Payment recovery for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream 012-10010100
This document outlines the process for recovering overpaid funds.
On this page:
Recover an overpayment - Service Officer
Recover an overpayment - Recovery Officer
Voluntary reimbursement - Recovery Officer
Recover an overpayment - Service Officer
Table 1
Step |
Action |
1 |
Identify overpayment – Service Officer + Read more ... Is the recovery for a payment quarter since 2018 and PIP After Hours Incentive, Procedural GP payment, or WIP – Practice Stream?
|
2 |
Identify overpayment - Recoveries Officer + Read more ... Is the overpayment quarter/s since 2018 and for PIP After Hours Incentive, Procedural GP Payment or WIP – Practice Stream?
Policy will confirm the below:
If the overpayment relates to the GP Aged Care Access Incentive (GP ACAI):
Once the GP ACAI recovery amount is advised, go to Step 3. |
3 |
Overpayment information and summary sheet (IP032) + Read more ... Download the Practice Incentives Overpayment information and summary sheet (IP032) from the Resources page. |
4 |
Practice details + Read more ... Key the below details:
|
5 |
Debtor contact details + Read more ... Key the below details for the debtor:
|
6 |
Recovery details + Read more ... Specify the reason(s) for the recovery at Question 11. Select the right tick box and key the below details:
If the above recovery reasons are not applicable, specify the reason(s) for the recovery at Question 14. Key the date when PIP/WIP - Practice Stream Online was updated at Question 12. |
7 |
Overpayment details + Read more ... Select/key the below details at Question 13:
The Total column will automatically calculate with the total overpayment amount. |
8 |
Additional comments and Service Officer details + Read more ... Key any additional comments to assist the Recoveries Officer at Question 14. Key the below details at Question 15:
Save the documents in: Use the naming convention: For example, Practice ID 12345_PIP_P70537_23052017 |
9 |
Upload IP032 to PaNDA + Read more ... Launch PaNDA desktop icon:
|
Recover an overpayment - Recovery Officer
Table 2
Step |
Action |
1 |
Check the Overpayment information and summary sheet (IP032) + Read more ... Confirm the below details:
Discuss any errors with the relevant Service Officer and return for correction. |
2 |
Debt Advice Notice (DAN) + Read more ... Open the Debt Advice Notice (DAN) from: |
3 |
Debtor’s details + Read more ... Key the below details:
|
4 |
Debt details + Read more ... Key the below details:
The GL Codes are at |
5 |
Finalise the IP032 and the DAN + Read more ... Key the below details:
Save the documents in: Use the naming convention: For example, Practice ID 12345_PIP_P70537_23052017 |
6 |
Overpayment letter + Read more ... Send the relevant overpayment letter(s) below to the debtor(s).
See complete a standard letter template for help. Save the letter:
|
7 |
Merge the documents + Read more ... Merge the below documents in the below order:
|
8 |
Add a comment + Read more ... Add a comment to the practice profile.
Under Add new comment:
Add a comment to PIP Online and WIP - Practice Stream Online if the recovery relates to the PIP and the WIP - Practice Stream. |
9 |
Quality control + Read more ... Engage a second Recovery Officer to quality check the merged documents. Amend the documents if there is an error. |
10 |
Email Medicare debt recovery + Read more ... Email the documents to Medicare Debt Recovery from the payment incentive recoveries email box. |
11 |
Finalise recovery + Read more ... Move the recovery documents to: Record the recovery details in the Recovery Statistics spreadsheet: Upload all recovery documents to the practice profile and finalise the work item: For a practice recovery:
|
Voluntary reimbursement - Recovery Officer
Table 3
Step |
Action |
1 |
Audit and compliance check + Read more ... Is the reimbursement for a payment quarter since 2018? Note: voluntary reimbursements for incentives other than After Hours Incentive, Procedural GP Payment or WIP – Practice Stream do not need to be escalated for a compliance check.
|
2 |
Debt Advice Notice (DAN) + Read more ... Open the Debt Advice Notice (DAN) from: |
3 |
Debtor’s details + Read more ... Key the below details:
|
4 |
Debt details + Read more ... Key the below details in the appropriate fields:
The GL Codes are at: |
5 |
Finalise the DAN + Read more ... Key the below details:
Save the documents in: Use the naming convention: For example, Practice ID 12345_PIP_P70537_23052017 |
6 |
Review voluntary reimbursement notification + Read more ... Review the voluntary reimbursement notification. Determine if the total overpayment amount is received by cheque. Is the cheque for the total overpayment amount?
|
7 |
Overpayment letter + Read more ... Send the appropriate overpayment letter to the debtor.
See complete a standard letter template for help. Save the letter:
|
8 |
Acknowledgement letter + Read more ... Request a free text letter to confirm the overpayment and to acknowledge the reimbursement to the debtor.
See complete a standard letter template for help. Save the documents:
|
9 |
Receipt cheque + Read more ... Complete the Medicare receipt book. The Medicare receipt book will create 3 receipts:
Get approval and a signature on the receipt by a Team Leader. |
10 |
Scan and merge documentation + Read more ... Scan and merge the documents in the below order:
Do not merge internal emails. |
11 |
Add a comment + Read more ... Add a comment to the practice profile. Select Comments from the Main menu to view the Comments screen. Under Add new comment:
Add a comment to PIP Online and WIP - Practice Stream Online if the recovery relates to the PIP and the WIP - Practice Stream. |
12 |
Quality control + Read more ... Engage a second Recovery Officer to quality check the merged documents. Amend the documents if there is an error. |
13 |
Email and Jobstream to Medicare debt recovery + Read more ... Email the below merged documents to Medicare Debt Recovery from the Payment incentive recoveries mailbox:
Job stream all documents to Medicare Debt Recovery in the above order. Include all overpayment details including whether the voluntary reimbursement was less or more than the total overpayment amount. |
14 |
Upload documents and finalise the recovery + Read more ... Move the recovery documents to: Record the recovery details in the Recovery Statistics spreadsheet: Upload all recovery documents to the practice profile. |