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Health professional weekly hours in the Workforce Incentive Program (WIP) - Practice Stream 012-11070020

This document outlines the process for changing health professional details.

On this page:

Assess the IP005 form - health professional details section

Assess a letter, email or revised QCS - health professional details

Update the WIP - Practice Stream health professional details

Assess the IP005 form - health professional details section

Table 1

Step	Action
1	Log into systems and check the practice details Log on to WIP - Practice Stream Online. Assess the practice details on the form. The practice must provide their: Practice ID Practice name Full practice address If the above practice details are missing, check the form version and the rest of the form for incomplete questions only, then go to Step 9. The practice does not need to provide these details: Program notification at Question 1 Practice phone number Postal address Notification type at Question 8. Question 8 is optional if the change to WIP - Practice Stream health professional details is clear. If the practice wants a change other than to health professional details, see Related links for other procedures
2	Search for the practice Search for the practice in WIP - Practice Stream Online. On the Practice Search screen: key the Practice ID select Search the Search Results will show if no Search Results show, the practice ID is incorrect check the form version and the rest of the form for incomplete questions only, then go to Step 9 See also: Forms for PIP and WIP - Practice Stream. Check if the practice name and address on the practice profile match the details on the form. If the details: match, go to Step 3 do not match, check the company or trading name: Select the Practice ID. The Practice Summary screen will show Select Practice Details from the Main menu Select Ownership Details from the drop down. The Ownership Details screen will show Do these details match the details on the form? Note: an address variance may be accepted. Yes, go to Step 3 No, check the form version and the rest of the form for incomplete questions only, then go to Step 9
3	Practice status and form version On the Practice Search screen, check the Search Results Status Check the form version number on the bottom left corner of the form. Check if this is acceptable in the Practice Incentives forms list Does the status show as Approved and is the form version acceptable? Yes, go to Step 4 No, go to Step 9
4	Previous payment quarter Assess the WIP - Practice Stream health professional details section on the form. Has the practice indicated the changes apply to a previous payment quarter and is the affected quarter stated? Yes, go to Step 5 No, check the rest of the form to see if any other details are needed before returning the form to the practice. Go to Step 9
5	Check for an outstanding QCS Select Quarterly Confirmation Statement from the Main menu The Quarterly Confirmation Statement screen will show Under Current/Outstanding Details, is the status for the quarter being amended Confirmed? Yes, go to Step 6 No: do not update the health professional details check the rest of the form. Check if any other details are needed before returning the form to the practice telling them they must confirm the outstanding quarter/s Note: unless stated otherwise in the comments, if the quarter showing on this screen is after the quarter being amended, the previous quarter being amended has been confirmed.
6	Check the WIP - Practice Stream health professional details Assess the health professional details. The practice must provide the below additional/amended details for each additional/amended eligible health professional employed or retained at the practice (including additional practice branches): Eligible health professional type Actual average weekly hours The practice does not need to provide these details: Title Family name First given name Unique identifier number Note: health professional initials for either a first name or last name are acceptable. Has the practice provided the mandatory information? Yes, go to Step 7 No, check the rest of the form. Check if any other details are needed before returning the form to the practice, go to Step 8
7	Check the previous health professional details Select Health Professional Details from the Main menu The Health Professional Details screen will show Under Health Professional Weekly Contracted Hours, select the payment quarter from the Payment Quarter drop down Do the health professional details need updating? Yes, go to Step 8 No, finalise the work item as Complete, Already complete. Procedure ends here Note: if the payment quarter being amended is not available in the drop down, escalate to Program Management via LPS to review and action.
8	Check the practice declaration Assess the practice declaration there must be: the signature of at least one registered owner or an authorised contact person Do not check these details if the practice ID is missing, incorrect or the practice cannot be identified their full name If there are no name details, check the signature. Accept the form if the name be identified from the signature declaration date See also: Enquiry management for PIP and WIP - Practice Stream. Are the practice declaration details complete? Yes, see Table 3 No or other details are needed, go to Step 9
9	Returning an incomplete form If the form needs more details: Return the form to the practice. Use the Request for more information for PIP and WIP - Practice Stream z1736 letter If the practice ID is missing, incorrect or the practice cannot be identified, use the practice owner/authorised contact person's name and the address on the form. If no contact name, use 'Practice Manager' If the practice ID is missing, or invalid, key the practice name in the Practice ID field in PaNDA Upload the letter and the IP005 form to the practice profile. Upload the documents to PaNDA only if the practice ID is missing, incorrect or the practice cannot be identified Finalise the Work Item as Complete, Request rejected in PaNDA See Letters for PIP and WIP Practice Stream for the Incentive Programs letter checking process

Assess a letter, email or revised QCS - health professional details

Table 2

Step	Action
1	Log into systems Log on to WIP - Practice Stream Online. If the practice has submitted a: letter or email, go to Step 2 revised Quarterly Confirmation Statement (QCS), go to Step 3
2	Check practice details Assess the letter/email. The practice must provide their: practice ID practice name full practice address If the above practice details are missing, check the rest of the letter/email for incomplete details only, then go to Step 8.
3	Search for the practice Search for the practice in WIP - Practice Stream Online. On the Practice Search screen: key the Practice ID select Search. The Search Results will show if no Search Results show, the practice ID is incorrect. Check the rest of the letter/email for incomplete details only, then go to Step 8 Check if the practice name and address on the practice profile match the details on the email or revised QCS. If the details: match, go to Step 4 do not match, check the company or trading name: Select the Practice ID. The Practice Summary screen will show Select Practice Details from the Main menu Select Ownership Details from the drop down. The Ownership Details screen will show See also: Forms for PIP and WIP - Practice Stream. Do these details match the details on the letter/email? Note: an address variance may be accepted. Yes, go to Step 4 No, check the rest of the letter/email form for incomplete details only, then go to Step 8
4	Check the signature Check the signature block details on the letter/email. There must be: the signature of at least one registered owner or an authorised contact person. Do not check these details if the practice ID is missing, incorrect or the practice cannot be identified their full name. If there are no name details, check the signature. Accept the letter/email if the name can be identified from the signature See also Enquiry management for PIP and WIP - Practice Stream. Check the signature on the QCS. There must be: the signature of a registered owner or authorised contact person their full name. Accept the QCS if the name can be identified from the signature Are the signature details complete? Yes, go to Step 5 No, or other details are needed, go to Step 8
5	Check for an outstanding QCS Select Quarterly Confirmation Statement from the Main menu The Quarterly Confirmation Statement screen will show Under Current/Outstanding Details, is the status for the quarter being amended Confirmed? Yes, go to Step 6 No: do not update the health professional details check the rest of the letter/email to see if any other details are needed before returning to the practice, go to Step 8 Note: unless stated in 'comments', if the quarter showing on this screen is after the quarter being amended, the previous quarter being amended has been confirmed.
6	Check the WIP - Practice health professional details Assess the health professional details on the letter, email or revised QCS. The practice must provide: which previous payment quarter is being amended eligible health professional details eligible health professional type actual average weekly hours The practice does not need to provide the below details: title and full name of each health professional unique identifier number for each health professional Has the practice provided the mandatory information? Yes, go to Step 7 No, check the rest of the form. See if any other details are needed before returning the form to the practice, go to Step 8.
7	Check the previous health professional details Select Health Professional Details from the Main menu The Health Professional Details screen will show Under Health Professional Weekly Contracted Hours select the payment quarter from the Payment Quarter drop down Do the health professional details on the letter, email or revised QCS need updating? Yes, see Table 3 No, finalise the Work Item as Complete, Already complete. Procedure ends here Note: if the payment quarter being amended is not available in the drop down, escalate to Program Management to action.
8	Returning an incomplete letter/email If the letter/email needs more details: Return the letter/email to the practice. If the request is received via: Letter, use the Request for more information for PIP and WIP - Practice Stream z1736 letter. If the practice ID is missing, incorrect or the practice cannot be identified, use the name and address on the letter. If no name, use 'Practice Manager' Email, reply to the original email using the appropriate email template Upload the letters/email or revised QCS to the practice profile. Upload the documents to PaNDA only if the practice ID is missing, incorrect or the practice cannot be identified. If the practice ID is missing or invalid, key the practice name in the Practice ID field in PaNDA Finalise the Work Item as Complete, Request rejected in PaNDA See Letters for PIP and WIP Practice Stream letter checking process Procedure ends here

Update the WIP - Practice Stream health professional details

Table 3

Step	Action
1	Log into systems Log on to WIP - Practice Stream Online.
2	Search for the practice Search for the practice in WIP - Practice Stream Online On the Practice Search screen: key the Practice ID and select Search The Search Results will show Select the practice ID hyperlink The practice summary screen will show
3	Update the health professional details Select Health Professional Details from the Main menu The Health Professional Details screen will show Under Health Professional Weekly Contracted Hours: Select the payment quarter from the Payment Quarter drop down Select Update Hours for Quarter Select 'Health Professional Hours Changed' from the Reason for update dropdown menu Select/key the below amended/additional details for each eligible health professional: Eligible health professional type Last name (if applicable) First name (if applicable) Identifier (if applicable), select Not reported if not provided Average weekly hours reported Select Apply Update If the identifier is incorrect, select Not reported and continue updating the health professional details. Once the health professional details have been updated, add a comment to the practice profile that the identifier provided was not correct. 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 See the Resources page for converting decimal hours to minutes.
4	Upload the documents and finalise the work item Upload the correspondence to the practice profile Finalise the Work Item as Complete in PaNDA
5	Escalate to Program Management Escalate to the Local Peer Support (LPS) to see if a payment recalculation is needed. Program Management (payments team) will advise if a payment recovery or additional payment is needed.