Teaching Payment Claims for Practice Incentives Program (PIP) 012-10110000

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 2, and
• Main practice address at Question 4

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 15.

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 form version and the 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. 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 dropdown menu
  • The Ownership Details screen will show
• address does not match, check if a branch location address has been used:
  • Select Practice Details > Locations from the main menu
  • If there are additional locations listed, select the View hyperlink for each location, a new window will open showing the location address
  • If the practice has used a registered additional location address this is acceptable

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 15

• On the Practice Search screen, check the Search Results Status
• Check the form version number on the bottom left corner of the PDF form
• Check if this is acceptable in the Practice Incentives forms list
  • If the form does not have a form version number, escalate to the Local Peer Support (LPS) for assessment

Does the status show as Approved and is the form acceptable?

• Yes, go to Step 5
• No, go to Step 4

If the practice status is showing as closed or withdrawn, check the dates of the sessions against the date of withdrawal/closure.

Closed/withdrawn practices may be eligible for sessions provided before the date of closure or withdrawal.

• Select the practice ID hyperlink
• The Practice summary screen will show
• Check the date of closure/withdrawal
• Check the teaching session dates at Question 10

Are the teaching session dates before the date the practice was closed or withdrawn?

• Yes, escalate to Payments team via LPS
• No, reject the form, go to Step 15

The University must:

• complete all questions in the university certificate, or
• provide correspondence between the practice and the university arranging the teaching sessions. Correspondence can be a letter or email and must:
  • include the university name and the full name of a university representative
  • include the student's full name and student identification number

If the above university details are missing, 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:

• Electronic or stamped signatures from universities are acceptable
• The university stamp does not need to be provided
• The university representative's certification date cannot be blank, invalid, future dated or American style
• The university contact phone number is not mandatory
• The student ID number is not mandatory on correspondence. It is mandatory on the IP006

Teaching session requirements:

• All dates must be in full
• Date of sessions cannot be blank, invalid, future dated or American style
• dates of teaching sessions must be after 1 January 2015
• The practitioner's name and signature is needed for each listed session date:
  • The General Practitioners (GP) full name is not mandatory, as long as the name provided can be identified in the current Associated GPs
  • If one signature is used for a group of sessions, this is acceptable as long as the practitioner clearly indicates which sessions the signature applies to
  • a University Session Log is acceptable as long as each session is listed and it is signed by the supervising GP. A GP declaration confirming the sessions is acceptable provided it is dated on or after the final session

Note: if there are more than 2 sessions listed per GP per day, process 2 sessions.

If the claim indicates sessions:

• longer than 3 hours, process as a single session
• less than 3 hours, reject the session as ineligible

Use z1657 to advise the practice of any teaching sessions in the claim that were not paid.

Has the practice provided teaching session details (Question 10) and met all of the teaching session requirements?

• Yes, 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

• Log on PIP Online
• On the Practice Search screen:
  • Key the Practice ID
  • Select Search
  • The Search Results screen will show
  • Select the Practice ID hyperlink
• The Practice Summary screen will show
  • Check the approval date
  • Sessions dated before the approval date are not eligible for payment

Note: if the claim includes sessions before and after the approval date, continue assessing the form. Once the eligible sessions have been processed, use PIP teaching session/s not payable (Z1657) letter to advise the practice of the ineligible sessions.

Was the practice approved for the PIP when the teaching sessions occurred?

• Yes, go to Step 8
• No, if the sessions were before the date of approval, reject the form. Go to Step 15

Supervising GPs must be current on the practice profile at the date when the sessions were provided.

Check the GPs registered on the practice profile:

• Select Associated GPs from the Main Menu - The Associated GPs screen will show
• Check the list of Associated GPs - Service Officers must check the current and non-current GPs

Note: if the claim includes sessions supervised by a health professional who is not a general practitioner continue assessing the form. Once the eligible sessions have been processed, use PIP teaching session/s not payable (Z1657) letter to advise the practice of the ineligible sessions.

Is the practitioner associated with the practice and were they current when teaching sessions occurred?

• Yes, go to Step 9
• No, the GP is not associated with the practice, search PaNDA for unprocessed IP003 forms. If:
  • an IP003 form is located and can be updated, add the GP to the profile, go to Step 9
  • there are no outstanding IP003, check the rest of the form to see if any other details are needed before returning the form to the practice. Go to Step 9

Student declaration date cannot be blank, invalid, future dated or American style.

Note: if a university session log is attached and it has been signed and dated by the student this can be accepted.

Has the student signed and dated the student declaration section:

• Yes, go to Step10
• 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

Has the practice attached separate student attendance pages for additional students?

• Yes, repeat Steps 4-8 for each additional student, then go to Step 11
• No, go to Step 11

Check the declaration details on the form at Question 13. 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
  • All signature types are acceptable
  • The signature date cannot be blank, invalid, future dated or American style
• their full name. If the name can be identified from the signature, this is acceptable
• go to Step 12

Check if the claim has already been submitted.

• Select Incentive Summary from the Main menu
• The Incentive Summary screen will show

Under Capacity Stream:

• Go to Teaching Incentive from the Incentive column
• Select View from the History column
• The Teaching Claim Details screen will show

Under Claims Recorded:

• Find the claims with a waiting to be paid status
• Select View Claim from the Action column

Do the Student's ID and Date of session match the current claim form?

• Yes, go to Step 13
• No, repeat this step for all claims with a waiting to be paid status and added after the session dates being claimed, then go to Step 14

Check the number of sessions waiting to be paid.

Check if the claim was entered internally or via HPOS. If the Last updated by column has a:

• 10-digit number, it is a HPOS claim. See Table 1 on the Resources page for more details about assessing duplicate online claims
• P-number (Pn) it is an internal claim

If the number of sessions waiting to be paid is:

• 2 per GP, the claim is not payable
• one, determine if the session on the claim is payable:
  • Call an authorised contact person or owner. Confirm the number of sessions per GP
  • Add a comment to the practice profile
  • If unable to contact, go to Step 14

If the claim form has additional or missing session dates:

• Call an authorised contact person or owner to confirm the correct session dates
• Add a comment to the practice profile
• Amend the sessions. See Table 3

Note: if the practice has submitted correspondence to advise missing or incorrectly claimed sessions, phone contact is not required. The correspondence must be from an owner or authorised contact person.

Check if the claim has previously been rejected for more information.

• Select Associated Documents from the main menu
• The Associated Documents screen will show
• In the Type dropdown menu under Available Documents, select Teaching Claim Form
• The available documents will be filtered to show teaching claims only

Search the uploaded claims for rejected claims with the student's name. If the upload date is after the session dates, open the document and review the rejection reasons.

Note: if the claim form was rejected due to not meeting the previous dating requirements and this has not been addressed, do not reject again. Assess the claim form based on the current dating requirements. This includes forms with an amended university certification date.

Has the practice addressed the reasons for initial rejection?

• Yes, see Table 2
• No, go to Step 15

If the sessions are payable but more details or information needed:

• Use the PIP Teaching payment claim - request for more information (Z1656) letter
• If the practice ID is missing, incorrect or the practice cannot be identified, use the name and address on the form. If no name, use 'Practice Manager'
• If the claim includes ineligible sessions, do not include this in the request for more details. Ineligible sessions will be addressed once the claim form has been processed

If the teaching session/s are not eligible sessions under the guidelines:

• Use the PIP teaching session/s not payable (Z1657) letter
• If the practice ID is missing, incorrect or the practice cannot be identified, use the name and address on the form. If no name, use 'Practice Manager'
• If there are multiple ineligible sessions across non-consecutive dates, key the date of the first ineligible session and the date of the last ineligible session for the date range

Note: if the claim contains eligible and ineligible sessions, process the eligible sessions and return a copy of the claim form with the z1657 letter advising which sessions have not been paid.

• Complete the correct letter
• Upload the IP006 form to the practice profile. Record the following in the description field:
  • Rejected, student name
  • if the letter was posted or sent via HPOS
• Upload the documents to PaNDA only if the practice ID is missing, incorrect or the practice cannot be identified, key the:
  • practice name in the Practice ID field
  • student name in the Fax No. field
• Finalise the work item as Complete, Request rejected in PaNDA
• See Letters for PIP and WIP - Practice Stream for letter quality checking process

Note: if returning the form within 14 days of a point in time date, use the next point in time date as the return date.