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

Practice type

Action

PIP consenting

Upload combined PIP and WIP – Practice Stream forms to the PIP Associated Documents only. For example:

• Practice Incentives Individual general practitioner, nurse practitioner and health professional details (IP003) form

The below are examples of combined documents. Upload these in PIP if the practice is PIP consenting:

• Accredited or registered for accreditation certificates
• PIP/WIP – Practice Stream Online access requests
• Notification of a GP stopping work at the practice
• Supporting documents for a change of practice ownership

Documents relating to:

• PIP only, upload in PIP Online only
• WIP – Practice Stream only, upload in WIP – Practice Stream Online only

Note: PIP consenting documents uploaded in WIP – Practice Stream Online only cannot be viewed in PIP Online.

Non-PIP consenting

Split PDF files (see Table 4 on the Process page) where combined PIP and WIP – Practice Stream forms are submitted for non-PIP consenting practices.

Documents relating to:

• PIP only, upload in PIP Online only
• WIP – Practice Stream only, upload in WIP – Practice Stream Online only

Upload documents for both programs in PIP and WIP – Practice Stream Online separately.

See also: Link WIP – Practice Stream non-consenting practices with PIP

Document type

Types of documents received from practices

Naming convention - Document name

Naming convention - Description

Application

• Application forms
• Documentation referring to application (such as missing documentation that was requested)

Type of document.

For example, form name or supporting documentation for application

Application DD/MM/YYYY received

Incentives

• Annual Confirmation Statements
• Payment enquiries/ROD
• Adjustments/ Recalculation of payments

Type of document.

For example, review of decision

• Confirmation Statement Year
• Payment enquiry/ROD Month Payment Year

Customer Support

• Request to have HPOS access
• Updated Bank account details (letter or Change of practice details form)
• Change of Authorised contacts (Change of practice details form
• Relocation (Change of Practice Details form)

Type of document.

For example, Change of practice details

• RA Number - Persons name
• Updated bank account details
• Updated authorised contacts
• Relocation documents

Accreditation

• Accreditation certificates and Extensions

Type of document.

For example, Certificate

Accreditation Certificate/Accreditation Extension Certificate - expires DD/MM/YYYY

Ownership

• Change of practice ownership form
• Point of sale documents (between owners)
• Accreditation Certificates (now for new owner)
• Change of Practice Details form (where amalgamation has occurred)

Type of document.

For example, Change of ownership

• Change of Ownership DD/MM/YYYY
• Point of Sale Document DD/MM/YYYY
• Accreditation Certificate - expires DD/MM/YYYY
• Amalgamation DD/MM/YYYY

GP Declaration

• GP consent form
• Letter reporting GP ceased
• Letter informing of new GPs

Type of document.

For example, GP information

• GP's name, for example Dr J Smith
• GP ceased- Dr J Smith
• Current GP list

Forms

Any other PIP/WIP – Practice Stream forms received.

For example Change of practice details form or Change of practice ownership etc.

Type of document.

For example, Bank details

Detailed description of change (Authorised contacts, Practice amalgamation etc.)

Indigenous Health Incentive patient

Indigenous Health Incentive (IHI) patient registration form

Note: only upload rejected IHI patient registration, multiple patient registration or patient withdrawal forms.

• IHI patient registration - rejection
• IHI multiple patient registration - rejection
• IHI patient withdrawal - rejection

• Name, DOB
• Consent date or withdrawal date DD/MM/YYYY

Teaching Payment claim form

Teaching Payment claim form

Type of document.

For example, Claim form

• Claim #XX - Student's name
• Claim #XX - Multiple students
• Student's name - Rejected
• Multiple students - Rejected

Other

Any other form or correspondence that does not fit into any other category

Type of document.

For example, letter from practice

Details explanation of document received (for example, Enquiry of SWPE)

Item

Details

1

When comments are required

Record information on the practice profile using comments. Add a comment when it is not possible to capture the details anywhere else.

Do not record all communications.

Use comments to record:

• Information and advice received and given to a provider or practice
• Events, actions, decisions and/or telephone conversations
• Details about contact with a provider or practice. For example, a telephone conversation

Note:

• Make sure the comment is suitable and complete. It is not possible to edit or delete comments
• Recording comments on the wrong practice profile can cause privacy incidents. Discuss suspected privacy incidents with a Team Leader
• Character and symbol limitations can apply:
• Reduce the characters and remove symbols. For example, \ or # if adding a comment fails
• Split long comments into numbered parts. For example: Part 1 of 2, Part 2 of 2

2

Guidelines for creating appropriate and meaningful comments

Consider the below when recording comments:

• Record enough details to clearly explain the event
• Service Officers need to easily understand what occurred at a later date
• Use an Area and Reason for the main reason of the comment
• Use upper and lower case letters
• Summarise the information
• Record the key information
• Record factual and suitable details
• Record what is advised only
• Refer to an owner or authorised contact person by their name and role. For example. key 'First Name Surname (practice owner)' not 'practice owner'
• Limit the use of abbreviations
• Reference other practice records if applicable. For example, ‘refer to Associated Document No. 25’
• Record full dates. For example, ‘August 2018 quarter’ not ‘August quarter’

Do not include the below:

• Judgements
• Opinions
• Speculations
• Attitude
• State of mind
• Emotive or inappropriate language. For example, use 'the practice manager said they were angry about...' instead of 'the practice manager was very angry...')

Comments can be released under the Freedom of Information Act 1982.

3

When comments are not required

Do not record these comments:

• Provider number end dates
• IHI patient consent date work around
• Invalid RA number
• RRMA Override

Error code

Description

Resolution

2014

File upload exceeds the maximum file size limit of 100MB. Reduce the size of the file and try again.

Compress the Adobe PDF file.

See Table 5 on the Process page.

2371

The file you selected contains an invalid file type extension. Documents with this file type extension cannot be uploaded.

Convert the document to a PDF file

See Table 7 on the Process page.