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

Expand all

Uploading documents

Table 1

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.

Document naming conventions

Table 2

Note: when uploading documents that have been rejected, state this in the description field.

Document type	Types of documents received from practices	Naming convention - Document name	Naming convention - Description
Application	Application forms, including incentive applications Documentation referring to application (such as missing documentation that was requested)	Type of document. For example, form name or supporting documentation for application	Applications received DD/MM/YYYY
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
Quarterly Confirmation Statement	Quarterly Confirmation Statement (QCS)	Month, Year, QCS	Month, Year, QCS Any other relevant information
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 If the accreditation details have not been updated, use 'Upload only' in the description field
Ownership	Change of practice ownership form Evidence to confirm the change of ownership Accreditation Certificates (now for new owner) Change of Practice Details form (where amalgamation or relocation has occurred)	Type of document. For example, Change of ownership	Change of Ownership DD/MM/YYYY Change of ownership evidence Accreditation Certificate - expires DD/MM/YYYY Amalgamation/ relocation DD/MM/YYYY
GP Declaration	GP consent form (IP003) Letter reporting GP ceased Letter informing of new GPs Procedural GP information	Type of document. For example, GP information	GP's name, for example Dr J Smith GP ceased- Dr J Smith Current GP list (GP name) procedural GP application/ update
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 or patient withdrawal forms.	IHI patient registration - rejection IHI patient withdrawal - rejection	Patient name, Registration rejected Patient name, withdrawal rejected
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 which will identify the document received (for example, Enquiry of SWPE)

Documents and information that should not be uploaded

Documents uploaded to the PIP and WIP - practice Stream practice profiles cannot be viewed by external users, however they are subject to Freedom of Information requests. External users will see a list of uploaded documents.

Sensitive and private information that is not relevant to the practice update must not be uploaded to associated documents. Pages must be extracted from the PDF before uploading. If unable to extract the full page, the sensitive information must be redacted in Adobe Acrobat before upload. The Process page has details on redacting information.

The following should not be uploaded to the practice profile:

emails from Program Management unless instructed to do so
accreditation portal log in details
ASIC key details
information relating to other practices
information that is not directly related to the update notification

If there is any doubt about whether information should be uploaded to a practice profile, escalate to Program Management (Policy) via LPS.

Appropriate and relevant comments

Table 3

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 Information where profile updates differ from what is on the form/practice notification. These comments must detail what the decision was and why it was made. If it was under instruction from LPS or Program Management, this must be stated Note: Make sure the comment is suitable, factual 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 Do not use abbreviations unless they are standard abbreviations
2	Guidelines for creating comments Consider the below when recording comments: Record enough details to clearly explain the event Other staff viewing the comment must easily understand what occurred 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 only 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 2024 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 Comments are not required when actioning: Provider number end dates IHI patient consent date work around Invalid RA number RRMA Override
4	Recording verbal information Some practice information may be obtained or confirmed verbally. This includes requests for additional information. This will be decided on a case-by-case basis and should not include information that could impact practice and/or payment eligibility. When calling a practice regarding additional information, Service Officers must document the call as a comment. Comments must include all of the following: date and time of the call full name of the contact or owner that was spoken to information provided/received action taken, if any where information different to the notification has been updated

Associated documents errors and resolutions

Table 4

Error code

Description

Resolution

2014

File upload exceeds the maximum file size limit of 20MB. 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