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eHealth Incentive for Practice Incentives Program (PIP) 012-10050000

This document outlines the processes to help practices with self service options for the PIP eHealth Incentive through HPOS.

On this Page:

Assessing the IP002 form

Process the IP002 form

Opt-in or Opt-out of the PIP eHealth Incentive

Update a HPI-O number

Process a PIP eHealth incentive withdrawal

Assessing the IP002 form

Table 1

Step	Action
1	Log into systems and check practice details Log on to PIP Online. Assess the practice details on the form. The practice must provide their: Practice ID at Question 1 Practice name at Question 4, and Full practice address at Question 5 If the above practice details are missing, check the rest of the form for incomplete questions only, then go to Step 7. The practice does not need to provide these details: Healthcare Provider Identifier - Organisation (HPI-O) at Question 2 ABN at Question 3 Practice phone number, fax number and email at Question 6 RA Number at Question 7
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 If no Search Results show, the practice ID is incorrect. Check the rest of the form for incomplete questions only, then go to Step 7. Check if the practice name and address on the practice profile match the details on the form. An address variance may be accepted. If the details: match, go to Step 3 do not match, check the company or trading name Select the Practice ID. The Practice Summary screen will show Select Practice Details from the Main menu Select Ownership Details from the 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 rest of the form for incomplete questions only, then go to Step 7
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 7
4	Verify form issued by Program Management Open the Issued Manual Incentive Application Forms spreadsheet from: R:\SA\ADEL-209-Greenhill\INCENTIVESWORKFLOW\Incentives.Processing\1.Incentives.Simple\9.ApplicationsSimple? Is the practice listed? Yes, go to Step 6 No, go to Step 5
5	Check HPOS access and return an incomplete form Check if an owner or authorised contact person has an RA number registered with the practice: Select Practice Staff System Access from the Main menu The Practice staff system access screen will show Go to Owners and Authorised contact persons Check for a linked RA Number Then: Return the form to the practice. Use the Your eHealth Incentive and Quality Improvement Incentive request needs to be completed online (z2320) letter Unselect the letter option for HPOS access Upload the letter and IP002 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 Procedure ends here.
6	Check the declaration Check the declaration details on the form. There must be: The signature of at least one registered owner or an authorised contact person 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, see Table 2 No or more details are needed, go to Step 7
7	Return an incomplete form If the form needs more details: Return the form to the practice. Use the Request for more information for PIP and 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 IP002 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

Process the IP002 form

Table 2

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 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 that the Practice ID keyed is correct or re-assess the form, see Table 1
3	Check the Incentive Summary details Check the eHealth Incentive status: Select Incentive Summary from the Main menu The Incentive Summary screen will show Go to eHealth Incentive under Capacity Stream Is the status 'Approved'? Yes, finalise the Work Item as Complete, Already completed in PaNDA. Procedure ends here No, go to Step 4
4	Apply for the Incentive Apply for the eHealth Incentive: Select Apply from the Actions column The eHealth Incentive screen will show Select Yes to 'Do you agree?' under Incentive Terms and Conditions Key the HPI-O number (Question 2) in the HPI-O number field Select Submit The Incentive Summary screen will show
5	Upload the documents and finalise the work item Upload the IP002 form to the practice profile Finalise the Work Item as Complete in PaNDA

Opt-in or Opt-out of the PIP eHealth Incentive

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 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 that the Practice ID keyed is correct
3	Check eHealth Incentive details Check the eHealth Incentive details: Select Incentive Summary from the Main menu The Incentive Summary screen will show Go to eHealth incentive under Capacity Stream If the practice wants to: Opt-in, check if the details is Opted-In Opt-out, check if the details is Opted-Out Does the right status show? Yes, the request is a duplicate Upload the request to the practice profile Finalise the Work Item as Complete, Already complete in PaNDA No, go to Step 4
4	Terms and Conditions Go to the eHealth Incentive Update screen. Select Update from the Actions column. The Terms and Conditions screen shows when selecting Update and the practice has not agreed to the eHealth Incentive Terms and Conditions Does the eHealth Incentive Terms and Conditions screen show? Yes, select Next A warning message will show advising the practice has not agreed to the Terms and Conditions, select No The eHealth Incentive Update screen will show No, go to Step 5
5	Update the eHealth Incentive details Update the eHealth Incentive details: Go to the Incentive Payment Status column under Update Incentive Payment Status If the practice wants to: Opt-in, select Opt-in Opt-Out, select Opt-Out
6	Check the HPI-O Has the practice given their Healthcare Provider Identifier - Organisation (HPI-O) number? The HPI-O number is not a mandatory field. If a practice does not agree to the Terms and Conditions, do not record the HPI-O number Yes, go to Step 7 No, go to Step 9
7	Update the HPI-O number Update the HPI-O number: Key the 16 digit HPI-O number under the Update HPI-O Number Select Submit If: Confirm validation message 2504 shows: Verify the keyed HPI-O number Select Yes If no other messages show, go to Step 9 Confirm validation message 2505 shows, go to Step 8 eHealth Incentive Update screen shows, go to Step 10
8	Action the confirm validation message 2505 Check that the HPI-O number is correct. If the number is: Correct Note the error message Delete the HPI-O number Select Submit Go to Step 9 Wrong Re-enter the correct HPI-O number Select Submit If: Confirm validation message 2504 shows: Verify the keyed HPI-O number Select Yes If no other messages show, go to Step 10 Confirm validation message 2505 shows: Note the error message Delete the HPI-O number Select Submit Go to Step 9
9	Return the request If the request needs more details: Return the request to the practice. Use the Request for more information for PIP and WIP - Practice Stream (z1736) letter Include the error message Upload the letter and request to the practice profile Finalise the Work Item as Complete, Request rejected in PaNDA Procedure ends here.
10	Upload the documents and finalise the work item Upload the request to the practice profile Finalise the Work Item as Complete in PaNDA

Update a HPI-O number

Table 4

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 Check if the practice name and address on the practice profile match the details on the request. 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 that the Practice ID keyed is correct
3	Update the HPI-O number Update the HPI-O number: Select Incentive Summary from the Main menu The Incentive Summary screen will show Go to eHealth Incentive under Capacity Stream Select Update in the Actions column The Terms and Conditions screen shows when selecting Update and the practice has not agreed to the eHealth Incentive Terms and Conditions. Does the eHealth Incentive Terms and Conditions screen show? Yes, go to Step 4 No, go to Step 5
4	Check Terms and Conditions Has the practice agreed to the Terms and Conditions? Yes, select Yes. Go to Step 5 No, do not record the HPI-O number. Go to Step 7
5	Update HPI-O number Update the HPI-O number: From the eHealth Incentive Terms and Conditions screen or the eHealth Incentive Update screen: Key the 16 digit HPI-O number in the HPI-O Number field Select Submit If: Confirm validation message 2504 shows Verify the keyed HPI-O number Select Yes Any other Confirm validation message shows, go to Step 6 No message shows, go to Step 8
6	Action Confirm validation messages Check that the HPI-O number is correct. If the number is: Correct Note the error message Delete the HPI-O number Select Exit Go to Step 8 Wrong Re-enter the right HPI-O number Select Submit If: The confirm validation message 2504 is shown: Verify the keyed HPI-O number Select Yes If no other message shows, go to Step 8 Any other confirm validation messages are shown: Note the error message Delete the HPI-O number Select Exit Go to Step 7
7	Return the request If the request needs more details: Return the request to the practice. Use the Request for more information for PIP and WIP - Practice Stream (z1736) letter Include the error message or requirement in the letter Upload the letter and request to the practice profile Finalise the Work Item as Complete, Request rejected in PaNDA
8	Upload the documents and finalise the work item Upload the request to the practice profile Finalise the Work Item as Complete in PaNDA

Process a PIP eHealth incentive withdrawal

Table 5

Step	Action
1	Log into systems and check practice details Log on to PIP Online. Assess the practice details on the correspondence. The practice must provide their: Official company letterhead (letter only) Practice ID Practice name Full practice address, and Consent to withdraw from the eHealth Incentive If the above practice details are missing, check the rest of the correspondence for missing details only, then go to Step 3.
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 Check if the practice name and address on the practice profile match the details on the request. 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 request? Yes, go to Step 3 No, check if the Practice ID has been keyed correctly
3	Check the declaration Check the declaration details on the request. There must be: The signature of at least one 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 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 4 No or more details are needed, go to Step 7
4	Withdraw the practice from the eHealth Incentive Withdraw the practice: Select Incentive Summary from the Main menu The Incentive Summary screen will show Go to eHealth Incentive under Capacity Stream Select Withdraw in Actions column The eHealth Incentive Withdrawal screen will show Select the Practice no longer wishes to participate from the Reason drop down Select Withdraw Confirm dialogue box shows with the message 2088 – Do you want to withdraw from this incentive Select Yes The Incentive Summary screen will show The practice will have a status of Withdrawn
5	Confirm the eHealth withdrawal Check that the practice is withdrawn from the After Hours Incentive. Go to eHealth Incentive under Capacity Stream The status will be 'Withdrawn'
6	Upload the documents and finalise the work item Upload the request to the practice profile Finalise the Work Item as Complete in PaNDA
7	Return an incomplete request If the correspondence needs more details: Return the request to the practice. If the correspondence is received via: Official company letterhead, use the Request for more information for PIP and 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' Email, reply to the original email using the appropriate email template Upload the letter and the correspondence 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