Practice application for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream 012-11020000

Log on to these systems:

• PIP Online, or
• WIP - Practice Stream Online

Search for the practice in PIP Online and in WIP - Practice Stream Online

On the Practice Search screen:

• key the Practice locality and/or post code from Question 7 on the Practice Incentives application form (IP001)
• select Search. A list of practices at that location will show
• check the full practice address at Question 7 against the search results

Is the practice address listed?

• Yes, and the practice status is:
• initial, awaiting verification or awaiting information for verification, go to Step 3
• approved, go to Step 4
• closed or withdrawn go to Step 5
• No, check Question 18 for additional branch location details:
• if the practice has listed a branch location, search the practice locality and/or postcode for each address at Question 18
• if Question 18 is blank, continue assessing the practice application. See Table 2

Note: the WIP - Practice Stream search will only list practices with a status of approved, withdrawn or closed. Applications in progress will not be listed, continue assessing the form.

Check if the application is an online application or an internal manual application. Open the Tasks tab and key the application ID. Check the Application ID in the search results.

Is the application ID a hyperlink?

• Yes, select View PDF from the View column to open the PDF
• Check the Submitted by information on the first page. If it shows
• A P number, see Table 2
• A 10-digit Registered Authority (RA) number it is a HPOS application. See HPOS practice application for PIP and WIP - Practice Stream to assess and process the online application. Procedure ends here
• No, the application has been started in HPOS but has not been submitted. No further action can be taken until the online application is submitted or cancelled by the person at the practice who started the application
• return the form using the z2592 We need more information to process your application letter
• Upload the letter to PaNDA
• Key the application ID in the Practice ID field
• Add a processing note to PaNDA explaining the action taken
• Finalise the work item as Complete, Request rejected in PaNDA
• Procedure ends here

Compare the information on the application form to the practice profile for both PIP and WIP - Practice Stream.

Are there changes needed to the practice profile?

• Yes, assess to check if the changes can be made using the information provided. If not, return the form using the z2592 We need more information to process your application letter
• Upload the letter to the practice profile
• Finalise the work item as Complete, Request rejected in PaNDA
• See Letters for PIP and WIP - Practice Stream for information on addressing the letter
• No, the application is a duplicate. Finalise the work item as Complete, Already completed

If there are no changes to the practice details, call the practice to tell them they are already registered for PIP and/or WIP - Practice Stream. Discuss how changes to the practice details can be notified.

Closed and withdrawn practices must be accredited before reapplying to join the program/s. They cannot reapply with a registered for accreditation certificate.

The exception is where the practice has a different ownership to the closed practice. Practices applying under new ownership can be approved with a registered for accreditation certificate.

If the practice status is:

• Closed, continue assessing the application. See Table 2
• if the practice has attached a registered for accreditation certificate check the ownership details on the closed practice. Go to Step 6
• Withdrawn, escalate to Program Management via LPS to determine if the application can be processed

• On the Practice search screen, select the Practice ID hyperlink
• The Practice summary screen will show
• Select Practice details and then Ownership details

Compare the ownership details on the screen to the information in Part E of the application form.

Does the practice have the same ownership details?

• Yes, the practice must be accredited before reapplying. Reject the application, see Table 5 > Step 9
• No, continue assessing the application. See Table 2

Check the form version number on the bottom left corner of the form. Check if this is acceptable in the Practice Incentives forms list.

Is the form version acceptable?

• Yes, go to Step 2
• No, return the form to the practice without checking any further details. See Table 5 > Step 9

Assess the form.

To be eligible for the PIP and WIP Practice Stream:

• the practice must have current public liability insurance
• all practitioners working at the practice must have current professional indemnity insurance

Public liability insurance:

• is acceptable if the details were current at the date of lodgement of the application
• can be accepted if covered by a State government, The Resources page has more details
• is expired at the date of lodgement, call the authorised contact person or owner to confirm the insurance details. If the call is:
• successful, record full details of the call in a comment on the practice profile
• unsuccessful, continue assessing the form for missing details before returning the form to the practice

Are the public liability insurance details completed and are the practice and all the practitioners covered by the appropriate insurance cover?

• Yes, go to Step 3
• No, practice is not eligible for PIP, continue assessing the form for missing information before returning the form to the practice, go to Step 3
• Left blank to any of these questions, continue assessing the form for missing information before returning the form to the practice, go to Step 3

The practice must be accredited or registered for accreditation to apply for the PIP and/or WIP - Practice Stream.

Questions 3 and/or 4 are not mandatory. The practice must include a copy of their current accreditation or registered for accreditation certificate to confirm their accreditation details.

Has the practice provided a copy of their current accreditation or registered for accreditation certificate?

• Yes, assess the certificate:
• the practice name on the certificate must match the practice name at Question 5 or the company name at Question 29
• the practice address on the certificate must match the practice address at Question 7
  if the details match, go to Step 4
  If the details do not match, continue assessing the form for missing information before returning the form to the practice, go to Step 4
• No, there is no certificate attached, search PaNDA.
• If a separate certificate is located, associate the work item with the application work item, assess the certificate and then go to Step 4
• If there is no certificate, continue assessing the form for missing information before returning the form to the practice. Go to Step 4

Note: practices reapplying for the program/s after being closed or withdrawn must be accredited before reapplying. A registered for accreditation certificate is not acceptable. The exception is where there has been a complete change to the practice ownership.

The practice must provide:

• Practice name at Question 5,
• Practice type at Question 6, and
• Full practice address at Question 7

If the above practice details are incomplete, continue assessing the form for missing information before returning the form to the practice.

The practice must provide a practice phone number at Question 8.

The practice does not need to provide these details:

• Fax number and practice email at Question 8
• Postal address at Question 9. If left blank, use the practice address as the postal address

Check which program/s the practice wants to apply for at Question 10.

If the practice has not indicated which program they want to apply for, or they have indicated only one-program, check the answers on the application form to see which program/s to register the practice in.

For example, Part C of the application refers to the PIP and Part D of the application refers to the WIP - Practice Stream. If it can be clearly determined which program/s the practice wants to apply for based on the questions answered, this is acceptable.

If a practice phone number has not been provided and this is the only information required:

• locate a practice phone number using their website details and
• call the practice to verbally confirm the practice phone number that is to be recorded on the practice profile

Information must be obtained from an authorised contact person listed at Question 14 or an owner who has signed the declaration at Question 40. Record full details of the call in a comment on the practice profile.

Is the practice applying for WIP-Practice Stream?

• Yes, go to Step 6
• No, go to Step 7

Does the practice already participate in the PIP (Question 11), or is registering for PIP and WIP-PS and has consented to use the PIP practice information for the WIP - Practice Stream (Question 12)?

• Yes, and the PIP practice ID is:
• Provided, go to Step 8
• Missing, search for the existing PIP practice ID in PIP Online using the practice name and main location address. If no PIP practice ID is found, assess and process the application as WIP - Practice Stream only if Part C is not completed, go to Step 8
• Not yet issued, if the practice is applying for both programs, process and approve the PIP application first before processing the WIP - Practice Stream application as a PIP - consenting practice, go to Step 8
• No, the practice is:
• not registered or applying for PIP, go to Step 8
• registered or applying for PIP, go to Step 7

Note: practices may be unsure of what to select if applying for both programs at the same time. If the practice has answered No to Question 11 and Yes to Question 12, the application is to be assessed as PIP consenting.

Call the practice to discuss the benefits of being a PIP Consenting practice. Confirm if they want to be a PIP consenting practice. This discussion must be with an authorised contact person or owner.

Did the practice confirm they agree to be a PIP consenting practice?

• Yes,
• full details of the call must be recorded in a comment on the practice profile after the practice is approved.
• process and approve the PIP application first before processing the WIP - Practice Stream application as a PIP - consenting practice, go to Step 8
• No,
• full details of the call must be recorded in a comment on the practice profile after the practice is approved
• process the application separately for each program, go to Step 8

Sending correspondence via HPOS is the default for PIP and WIP Practice Stream. The practice must select ‘no’ if they want correspondence sent by post.

At Question 13, has the practice selected?

• Yes,
• and an RA number has been provided for an authorised contact person (Question 14) or owner (Question 40), go to Step 9
• no RA number has been provided for an authorised contact person (Question 14) or owner (Question 40). Assess this question as the practice does not want to receive notifications through HPOS messages facility. Tell the practice about this practice approval letter, go to Step 9
• No, continue assessing, go to Step 9
• Left blank, and
• an RA number has been provided for an authorised contact person (Question 14) or owner (Question 40) process this question as Yes
• no RA number has been provided for an authorised contact person (Question 14) or owner (Question 40). process the question as the practice does not want to receive notifications through HPOS messages facility

The practice must provide at least one Authorised contact person at Question 14.

The practice must provide the authorised contact person/s:

• Title. This is a mandatory field in the PIP and WIP - Practice Stream online systems. If the title is not indicated and no other information is needed to process the application, call the authorised contact to confirm the title to be used. Details of the call must be documented in a comment on the practice profile
• Family name and First given name

The Registration Authority (RA) number is not mandatory.

Has the practice provided the details for at least one authorised contact person?

• Yes, go to Step 10
• No, or the details are incomplete/ not legible, continue assessing the form for missing information before returning the form to the practice. Go to Step 10

Incentive Programs payments are made via bank transfer. The practice must provide the following details at Question 15:

• BSB number
• Account number
• Account name

Has the practice completed their banking details?

• Yes, go to Step 11
• No, continue assessing the form for missing information before returning the form to the practice. Go to Step 11

Practices can register additional locations as practice branches. To be eligible to register a practice as a branch, each practice branch must have:

• At least one general practitioner and/or nurse practitioners working at the main practice address and the additional practice branch
• Separate accreditation for the branch location if it provides more than 3000 Medicare Benefits Schedule (MBS) services per year. Branch locations providing less than 3000 MBS services do not need to be accredited

Has the practice answered yes to Question 16 and 17 or completed Question 18?

• Yes, go to Step 12
• No, see Table 3

If Questions 16 and/or 17 are blank but the practice has additional practice branch details at Question 18 and provided the provider details for the additional practice branch details in Part F, this is acceptable and should be assessed as if Question 16 and/or 17 was answered as Yes.

Practices providing less than 3000 MBS services per year do not need accreditation.

The practice must provide the below Additional practice branch details at Question 18

• Full practice address
• Accreditation type, this question is not mandatory. Locations that are accredited or registered for accreditation must provide a certificate to confirm the accreditation status
• Accreditation certificate (if accredited or registered for accreditation)

Are the Additional practice branch details complete and if the branch is accredited, has an acceptable accreditation certificate been provided?

• Yes, see Table 3
• No, continue assessing the form for missing information before returning the form to the practice, see Table 3

Has the practice answered yes to Question 19 and yes or N/A at Question 20?

• Yes, the practice can be registered for PIP IHI, go to Step 2
• No, the application can still be processed but will not be registered for PIP IHI, go to Step 2

All incentives under the PIP are optional. Practices do not need to respond to the question. No response is taken as not applying.

Check if the practice has indicated their eligibility for the After Hours Incentive at Question 21. This question is mandatory if the practice is applying for the After Hours Incentive.

If it is left blank and a tier level is selected at Question 22, the practice cannot be registered for the After Hours incentive.

Has the practice answered Question 21 and selected only 1 tier level at Question 22?

• Yes, the practice can be registered for the After Hours incentive continue assessing the form, go to Step 3
• No,
• and Question 21 is not answered but a tier has been selected, continue assessing the form for missing information before returning the form to the practice. Go to Step 3
• and no was selected at Question 21 or both questions are blank, they are not applying for the After Hours Incentive. Go to Step 3

All incentives under the PIP are optional. Practices do not need to respond to the question. No response is taken as not applying.

Practices must be in a location classified as RRMA 3-7 to be eligible to apply for Procedural General Practitioner (GP) payments.

Has the practice indicated they wish to apply for the Procedural GP Payment?

• Yes, the practice can be registered for the Procedural General Practitioner Payment, see Table 4
• No, the application can still be processed but will not be registered for the Procedural General Practitioner Payment, see Table 4
• Left blank, process it as if No was selected

If the practice is not located in a RRMA classification 3-7, the Procedural GP Payment will not be an available incentive to apply for when completing the application in PIP Online. When sending the PIP approval letter (z1597) advise the practice they are not eligible for the incentive.

Applying or signing up for individual incentives is optional. An application should not be returned to the practice for PIP if they do not apply for any individual incentives.

Does the practice want to apply for the WIP - Practice Stream (Question 24)?

• Yes, go to Step 2
• No, go to Step 5

All eligible health professionals at the practice must have the level of professional indemnity insurance specified by the relevant board arrangements.

Has the practice answered Yes to Question 25?

• Yes, go to Step 3
• No, the practice is not eligible to participate in the WIP - Practice Stream
• If the practice has also applied for PIP, continue assessing the forms as the PIP application may still be able to be processed. Go to Step 3
• If the application is a WIP - Practice Stream only application, practice is not eligible for WIP - Practice Stream. Continue assessing the form for missing information before returning the form to the practice. Go to Step 3

WIP - Practice Stream eligibility requirements state practices must have an eligible health professional working at the practice at the time of application.

Has the practice answered Yes to Question 26?

• Yes, go to Step 4
• No, the practice is not eligible to participate in the WIP - Practice Stream:
• If the practice has also applied for the PIP, continue assessing the form as the PIP application may still be able to be processed. Go to Step 5
• If the practice is a WIP - Practice Stream only application, practice is not eligible for WIP - Practice Stream. Continue assessing the form for missing information before returning the form to the practice. Go to Step 4
• No/Left blank, if Question 24 and 25 have been answered ‘yes’ and eligible health professional details have been provided at Question 27, call the practice to confirm they do employ or otherwise retain the services of an eligible health professionals. Details of the phone call must be recorded

The practice must complete the below details at Question 27 for each eligible health professional employed or retained by the practice.

• Eligible health professional type, and
• Actual average weekly hours

If the details are missing or incorrect, continue assessing the form for missing information before returning the form back to the practice, go to Step 5.

Practices are encouraged to provide the below details for each health professional, but it is not a mandatory system requirement.

• Title
• Family name
• First given name
• Unique identifier must be provided if Ahpra number or HPI-I number is selected

Note: a letter with an official company letterhead reporting the average weekly hours or an employment contract reporting the average weekly hours of an eligible health professional is acceptable if they have not completed these details at Question 27.

The practice must provide the:

• Ownership structure type at Question 28. If an ownership type is not selected, but it can be clearly identified in the evidence provided, this is acceptable
• Company name at Question 29
• If the ownership arrangement type is an individual proprietor, there will not be a Company name
• Ownership address at Question 29
• If ownership address is not provided, use the practice address at Question 7

If the above practice details are missing or incorrect, continue assessing the form for missing information before returning the form back to the practice. See Table 5.

The practice does not need to provide these details:

• Trading name at Question 29
• Australian Business Number (ABN) at Question 29

The practice must provide evidence to confirm the ownership structure selected at Question 28. Check the evidence provided to confirm the selected ownership type. See Change of practice ownership for PIP and WIP - Practice Stream for further information on signatory and evidence requirements.

Has the practice provided the correct evidence according to their ownership type selected at Question 28?

• Yes, and the evidence:
• supports the selected ownership structure type, see Table 5
• indicates a different ownership structure type, process the form based on the ownership structure in the evidence, see Table 5
• No, and the evidence:
• supports another type of ownership structure type, process the form based on the ownership structure type in the evidence provided, see Table 5
• does not support another type of ownership structure type, continue assessing the form for missing information before returning the form to the practice. See Table 5
• has not been provided, continue assessing the form for missing information before returning the form to the practice. See Table 5

At least one general practitioner must be:

• registered at the main practice at the time of approval; and/or
• for practices that have branch locations - be registered at the main and branch location

Each practitioner working at the practice must complete and sign a separate Part F. Do not accept a Part F that has not been signed by the practitioner named at Question 30.

Check the individual practitioner has:

• completed their full name at Question 30
• confirmed they have current professional indemnity cover at Question 31
• completed their provider number either at Question 32 or 33

The start date at the location is not mandatory and will be assessed in later steps.

Has the individual practitioner completed the above mandatory question?

• Yes, go to Step 2
• No, if additional Part F’s have been provided for additional providers, continue assessing Part F’s by following these steps:
• The practice must be advised of any providers that cannot be registered. When creating the PIP approval letter (z1597), advise the provider has not been added to the practice profile
• If there is only one practitioner Part F and it is not complete, continue assessing the form for missing information before returning the form it to the practice. Go to Step 2

The provider number at Question 32 must be for the listed main practice address. The provider number must be checked in the Provider Directory System (PDS) to confirm it matches the practitioner’s name and the main practice address.

To check the provider details, log on to the PDS system via the Medicare Portal.

To search for the practitioner, from the Provider Directories menu:

• Select Provider location
• Select View from the drop down
• Key the Provider stem (first 6 digits of the provider number) in the Provider Stem field
• Key the Provider location (7th character of the provider number, alpha or numeric) in the Provider location field
• Select Search. The Search Results will show

If the practice is registering a branch location and the provider number at Question 32 matches the branch location, this is acceptable. There must be at least one provider working at both the main location and the branch location.

Do the details in PDS match the application details?

• Yes, go to Step 3
• No, continue assessing the form for missing information before returning the form to the practice. Go to Step 3

Note:

• the practice name on the form does not need to match the practice name on the PDS
• if the provider’s name is spelled slightly differently, or first name and middle name are swapped, this is acceptable
• if the provider’s address in PDS does not exactly match the address on the form or in PIP Online but is the same locality an address variance may be accepted
• if the provider number was missing the leading ‘0’ on the form, that is acceptable

The provider start date at the location should be indicated at Question 32 and checked against the PDS registration.

If the start date on the form is:

• Before the PDS date, use the PDS start date
• The PIP/WIP - Practice Stream system will not accept a start date before the PDS start date
• Add a comment confirming the PDS start date was used once the application has been approved
• After the PDS date, use the form start date
• Not provided, use the PDS start date
• Add a comment confirming the PDS start date was used once the application has been approved
• In the future but within the current payment quarter and
• The practitioner is the only GP, continue assessing the application, however the practice cannot be registered before it is open. Pend the application as ‘future date’ in PaNDA. Once the provider has started, call the practice to confirm that the application is still current and is to be registered. Record the details of the call in a comment. Go to Step 4
• There is another GP with a current start date, proceed with approving the application, however, advise the practice in the PIP approval letter that the GP must be added via HPOS after they have started at the practice. Go to Step 4
• In the future but outside of the current payment quarter and
• The practitioner is the only GP, continue assessing the form for missing information before returning the form to the practice. The practice cannot apply before it is open. Go to Step 4
• There is another GP with a current start date, proceed with approving the application however advise the practice in the PIP approval letter that the GP must be added via HPOS after they have started at the practice. Go to Step 4

Has the practitioner completed additional practice branch details at Question 33?

• Yes,
• and the details match Question 18, check the provider details in PDS (Step 2), then go to Step 5
• and the practice has not listed a branch location at Question 18, continue assessing the form for missing information. In the approval letter, advise the practice the provider number for the branch location was not registered because they did not provide branch details at Question 18. Go to Step 5
• No, go to Step 5

Note: if an additional practice branch provider number at Question 33 is provided and Question 16 in Part B is not complete, search for the practice branch in PIP Online to confirm that the practice branch address is not already registered.

A practice is only eligible for the procedural general practitioner (GP) payment if the practice is in a RRMA classification 3-7. If the practice is not in a RRMA classification 3-7 the GP cannot be added as a procedural GP. Advise in PIP approval letter (z1597) if the GP was not registered for the Procedural GP payment.

To apply for Procedural GP payments, the provider must:

• Answer Yes to Question 34
• Include a provider number at Question 34 that is also listed at Question 32 or 33
• Select a single procedural payment tier at Question 35

Is the provider applying for the Procedural GP payment?

• Yes,
• and the above information is complete, go to Step 6
• and the provider number, is not listed at Question 32 or 33, continue assessing the form for missing information before returning the form to the practice. Go to Step 6
• and no tier level or more than one tier level has been selected at Question 35, continue assessing the form for missing information before returning the form to the practice. Go to Step 6
• No or left blank, go to Step 6

Note: practice must be applying for the Procedural GP Payment at Question 23 to enable an individual provider to register as a Procedural GP.

There must be a completed declaration page for each practitioner completing a Part F.

The declaration must have:

• The signature of the practitioner
• Their name
• Accept the form if there is only a last name
• If there are no name details, check the signature
• Accept the form if the name can be identified from the signature
• Declaration date
• The date cannot be blank, invalid, future dated or American style

Are the practitioner declaration details complete at Question 37?

• Yes, continue assessing the form, go to Step 7
• No,
• continue assessing the form for missing information before returning the form to the practice, go to Step 7
• repeat Steps 1 to 6 for all practitioners who have completed a Part F, then go to Step 7

Based on assessment of Part F of the form has at least one general practitioner or nurse practitioner been deemed eligible to be registered at the main practice and the branch location (if apply for a branch location)?

• Yes, for both locations, go to Step 8
• No,
• only eligible at the main location. Continue processing the application for the main location only and advise in the approval letter the branch location could not be registered and why. Go to Step 8
• only eligible at the branch location. The form cannot be processed, continue assessing the form for missing information before returning the form to the practice. Go to Step 8
• Not Applicable, go to Step 8

Check the owner’s declaration details on the form at Question 40.

There must be:

• full names of the required number of practice owners for the selected ownership type
• position held for each practice owner (unless the owner is an individual proprietor or can be determined in the supporting evidence)
• signature of each listed practice owner
• date

See Change of ownership for PIP and WIP - Practice stream for information on ownership signatory and evidence requirements.

A company or body corporate may operate under sole directorship, where the director and company secretary are the same person. There will only be one owner to sign the declaration. The Sole Director box must be ticked or sole director must be clearly stated at the declaration if Body Corporate has been selected as the ownership type.

RA number is not mandatory.

Are the declaration details complete?

• Yes, the application is ready to process. PIP and WIP - PS applications must be registered into initial status before processing. If the practice is applying for:
• PIP or PIP and WIP - PS. See Table 6
• WIP - PS as a PIP consenting practice and they are already registered for PIP. See Table 6
• WIP-PS only. See Table 6
• No, return the form to the practice, go to Step 9

The Checklist at Question 41 is for practice purposes only. It is not a mandatory question and does not need to be completed.

If a practice is applying for:

• PIP only, the application must be registered to initial stage for the PIP before returning the form to the practice. See Table 6
• PIP and WIP - Practice Stream as a PIP Consenting practice, the application can only be registered to initial stage for the PIP. Do not register the application to initial stage for WIP - Practice Stream at this point. See Table 6
• WIP - Practice Stream only practice (or is not PIP consenting), the application can be registered to initial stage for the WIP - Practice Stream only. See Table 6

Note: if the practice has not provided an accreditation certificate, the practice cannot be registered to initial status. Return the form using the z2592 We need more information to process your application letter:

• if Online Communication with Services Australia was selected and no RA numbers were provided, advise in the letter at least one authorised contact person or owner at the practice must have a PRODA RA number registered to access communications via HPOS
• if the practice is registering more than 5 authorised contact persons, advise that confirmation of which authorised contacts are to be added is needed
• upload the IP001 form and letter to Associated Documents
• add the application number to the Practice ID field in PaNDA
• check the work type classification is correct and update if necessary
• finalise the work item as Complete, Request rejected in PaNDA

Where the application cannot be registered to the initial stage:

• Upload the letter to PaNDA only
• Add the Practice Name in the Practice ID field in PaNDA
• Add a processing note to explain the action taken
• Check the work type classification is correct and update if necessary
• Finalise the work item as Complete, Request rejected in PaNDA

Log on to these systems:

• PIP Online, or
• WIP - Practice Stream Online

If the application is for PIP and WIP - Practice Stream, process the PIP application first.

Search for the practice in PIP Online or WIP - Practice Stream Online.

On the Practice Search screen:

• Key the Practice name or postcode range
• Select Search. The Search Results will show

If the search results match an approved practice, check for duplicate registration or if the practice is attempting to make changes to their current practice profile. See Table 1

If search results do not match the practice details on the form, continue with processing the practice application:

• Select New Application tab
• Read the Application Instructions page
• Select Next to continue
• PIP Eligibility Check, go to Step 3
• WIP - Practice Stream Eligibility Check, go to Step 4

Note: if the application is for PIP and WIP Practice Stream (PIP-consenting) the practice must be approved for the PIP before the WIP Practice Stream application can be commenced

On the PIP Eligibility Check screen, complete the following details:

• Date of lodgement
• Does your practice have public liability insurance? -Yes/ No
• Do all medical practitioners at the practice have current professional indemnity cover? -Yes/No
• If the practice has no public liability or professional indemnity insurance continue registering the application in to initial status and decline the application
• Is your practice currently accredited? - Yes/No, if yes
• Select the Accreditation Body - AGPAL, QPA, ACHS or GMARK
• Key the Accreditation Number - key as shown on the accreditation certificate. For information on how to enter the certificate number see Table 1 in Practice accreditation for PIP and WIP - Practice Stream
• Key the Accreditation Start Date - as shown on the accreditation certificate.
• Key the Accreditation End Date - as shown on the accreditation certificate
• Is your practice currently registered for accreditation? this will only appear if ‘No’ was answered to the question ‘is your practice currently accredited?’ - Yes/No, if yes
• Select the Accreditation Body - AGPAL, QPA or ACHS or GMARK
• Key the Accreditation Number (key as shown on the accreditation certificate). For information on how to enter the certificate number see Table 1 in Practice accreditation for PIP and WIP
• Key the Accreditation Start Date - as shown on the accreditation certificate
• Key the Accreditation End Date - the accreditation end date is 12 months from date of approval in the PIP, however as approval date is unknown at this stage, key 12 months from processing date. The end date will then be amended after the practice is approved

For help see Table 1 in Practice accreditation for PIP and WIP - Practice Stream

• Practice Name - key as shown at Question 5 of the IP001 form
• Practice type - select as shown at Question 6 of the IP001 form
• Main Practice Location - key as shown at Question 7 of the IP001 form
• Select Check PIP Eligibility
• Check PIP Eligibility will not be enabled until all the mandatory eligibility check questions are answered
• If warning message 2307 appears, confirm the warning message and continue to process the form. Address variances has more information

The Eligibility Check will return one of the following messages:

• 'Based on your answers your practice is eligible for PIP'
• 'Based on your answers your practice is not eligible for PIP'

The application is now in Initial status and a 5 digit Application Number starting with A will be assigned to the practice.

• If the practice has applied for PIP and WIP - Practice Stream as a PIP Consenting practice in the same application from but the application cannot be processed and/or other details are needed, the application can only be registered into initial status for PIP before returning the form to the practice. Go to Step 7
• If the practice has applied for the WIP - Practice Stream as a non-PIP consenting practice but the application cannot be processed, register the practice into initial status for WIP - Practice Stream before returning the form to the practice. Go to Step 4
• If the practice has applied for PIP and WIP - Practice Stream and the application can be processed, process and approve the PIP application first. See Table 7

On the WIP - Practice Stream Eligibility Check screen, complete the following details:

• Date of lodgement
• Practice Name - key as shown at Question 5 of the IP001 form
• Practice Type - select as shown at Question 6 of the IP001 form

Is the Practice registered for PIP? select as shown at Question 11 of the IP001 form Yes/No

• Yes, continue
• No, go to Step 5

Complete the following in the PIP Practice Details section:

• PIP Practice ID (key as Practice ID shown at Question 11 of the IP001 form)
• Do you give consent to use PIP data for WIP - Practice Stream? Yes/No
• Yes, a message will show stating PIP Consent is Successful and fields will auto-populate with information currently recorded in PIP
• No, go to Step 5

Review auto-filled information in the following sections:

• Main Practice Location
• Public Liability and Professional Indemnity Insurance
• Accreditation Details
  PIP consenting practices that are registered for accreditation, must obtain accreditation as a general practice within 12 months of the date they joined the PIP, not the WIP - Practice Stream

If the accreditation dates on the certificate are different to the auto-filled information escalate to LPS for assessment.

Do the details match the form?

• Yes, See Table 10
• No, return the form to the practice to confirm the details, go to Step 7

On the WIP - Practice Stream Eligibility Check screen, complete the following details:

• Main Practice Location - key as shown at Question 7 of the IP001 form
• Does your practice have public liability insurance? select as shown at Question 1 of the IP001 form -Yes/No-
• Do all practice GPs have current professional indemnity cover? -select as shown at Question 2 of the IP001 form Yes/No
  If the practice has No public liability or professional indemnity insurance, continue registering the application to initial status then decline the application
• Is your practice currently accredited? - select as shown at Question 3 of the IP001 form -Yes/No, or
• Is your practice currently registered for accreditation? - select as shown at Question 4 of the IP001 form - Yes/No
• Key the Accreditation Start Date - as shown on the accreditation certificate
• Key the Accreditation End Date
  If the practice is registered for accreditation, the accreditation end date is 12 months from date of approval in WIP - Practice Stream for registered for accreditation. For example, if approval date is 10/10/2024 use end date 10/10/2025. If approval date is unknown at this stage, key 12 months from processing date and amend the accreditation end date after the practice is approved
  For accredited practices, use the end date as shown on the accreditation certificate. For help, see Table 1 in Practice accreditation for PIP and WIP Practice Stream
• Select the Accreditation Body - AGPAL, QPA, ACHS or GMARK
• Key the Accreditation Number as shown on the accreditation certificate. For information on how to enter the certificate number, see Table 1 in Practice accreditation for PIP and WIP Practice Stream

Under the Health Professionals section

• Select the Health Professional Type(s) employed at the practice as indicated at Question 27 of the IP001 form:
• Select Check WIP - Practice Stream Eligibility
• Check WIP - Practice Stream Eligibility will not be enabled until all mandatory eligibility check questions are answered
• If warning message 2307 appears, confirm the warning message and continue to process the form. Address variances has more information

The Eligibility Check will return one of the following messages:

• Based on the information provided your practice is eligible for WIP - Practice Stream
• Based on the information provided your practice is not eligible for WIP - Practice Stream

The status of the application will now be in Initial and a 5 digit Application Number starting with A will be assigned to the practice.

• If the application cannot be processed or other details are needed, select Save and Exit, go to Step 7
• If the application can continue to be processed and the WIP - Practice Stream practice is:
• PIP consenting, see Table 10
• WIP - Practice Stream only, see Table 11

If the application needs more details:

• Return the form to the practice. Use the We need more information to process your application (Z2592) letter
• If Online Communication with Services Australia, was selected and no RA numbers were provided, advise that at least one authorised contact person or owner at the practice must have a PRODA RA Number registered to access communications via HPOS
• If the practice is registering more than 5 authorised contacts, advise that confirmation of which authorised contacts are to be added is needed
• Upload the letter and the IP001 form to the practice profile
• Add the Application number or the practice name to the Practice ID field in PaNDA
• Check the work item classification and update if not correct
• Finalise the work item as Complete, Request rejected in Processing and National Demand Allocation (PaNDA)

If the practice is not a PIP consenting practice, and separate PIP and WIP - Practice Stream application numbers have been created, upload the letter to both PIP and WIP - Practice Stream profiles.

If the application must be declined as the practice is not eligible for PIP and/or WIP - Practice Stream:

• For PIP, see Table 7 > Step 12 or
• For WIP - Practice Stream, see Table 10 > Step 11

Log on to the PIP Online system.

• Select the Tasks tab
• Key the Application number. The field is case sensitive and a capital A must be used
• Select Search
• The search results will show
• Select the Application number hyperlink
• The application will open

If there is no search result, search for the practice in the Practice tab, see Table 1.

If there are no search results on the Practice tab, the application must be registered to Initial status. See Table 6, then go to Step 3

On the PIP Eligibility Check screen, select Next. The Practice Details screen will show.

Under the Authorised Contact section key the authorised contact person(s) at Question 14 and contact details at Question 8:

• Title
• First Name
• Last Name
• Primary Contact (if they are the primary contact select the primary contact radio button)
• Registration Authority (RA) Number (if applicable)
• If the RA Number is not accepted on the system check, conduct a PRODA system check
• If an error message shows ‘2042 - The name associated with the RA number entered is xxxxx but you are trying to grant system access to xxxxx’.
  Select Yes to confirm if the surname matches
• If the RA does not match the individual named, call the practice and confirm the correct RA number
• See Online Services for PIP and WIP - Practice Stream for steps on verifying an RA number

Under the Contact details section key the contact details at Question 8:

• Phone Number
• Facsimile Number (optional)
• Email Address (optional)

Under the Postal Address section:

• Select Yes/No for Is the practice postal address the same as the main location address?
• If Question 9 is not complete, select Yes
• If Yes, the address will auto populate from the PIP Eligibility Check screen
• If No, key the postal address at Question 9 in the relevant address fields

Under Communications with Services Australia:

• Check the practice response to the HPOS messages facility notifications at Question 13
• Update the Payment Advices and News Update, Confirmation Statements and General Correspondence as per the response on the form or as determined at Table 2 >Step 7
• Select Next
• The Payment Details screen will show

Note: if the practice is registering more than 5 authorised contacts, add the nominated primary contact and the first 4 secondary contacts. Advise the practice in the PIP practice approval letter which contacts have been listed.

On the Payment Details screen:

• Key the PIP Bank Account Details at Question 15 in the appropriate fields
• BSB
• Account Number
• Account Name
• Select Next. The Additional Locations screen will show

On the Additional Locations screen, complete the following details:

• Does your practice have more than one location at Question 16? - Yes/ No
• No, select Next
  Note: when selecting Next, the system will return a warning message advising no additional locations are recorded - select Next again
• If your practice has more than one location, do one or more GPs from the main practice location also practice at the additional locations at Question 17? - Yes/ No
• Yes, the screen will refresh and the Additional Practice Location Information, including Accreditation details fields will appear. Key the additional practice branch details at Question 18 then select Next
• No, the practice location does not meet the requirements for being considered as one practice. The application is to be processed for the main practice address only. Advise the practice in the PIP practice approval letter that the additional practice branch is not eligible to be considered as one practice
• Select Next. The Incentive Overview Screen will show

A list of all the available individual incentives appear on this screen.

• Select the individual incentives the practice is applying for by selecting the tick box relevant to that individual incentive at Questions 19 to 23
• The Procedural General Practitioner Payment will only appear if the practice is located in an RRMA classification 3-7
• Select Next. The individual incentive screens will show

Applying for the individual incentives is optional.

For each individual incentive the practice is applying for, the system will return confirmation/declarations screens.

• Select Yes/No on each of these screens, as shown on the practice’s application at Questions 19 to 23
• For the After Hours Incentive, select the relevant tier level that the practice is applying for at Question 22
• Select Next. The Practice Ownership Details screen will show

On the Practice Ownership screen, select/key the practice ownership details as per the practice’s application or the evidence provided:

• Practice Ownership Arrangement Type at Question 28 (select from drop down)
• Practice Ownership Details at Question 29
• Company Name - an individual proprietor will not have a company name
• Trading Name - optional, if the ownership arrangement type is an individual proprietor
• Australian Business Number (ABN) - optional
• Ownership Address at Question 29
• Owners/Partners/Associates, including RA number (if applicable) at Question 40
• Select Next. The GP Details Summary screen will show

If the practice is applying as an individual proprietor, a warning message appears stating Company or trading name is not required, no action is required. Select Next.

In a Body Corporate arrangement, if the same person is both the director and secretary of the corporation, this is acceptable providing it has been clearly stated on the form or in the evidence provided. The system will require two entries under the Owners/ Partners/Associates - key the name of the owner in the first line field and key Sole Director in the second line field.

On the GP Details Summary screen, complete the Provider Details section:

• Key the Provider Number at Question 32
• Select the Location using the drop down
• Select Verify provider. The remaining provider details will auto populate

PDS Start and End Dates (if applicable) autofill when a new provider is added. When Start and End Dates provided on the form differ to what is in PDS, process as shown:

• Start Date on the form is before PDS - accept the PDS start date
• Start Date on the form is after PDS - enter the form start date
• End Date on the form is before PDS - enter the form date
• End Date on the form is after PDS - accept the PDS end date
• Select the radio button in the Go to GP Details column
• Select Go to GP Details. The Individual Provider Details screen will show

On the Individual Provider Details screen, review the Provider Details section and make sure the correct provider and details show. The Consent and indemnity insurance section will be pre-filled.

The Procedural GP Payment and Service Levels section will be pre-filled as ‘no’. If the GP is applying for the Procedural GP payment.

• Select Yes for Are you a Procedural GP
  The screen will refresh. A question requesting confirmation of provider number for procedural general practitioner will appear.
  Select Yes, the screen will refresh the select the relevant tier level the provider is applying
• Select the tier level from the dropdown list

The Provider Declaration section will be prefilled:

• Select Next
• The screen will return to the GP Details Summary page, select Next
• The Associated Documents screen will show

Repeat this step for each provider who completed a Part F and each additional location for the provider listed at Question 33.

• Upload the IP001 form and any supporting documents to the practice profile
• Select Next
• The Application Summary screen will show

From the Application Summary screen:

• Make sure the Status of each section is Complete
• Select Submit application
• The Application Submitted page will show, confirming the application has been submitted

The application must be verified, go to Step 13

If the application is to be declined, prepare the ‘declined’ letter before submitting for quality assurance, go to Step 12

Note: individual incentives that the practice cannot/has not applied for as part of this application, will have an Incomplete status. This is acceptable.

Send a declined letter to the practice using the Your application is not approved (Z2187) letter.

• Address the letter to the primary authorised contact person
• Select the reason why the application is declined from the letter options
• If there is not a suitable standard option, escalate for a free text letter
• Upload the letter, the IP001 form and any supporting documents to the practice profile.
• Type - Application
• Document Name - Letter
• Description - Not Approved
• Go to Step 13

To verify the application:

• review each screen to make sure that all information has been correctly entered from the Practice Incentives application form (IP001) or a comment has been added to the practice profile or PaNDA item to explain why it is different to the form
• move through each screen by selecting Next at the bottom of the screen

Once all screens have been reviewed:

• Select View Application Summary at the bottom of any screen. The Application Summary screen will show
• Select
• Verify and Approve
• The Application Approval screen will show

Note: do not select ‘Cancel Application’ if more information is needed. Selecting ‘Cancel Application’ will delete the application from the system.

Under the Approval Checklist section under Eligibility Requirements, select Yes/No to the following questions:

• Has the Accreditation evidence been provided?
• Has the Ownership Declaration been received?

Under the Application Verification section:

If the application can be verified:

• Verification Decision - select Application Verified using the dropdown
• Verification Comment - key ‘Application Verified DD/MM/YYYY’ where details on the form differ to what is entered into the system, add the details in the comment
• Select Confirm. The Tasks Search screen will show a status of ‘Awaiting Approval’

After verifying the application, the application is to be ‘delegated’ to another Service Officer for quality assurance, approval or declining. Go to Step 14.

In PaNDA:

• add a processing note if different details were keyed into PIP Online to what was stated on the form
• To submit for quality assurance, add Processing Note:
• PIP Application processed and verified. Quality assurance and approval/decline required.
• Key Application Number in the Practice ID field in PaNDA
• Select Delegation Required tab. Leave the work item in Open Status

The work item will move into the Delegation Required queue for another Service Officer to complete quality assurance and approval of the PIP application.

Log on to the PIP Online system

Search for the application in PIP Online.

On the Practice Search screen:

• Select the Tasks tab. The Tasks screen will show
• Key the Application ID or Practice Name
• Select Search. The Search Results will show
• Check that the practice name matches the details on the form and the practice status is showing as ‘Awaiting Verification’
• If the details match, select the Application Number hyperlink
• The PIP Eligibility Check screen will show

Before approving the application:

• Assess the Practice Incentives application form (IP001) and supporting documentation
• Review each screen to make sure that all information has been correctly entered from the Practice Incentives application form (IP001) or a comment has been added to the practice profile or PaNDA item to explain why it is different to the form
• Move through each screen by selecting Next at the bottom of the screen

Once all documents and screens have been reviewed:

• If application can be approved, see Step 4
• If an error is identified:
• Add details of error in a Processing Note and confirm action required to correct the error
• Complete the details in the Staff Feedback Tool
• Re-assign the work item in PaNDA back to the original Service Officer by selecting:
  Reassign tab in PaNDA - Reassign pop up will appear
  User ID: Key Service Officer name or number of the original Service Officer
  Reason: User Unavailable
  Select Submit

The original Service Officer will get this work item back when they select ‘Ready’ in PaNDA. The original Service Officer will need to:

• review the identified error
• correct the error
• add processing note to confirm the error has been corrected and the application is ready for approval
• reassign work item back to original Service Officer who quality controlled the application to complete the quality control process

Note: discuss any quality control discrepancies the Team Leader.

Select the practice from the Tasks tab. The PIP Eligibility Check screen will show.

If the application is not in view, locate and select the application in the Awaiting approval status from the Tasks tab or by searching for the application using the Application number or Practice Name

As the documents and screens have already been reviewed during the quality assurance process, proceed to approve the application:

• Select Next from the Practice Eligibility Check screen and then select View Application Summary at the bottom of any screen. The Application Summary screen will show
• Select:
• Verify and Approve
• The Application Approval screen will show

Note: do not select ‘Cancel Application’ if more information is needed. Selecting ‘Cancel Application’ will delete the application from the system.

Under the Application Approval section:

In the Is Information Required for Approval? field:

• Select No, if the application can be approved
• In the Approval Decision column for Program/Incentive, select Approved from the drop down for the PIP field
• In the Approval Comment text box
• Key ‘Application Approved DD/MM/YYYY (date of approval)’
• Select Confirm, go to Step 6

The practice will be allocated a PIP Practice ID once the application is approved. The practice details will disappear without showing the PIP Practice ID and the system will return to the Practice Search page.

Select the practice from the Tasks tab. The PIP Eligibility Check screen will show.

If the application is not in view, locate and select the application in the Awaiting approval status from the Tasks tab or by searching using the Application Number or Practice Name

On the PIP Eligibility Check screen:

• Select View Application Summary at the bottom of the screen. The Application Summary screen will show
• Make sure the declined letter has been uploaded to the practice profile on the Associated Documents screen before declining the application
• Select Verify or Approve. The Application Approval screen will show

From the Application Approval section:

• Select Yes/No for Is information required for approval?
• Navigate to PIP from the Program/Incentive column
• Select Declined from the dropdown in the Approval Decision column
• In the Approval Comment box, key ‘Application Declined DD/MM/YYYY and include reason/s’
• Select Confirm, go to Step 6

The practice details will disappear, and the system will return to the home page of the Task Search screen. A declined application cannot be located from the Practice Search screen.

To search for the PIP Practice ID, go to Step 2

• Return work item back to the original by selecting:
• Return work item tab
• A pop up window will appear to ‘Reassign to Service Officer PXXXXX’ or ‘Unassign’ - select ‘Reassign to Service Officer PXXXXX”
• If no errors identified, key processing note ‘Quality assurance complete. No errors identified. PIP practice approved DD/MM/YYYY. Practice ID: XXXXX’
• Select Approve tab
• If an error was identified, key the details in the processing note field
• Select Reject tab

The original Service Officer will receive this work item in their worklist. The original Service Officer will be required to finalise the PIP application, see Table 9.

Note: staff must record details in the Staff Feedback Tool for any applications where errors have been identified.

Log on to the PIP Online system.

Search for the application in PIP Online.

On the Practice Search screen:

• Key the Practice ID
• Select Search. The Search Results will show
• Check that the practice name matches the details on the form and the practice status is showing as ‘Approved’

Do these details match the details on the form and in PaNDA?

• Yes,
• select the Practice ID or Application Number hyperlink
• The Practice Summary screen will show, go to Step 3
• No, search for the practice to locate the correct Practice ID

A check of the practices RRMA classification must be done to confirm a RRMA classification has been allocated.

On the Practice Summary screen, check that a RRMA classification (1-7) has been given to the practice.

If PIP online cannot match the practice location to the geospatial data, it will allocate RRMA 0 to the practice.

If RRMA 0 appears, escalate to Local Peer Support (LPS) via PaNDA requesting the RRMA be reset.

From the Main menu:

• Select Practice Details
• Select Eligibility from the drop down
• Check under Accreditation History Current Details

If the practice has an Accreditation Type of Registered, the accreditation end date must be amended to 12 months from the date of approval. The Approval date is on the Practice Summary screen:

• Select Remove tab from the Remove column
• Re-key the accreditation details in the Add accreditation details section
• Enter an end date of 12 months from the approval date
• Select Add Details

• Send an approval letter to the practice using the Your practice has been approved for the PIP (Z1597) letter:
• If the Communication with Services Australia has been amended, advise that at least one authorised contact person or owner at the practice must have a PRODA RA Number registered to access communications via HPOS
• If the practice is registering more than 5 authorised contacts advise that the nominated primary contact has been added but confirmation of which secondary contacts are to be added is needed
• If ownership details were recorded differently from the form, this must be addressed
• if there is an address variance between the final practice location(s) in the system and the form, which cannot be corrected, advise the practice
• if a RRMA 1 or 2 practice/providers applied for the Procedural GP payments, advise they are not eligible for the incentive
• if an additional practice branch was not eligible to the registered
• the practice must be advised of any practitioners that could not be registered, including practitioners relating to an additional practice branch
• If any of these options cannot be selected or are not available in the letter template, escalate for a free text letter
• Upload the letter, the IP001 form and any supporting documents not already uploaded to the practice profile
• Type - Application
• Document Name - letter
• Description - Approved
• Add any comments to the practice profile
• In PaNDA, update the secondary reference ID with the Practice ID
• If the application is for:
• PIP only - Finalise the Work Item as Complete in PaNDA
• PIP and WIP - Practice Stream - leave the Work Item open in PaNDA until the WIP-Practice Stream application has been actioned
• If the practice has applied for PIP only, procedure ends here
• If the practice has applied for WIP - Practice Stream as a PIP-consenting practice, see Table 10
• If the practice has applied for WIP - Practice Stream as a non-consenting PIP practice, see Table 11

Log on to the WIP - Practice Stream Online system.

Search for the practice in WIP - Practice Stream Online.

• Select the Tasks tab
• Key the Application number. The field is case sensitive, a capital A must be used
• Select Search
• The search results will show
• Select the Application number hyperlink
• The application will open

If there is no search result, search for the practice in the Practice tab. See Table 1.

If there are no search results on the Practice tab, the application must be registered to Initial status before continuing. See Table 6, then go to Step 3.

On the WIP - Practice Stream Eligibility Check screen:

• Select Next
• The Practice Details screen will show

Check that the auto-populated fields match the IP001 form:

• Authorised Contact at Question 14
• Phone Number, Facsimile Number, Email Address (optional) at Question 8
• Postal Address at Question 9

In the Communicate with Services Australia section

• Check the responses to the HPOS messages facility notifications at Question 13
• Update the Payment Advices and News update, Confirmation Statements, and General Correspondence notifications per the response on the form or what was determined in Table 2 > Step 8
• Select Next
• The Payment details screen will show

On the Payment Details screen, Do you wish to use PIP’s bank details for WIP - Practice Stream? Select as per the response on the form:

• Yes, check that the prepopulated PIP bank account details match the IP001 form at Question 15
• No, key the bank account details at Question 15 in the WIP - Practice Stream Regular Bank Account Details section
• Account Name
• BSB
• Account Number
• Re-enter BSB
• Re-enter Account Number
• Select Next
• The Additional Locations will show

On the Additional Locations screen, the additional location details will be prepopulated with PIP data:

• Check that the Additional location details match the IP001 form at Questions 16 to 18
• If the details do not match, continue processing the application. After approval of the application, send a letter to the practice requesting confirmation of the additional location details
• Select Next
• The Incentives screen will show

Under the Incentive Payments section, key the Health professional details from Question 27 for each eligible health professional

• Health Professional or other health professionals type
• Last Name (if applicable)
• First Name (if applicable)
• Identifier (if applicable, select Not reported if not provided)
• Weekly contracted hours

If health professional details need to be:

• Removed, select Remove next to the relevant health professional
• Added, Select Add row under the relevant health professional type
• Reset, Select Reset. The health professional details will revert to what was previously recorded

Note: the accepted format for Standard Weekly Contracted Hours is Hours:Minutes. For example: 47:30 equals 47 hours and 30 minutes, 47.3 in decimal equals 47 hours and 18 minutes, and is entered at 47:18.

See convert decimal hours to minutes for a conversion table.

In the Declaration section, select Yes to the mandatory questions:

• WIP - Practice Stream Eligibility Requirements
• Collect and Supply Evidence
• Select Next
• The Practice Ownership Details screen will show

On the Practice Ownership Details screen, the practice ownership details will be prepopulated with PIP data

Check that the ownership details match the IP001 form:

• Practice Ownership Type at Question 28
• Practice Ownership Details at Question 29
• Ownership Address Information at Question 29
• Owners/Partners/Associates at Question 40
• Select Next
• The GP Details Summary will show

Do the ownership details match the IP001?

• Yes, go to Step 9
• No, check the practice is under the same ownership. Go to Step 8

If the ownership details in the IP001 do not match the PIP ownership details, the PIP details may have been recorded incorrectly.

Where it can be confirmed that the IP001 information is current and correct and there has not been a change of ownership, the WIP - Practice Stream information can be used to update the PIP profile.

Check/compare the following information against the evidence provided to support the practice ownership type:

• Company name
• Practice ABN
• Registered owners’ names
• PIP associated documents for ownership information submitted since November 2024

Does the information provided confirm the same practice ownership?

• Yes, update the PIP ownership details to match the evidence. See Table 3 in Change of practice ownership for PIP and WIP - Practice Stream. A comment must be added to the PIP profile confirming the update. Then go to Step 9
• No, return the form to the practice for more information. See Table 5 > Step 9
• Unsure, escalate to LPS for review

On the GP Details Summary screen, the providers that appear will be prepopulated with PIP data.

Check that the Provider Details listed match the IP001 form (Questions 30 -37)

• Select the GPs that are to be listed as current on WIP - Practice Stream
• Select Yes/No for the Current field for the relevant provider(s)
• Select Next

The Associated Documents screen will show.

On the Associated Documents screen:

• Upload the IP001 form and any supporting documents to the practice profile (if it has not already been uploaded as part of the PIP application)
• Select Next
• The Application Summary screen will show

If the practice is PIP consenting the documents may already be uploaded. Check and if they have not been uploaded, they will need to be.

From the Application Summary screen:

• Make sure that the Status of each section is Complete
• Select Submit Application
• The Application Submitted page will show confirming the application that has been submitted. An application number starting with an A will be allocated
• The application status will change from initial to awaiting verification

The application must be verified, go to Step 12

If the application is to be declined, prepare the ‘declined’ letter before submitting for quality assurance. Go to Step 12.

Send a declined letter to the practice using the Your application is not approved (Z2187) letter.

• Address the letter to the primary authorised contact person
• Select the reason why the application is declined from the letter options
• If there is not a suitable standard option, escalate for a free text letter
• Upload the letter, the IP001 form and any supporting documents to the practice profile.
• Type - Application
• Document Name - Letter
• Description - Not Approved
• Go to Step 13

Before verifying the application:

• review each screen to make sure that all information has been correctly entered from the Practice Incentives application form (IP001) or a comment has been added to the practice profile or PaNDA item to explain why it is different to the form
• move through each screen by selecting Next at the bottom of the screen

Once all screens have been reviewed:

• Select View Application Summary at the bottom of any screen. The Application Summary screen will show
• Select
• Verify and Approve
• The Application Approval screen will show

Note: do not select ‘Cancel Application’ if more information is needed. Selecting ‘Cancel Application’ will delete the application from the system.

Under the Record Application status section:

• Application Decision
• Select Awaiting Approval from the dropdown
• Decision Comment - key ‘Application verified DD/MM/YYYY’. Where details on the form differ to what is entered into the system, add the details in the comment.
• Select Record Decision
• The Task Screen will show a status of ‘Awaiting Approval’

After verifying the application, the application is to be ‘delegated’ to another Service Officer for quality assurance, approval or declining. Go to Step 14.

In PaNDA:

• add a processing note if different details were keyed in WIP - Practice Stream Online to what was stated on the form
• To submit for quality assurance, add Processing Note:
• WIP - Practice Stream Application processed and verified. Quality assurance and approval/decline required.
• Key Application Number in the Practice ID field in PaNDA
• Select Delegation Required tab. Leave the work item in Open Status

The work item will move into the Delegation Required queue for another Service Officer to complete quality assurance and approval of the WIP - Practice Stream Application.

Log on to the WIP - Practice Stream Online.

Search for the practice in WIP - Practice Stream Online.

Select the Tasks tab

• Key the Application number. The field is case sensitive, a capital A must be used
• Select Search
• The search results will show
• Select the Application number hyperlink
• The application will open

If there is no search result, search for the practice in the Practice tab, see Table 1.

If there are no search results on the Practice tab, the application must be registered to Initial status before continuing. See Table 6, then go to Step 3

On the WIP - Practice Stream Eligibility Check screen:

• Select Next
• The Practice Details screen will show

Under the Authorised Contact section, key the authorised contact person(s) at Question 14 and contact details at Question 8:

• Title
• First Name
• Last Name
• Primary Contact (select primary contact radio button)
• RA Number (if applicable)
• If the RA Number is not accepted on the system check, conduct a PRODA system check
• If an error message shows ‘2042 - The name associated with the RA number entered is xxxxx but you are trying to grant system access to xxxxx’, Select Yes to confirm if the name matches
• If the RA does not match the individual named, call the practice and confirm the correct RA number
• See Online Services for WIP - Practice Stream for steps on verifying a RA number
• Phone Number
• Facsimile Number (optional)
• Email Address (optional)
• Re-enter Email Address (optional)

Under the Postal Address section at Question 9:

• Select Yes/No for Is the practice postal address the same as the main location address?
• If Question 9 is not complete, select Yes
• Yes, the address will automatically populate from the WIP - Practice Stream Eligibility Check screen
• No, key the postal address at Question 9 in the relevant address fields

Under the Receiving correspondence from the WIP - Practice Stream section:

• Check the response to the HPOS messages facility notification at Question 13
• Update Payment Advices and News Update, Confirmation Statements and General Correspondence notifications per the response indicated on the form
• Select Next
• The Payment Details screen will show

If the practice has selected yes to online communication but has not provided a RA number for an authorised contact person or practice owner, communication preference must be set as no. This change must be addressed in a letter to the practice.

If the practice has not answered Question 13 and:

• there is at least 1 authorised contact person or practice owner with a RA number, select yes for online communication
• no RA numbers have been provided, select no for online communication

Note: if the practice is registering more than 5 authorised contacts, add the nominated primary contact only and the first 4 secondary contacts. A letter needs to be sent advising which contacts have been listed. A free text letter must be requested as the WIP - Practice Stream approval letter is system generated.

On the Payment Details screen:

• Key the WIP - Practice Stream Regular Bank Account Details at Question 15 in the appropriate fields:
• Account Name
• BSB
• Account Number
• Re-enter BSB
• Re-enter Account Number
• Select Next
• The Additional Locations screen will show

On the Additional Locations screen, complete the Practice Locations section.

• Does your practice have more than one location? At Question 16, Yes/No
• Yes, continue to Question 17
• No, select Next
  Note: when selecting Next the system will return a warning message advising no additional locations are recorded - select Next again
• If your practice has more than one location, do one or more GPs from the main practice location also practice at the additional locations? At Question 17, Yes/No
• Yes, the screen will refresh and the Additional Practice Location Information fields, including accreditation details, will appear
  Key the additional practice branch details at Question 18
  select Next
• No, the practice location does not meet the requirements for being considered as one practice. Process the application for the main practice address only. The practice must be advised in writing that the branch location was not registered
• Select Next
• The Incentive screen will show

Under the Incentive Payments section, key the Health professional details at Question 27 for each eligible health professional:

• Select the Health Professional Type from the drop down
• Key the Last Name if provided
• Key the First Name if provided
• Key the Identifier if provided
  If the identifier is incorrect or not provided, select Not reported and add a note to PaNDA. Continue processing the application
• Key the Weekly Contracted hours

Note: the accepted format for Standard Weekly Contracted Hours is Hours:Minutes. For example: 47:30 equals 47 hours and 30 minutes,
47.3 in decimal equals 47 hours and 18 minutes, and is entered as 47:18

See convert decimal hours to minutes for more information.

If health professional details need to be:

• Removed, select Remove next to the relevant health professional
• Added, select Add row under the relevant health professional type
• Reset, select Reset. The health professional details will revert to what was previously recorded

In the Declaration section, select Yes to the mandatory questions:

• WIP - Practice Stream Eligibility Requirements
• Collect and Supply Evidence
• Select Next
• The Practice Ownership Details screen will show

On the Practice Ownership screen, select/key the practice ownership details as per the practice application or the supporting evidence:

• Practice Ownership Arrangement Type at Question 28 (select from dropdown menu)
• Practice Ownership Details at Question 29
• Company Name - individual proprietors will not have a company name
• Trading Name is (optional if the ownership type is individual proprietor)
• Australian Business Number (ABN) - optional
• Ownership Address Information at Question 29 - optional
• Owners/Partners/Associates including RA number (if applicable) at Question 40
• Select Next
• The GP Details Summary screen will show

If the practice is applying as an Individual Proprietor, a warning message appears stating Company or trading name is not required, no action is required. Select Next again.

In a body corporate arrangement, the same person may be both the director and secretary of the corporation. This is acceptable providing it has been clearly stated on the form or in the evidence provided.

The system requires two names to be listed under the Owners/Partners/Associates. For sole directors, key the name of the owner in the first line field and key Sole Director in the second line field.

On the GP Details Summary screen, complete the Provider Details section:

• Key Provider Number at Question 32
• Select Location using the drop down
• Select Verify provider. The remaining provider details will auto-fill
• Select Next
• The Associated Documents screen will show

PDS Start and End Dates (if applicable) autofill when a new provider is added. When Start and End Dates provided on the form differ to what is in PDS, process as shown:

• Start Date on the form is before PDS - use the PDS start date
• Start Date on the form is after PDS - enter the form start date
• End Date on the form is before PDS - enter the form date
• End Date on the form is after PDS - use the PDS end date

Repeat this step for each individual provider completing a Part F and each additional location for the provider listed at Question 33 by selecting the Add Another Provider Number tab.

• Upload the IP001 form and any supporting documents to the practice profile
• Select Next
• The Application Summary screen will show

From the View Application Summary screen:

• Make sure the Status of each section is Complete
• Select Submit application
• The Application Submitted page will show confirming the application has been submitted. An application number starting with an A is allocated

The application status will change from initial to awaiting verification.

The application must be verified.

For applications to be:

• Declined, prepare the 'declined letter prior to submitting for quality assurance. Go to Step 11
• Approved, go to Step 12

A Declined letter must be uploaded to the practice profile before declining the application on the system.

Send a declined letter to the practice using the Your application is not approved (Z2187) letter.

• Address the letter to the primary authorised contact person
• Select the reason for declining the application from the letter options
• If there is not a suitable standard option, escalate for a free text letter
• Upload the letter, the IP001 form and any supporting documents to the practice profile:
• Type - Application
• Document Name - Letter
• Description - Not Approved
• Go to Step 12

To verify the application:

• Review each screen to make sure all information is correctly entered from the Practice Incentives application form (IP001). Where the details are different to the form check that a comment has been added to the practice profile or PaNDA item to explain why
• Move through each screen by selecting Next at the bottom of the screen

Once all screens have been reviewed:

Select

• View Application Summary at the bottom of any screen. The Application Summary screen will show
• Verify and Approve. The Application Verification and Approval screen will show
  Note: do not select ‘Cancel Application’ if more information is needed. Selecting ‘Cancel Application’ will delete the application from the system

Under the Record Application status section:

• Application Decision
• Select Awaiting Approval from the drop down
• Decision Comment - key ‘Application verified DD/MM/YYYY’. Where details on the form differ to what is entered into the system, add the details to the comment
• Select Record Decision. The Task Screen will show with a status of ‘Awaiting Approval’

After verifying the application, the application is to be ‘delegated’ to another Service Officer for quality assurance, approval or declining. Go to Step 13.

In PaNDA:

• add a processing note when the details keyed into WIP - Practice Stream Online differ to the details stated on the form
• To submit for quality assurance, add Processing Note - WIP - Practice Stream Application processed and verified. Quality assurance and approval/decline required
• Key Application number in the Practice ID field in PaNDA
• Select Delegation Required tab. Leave the work item in Open Status

The work item will move to the Delegation Required queue for another Service Officer to complete quality assurance, verification and approval of the WIP - Practice Stream application.

Log on to the WIP - Practice Stream Online.

Search for the application in WIP - Practice Stream Online.

On the Practice Search screen:

• Select the Tasks tab. The Task Search screen will show
• Key the Application ID or Practice Name
• Select Search. The Search results will show
• Check that the practice name matches the details on the form and the practice status is 'Awaiting Verification'
• Select Application Number hyperlink
• The WIP - Practice Stream Eligibility Check screen will show

Before approving the application:

Assess the Practice Incentives application form (IP001) and supporting documentation. Review each section to make sure that:

• all information from the Practice Incentives application form (IP001) is entered correctly, or
• a comment explaining the reason for the difference is on the practice profile or PaNDA item

Move through each section by selecting Next at the bottom of the screen.

After reviewing all documents and screens, for applications that:

• are approved, go to Step 4
• have errors identified, return the application for further action

To return the application:

• Add details of the error in the Processing Note detailing the action required to correct the error
• Complete the details in the Staff Feedback Tool
• Re-assign back to the original Service Officer. Select:
• Reassign tab in PaNDA. The Reassign pop up will appear
• User ID: Key Service Officer name or number of the original Service Officer
• Reason: User Unavailable
• Select Submit

The work item will appear in the original Service Officer's worklist.

The original Service Officer must:

• review the error identified
• correct the error
• add a processing note to confirm error has been corrected, and the application Is ready for approval
• reassign work item back to the Service Officer that conducted the quality control check for them to complete the quality control process

Note: any quality control discrepancies should be discussed with the Team Leader

Select the practice from the Tasks tab.

The WIP - Practice Stream Eligibility Check screen will show.

If the application is not in view, locate and select the application in the Awaiting approval status from the Tasks tab or by searching using the Application Number or Practice Name.

The system may show an error message:
‘You cannot Approve or Decline the bank details because you entered them on the Payment Details screen.’

Select Cancel.

Escalate to LPS for approval of the WIP - Practice Stream bank account details.

Once the bank details are approved, continue with the application approval process.

All documents and screens are reviewed during the quality assurance process.

Do not select ‘Cancel Application’ if more information is needed. Selecting ‘Cancel Application’ will delete the application from the system.

Complete the following application approval process:

• Select View Application Summary at the bottom of the screen. The Application Summary screen will show
• Select Verify or Approve. The Application Verification and Approval screen will show

Under the Record Application Status section:

• Application Decision
• Select Approved from the drop down
• Approval Date- the date of approval is auto-populated with the processing date
• Decision Comments
• Key ‘Approved DD/MM/YYYY’
• The Green confirmation message will confirm the eligible incentives

Under the Incentive Approval Decision section:

• Approve Incentive Payment
• Select Eligible from the drop down
• Select Record Decision

The practice will be allocated a WIP - Practice Stream practice ID. The practice details will disappear and the system will return to the Tasks screen.

An automatic approval letter will issue to the practice confirming their eligibility for the program. Go to Step 7.

On the WIP Practice Stream Eligibility check screen:

• Select View Application Summary at the bottom of the screen. The Application Summary screen will show
• Check the declined letter is uploaded to the practice profile on the Associated Documents screen before declining the application
• Select Verify or Approve. The Application Verification and Approval screen will show

From the Record Application status section:

• Application Decision
• Select Declined from the drop down
• Decision Comments. Indicate why application has been declined
• Select Record Decision

The practice details will disappear and the system will return the home page of the Task Search screen. A declined application cannot be located from the Practice Search screen.

Search for the WIP - Practice Stream ID, go to Step 2.

Return work item back to the original Service Officer, select:

• Return work item tab. A pop up window will appear to ‘Reassign to Service Officer PXXXXX’ or ‘Unassign’
• Reassign to Service Officer PXXXXX

Where errors are:

• not identified:
• Key processing note ‘Quality assurance complete. No errors identified. WIP-PS practice approved DD/MM/YYYY. Practice ID: XXXXX’
• Select Approve tab
• identified:
• Key the details in the processing note field
• Select Reject tab

The original Service Officer will:

• receive this work item back when they select ‘Ready’ in PaNDA
• need to finalise the WIP - Practice Stream application, see Table 13

Note: for any applications where errors are identified, the details must be recorded in the Staff Feedback Tool.

Log on to the WIP - Practice Stream Online

Search for the application in 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 matches the details on the form
• practice status is showing as ‘Approved’

Do these details match the details on the form and in PaNDA?

• Yes:
• select the Practice ID or Application Number hyperlink
• the Practice Summary screen will show, go to Step 3
• No, search for the practice to locate the correct Practice ID

From the Main menu:

• Select Practice Details
• Select Eligibility from the drop down
• Check Accreditation History Current Details

If the practice:

• has an Accreditation Type of Registered, the accreditation end date must show 12 months from the date of approval. The Approval date is on the Practice Summary screen
• is a PIP Consenting WIP - Practice Stream practice, the registered for accreditation end date must be the same end-date as the details in PIP Online

To amend accreditation details:

• Select Remove tab from the Remove column
• Re-key the accreditation details in the Add accreditation details section
• Key an end date of 12 months from the approval date
• Select Add Details

When the application shows as 'Approved' the WIP - Practice Stream approval letter is system generated and sent overnight.

If any of the following details have been amended throughout the assessing and processing stage, a letter must be sent to the practice.

A free text letter must be raised in these scenarios:

• Communication with Services Australia was amended, advise that at least one authorised contact person or owner at the practice must have a PRODA RA Number registered to access communications via HPOS
• practice is registering more than 5 authorised contacts tell then that:
• the nominated primary contact has been added
• confirmation of secondary contacts is needed
• there is an address variance between the final practice location(s) in the system and the form, that cannot be corrected, advise the practice
• not eligible to register an additional practice branch, the practice must be told which practitioners could not be registered, including practitioners relating to an additional practice branch.

Upload the letter, the IP001 form and any supporting documents not already uploaded to the practice profile:

• Type - Application
• Document Name - Letter
• Description - Approved
• Add any comments to the practice profile
• In PaNDA, update the secondary reference ID with the Practice ID
• If the application is:
• approved, finalise the Work Item as Complete in PaNDA
• declined, finalised the Work Item as Complete, Request Rejected in PaNDA