Letters for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream 012-22080436

Locating Standard Letter templates

Services Australia Intranet
Select Resources
Select Letters
Under the Letters heading, select Operational Blueprint letters and electronic messaging
Under the Medicare heading, select Provider and Third Party letters
Navigate to the Incentive Programs section - the list of available letters is displayed

Practice Incentives letter list

Table 1

Letter category	Letter name and action
PIP or combined PIP/WIP - Practice Stream Amendments	Z1736 Request for more information for PIP and the WIP - Practice Stream Use this letter to return any form that does not have a specific letter to the practice that needs more information. Z2092 We need more information to update GP/NP details Use this letter to return an IP003 form to the practice that needs more information. Z2188 PIP WIP Practice closure or withdrawal from the PIP and WIP - Practice Stream Use this letter to confirm the practice/additional practice branch is closed or withdrawn.
PIP or combined PIP/WIP - Practice Stream Applications	Z2592 We need more information to process your application Use this letter to reject an application that needs more information. Z2187 Your application is not approved Use this letter to reject a PIP/WIP - Practice Stream application when the practice is not meeting the program’s eligibility requirements.
PIP and WIP - Practice Stream Compliance	These letters are used by Program Management: Z2433 Your PIP and WIP - Practice Stream payments are on hold Z2435 Your practice has been withdrawn from the PIP and the WIP - Practice Stream Z2436 Your withheld payments will be paid to your practice
PIP Annual Confirmation Statements	Z2121 Request for more information for your Practice Incentives Program Annual Confirmation Statement Use this letter to return an Annual Confirmation Statement to the practice that needs more information. The Annual Confirmation Statement may be processed.
PIP Applications	Z1597 Your practice has been approved for the Practice Incentives Program Use this letter to confirm the practice’s PIP application is approved.
PIP eHealth Incentive and Quality Improvement Incentive	Z2320 Your eHealth Incentive and Quality Improvement Incentive request needs to be completed online Use this letter to tell the practice to apply for the eHealth Incentive or Quality Improvement through HPOS.
PIP Indigenous Health Incentive	Z1661 Your application for PIP IHI has been approved Use this letter to confirm the IHI practice application is approved. Z1704 PIP IHI and PBS Co-payment Measure - more information is needed Use this letter to return an IHI Patient registration form that needs more information. Z1874 PIP IHI patient registration - patient/s not registered Use this letter to reject an IHI patient registration for not meeting the incentive’s eligibility requirements. Z2411 PIP IHI practice registration - IHI patient withdrawal - more information is needed Use this letter to return: an IHI practice application that needs more information an IHI patient withdrawal that needs more information
PIP Payments	Z1844 Recovery of PIP payments Use this letter to recover a PIP overpayment.
PIP Teaching payments	Z1656 PIP Teaching payment claim - request for more information Use this letter to return a teaching claim that needs more information. Z1657 PIP Teaching session/s not payable Use this letter to reject a teaching claim that is: not payable as the claim is a duplicate, or does not meet the incentive’s eligibility requirements
WIP - Practice Stream Only letters	Z1669 Recovery of WIP - Practice Stream Use this letter to recover a WIP - Practice Stream overpayment. The below letters are used by Program Management: Z1758 We have not made a payment for you <first-second> quarter Program Management use this letter to tell a practice: they have not received WIP - Practice Stream payment/s for one or 2 quarters, and if payments are zero or withheld for 3 quarters, they will be withdrawn Z2190 Your payments remain zero or withheld for the <second><third> quarter Program Management use this letter to tell a practice: their payments are on hold for 2 or 3 quarters, and they will be withdrawn from the program on a particular date Provides practices the opportunity to address the held payment reasons before being withdrawn.
WIP - Practice Stream Quarterly Confirmation Statements	Z2189 We need more information for your QCS Use this letter to return a QCS that needs more information. It is used when the: QCS can be processed but more information is required to complete notified changes QCS cannot be processed until additional information is received
Service Incentive Payments	Z2072 GP ACAI - more information needed Use this letter to return a GP ACAI banking details form (IP011) when the: form is incomplete or more information is needed GP could not be contacted to confirm the request GP did not confirm the update form was submitted after 1 August 2024 and the GP does not have an outstanding GP ACAI payment

Determining the addressee

Table 2

Form	Addressees details on letter
Practice Incentives Service incentive payment banking details (IP011) form	Send to the general practitioner wanting to change their bank account details.
Practice Incentives Individual general practitioner, nurse practitioner or health professional details (IP003) form	Send to the primary authorised contact on the practice profile, or the general practitioner or nurse practitioner on the form, if there is no Practice ID or the practice ID is incorrect
Practice Incentives Change of practice ownership (IP010) form	For a full change of ownership: send to the new owner on the form For a partial change of ownership: send to the primary authorised contact person on the practice profile If the form includes changes to the authorised contacts, send to a secondary contact person. If all authorised contacts are changing, send to the new primary contact person.
All other forms	Primary authorised contact registered against the PIP and/or WIP - Practice Stream practice profile If the form or documents indicate the primary authorised contact has left the practice, send to a secondary contact person.
Forms where the practice ID is missing, incorrect or the practice cannot be identified	Send to the name on the form. If there is no name on the form, use ‘Practice Manager.’

Determining the postal address

Table 3

Form

Postal address to use on letter

Practice Incentives Application (IP001) form

Send to the postal address on the form.

If no postal address is recorded, send to the main practice address on the form.

Online applications

Send to the postal address on the application.

If no postal address is recorded, send to the main practice address on the application.

Practice Incentives Practice closure or withdrawal (IP007) form

Practice closure

Send to the forwarding address on the form.

If the forwarding address is not available, send to the postal address on the practice profile.

If the postal address is a PO Box, send to the practice address.

Practice branch closure

Send to the postal address on the practice profile.

If the postal address is the closed branch, send to the main practice address.

Practice Incentives Practice ownership details and declaration (IP008) form

Send to the postal address on the online application.

If a postal address is not recorded, send to the main practice address on the form.

Practice Incentives Service incentive payment banking details (IP011) form

Send to the practitioner’s preferred mailing address in the Provider Directory System (PDS).

Practice Incentives Change of practice ownership (IP010) form

Send to the main practice address on the practice profile.

Practice Incentives Change of practice details (IP005) form

For practice relocations only:

send to the new postal address on the form
if a postal address is not recorded, send to the new main practice address on the form

All other notifications, send to the postal address on the practice profile.

All other forms

Send to the postal address on the practice profile.

If a postal address is not recorded, send to the main practice address on the form.

Forms where the practice ID is missing, incorrect or the practice cannot be identified

Send to the address on the form.

If the form has both a postal and physical address listed, use the postal address.

Important points when composing new mail in HPOS

Before sending, remove from the subject line and message:

chevrons (<,>), and
all information that is not relevant

Make sure the message is in plain text
Rename the file before attaching to the HPOS message. Letters sent through HPOS must only have the Practice ID in the file name
Do not add links in HPOS messages. Service Officers must include the full URL

Finding a sent HPOS mail message

To find a copy of sent mail in HPOS:

Open Mail Centre (PIP or WIP - Practice Stream)
The Mail Centre shows
Select All from the top menu
Select All Mail from the View dropdown menu
Select search
A list of all sent mail displays. A paperclip image displaying next to the practice name shows that the message has an attachment

default display is by Received mail, in date order
use the Display dropdown menu to show All or Sent mail

To change the display order, select:

Practice/Provider
Subject
Update Date/Time or Ref No heading at the top of the display list

To narrow the search, use the:

Practice ID/Provider Stem radio button and key in the Practice ID or RA number
Range radio button, to change the date range

Acceptable abbreviations

Table 4

Word	Abbreviation
Adelaide	Adl
Alice Springs	Asp
Association/Associates	Assoc
Avenue	Ave
Boulevard	Blvd
Brisbane	Bris
Building	Bldg
Canberra	Cbr
Centre	Ctr
Circuit	Cct
Controlled	Cont
Cooperative	Coop
Corner	Cnr
Corporate or Corporation	Corp
Court	Ct or Crt
Crescent	Cres
Darwin	Drw
Doctor/Doctors	Dr/Drs
Drive	Dr
Esplanade	Esp
Health	Hlth
Highway	Hwy
Hobart	Hba
Hospital	Hosp
Incorporated	Inc
Medical	Med
Melbourne	Mel
Parade	Pde
Perth	Per
Place	Pl
Plaza	Plz
Practice	Prac
Proprietary Limited	Pty Ltd or P/L
Region/ Regional	Reg
Ridge	Rdge
Road	Rd
Service/s	Srv/s
Square	Sq
Street	St
Sydney	Syd
Terrace	Tce
University	Uni

Contact details

Practice Incentives Program (PIP)

Workforce Incentives Program (WIP) – Practice Stream

Letters

Medicare Provider and Third Party letters

Operational Information