details: Select Practice Details from the Main menu Select Payment Details from the dropdown box. The Payment Details screen will show Do the bank account details (Question 29) need updating? Yes, confirm and update the bank account details: Before updating bank details, confirm the change with the practice. See Table 1 > Step 11 in Update practice bank details in Practice Incentives Program (PIP) and Workforce Incentive Program (PIP) - Practice Stream To update bank details for PIP, see Table 2 > Step 4 in Update practice bank details in Practice Incentives Program (PIP) and Workforce Incentive Program (PIP) - Practice Stream. Then go to Step 4 To update bank details for WIP - Practice Stream, see Table 2 > Step 5 in Update practice bank details in Practice Incentives Program (PIP) and Workforce Incentive Program (PIP) - Practice Stream No, go to Step 5
4	Delegate work item for quality control In PaNDA: Add processing note 'Bank details updated. Quality control required' Select Delegation Required tab. Leave work item in Open status The work item will move into the Delegation Required queue for another Service Officer to complete quality control on the bank details. Process ends here until the bank details have been quality controlled. When the bank details have been quality controlled, the PaNDA work item will be returned to the original Service Officer to finalise the relocation. Go to Step 5.
5	Check the Associated general practitioner (GP) and nurse practitioner (NP) details Check that the start date of all current GPs and NPs matches the Provider Directory System (PDS) start date. Log on to PDS. Search for the practitioner: Select Provider location from the Provider Directories menu Select View from the dropdown box 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 on or after the PDS date? Yes, go to Step 6 No: Escalate to Local Peer Support (LPS) to delete the GP/NP Once the GP/NP has been deleted, re-add the GP/NP using the PDS start date Note: Service Officers must keep a record of which GPs and NPs are deleted, as these will need to be re-added onto the practice profile using the PDS start date.
6	Ceasing GPs or NPs Check the associated GPs: Select Practice Details from the Main menu Select Associated GPs from the dropdown box. The Associated GPs screen will show Has the practice listed any ceasing GPs or NPs? Yes, end date the practitioners. Go to Step 7 No, go to Step 7
7	Remove current accreditation details Remove the current Accreditation Details: Select Practice Details from the Main menu Select Eligibility from the dropdown box. The Eligibility screen will show Go to Current Details. If the relocating practice is an unaccredited additional location, go to Step 8 Find the record that needs to be removed If the practice has not provided an accreditation certificate, note the accreditation details, as these details will need to be re-added Select Remove from the Remove column This message will show: 'Are you sure you want to remove the selected accreditation details?' Select Yes If there are multiple current accreditation entries, remove them all, even if the dates differ.
8	Relocate the current practice address Relocate the practice: Select Practice Details from the Main menu Select Locations from the dropdown box. The Locations screen will show Under Current Locations: Find the location that needs to relocate Select the radio button from the Select column Select Relocation. The Relocation screen will show Key the below details: Relocation Date (Question 10) New relocated practice address (Question 13). If warning message 2307 appears, confirm the warning message and continue to process the form. For more information, see Address variances Accreditation details - as per the accreditation certificate or previously noted details Under Associated GPs Details: In the Select (if relocating) column, select the relocating practitioner In the New Provider Number column, next to the GP, key each new relocated provider number from the IP003 In the Provider End Date column, next to the GP Key each new relocated provider number end date (if known) If the end date in PDS is before the date of relocation (Question 10), use the date in PDS Select Save and Exit
9	Update the practice name If the practice name needs updating: 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 in UPPERCASE Select Update Practice Name
10	Check the remote classification for PIP On the Practice Summary screen, check the Rural, Remote and Metropolitan Area (RRMA) classification. Is the RRMA classification 0? Yes, escalate to Program Management (Payments) via LPS, requesting the RRMA be reset. Go to Step 11 No, go to Step 11
11	Update ownership address Check the ownership address. If the previous practice address is listed as the ownership address, it must be updated to the new practice address: Select Practice Details from the Main menu Select Ownership Details from the dropdown box. The Ownership Details screen will show Does the ownership address need updating? Yes, under Update Ownership Address Information: Key the new relocated practice address Select Update Ownership Address Go to Step 12 No, go to Step 12
12	Authorised contact person(s) Select: Practice Details from the Main menu Contact Details from the dropdown box. The Contact details screen will show Does the authorised contact person(s) need updating? Yes, update the authorised contact person(s). Go to Step 13 No, go to Step 13
13	Update new relocated contact details On the Contact Details screen, check the new relocated phone number, and/or email address (Question 14) and postal address (Question 15). If the phone number, and/or email address need updating: Under Update Other Details, key the details Select Update Other Details If the postal address needs updating: Under Update Postal Address, key the address. If there is no postal address on the form, use the new relocated practice address Select Update Postal Address
14	Add GP or NP Select Practice Details from the Main menu Select Associated GPs from the dropdown box. The Associated GPs screen will show Has the practice provided an IP003 for new GPs or NPs? Yes, add the new practitioner. Go to Step 15 No, go to Step 16
15	Procedural GP consent details Check if any new or relocating practitioners are a procedural GP on the IP003. Procedural tiers for relocating GPs will not transfer to the new provider number. They must be re-added for the new provider number. Is a practitioner a procedural GP? Yes, update the procedural general practitioner details. Go to Step 16 No, go to Step 16
16	Update eligible health professional details If the practice has notified changes to their health professionals for a previous payment quarter, see Health professional weekly hours in the Workforce Incentive Program (WIP) - Practice Stream.

Complete the relocation

Table 4

Step	Action
1	PIP Annual Confirmation Statement 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 3 No, confirm the statement: Under Declaration, key the IP005 date of lodgement in the Date Received field Select Confirm Go to Step 2
2	Add a comment 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: Locations Reason: Other Comment: 'Practice is exempt from the Annual Confirmation Statement process due to practice relocation DD/MM/YYYY' Select Add Comment
3	Accreditation certificate Did the practice provide the new relocation accreditation certificate with the new relocated practice address? Yes, go to Step 4 No, payments must be on hold until the practice provides an updated accreditation certificate with the new relocated address. Go to Step 4
4	Check the payment status Check if the practice's payments are on hold: Select Practice Details from the Main menu Select Payment Details from the dropdown box. The Payment Details screen will show Check the status of the PIP payments. If the status is: Allowed and the new accreditation certificate with the relocated practice address has been submitted, go to Step 5 Allowed and the new accreditation certificate with the relocated practice address has not been submitted, payment must be placed on hold. Add a comment to the practice profile, stating that the practice payments are on hold awaiting the new relocation accreditation certificate. A letter must be sent to the practice. For more details about the letter, see Step 9 On Hold and the reason is 'Relocation in progress' and the new accreditation certificate with the relocated practice address has been submitted, remove the hold: Select Allowed Select Update Status Go to Step 5 On Hold and the reason is 'Relocation in progress' and the new accreditation certificate with the relocated practice address has not been submitted, payments remain on hold. Add a comment to the practice profile, stating that the practice payments are on hold awaiting the new relocation accreditation certificate. A letter must be sent to the practice. For more details about the letter, see Step 9 On Hold for another reason that has not been resolved with the information provided with the relocation, payments remain on hold. Go to Step 5 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 next calculation month Add a processing note in PaNDA, stating that the work item has been assessed but cannot be finalised during a calculation month
5	Check for held and failed payments Check for any held or failed payments: Select Payments from the Main menu Select Payment History from the dropdown box: The Payment History screen will show Check the Payment Status If any payment status shows as: Rejected or Error, check if there are new bank account details at Question 29 or on the Payment Details screen. If so, redirect the payment, then go to Step 6 Held, if the payment can be released, see Payments for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream, then go to Step 6
6	Add a comment Add a comment to the practice profile to confirm the relocation and 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: Locations Reason: Other Comments: 'Practice relocation updated, practice relocated on DD/MM/YYYY, system updated on DD/MM/YYYY' 'Requested the release of held/failed payments [Month YYYY]. Payment hold removed on DD/MM/YYYY' Select Add Comment
7	PIP consenting Practice Is the practice a PIP consenting practice? Yes, go to Step 8 No, log on to WIP - Practice Stream Online and repeat the below: Table 3 > Step 3-13 Table 4 > Step 3-5 Go to Step 8
8	WIP Quarterly Confirmation Statement (QCS) Check the QCS for the practice. Log on to 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 Select Quarterly Confirmation Statement from the main menu. The Quarterly Confirmation Statement screen will show Under Current Details, is the calculation month the current quarter and is the status of the statement Confirmed? Yes, go to Step 9 No, call an authorised contact person or owner. Tell the practice the QCS must be completed: Service Officers must make 2 genuine attempts to contact the practice by phone. There must be a minimum of 30 minutes between calls The PaNDA work item must be pended 'Dept of Health' while waiting for any returned calls. Record the date and time of the calls and other relevant details as a processing note in PaNDA Add a comment on WIP - Practice Stream Online. Include details of unsuccessful call attempts If calling the practice is unsuccessful, a letter must be sent. For more details about the letter, see Step 9 Select Confirm. Go to Step 9
9	Finalise the work item If the practice did not provide a new relocation accreditation certificate and/or did not submit IP003s for all practitioners at the new location, a letter must be sent to the practice to ask for the outstanding information: Send a Request for more information for the PIP and the WIP - Practice Stream letter (Z1736). Select the option to tell the practice that payments are on hold and the relocation certificate must be provided Note: a free text letter request may be needed if the reasons required are not available in the Z1736 Upload the IP005, supporting documents and letters 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.

Update a practice address

Table 5

Step	Action
1	Log into systems and check practice details Log on to these systems: PIP Online or WIP - Practice Stream Online Assess the practice details on the letter. The practice must provide their: Practice ID Practice name Full practice address If the above practice details are missing, check the rest of the letter and supporting documents for missing details only. Go to Step 4
2	Search for the practice 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 Do these details match the details on the letter? Note: an address variance may be accepted. Yes, go to Step 3 No, check the rest of the letter and supporting documents to see if any other details are needed before returning the form to the practice. Go to Step 4
3	Practice status On the Practice Search screen, check the Search Results Status. Does the status show as Approved? Yes, go to Step 4 No, check the rest of the letter and supporting documents to see if any other details are needed before returning the form to the practice. Go to Step 4
4	Assess the letter The practice must provide: Confirmation of the address update The updated practice address Signature of at least one registered owner Are the address update details complete? Yes, go to Step 5 No, check the rest of the letter and supporting documents to see if any other details are needed before returning the letter to the practice. Go to Step 5
5	Supporting documents Has the practice provided documents to support the change? Note: supporting documents will be assessed by program management on a case-by-case basis. Yes, go to Step 6 No, check the rest of the letter and supporting documents to see if any other details are needed before returning the letter to the practice. Go to Step 6
6	Accreditation certificate Has the practice provided an accreditation or registered for an accreditation certificate? Yes, assess the accreditation certificate: The address must match the updated practice address on the letter The accreditation number and accreditation cycle must match the details on the practice Eligibility screen Go to Step 7 No, check the rest of the details to see if any other details are needed before returning the letter to the practice. Go to Step 7
7	View associated general practitioners (GP) View the associated GPs registered on the practice profile: Select Practice Details from the Main menu Select Associated GPs from the dropdown box. The Associated GPs screen will show
8	Practitioner details - Provider Directory System (PDS) search Log on to PDS. Search for each of the practitioner(s) listed on the Associated GPs screen: Select Provider location from the Provider Directories menu Select View from the dropdown box Key the Provider stem (first 6 digits) in the Provider stem field Key Provider location (7th character, alpha or numeric) in the Provider location field Select Search Are search results shown? Yes, go to Step 9 No, check that the provider number keyed is correct, then go to Step 9
9	Practitioner details - check details Check that the provider number address on PDS matches the updated practice address on the letter. Does the address match? Yes, repeat this step for each practitioner registered on the practice profile. Go to Step 10 No, or more details are needed, go to Step 11
10	Request address update Address updates are managed by Program Management. Add a processing note to the work item and escalate to Local Peer Support (LPS) via PaNDA. LPS will escalate to Program Management for action. Program Management will action the address update and return the work item via LPS for finalisation. Has Program Management updated the practice address? Yes, see Table 4 > Step 4 No, action as per Program Management advice. Procedure ends here
11	Returning an incomplete request If the letter needs more details or there are practitioners who have not updated their PDS address: Return the letter to the practice. Use the Request for more information for the PIP and the WIP - Practice Stream letter (Z1736) Note: a free text letter request may be needed if the reasons required are not available in the Z1736 Upload the letters 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 If the practice is not a PIP consenting practice, upload the letter to both profiles.