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Practitioners in Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream 012-10010060

This document outlines the process for registering, amending or withdrawing a general Practitioner or nurse practitioner in the PIP and the WIP - Practice Stream.

On this page:

Assess the IP003 form - Register or update general practitioner (GP), or nurse practitioner (NP)

Process the IP003 form - Register GP and/or NP details

Process the IP003 form - Update the procedural GP details

Assess the IP005 form - Cease GP or NP details

Process the IP003/IP005 - Cease GP or NP details

Assess the IP003 form - Register or update general practitioner (GP), or nurse practitioner (NP)

Table 1

Step	Action
1	Log into systems and check the practice details Log on to these systems: PIP Online, and/or WIP - Practice Stream Online Assess the practice details Part A. The practice must complete: Practice ID Practice name Full practice address If the above practice details are missing, check the form version and rest of the form for incomplete questions only. Go to Step 15. The practitioner/practice does not need to provide these details: Program notification at Question 1 Notification type at Question 6 Note: an address variance may be accepted.
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 If no Search Results show, the practice ID is incorrect. Check the form version and rest of the form for incomplete questions only, then go to Step 15. 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 drop down. The Ownership Details screen will show Do these details match the details on the form? Yes, go to Step 3 No, check the form version and rest of the form for incomplete questions only, then go to Step 15
3	Practice status and form version 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, continue assessing the for incomplete questions, then go to Step 15
4	Register a GP or NP If a practice is registering a practitioner, Part B must be completed. Did the practitioner complete their full name (Question 7)? 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 15
5	Check the professional indemnity Practitioners must have current professional indemnity insurance to be eligible for registration for the PIP and/or WIP - Practice Stream. Does the practitioner have current professional indemnity cover? Yes, go to Step 6 No, check the rest of the form to see if any other details are needed, then go to Step 15
6	Check provider number details Check the provider number for the main location details on the form). Note: practitioners may complete this section to register a provider number for an additional branch location only. This is acceptable. The main location provider number is not mandatory for these notifications. Practitioners do not need to be registered at the main location. The practitioner details on the form must match the provider number details in the Provider Directory System (PDS) for all locations: Log on to the PDS. Search for the practitioner: Select Provider location from the Provider Directories menu Select View from the drop down Key Provider stem (first 6 digits) Key Provider location (7th character, alpha or numeric) Select Search Check if the below details match the form: provider number practitioner name address. An address variance may be accepted. Check Address variances on the Resources page. If the address does not match but the locality is the same, escalate to Local Peer Support (LPS) The practice name in PDS does not need to match the form/practice profile. Do the practitioner details on the form match the provider number details in PDS? Yes, go to Step 7 No, check the rest of the form to see if any other details are needed. Go to Step 15
7	Check practitioner start date Check the practitioner start date on the form (Question 11). The PIP/WIP - Practice Stream Online systems will not accept a start date before the PDS start date. If the start date on the form is: before the PDS date, use the PDS start date, go to Step 8 after the PDS date, use the form start date, go to Step 8 not provided, use the PDS start date, go to Step 8 future dated, check the rest of the form. See if any other details are needed before pending the work item, go to Step 8
8	Check additional practice branch Check the additional practice branch details on the form. If there are no additional practice branch provider details listed go to Step 10. Check that the additional practice branch is registered to the main location in PIP/WIP - Practice Stream Online: Select Practice Details from the Main menu Select Locations from the drop down. The Locations screen will show The additional practice branch will show under Current Locations Select View from the Details column to view the full practice address If the additional location is: registered, make a note of the location number, then go to Step 9 not registered, the practice may be registered under a separate practice ID To search for the additional practice: Select Practice Search. The Practice Search screen will show Key either the Locality or Postcode Select Search. The Search Results will show Is the additional practice branch registered under a separate practice ID? Yes, check the rest of the form to see if any other details are needed: once assessed, update the changes to the practice at Question 2-5 a separate form must be submitted for each practice with updates go to Step 9 to continue assessing and updating the form, then return the form No, check the rest of the form to see if any other details are needed: add the rest of the provider numbers to the practice profile, and go to Step 10 Note: a separate IP003 is not needed if correspondence is attached stating the update applies to multiple locations.
9	Check additional practice branch provider number details Check the provider number for the additional practice branch details on the form (Question 11). Check that the additional practice branch details on the form match the provider number details in the Provider Directory System (PDS): Log on to the PDS. Search for the practitioner: Select Provider location from the Provider Directories menu Select View from the drop down Key Provider stem (first 6 digits) for the additional practice branch Key Provider location (7th character, alpha or numeric) for the additional practice branch Select Search Check if the below details match the form: provider number practitioner name address If the: address does not match but the locality is the same, escalate to Local Peer Support (LPS) provider numbers are listed under the wrong branch address on the form (transposed), accept this. Add to the correct locations in practice profile The practice name does not need to match the form. Is the provider number for the additional practice branch/s details complete? 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	Check Procedural General Practitioner details Check the procedural GP details on the form. A practice is eligible for the Procedural General Practitioner Payment if: the main location is in a RRMA classification 3-7, and the practice is approved for the Procedural GP Payment Check the approval status for Procedural GP Payment: Select Incentive Summary from the Main menu Under Rural Support Stream, check that the practice has a status of Approved for Procedural GP Payment Rural Support Stream will only display if the main practice location has a RRMA classification of 3-7 Is the practice approved for Procedural GP Payment? Yes, and the provider number listed at Question 12: matches Questions 9, 10 or a provider number already registered against the practice profile (including branches), go to Step 11 does not match 9, 10 or a provider number already registered against the practice profile (including branches), check the rest of the form. See if any other details are needed. Add the rest of the provider numbers to the practice profile and go to Step 12 No or Part C is blank, go to Step 12
11	Check the procedural GP notification details Check the procedural GP notification details at Part C. The practitioner must provide their provider number at question 12. The GP name is not mandatory if Part B is completed and the provider numbers match. If the practice has selected: Transferring consent from another practice, Question 14,15 and 16 must be answered Changing tier level, Question 16 must be answered. Only 1 tier level can be selected Withdrawing consent, Question 17 must be answered The date of change must be provided at Question 15, 16 or 17 Queston 13 is not mandatory Go to Step 12
12	Ceasing a practitioner Check if the practice is notifying of practitioners who have left the practice. The following details must be complete: Practitioner’s name Provider number at the practice Date the practitioner ceased working at the practice If no end date is provided but PDS has an end date for the provider location, use the PDS end date. If there is no PDS end date, call the practice to confirm the practitioner end date. Record details of the call in a comment on the practice profile.
13	Check the practitioner declaration The practitioner must complete Part E - practitioner declaration if: Part B has been completed Part C The practitioner is advising they have left the practice The declaration must have: the signature from the practitioner their full name If there are no name details, check the signature. Accept the form if the name can be identified from the signature declaration date, the date cannot be blank, invalid, future dated or American style Are the practitioner declaration details complete? Yes, go to Step 14 No or other details are needed, check the rest of the form then go to Step 14
14	Check the practice declaration The practice declaration must be completed for all changes except where a GP is: withdrawing their own consent for Procedural GP payments, or notifying they have ceased working at the practice There must be: the signature of a registered owner or authorised contact 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 be identified from the signature Declaration date: The date cannot be blank, invalid, future dated or American style Are the practice declaration details complete? Yes, and the practice is: Registering a new practitioner, see Table 2 No or other details are needed, go to Step 15
15	Return an incomplete form If the form needs more details: Return the form to the practice. Use the We need more information to update your general practitioner or nurse practitioner details (z2092) letter If the practice ID is missing, incorrect or the practice cannot be identified, use the address on the form. Upload the letter and the IP003 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 Letters for PIP ad WIP - Practice Stream for the Incentive Programs letter checking process If the practice ID is missing, incorrect or the practice cannot be identified, key the practice name in the Practice ID field. If the practice is not a PIP consenting practice, upload the letter to both profiles.

Process the IP003 form - Register GP and/or NP details

Table 2

Step	Action
1	Log into systems Log on to these systems: PIP Online, and/or WIP - Practice Stream Online
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 select the practice ID hyperlink the Practice Summary screen will show
3	Search for the practitioner Check if the practitioner details are registered on the practice profile. Select Practice Details from the Main menu Select Associated GPs from the drop down. The Associated GPs screen will show Look for the practitioner's details under Current GPs. Is the practitioner listed as a current GP? Yes, go to Step 4 No, or the GP is on the non-current GP list, go to Step 5
4	Check the GP details Check the form details against the GP details on the profile for any changes: Start date If the start date on the form is: before the start date on the practice profile: check the rest of the practitioner details escalate to Local Peer Support (LPS) to delete the practitioner go to Step 5 after the start date on the practice profile, check the rest of the practitioner details and then go to Step 7 Procedural GP details Select Edit from the Details column If the procedural GP details are: correct, go to Step 9 incorrect, go to Step 6
5	Add the GP Add the practitioner to the practice profile: If the start date on the form is: before the PDS date, use the PDS start date. Add a comment to the practice profile confirming the start date used after the PDS date, use the form start date not provided, use the PDS start date. Add a comment to the practice profile confirming the start date used To add a practitioner: Select Add GP. The Add GP screen will show Key the full provider number, including the location indicator Select the practice location using the drop down menu Key the start date Select Verify Provider Select Save and Exit The Associated GPs screen will show If an error message displays, see the Errors and resolution table on the Resources page Repeat this step for all additional practice branch provider numbers if applicable, then go to Step 6.
6	Procedural GP consent details Is the practitioner registering or updating procedural GP details? Yes, see Table 3, Step 3. When complete, go to Step 7 No, go to Step 7
7	PIP Consenting Practice Is the practice PIP Consenting? Yes, go to Step 8 No, log on to WIP - Practice Stream Online: repeat Steps 2-5, noting Procedural GP does not apply to WIP - Practice Stream Go to Step 8 Do not repeat Step 6. This is only for PIP.
8	Ceasing practitioners Has the practice completed the ceasing a practitioner details section? Yes, see Table 5 No, go to Step 9
9	Upload documents and finalise the work item If additional practice branch details are not added, return the form to the practice. Use the We need more information to update your general practitioner, nurse practitioner or health professional details (z2092) letter. See Letters for PIP and WIP-Practice Stream for the Incentive Programs letter checking process Upload the IP003 form and letter (if applicable) to the practice profile Finalise the Work Item in PaNDA as Complete If the practice is not a PIP consenting practice, upload the form to both profiles.

Process the IP003 form - Update the procedural GP details

Table 3

Step	Action
1	Log into systems Log on to PIP Online
2	Search for the practice Search for the practice in PIP 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
3	View procedural GP details View the procedural GP details: Select Practice Details from the Main menu Select Associated GPs from the drop down. The Associated GPs screen will show Under Current GPs: Find the practitioner Select Edit from the Details column. The GP Details screen will show Do the procedural GP details need updating? Yes, and the practice is notifying of a: Registration for procedural GP payments, go to Step 7 transfer consent from another practice, go to Step 4 tier level, go to Step 8 withdrawal, go to Step 9 No, procedure ends here
4	Search for the old location Search for the practice profile: Close the GP Details screen Select Practice Search. The Practice Search screen will show Key the Provider number - old location in the Provider number field. The provider number field is case-sensitive. Use upper-case for any alpha characters in the provider number Select Search The Search Results will show If no search results show, search using the provider stem only Did the provider search return a practice ID? Yes, go to Step 5 No, the provider does not have a current procedural GP registration. Go to Step 7
5	Check the procedural GP registration Check the current procedural GP registration for the provider. From the practice search screen: Select the Practice ID. The Practice Summary screen will show Select Practice Details from the Main menu Select Associated GPs from the drop down. The Associated GPs screen will show Under Current GPs: Find the practitioner Select Edit from the Details column. The GP Details screen will show Does the GP have a procedural GP tier registered? Yes, go to Step 6 No, the GP does not have a current procedural GP registration at the location. Go to Step 7 Note: if a search was done using the provider stem, the GP details must be checked for each listed practice.
6	Withdraw the old procedural GP details Withdraw the old provider number from the Procedural General Practitioner Payment: In the GP Details screen, select No to Procedural GP Select Update Consent. The Associated GPs screen will show Return to the practice profile found in Step 1, then go to Step 7.
7	Update the new procedural GP details Return to the practice profile needing to be updated (Question 2). Update the new procedural GP consent details: Select Practice Details from the Main menu Select Associated GPs from the drop down. The Associated GPs screen will show Under Current GPs: Find the practitioner Select Edit from the Details column The GP Details screen will show Select Yes to Procedural GP Select the procedural GP tier level (Question 16) from the drop down Select Update Consent The Associated GPs screen will show Procedure ends here. Note: if an error message is returned stating there is an existing procedural GP registration, return the form to the provider. Request completion of Question 14 and 15 to transfer their Procedural GP payments. See Table 1, Step 15.
8	Change the Procedural General Practitioner Payment tier level Select Practice Details from the Main menu Select Associated GPs from the drop down. The Associated GPs screen will show Locate the GP in the list of current GPs: Select Edit from the Details column The GP Details screen will show Select the new procedural GP tier level on the form from the drop down Select Update Consent The Associated GPs screen will show Procedure ends here.
9	Withdraw procedural GP details Check the withdrawal date on the IP003. If the withdrawal date is in the future and is: before the end of the current procedural GP reference period, withdraw consent on or after the final date of the current reference period, pend the form to the future withdrawal date. Do not process any part of the form until after the withdrawal date Withdraw the practitioner from the Procedural General Practitioner Payment. Select Practice Details from the Main menu Select Associated GPs from the drop down. The Associated GPs screen will show Locate the GP in the list of current GPs: Select Edit from the Details column The GP Details screen will show Select No to Procedural GP Select Update Consent The Associated GPs screen will show
10	Check payment recovery Is the date of withdrawal or tier level change in a previous procedural GP payment reference period? Example - a practice receives a Procedural GP payment in August. The practice notifies a withdrawal which took effect in the reference period for the August payment. Yes, check for an overpayment Select Payments and then Payment History from the Main Menu Check the payment advice for the Tier level of any payments. Check associated rural loading made to the practice for a procedural GP who was withdrawn before the point-in-time date If an overpayment is identified start recovery of the overpayment, see Payment recovery for PIP and WIP-PS. No, if there are other changes to be updated, return to Table 2, Step 7. If there are no other changes notified on the IP003 Upload the IP003 form to the practice profile Finalise the Work Item in PaNDA as Complete Procedure ends here

Assess the IP005 form - Cease GP or NP details

Table 4

Step	Action
1	Log into system and check the 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: Practice ID Practice name, and Full practice address Notification type is optional if Question 31 is complete or if the change to practice details is clear. If the practice wants a standalone change other than ceasing GP or NP details, see Related links on the Background page for other related procedures If the above practice details are missing, check the form version and the rest of the form for incomplete questions only, then go to Step 12. The practice does not need to provide the below details: Program notification Practice phone number Postal address
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 If no Search Results show, the practice ID is incorrect. Check the form version and the rest of the form for incomplete questions only. Go to Step 12. 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 drop down. The Ownership Details screen will show Do these details match the details on the form? Yes, go to Step 3 No, check the form version and the rest of the form for incomplete questions only, then go to Step 12
3	Practice status and form version 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, return the form to the practice, go to Step 12
4	Check relocation Have the relocation questions been answered? Yes, assess and process the relocation. Go to Step 5 No, go to Step 5
5	Check amalgamation Have the amalgamation questions been answered? Yes, assess and process the amalgamation. Go to Step 6 No, go to Step 6
6	Is the practice notifying a change of bank account details? Yes, assess and process the bank detail updates, then go to Step 7 No, go to Step 7
7	Authorised contact person/s Is the practice notifying changes to the authorised contacts? Yes, assess and process the authorised contact person/s updates, then go to Step 8 No, go to Step 8
8	Ceasing GP and NP details Check the ceasing GP and NP details section. The practice must provide the below: practitioner's name The full name only needs to be completed once if the ceasing details are for the same practitioner If the surname and initial is provided and the practitioner can be confirmed form the provider number, this is acceptable provider number date the practitioner ceased Are the ceasing practitioner details complete? Yes, go to Step 9 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 12
9	Check the provider number details Check the provider number for the ceasing practitioner on the form. Check that the practitioner details on the form match a current practitioner on the Associated GP screen. Is the ceasing practitioner a current practitioner? 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 12
10	Check the practitioner end date Assess the date the practitioner ceased working at the practice. The PIP and WIP - Practice Stream Online system will not accept an end date after the end date in the PDS. To check the PDS end date, log on to the 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) Key the Provider location (7th character, alpha or numeric) Select Search Check the Location End Date If the end date on the form is: before the PDS date, use the form end date after the PDS date, use the PDS end date not provided, use the PDS end date If not available, use the date of lodgement.
11	Check the declaration Check the declaration details on the form at Question 37. There must be: the signature one of a registered owner or authorised contact person Do not check these details if the practice ID is missing, incorrect or the practice cannot be identified their full name. Do not reject if the name can be determined from the signature a declaration date Are the practice declaration details complete? Yes, see Table 5 No or other details are needed, go to Step 12
12	Returning an incomplete forms 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 the practice ID is missing, incorrect or the practice cannot be identified, use the name and address on the form. If no contact name, use ‘Practice Manager’ 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 Letters for PIP and WIP - Practice Stream for the Incentive Programs letter checking process If the practice is not a PIP consenting practice, upload the form to both profiles.

Process the IP003/IP005 - Cease GP or NP details

Table 5

Step	Action
1	Log into systems Log on to these systems: PIP Online, and/or WIP - Practice Stream Online
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 select the practice ID hyperlink the Practice Summary screen will show
3	Search for the practitioner Check if the practitioner's details are on the practice profile. Select Practice Details from the Main menu Select Associated GPs from the drop down. The Associated GPs screen will show Look for the practitioner details under Current GPs. If the practitioner is: listed, go to Step 4 not listed, go to Step 10
4	Check the practitioner end date Check the date the practitioner ceased working at the practice. The PIP/WIP - Practice Stream Online system will not accept an end date after the end date in the PDS. To check the PDS end date, log on to the 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) Key the Provider location (7th character, alpha or numeric) Select Search Check the Location End Date If the end date on the form is: before the PDS date, use the form end date after the PDS date, use the PDS end date not provided, use the PDS end date If not available, use the date of lodgement.
5	End date the practitioner End date the practitioner on the practice profile. Select the radio button from the Select column Select End Date GP. The End Date GP screen will show Key the End Date Select Save and Exit If an error message displays, see the Errors and resolution table on the Resources page The Associated GPs screen will show Is at least one practitioner still registered on the practice profile? Yes, go to Step 7 No, go to Step 6 Note: see the Resources page if an error message returns.
6	Check practice eligibility Practices must have at least 1 practitioner registered on the practice profile to maintain eligibility. Search for practitioner details: Search PaNDA for open Individual Practitioner Details Search associated documents for rejected IP003 forms that can now be added If no current practitioner details are found: Place practice payments on hold Escalate to Local Peer Support (LPS) Practice payments will stay on hold and/or the three quarter rule may apply while an eligibility decision is made
7	PIP Consenting Practice Is the practice a PIP consenting practice? Yes, go to Step 8 No, log on to WIP - Practice Stream Online: Check the practice is registered for WIP - Practice Steam. If they are, repeat Steps 2-5 and then go to Step 8. If not, the practice is not a WIP - Practice Stream practice, go to Step 8
8	IP005 form Did the practice submit the IP005 form? Yes, go to Step 9 No, go to Step 10
9	Multiple IP005 form changes Is the practice notifying of other changes to practice details: Yes, assess and process the relevant changes below, then go to Step 10 a change of bank account details a change of authorised contact person(s) No, go to Step 10
10	Upload the documents and finalise the work item Upload the form 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. Procedure ends here.