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Forms for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream 012-10010070

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This document outlines information about forms for the PIP and WIP - Practice Stream. This includes checking a practice’s owner and authorised contact persons.

On this page:

Mandatory form fields

Check a practice owner or authorised contact persons

Mandatory form fields

Table 1

Form field

Action

Form Version number

Check if the form version number on the bottom left corner of the form is acceptable in the Practice Incentives forms list. See link on the Resources page.

If the form is unacceptable, return it with a letter requesting the current form version.

Do not address missing or incorrect information except for the following:

  • invalid or missing practice ID
  • the declaration not signed by an owner or authorised contact person. Note: do not check if the practice ID is missing or incorrect

Practice ID

The Practice ID is a mandatory requirement to confirm the details are being updated on the correct profile.

If the practice ID is missing, invalid or incorrect and no more than 1 other piece of information is missing, the practice ID can be obtained verbally.

Staff must:

  • speak to a practice owner or authorised contact person
  • document the call in a profile comment, recording the date and time of the call, the name of the contact person/owner and the information provided

See Table 3 on the Resources page for verbal confirmation of information

If the Practice ID cannot be obtained verbally:

  • return the form to the practice using the name and address details on the form. If there is no name, use ‘Practice Manager’
  • do not check the practice details (including address and contact information) on PIP/WIP - Practice Stream Online or other search options
  • upload the letter to PaNDA
  • key the Practice Name on the form in the Practice ID field in PaNDA
  • finalise the Work Item as Complete, Request rejected in PaNDA

Note: if the practice cannot be identified or the Practice details page is missing, finalise the work item as complete in PaNDA. Include a processing note ‘no further action can be taken as practice cannot be identified’.

Practice details:

  • Main practice address

The practice must provide the practice address.

Check if the practice address on the practice profile matches the details on the form. An address variance may be accepted.

If the address does not match, check the Locations screen to see if the address matches a registered additional branch location.

If the address belongs to an additional practice branch, this is acceptable for the following Practice Incentives forms only:

  • Indigenous Health Incentive patient registration and consent form (IP017)
  • Individual general practitioner or nurse practitioner form (IP003) where the practitioner is being added to the branch location
  • Teaching payment claim form (IP006)

If these details are missing or incorrect, return the form to the practice.

Declaration details:

  • Owner/authorised contact person’s name
  • Owner/authorised contact person’s signature
  • Declaration date

Each individual form will indicate the signatory requirements. See Signatory Requirements on the Resources page.

See Table 2 to check if a signatory must be:

  • the owner, or
  • can be an owner or authorised contact person

If there are no name details, check the signature. Accept the form if the name can be identified from the signature.

If the name is not identifiable and/or the declaration does not have a valid declaration date, return the form to the practice.

Check a practice owner or authorised contact persons

Table 2

Step

Action

1

Log onto systems + Read more ...

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

Check if the practice name and address match the practice 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 dropdown box. The Ownership Details screen will show

Do these details match the practice details?

  • Yes, go to Step 3
  • No, check that the Practice ID keyed is correct. If the practice ID is incorrect or invalid, reject the form. Go to Step 5

3

Check the registered owners or authorised contact persons + Read more ...

To check the registered authorised contact persons:

  • Select Practice Details from the Main menu
  • Select Contact Details from the dropdown box. The Contact Details screen will show
  • The authorised contact persons will show under Authorised Contact Persons

To check the registered owners:

  • Select Practice Details from the Main menu
  • Select Ownership Details from the dropdown box. The Ownership Details screen will show
  • The owners will show under Owners/Partners/Associates

Has the form been signed by an authorised contact person or owner?

4

Was the form signed by a previous authorised contact + Read more ...

Forms can be accepted if the signatory was an authorised contact person at the date the form was signed.

To check previous authorised contact persons:

  • Select Comments from the Main Menu
  • In Comments History select Contact Details from the Area dropdown box and Get Details
    • all changes to the contact details screen show
    • check comments dated after the form was signed
    • open the comment by selecting the Reference Number hyperlink
  • If the authorised contact was removed after the date the form was signed, the form can be accepted

Has the form been signed by an authorised contact person?

5

Practice details do not match + Read more ...

Do not action forms if the following details do not match the practice profile:

  • Practice ID is incorrect or invalid
  • Practice name does not match the Practice ID
  • Practice address does not match the address recorded on the system
  • The form has not been signed by:
    • an owner, or
    • authorised contact person

If the form needs more details or the details do not match:

  • return the form to the practice. Use the appropriate letter from the Incentives Programs letters templates
    • If the practice ID is missing, incorrect or the practice cannot be identified, use the name and address on the form. If no contact name can be identified, use ‘Practice Manager’
  • upload the letter and the 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

Note: before returning a form for more information, staff must:

  • assess the entire form, and
  • address all issues in the letter

See also: