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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 IP005 form - relocation

Continue assessing the IP005 form - relocation

Process the IP005 form - relocation

Complete the relocation

Update a practice address

Assess the IP005 form - relocation

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 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 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 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 Step 11 in Table 2 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. 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 the form version and the rest of the form for incomplete questions only. 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, see Step 11 Table 2
4	Relocation details + Read more ... Assess the form. The practice must answer all applicable questions about the relocation. The following questions are not mandatory: Question 8, notification type Question 11, if the practice has a single location Relocated practice name if it has not changed Phone number and email if they have not changed 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
5	Owners retaining ownership + Read more ... Has the practice selected Yes to Question 16? Yes, go to Step 7 No, go to Step 6
6	Search for ownership documents + Read more ... Check if the practice has provided a Practice Incentives Change of practice ownership (IP010) form. Search PaNDA Check the associated documents for a recently processed or rejected IP010 form Has the practice provided an IP010 form? Yes, both forms will need to be processed. 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 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 + Read more ... 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 escalate to the Local Peer Support (LPS) for further assessment
8	Check amalgamation + Read more ... 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 after the date of relocation, go to Step 9 same day, process the relocation first No, go to Step 9
9	Eligibility requirements – public liability + Read more ... Does the practice have current public liability insurance? Yes, go to Step 10 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 10
10	Eligibility requirements – professional indemnity + Read more ... Do all practitioners have current professional indemnity cover? Yes, go to Step 11 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 11
11	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 12 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, 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 10
12	Accreditation + Read more ... Note: the accreditation question is not mandatory if an accreditation certificate is provided. Has the practice maintained their accreditation, and has an accreditation certificate showing the new practice address been provided? Yes, assess the accreditation certificate The address must match the relocated practice address The practice name must match relocated practice name the accreditation number must be the same as the previous certificate the start and end dates on the certificate must match the previous cycle dates The 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 13 No, Search PaNDA for an accreditation certificate. If the certificate has been separated, associate the PaNDA items. See Work Optimiser for staff 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, see Table 2
13	Accreditation certificate – within 6 months + Read more ... Is today’s date within 6 months from the date of relocation (Question 11)? Yes, go to 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 form - relocation

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 Are the bank account details complete? Yes, go to Step 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 Step 2 If no details have been provided, go to Step 2
2	Authorised Contact Person(s) + Read more ... If there are changes to the authorised contact person(s) at Question 34, the practice must provide: Family name and first given name Title, if adding an authorised contact person. This is a mandatory system requirement. If the Title is not indicated and no other details are required, call the practice to confirm the title. Check add or remove (see note below) Note: If the add/remove check box is not complete and no other information is missing on the form, contact the practice to confirm the required action. An owner of the practice must confirm if the authorised contact is being added or removed. Full details of the call must be documented in a comment on the practice profile. The practice does not need to provide Registration Authority (RA) number, or add/remove checkbox. 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 If no details have been 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, the practice must provide: Provider number Full name Practitioner end date Are the cease a GP or NP 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. If the practitioner end date is the only information missing on the form, call the practice to confirm the date. Document the details of the call in a comment on the practice profile. Go to Step 5 If no details have been provided, go to Step 5
4	Check for IP003 forms + Read more ... Check if the practice has provided a Practice Incentives Individual general practitioner or nurse practitioner details (IP003) form. Search PaNDA. Associate any separate IP003 forms with the IP005 work item Check the associated documents for a IP003 forms rejected due to the practice address Has the practice provided at least one IP003 form? Yes, associate separate PaNDA work items with the IP005 work item, then 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 7
5	Check the IP003 forms against the current GP list + Read more ... 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 drop down. 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 ensure payments are calculated correctly. The practice can add additional GPs via HPOS after the relocation has been updated Record the details of the call in a comment on the practice profile, then go to Step 7 No, go to Step 7 Note: there is no requirement under the guidelines for all GP and NP to be move to the new location.
6	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 professionals 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, and the health professional details are complete, go to Step 7 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 7
7	Check the declaration + Read more ... Check the declaration details on the form. There must be: 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 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, go to Step 8 No, check the rest of the form to see if any other details are needed before return the form to the practice. Go to Step 8
8	Assess the relocating practitioners + Read more ... If the practice has added the GP provider numbers for the new location using HPOS, go to Step 10. IP003s are not required. Has the practice provided IP003 forms for at least one GP at the new relocated practice address? Yes, assess each IP003 form, then go to Step 9 No, go to Step 12 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 + Read more ... Is today’s date during a payment month? Yes, add a 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, 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. See Table 1 in Update practice bank details in Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream, then 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 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 11) 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 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 PIP and WIP – Practice Stream checking process If the practice is not a PIP consenting practice, upload the letter to both profiles.

Process the IP005 form - relocation

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 practice + Read more ... 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	Check the Associated GP and NP details + Read more ... Check the start date of all current GPs and NPs matches the PDS start date. Log on to Provider Directory System (PDS). 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 on or after the PDS date? Yes, go to Step 4 No, Escalate to LPS to delete the GP/NP Re-add the GP/NP using the PDS start date
4	Ceasing General practitioners (GP) or nurse practitioners (NP) + Read more ... Check the associated GPs. 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 5 No, go to Step 5
5	Remove current accreditation details + Read more ... Remove the current Accreditation Details. Select Practice Details from the Main menu Select Eligibility from the drop down. The Eligibility screen will show Go to Current Details. If the relocating practice is an unaccredited additional location, go to Step 6 Find the record that needs to be removed If the practice has not provided an accreditation certificate, note the accreditation record details Select Remove from the Remove column A message will show that says '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.
6	Relocate the current practice address + Read more ... Relocate the practice. Select Practice Details from the Main menu Select Locations from the drop down. 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. Relocation screen will show Key the below details: Relocation Date (Question 11) New relocated practice address (Question 13). If warning message 2307 appears, confirm the warning message and continue to process the form. Address variances has more information 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 form 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 11), use the date in PDS Select Save and Exit
7	Update the practice name + Read more ... 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
8	Check the remote classification for PIP + Read more ... On the Practice Summary screen, check the Rural, Remote and Metropolitan Area (RRMA) classification. Is the RRMA classification 0? Yes, escalate to LPS requesting the RRMA be reset. Go to Step 9 No, go to Step 9
9	Update ownership address + Read more ... Check the ownership address. If the previous 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 drop down. 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 No, go to Step 10
10	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 Before updating bank details confirm the request, see Table 1 in Update practice bank details in Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream For PIP use Step 4 in the Process the IP005 form - bank account details table For WIP – Practice Stream, see Step 5 in the Process the IP005 form - bank account details table Go to Step 11 No, go to Step 11
11	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). Go to Step 12 No, go to Step 12
12	Update new relocated contact details + Read more ... 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
13	Add GP or NP + Read more ... Select Practice Details from the Main menu Select Associated GPs from the drop down. The Associated GPs screen will show Has the practice provided an IP003 form for the new GPs or NPs? Yes, add the new practitioner. Go to Step 13 No, go to Step 14
14	Procedural General Practitioner consent details + Read more ... Check if any new or relocating practitioners are a procedural GP on the IP003 form. 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 15 No, go to Step 15
15	Update eligible Health Professional details + Read more ... 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. Go to Step 16.
16	Accreditation certificate + Read more ... Did the practice provide the new relocation accreditation certificate? Yes, see Table 4 No, see Step 6 in Table 4

Complete the relocation

Table 4

Step	Action
1	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 3 No, confirm the statement: Under Declaration, key the IP005 form date of lodgement in the Date Received field Select Confirm Go to Step 2
2	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: Locations Reason: Other Comment: Practice is exempt from the Annual Confirmation Statement process due to practice relocation DD/MM/YYYY Select Add Comment
3	Check the payment status + Read more ... Check if the practice’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 4 No, go to Step 6
4	Check payment hold + Read more ... Are the payments on hold for a Relocation in progress? Yes, remove the payment hold. Go to Step 5 No, determine if the hold can be removed. If unsure about removing the hold, escalate to LPS. Go to Step 5
5	Check for held payments + Read more ... Check for any held payments. 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 6 No, go to Step 7
6	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. Go to Step 7 No, go to Step 7
7	Check failed payments + Read more ... Check for any failed payments. Do any payments have a status of Rejected or Error? Yes, go to Step 8 No, go to Step 9
8	Redirect failed payments + Read more ... Are there new bank account details at Question 33? 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. go to Step 9 No, go to Step 9
9	PIP Consenting Practice + Read more ... Is the practice PIP consenting practice? Yes, go to Step 10 No, log on to WIP - Practice Stream Online and repeat the below: Steps 2-12 in Table 3 Steps 3-8 in Table 4 Go to Step 10 Do not repeat the below steps. These are only for PIP: Step 12 in Table 3 Steps 1-2 in Table 4
10	WIP quarterly confirmation statement + Read more ... Check the quarterly confirmation status 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 Outstanding Details, is the calculation month the current quarter and is the status of the statement Confirmed? Yes, go to Step 11 No, confirm the statement: Under Declaration, key the IP005 form date of lodgement in the Date Received field Select Confirm Go to Step 11
11	Amalgamation + Read more ... Are Questions 19-25 complete? Yes, and the date of amalgamation) is: before the date of relocation, go to Step 12 after the date of relocation, assess and process the amalgamation. Then go to Step 12 No, go to Step 12
12	Upload documents and finalise the work item + Read more ... If the practice did not provide a new relocation accreditation certificate and/or did not submit IP003s for all practitioners at the new location: Place the practice payments on hold Return the form to the practice. Request for more information for the PIP and the WIP - Practice Stream (z1736) letter. Select the letter option to tell the practice payments are on hold. If notifying the relocated certificate must be provided if required, select the option to advise all current practitioners must be added to the profile Add a comment to the practice profile. State that the practice payments are on hold awaiting the new relocation accreditation certificate and/or additional practitioner details Upload the IP005 form to the practice profile If the relocation included a change of bank account details, reclassify the PaNDA work item to Change of Details – Bank Account PIP/WIPPS. For more information see Work Optimiser for staff Finalise the Work Item as Complete in PaNDA See Forms and letters for PIP and WIP – Practice Stream checking process 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 + Read more ... 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 for missing details only, then go to Step 11
2	Search for the practice + Read more ... 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 form to see if any other details are needed before returning the form to the practice. Go to Step 11
3	Practice status + Read more ... On the Practice Search screen, check the Search Results Status. Does the status show as Approved? Yes, go to Step 4 No, go to Step 11
4	Address update details + Read more ... 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 to see if any other details are needed before returning the letter to the practice. Go to Step 5
5	Supporting documents + Read more ... 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 to see if any other details are needed before returning the letter to the practice. Go to Step 6
6	Accreditation certificate + Read more ... Has the practice provided an accreditation or registered for 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 letter to see if any other details are needed before returning the letter to the practice. Go to Step 7
7	View Associated GPs + Read more ... View the associated GPs 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
8	Practitioner details – PDS search + Read more ... Log on to Provider Directory System (PDS). 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 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. Go to Step 9
9	Practitioner details – check details + Read more ... 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 needed, go to Step 11
10	Request address update + Read more ... Address updates are managed by Program Management. Add a processing note to the work item and escalate to 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. Have Program management updated the practice address? Yes, see Table 4, Step 3 No, action as per program management advice. Procedure ends here
11	Returning an incomplete request + Read more ... 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 (z1736) letter 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 See Forms and letters for PIP and WIP – Practice Stream checking process If the practice is not a PIP consenting practice, upload the letter to both profiles.