Forms and letters for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream 012-10010070

Open the right standard letter template:

• The template will open as a Word Document
• Select Enable Content to the security warning
• The letter template macro will show

On the Address and signatory tab, key the below details:

• Title, first name, surname - see determining the addressee on the Resources page for help
• Address details - see determining the postal address on the Resources page for help
• Practice ID
• Practice name
• Abbreviate the practice name if it is longer than 75 characters. Acceptable abbreviations on the Resources page has common abbreviated words
• If the abbreviation needed is not listed, escalate to the LPS via the Incentives Escalation Database for further assessment
• Logon ID
• Date form received (PaNDA date of lodgement)

• Select the Letter Information tab
• Complete the letter request details
• Select the Letter Options tab. A list of standard rejection reasons will show
• Find and select the right rejection reason
• Review the Letter Option tabs to find the suitable rejection reason/s

See Table 2 if the right reason is not available.

• Select Ok
• The macro will automatically generate the letter
• If the practice name is over more than 2 lines, submit a new free text letter request
• Select File
• Select Save as
• Select Browse
• Navigate to a nominated or temporary folder
• Rename the File name as the Practice ID
• Select PDF from the Save as type drop down menu
• Select Save

Is the FTL for an existing PaNDA work item?

• Yes, in the Processing Note field add a summary of why a free text letter is needed
• No, Create a PaNDA work item:
• see Work Optimiser for staff
• in the Processing Note field add a summary of why a free text letter is needed

To record FTL in PaNDA, in the ‘Practice Name’ field:

• REMOVE: Fax Number
• ADD: FTL [Escalation Code], see Resources for list of Escalation Codes
• Select Save

In PaNDA:

• Un-assign
• Re-categorise to
• Work Type Program - Incentives
• Work Type - ‘INC_NO_Policy’

Note: do not ‘pend’ the work item, leave the status as ‘open’.

Program Management will:

• upload the completed letter to the PaNDA work item
• re-categorise the work item to the original work type, and
• reassign the work item to the requesting service officer

Incentive Programs Delivery:

Check the letter, is it correct?

• Yes,
• merge the letter with the PaNDA work item and save
• upload the merged documents to Associated Documents in PIP/WIP-Practice Stream Online
• print merged document for quality checking and posting
• complete the work item in PaNDA
• No,
• add a processing note to explain issue
• go to Step 1

See, Work Optimiser for staff

Note: if a FTL is incorrect on the second return, raise to a Program Officer to discuss with Program Management