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

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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
  • Go to the Incentive Programs section - the list of available letters displays
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Use this letter to confirm the practice/additional practice branch is closed or withdrawn.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  • Z2435 Your practice has been withdrawn from the PIP and the WIP - Practice Stream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 PIP IHI practice application is approved.

Z1704 PIP IHI and PBS Co-payment Measure - more information is needed

Use this letter to return a PIP IHI Patient registration form that needs more information.

Z1874 PIP IHI patient registration - patient(s) not registered

Use this letter to reject a PIP 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 a:

  • PIP IHI practice application that needs more information
  • PIP 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 uses 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 uses 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
  • cannot be processed until additional information is received

Determining the addressee

Table 2

Form

Addressee's details on letter

Practice Incentives Individual general practitioner, or nurse practitioner details (IP003) form

Send to the primary authorised contact on the practice profile.

If the Practice ID is missing or incorrect, send to the:

  • person who completed the practice declaration
  • the general practitioner or nurse practitioner on the form, if the practice declaration is not completed
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 contact person who is remaining on the profile.

If all authorised contacts are changing, send to a practice owner registered on the profile.

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.

If there is no secondary contact person, send to a practice owner.

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 was not provided, send to the postal address on the practice profile.

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

If there is no forwarding address and the practice owner is a general practitioner, check PDS for an alternative address.

If the PDS preferred mailing address is different to the practice address, send to the PDS address.

If the PDS preferred mailing address is the same as the practice address, search for the primary billing location. This is the location with the 'P' activity indicator. If this is different to the practice address, send to the primary billing address.

If no alternative address is available, 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 Change of practice ownership (IP010) form

Full Change

Send to the main practice address on the practice profile.

Use the postal address if the IP010:

  • indicates a new postal address
  • confirms the existing postal address

Partial Change

Send to the postal 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
  • if the form is notifying a future relocation, send to the current postal or practice address

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
  • When directing to a specific page on the Services Australia website, the page quick code (QC) can be used
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