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Authorised contact person changes for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream 012-18102339

This document outlines the process for when a practice changes authorised contact person/s.

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Assess the IP005 form - authorised contact person/s

Process the IP005 form - authorised contact person/s

Update an authorised contact person/s

Assess the IP005 form - authorised contact person/s

Table 1

Step	Action
1	Log into systems and check practice details + Read more ... Log on to these systems: PIP Online, and/or WIP – Practice Stream Online Assess the practice details on the form. The practice must complete the Practice Details section. They must provide their: Practice ID Practice name, and Full practice address (main location) 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 8 The practice does not need to provide the below details: Program notification Postal address at Question 7 Notification Type at Question 8 Question 8 is optional if Question 34 is complete or if the change to practice details is clear. If the practice wants a standalone change other than authorised contact persons, see Related Links on the Background page for other procedures
2	Search for the practice + Read more ... Search for the practice in PIP Online or WIP – Practice Stream Online. On the Practice Search screen: Key the Practice ID Select Search. The Search Results will show 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 8. Check if the practice name and address on the practice profile match the details on the form. Note: an address variance may be accepted. 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? Yes, go to Step 3 No, check the form version on the bottom left corner of the form. Check if this is acceptable, see Table 1 in Forms and letters for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream. Number. Check the rest of the form for incomplete questions only, then go to Step 8
3	Practice status and form version + Read more ... 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 8
4	Check relocation + Read more ... Is the practice notifying a relocation? Yes, assess and process the relocation, then go to Step 5 No, go to Step 5
5	Check amalgamation + Read more ... Is the practice notifying an amalgamation? Yes, assess and process the amalgamation, then go to Step 6 No, go to Step 6
6	Authorised contact person/s details + Read more ... A practice can have up to 5 authorised contact person/s at a time. If more than 5 are listed, return the form to the practice requesting they indicate which 5 contacts should be listed. Is the practice adding or removing an authorised contact person? Yes, check: The family name and first given name are clear Title has been indicated. Title is a mandatory system requirement for authorised contacts. If the title has not been indicated and no other information is required, call the practice to confirm the title. A security check must be performed before taking any details. Clearly record the call details Add or remove box has been ticked. If add/remove has not been ticked and other information is required, call the practice to confirm their request. A A security check must be performed before taking any details. Clearly record the call details The RA number is not mandatory If the above details are incomplete, check the rest of the form to see if any other details are needed before returning the form to the practice Go to Step 7 No, go to Step 8 Note: if the authorised contact person is being removed and can be clearly identified from the information, do not reject the form for missing contact details.
7	Check the declaration + Read more ... Check the declaration details on the form. There must be: the signature of at least one registered owner 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 can be identified from the signature the declaration date Are the declaration details complete? Yes, go to Table 2 No, or other details are needed, go to Step 8
8	Returning an incomplete form + Read more ... If the form needs more details: Return the form to the practice. Use the Request for more information for the PIP and the 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 form. If no name, use 'Practice Manager' 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 Forms and letters for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream for the letter checking process If the practice is not a PIP consenting practice, upload the letter to both profiles.

Process the IP005 form - authorised contact person/s

Table 2

Step	Action
1	Log into systems and search for the practice + Read more ... Log on to these systems: PIP Online, or WIP – Practice Stream Online On the Practice Search screen key the practice ID and select search. Select the practice ID hyperlink from the search results The Practice Summary screen will show
2	Update the Authorised Contact Person/s + Read more ... Update the authorised contact person details. Select Practice Details from the Main menu Select Contact Details from the drop down. The Contact Details screen will show To add an authorised contact person, under Add Authorised Contact Person: Select/key the below details in UPPERCASE: Type Title First Name Last Name RA Number (if provided). If the RA number is not correct, contact the new ACP to confirm the correct RA number. See Online Services for PIP and WIP - Practice Stream. Add a comment to the profile detailing the call Select Add Authorised Contact Person Select Yes To remove an authorised contact person/s, under Authorised Contact Persons: Go to the authorised contact person to be removed Select the radio button from the Select column Select Remove Select Yes Note: the primary contact cannot be removed. An existing secondary contact must be set as the primary contact before removing the contact. The practice must have at least one authorised contact person at all times. If the: primary contact is being removed, and there are no secondary authorised contacts, the form must be returned to the practice requesting at least one additional authorised contact person be added Before returning the form to the practice, check the online access and remove it from the former primary contact person. To set a secondary contact as the primary contact: Go to the secondary contact that is to be set as the primary contact Select the radio button from the Select column Select Set as Primary Select Yes
3	Contact details + Read more ... Check the phone number, and postal address in the practice details section of the form against the information on the contact details screen. Do the phone number or postal address need to be updated? Yes, to update the phone number: Under Update other details, key the details Select Update Other Details Yes, to update the postal address: Under Update Postal Address, key the address Select Update Postal Address No, go to Step 4 Note: these details can only be updated once per day. If a keying error is made, the correction must be actioned the next day. Add a processing note to the PaNDA work item and pend to the following day.
4	Communication preferences + Read more ... Check the practice communication preference under Update online subscriptions. Are the communication preferences set to Access Online? Yes, check an owner or ACP has a linked RA number, go to Step 5 No, go to Step 8
5	Linked RA numbers + Read more ... Select Practice Staff System Access from the Main menu The Practice Staff System Access screen will show Is there an owner or authorised contact person with a linked RA number? Yes go to Step 6 No, go to Step 7
6	Confirm the RA number + Read more ... Check the registered RA number against the RA on the form. Does an RA number need updating? Yes, link the RA number. Then go to Step 8 No, go to Step 8
7	Update the communication preferences + Read more ... Call the practice to confirm their communication preference if: the communication preference is Access online, and there are no owners/authorised contacts with a linked RA number Staff can link an owner or authorised contact’s RA over the phone, see Online Services for PIP an WIP - Practice Stream. Clearly record the call details. The communication preference must be changed to Receive printed copy via mail if: there are no authorised contacts or owners with a linked RA number, and the practice does not provide any verbally Does the communication preference need to be updated? Yes, select the radio button next to Receive printed copy via mail for all communication options, then select update online subscriptions. Go to step 8 No, go to Step 8
8	PIP consenting practice + Read more ... Is the practice a PIP consenting practice? If the practice is not PIP consenting and has not provided a separate WIP – Practice Stream practice ID, do not make updates in WIP – Practice Stream Online. Yes, go to Step 9 No, and a separate WIP – Practice stream ID has been provided. Log on to WIP – Practice Stream Online and repeat: Steps 2-7 Go to Step 9
9	Multiple IP005 form changes + Read more ... Is the practice notifying a change of bank account details, ceasing a general practitioner or nurse practitioner, or updating health professional details? Yes, assess and process the relevant changes below. Then go to Step 10 a change of bank account details ceasing a general practitioner or nurse practitioner updating health professional hours No, go to Step 10
10	Upload documents and finalise the work item + Read more ... Upload the IP005 form to the practice profile Finalise the work item as Complete in PaNDA If the practice is not a PIP consenting practice, upload the form to both profiles.

Update an authorised contact person/s

Table 3

Step	Action
1	Log into systems and check practice details + Read more ... Log on to these systems: PIP Online, or WIP – Practice Stream Online The practice correspondence must include the following: Practice name and practice ID Details of the change required Name and signature of the authorised contact person If the primary authorised contact person is being changed, an owner of the practice registered on the profile must sign the request Has the practice provided the required information? Yes, go to Step 2 No, return the correspondence to the practice. See Table 1, Step 8
2	Search for the practice + Read more ... Search for the practice in PIP Online or WIP – Practice Stream Online. On the Practice Search screen: Key the Practice ID Select Search. The Search Results will show If no Search Results show, the practice ID is incorrect. Return the correspondence to the practice for more information. See Table 1, Step 8 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? Yes, go to Step 3 No, check that the Practice ID keyed is correct or re-assess the form. See Table 1, Step 8
3	Check the authorised contact details + Read more ... Check the authorised contact person details. Select Practice Details from the Main menu Select Contact Details from the drop down The Contact Details screen will show Do the authorised contact persons details need updating? Yes, a change of name is required, go to Step 4 the primary authorised contact person has changed, go to Step 5 No, complete the work item in PaNDA as, Complete, already completed. Procedure ends here
4	Update an authorised contacts name + Read more ... The PIP and WIP Online systems do not have an update function for updating authorised contact persons details. The authorised contact must be removed and re-added with their new name. If the primary authorised contacts name is being updated, go to Step 5 first and change the contact to a secondary contact. If the contact is the only authorised contact for the practice, add the contact with their new name first, then remove the old details. To remove an authorised contact person/s, under Authorised Contact Persons, select: the authorised contact person to be removed the radio button from the Select column Remove Yes To add an authorised contact person, under Add Authorised Contact Person: Select/key the below details in UPPERCASE: Type Title First Name Last Name RA Number (if provided). If the RA number is not correct, contact the new ACP to confirm the correct RA number. See Online Services for PIP and WIP - Practice Stream. Add a comment to the profile detailing the call Does the primary authorised contact need to be updated? Yes, go to Step 5 No, go to Step 6
5	Change the primary authorised contact person + Read more ... The primary contact cannot be removed. An existing secondary contact must be set as the primary contact before removing the contact. To set a secondary contact as the primary contact, select: the secondary contact that is to be set as the primary contact the radio button from the Select column Set as Primary Yes Go to Step 6.
6	Upload documents and finalise the work item + Read more ... Upload the correspondence to the practice profile Finalise the work item as Complete in PaNDA If the practice is not a PIP consenting practice, upload the form to both profiles.