Associated documents and comments for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream 012-10140060

This document outlines how to upload, extract, merge, split and view associated documents in PIP Online and WIP - Practice Stream Online. It also includes information on how to add appropriate and relevant comments to PIP and WIP - Practice Stream Online.

Step	Action
1	Determine where to upload the document + Read more ... Identify where to upload the document. If the document is for: PIP only Upload to the PIP profile PIP and WIP - Practice Stream. If the practice is: PIP consenting, upload to PIP not PIP consenting, upload to PIP and WIP - Practice Stream WIP - Practice Stream only Upload to the WIP - Practice Stream profile The Resources page has more information.
2	Log into systems + Read more ... Log on to these systems: PIP Online, or WIP - Practice Stream Online
3	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 Check that the practice name and address on the practice profile match the details on the form. If the details: match, select the Practice ID hyperlink and go to Step 3 do not match, select the Practice ID hyperlink and check the company name or trading name: Select the Practice ID. The Practice Summary 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? Yes, go to Step 3 No, check that the Practice ID keyed is correct
4	Upload associated document + Read more ... Select Associated Documents from the Main menu. The Associated Documents screen will show Key these details in the fields under Upload Document: Type, select from the dropdown Document name, key the document name Description, key the document description If the document is a letter sent via HPOS, the description must include 'sent via HPOS' Documents that have been rejected should include rejected in the description field Teaching Payment claims must include the claim number and student name in the description field Select Browse Go to the 'customer information' folder located on the Incentives Programs shared drive where the document is saved Select the document. It must be a PDF file Select Open Select Upload If a document has not been uploaded correctly, select Remove from the Remove column. The Resources page has information about: selecting the correct documents and other naming conventions associated document errors and resolutions if an error message shows
5	Delete saved copy from drive + Read more ... Once the document has been saved to the associated documents page, the document saved in the Incentive Programs shared drive must be deleted. Navigate to the ‘Customer Information’ folder located on the Incentive Programs shared drive' Find the relevant document Right mouse click on the document Select Delete

Search and view an associated document

Table 3

Step	Action
1	Log into systems + Read more ... Log in to these systems: PIP Online, and WIP - Practice Stream Online
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 Check that the practice name and address on the practice profile match the practice details. If the details: match, select the Practice ID hyperlink. The Practice Summary screen will show. Go to Step 3 do not match, select the Practice ID hyperlink and check the company name or trading name: Select the Practice ID hyperlink. The Practice Summary 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 practice details? Yes, go to Step 3 No, check that the Practice ID keyed is correct
3	Search for an associated document + Read more ... Filters can be applied to the associated documents list to make searching simpler. To search for and view a document: Select Associated Documents from the Main menu. The Associated Documents screen will show Under Available Documents, select the required document type from the dropdown under Filter Criteria All documents uploaded using that document type will be returned Is the required document listed? Yes, go to Step 4 No, select a different search filter criteria or remove the filter and search all documents Note: selecting the column headers will change the sorting. For example, select the Date Added header to list the documents from oldest to newest.
4	View an associated document + Read more ... To view the associated document: Select the reference number hyperlink from the Reference Number column for the required document The document will open as a PDF Note: if a copy of the document is required, save it to a secure folder. See Table 1, Step 2.

Split Adobe PDF files

Table 4

Step	Action
1	Extract a work item + Read more ... PaNDA Work items may contain: PIP only and WIP - Practice Stream only documents. The Resources page has more information notifications of practice updates for multiple practices/more than one practice information that should not be uploaded to the practice profile. The Resources page has more information Only documents relevant to the practice and program should be uploaded to the practice profile. Work items like the above must be split before uploading. Extract the work item from the Processing and National Demand Allocation (PaNDA). See Table 1.
2	Split pages from PDF File + Read more ... Split the Work Item: Go to the 'Customer information' folder located on the Incentives Programs shared drive Right mouse click the PDF file that requires splitting Select Edit with Adobe Acrobat Select the Page Thumbnails tab or press [F4]. A new window will show each document page Select the pages that need to be split: Press and hold [Ctrl] and scroll down using the arrow keys, or Press and hold [Ctrl] and select each page using the left mouse click Right mouse click on the selected pages Select Extract Pages Select the Delete Pages After Extracting box Select OK Each page to split will show in a new window. Note: if staff are unable to edit the document, they do not have the correct Adobe access. They should discuss with their team leader if different Adobe access is needed.
3	Save the split files + Read more ... Save the split files: Select File Select Save As Go to the ‘Customer Information’ folder located on the Incentive Programs shared drive Rename the File name as the Practice ID Select Save Select Close Save the original PDF file: Select File Select Save Each split page is saved in a new PDF.
5	Upload associated document + Read more ... Select Associated Documents from the Main menu. The Associated Documents screen will show Key the following details in the fields under Upload Document: Type, select from the dropdown Document name, key the document name Description, key the document description If the document is a letter sent via HPOS, the description must include 'sent via HPOS' Documents that have been rejected should include rejected in the description field Teaching Payment claims must include the claim number and student name in the description field Select Browse Go to the ‘Customer information’ folder located on the Incentive Programs shared drive where the document is saved Select the document. It must be a PDF file Select Open Select Upload If a document has not been uploaded correctly, select Remove from the Remove column. The Resources page has information about: selecting the correct documents and other naming conventions associated document errors and resolutions if an error message shows
6	Delete saved copy from drive + Read more ... Once the document has been saved to the associated documents page, the document saved in the Incentive Programs shared drive must be deleted. Navigate to the ‘Customer information’ folder located on the Incentive Programs shared drive Find the relevant document Right mouse click on the document Select Delete

Compress Adobe PDF files

Table 5

Note: if a document is over 20MB it is too large. It will not be able to be saved on the practice profiles associate documents page. Compressing a document will reduce the size of the file.

Step

Action

Extract Work Item + Read more ...

Extract the work item from the Processing and National Demand Allocation (PaNDA):

Under Work Management:

Select Worklist under Work management. A list of assigned work items will show
Select the right Work Item ID from the Work Item ID column. The Work Item will show
Select the right Document ID Under Documents

Save the Work Item:

Right mouse click on the document
Select Save As
Go to 'Customer information’ folder located on the Incentive Programs shared drive
Rename the File name as the Practice ID
Select PDF (*.pdf) from the Save as type dropdown
Select Save

Compress Adobe PDF File + Read more ...

Compress the PDF file:

Go to the chosen or temporary folder
Right mouse click the PDF file that requires compressing
Select Edit with Adobe Acrobat
Select Tools from the toolbar
Select Optimize PDF under Protect and Standardize
Select Reduce File Size from the toolbar
Select OK
The Save As window will show
Go to 'Customer information’ folder located on the Incentive Programs shared drive

Rename the file name as the Practice ID
Select PDF (*.pdf) from the Save as type dropdown
Select Save

Is the size of the file 20MB or under?

Yes, it can be saved to the associate documents page. See Table 2
No, the document needs to be spit and saved as multiple documents in the associate documents. See Table 4

The Resources page has information on associated documents errors and resolutions.

Merge Adobe PDF files

Table 6

Step	Action
1	Extract Work Item + Read more ... Extract the work item from the Processing and National Demand Allocation (PaNDA): Select Worklist under Work management. A list of assigned work items will show Select the right Work Item ID from the Work Item ID column. The Work Item will show Select the appropriate Document ID under Documents Save the Work items: Right mouse click on the document Select Save As Go to 'Customer information’ folder located on the Incentive Programs shared drive Rename the File name as the Practice ID Select *PDF (.pdf) from the Save as type dropdown Select Save** Repeat this step for all documents that require merging.
2	Merge the documents + Read more ... Open the 'Customer information’ folder located on the Incentive Programs shared drive Select all the PDF files that need to be merged: Left mouse click on the first file Press and hold [Ctrl] Left mouse click on remainder of the files Combine the files: Right mouse click on highlighted files Select Combine Files in Adobe. An Adobe Combine Files window will show Select Combine Files Highlighted documents will merge into a new PDF file.
3	Save the combined files + Read more ... Select File Select Save As Go to 'Customer information’ folder located on the Incentive Programs shared drive Rename the File name as the Practice ID Select Save
4	Delete saved copy from drive + Read more ... Once the document has been saved to the associated documents page, the document saved in the Incentive Programs shared drive must be deleted. Navigate to the ‘Customer information’ folder located on the Incentive Programs shared drive Find the relevant document Right mouse click on the document Select Delete

Convert a document to a PDF file

Table 7

Step

Action

Convert to Adobe PDF + Read more ...

Right click on the document
Select Convert to Adobe PDF file
Save Adobe PDF File As will show

Save the converted file + Read more ...

Save the converted file:

Select File
Select Save As
Go to ‘Customer information’ folder located on the Incentive Programs shared drive
Rename the File name as the Practice ID
Make sure the Save as type as PDF file
Select Save

Once the document has been actioned it must be deleted from the secure drive.

Redact or remove information from a PDF

Table 8

Step	Action
1	Open the document + Read more ... Open the required document in Adobe Acrobat Select the Tools tab Under Protect and Standardise, select Redact
2	Identify text or images for redaction + Read more ... From the tool bar at the top of the document, select Redact Text & Images The cursor arrow will change to a cross Position the cross at the beginning of the section to be redacted Hold the left mouse button and move the mouse to highlight the relevant text or images The text/images will be outlined in red
3	Redact information + Read more ... When the information to be redacted has been identified and highlighted: Select Apply from the toolbar at the top of the document A window will open warning the information will be permanently redacted once the document is saved Check ’Sanitise document’ is enabled and then select continue saved the redacted document in the ‘Customer information’ folder located on the Incentive Programs shared drive. (Do not save documents to a desktop or personal H drive) Once the document is actioned and/or uploaded it must be deleted from the secure drive.

Extract associated documents

Table 9

Step	Action
1	Log into systems + Read more ... Log on to these systems: PIP Online, and/or WIP - Practice Stream Online
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 Check that the practice name and address on the practice profile match the practice details. If the details: match, go to Step 3 do not match, check the company name or trading name: Select the Practice ID. The Practice Summary 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 practice details? Yes, go to Step 3 No, check that the Practice ID keyed is correct
3	Extract the associated documents + Read more ... Extract the associated document from the practice profile. Select Associated Documents from the Main menu. The Associated Documents screen will show Right mouse click on the document reference number from the Reference Number column under Available Documents Select Save Target As… Save to the secure folder Rename the File name as the Practice ID Select Save

Add a comment online

Table 10

Step	Action
1	Log into systems + Read more ... Determine which profile to record the comment on. If the comment is about: PIP, add to PIP Online only PIP and WIP - Practice Stream, and the practice is PIP consenting, add to PIP only Non PIP consenting, add to PIP and WIP - Practice Stream Online WIP - Practice Stream, add to WIP - Practice Stream Online only Log on to these systems: PIP Online, or WIP - Practice Stream Online
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 Check that the practice name and address on the practice profile match the practice details. If the details: match, go to Step 3 do not match, check the company name or trading name: Select the Practice ID. The Practice Summary 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 practice details? Yes, go to Step 3 No, check that the Practice ID keyed is correct
3	Add a comment + Read more ... Record the comment: Select Comments from the Main menu. The Comments screen will show Key these details in the fields under Add new comment: Area, select from the dropdown Reason, select from the dropdown Comments, key an appropriate and meaningful comment Select Add Comment Make sure the comment is complete and correct before saving. It should only be factual. Comments in PIP and WIP - Practice Stream Online cannot be edited or deleted once saved. Comments made in the PIP and WIP - Practice Stream may be released under the Freedom of Information Act. The Resources page contains information on appropriate wording of the comments.

Search and view a comment

Table 11

Step	Action
1	Log into systems + Read more ... Log on to these systems: PIP Online, and/or WIP - Practice Stream Online
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 Check that the practice name and address on the practice profile match the practice details. If the details: match, go to Step 3 do not match, check the company name or trading name: Select the Practice ID. The Practice Summary 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 practice details? Yes, go to Step 3 No, check that the Practice ID keyed is correct. If the practice still cannot be found, procedure ends here
3	Search for and view a comment + Read more ... To view the comments on the practice profile, select Comments from the Main menu. A list of all comments added, including system notifications, will show. Comments can be filtered by Area and Reason to make it easier to find. The filters can be used individually or together. To filter the search results: select the comment area from the Area dropdown under Filter Criteria and/or select the comment reason from the Reason dropdown select Get Details All comments with the selected filter criteria will show Select the reference number hyperlink from the Reference Number column. The comment open in a new window Is the comment listed? Yes, go Step 4 No, change the filter or search all comments: select a different area or select All from the Area dropdown select a different reason or select All from the Reason dropdown select Get Details Selecting the table headers will change the sorting in the list. For example, selecting the Date Added header will list the documents from newest to oldest. Reference numbers for PIP comments are 1 to 3-digits. The WIP - Practice Stream comments have a 5-digit reference number. PIP online will only show comments added in the PIP system. WIP - Practice Stream comments cannot be viewed in PIP online Comments for both programs will show in the WIP - Practice Stream Comments History if the practice is PIP Consenting.

Operational Information