Practice application for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream 012-11020000

Check the form version number on the bottom left corner of the form. Check if this is acceptable in the Practice Incentives forms list.

Is the form version acceptable?

• Yes, go to Step 2
• No, return the form to the practice without checking any further details

Assess the form.

The practice must provide their public liability insurance and professional indemnity cover details at Questions 1 and 2.

If the practice has answered:

• Yes, to both of these questions, go to Step 3
• No, or left blank to either questions, check the rest of the form to see:
• if any other details are needed, or
• if the practice is not eligible for the PIP and/or the WIP - Practice Stream before returning the form to the practice

Note:

• the public liability insurances may be accepted if covered by a State government. See State government public liability insurance on the Resources page
• if expired public liability insurance details have been provided, confirm that the insurance information is current
• verify this information with an authorised contact person or owner by phone. Add a comment to the practice profile advising the information was verified verbally
• if unable to contact by phone, check the rest of the form to see if any other details are needed before returning the form to the practice

The practice must be accredited or registered for accreditation at Question 3 or 4.

If the practice has selected Yes to either accreditation question, check if:

• the practice has provided a copy of their accreditation certificate, and
• the details on the accreditation certificate (status of accreditation, practice name and address, current start and end dates) are valid, current, and match the practice details on the form

If the practice has indicated No or the details are incomplete:

• check the rest of the form to see if any other details are needed, or if the practice is not eligible for the PIP and/or the WIP - Practice Stream
• return the form to the practice
• record the practice details on the spreadsheet G:SPS_Eastwood/PIP and WIP - Practice Stream New Applications UNABLE to Register Online

If the practice has provided a copy of their accreditation certificate but has not selected Yes on the form, this is acceptable.

Check which program/s the practice wants to apply for at Question 5.

If the practice has not indicated which program they want to apply for, or they have indicated only one program, check the answers on the application form to see which program/s to register the practice in.

For example, Part C of the application refers to the PIP and Part D of the application refers to the WIP - Practice Stream.

The practice must provide:

• Practice name at Question 6,
• Practice type at Question 7, and
• Full practice address at Question 8

If the above practice details are incomplete:

• Check the rest of the form to see if any other details are needed
• Return the form to the practice

The practice must provide a practice phone number at Question 9.

If the above practice detail is missing or incorrect, check the rest of the form to see if any other details are needed before returning the form to the practice.

The practice does not need to provide these details:

• Fax number and practice email at Question 9
• Postal address at Question 10
• Do not want to use HPOS messages at Question 11

If the practice has indicated online notifications but has not provided Registration Authority (RA) numbers for authorised contacts or owners, assess these questions as the practice does not wish to receive notifications through HPOS messages facility. Advise the practice of this in the practice approval letter.

The practice must provide at least one Authorised contact person at Question 12.

Check that:

• the authorised contact person(s) Title, Family name and First given name are legible, and
• the signature has been provided

If the above practice details are incomplete:

• Check the rest of the form to see if any other details are needed
• Return the form to the practice

The Registration Authority (RA) number is not mandatory.

The practice must provide at Question 13:

• BSB number
• Account number
• Account name

If the above practice details are incomplete:

• Check the rest of the form to see if any other details are needed
• Return the form to the practice

The practice does not need to provide the Name of bank, building society or credit union.

Check if the practice has answered Yes to:

• Having more than 1 location at Question 14, and
• That 1 or more general practitioners and/or nurse practitioners from the main practice address also practise at the additional practice branch(es) at Question 15

If Questions 14 and 15 are blank but the practice has additional practice branch details at Question 16, and provided additional practice branch details in Part F, this is acceptable.

If they have answered:

• Yes, go to Step 10
• No, see Table 2

The practice must provide the below Additional practice branch details at Question 16

• Full practice address
• Accreditation type
• Accreditation certificate (if accredited or registered for accreditation)

Are the Additional practice branch details complete and the accreditation certificate supplied if applicable?

• Yes, see Table 2
• No, see Table 2 to check the rest of the form to see if any other details are needed before returning the form to the practice

Check if the practice has indicated their eligibility for the Indigenous Health Incentive (IHI) at Questions 17 and 18.

If the practice has selected N/A at Question 18, this is acceptable. The practice needs to show that they are meeting these requirements if they are audited.

If the above responses are No or incomplete, check the rest of the form to see if the practice is applying for any other individual incentives.

Check the payment level selected for the After Hours Incentive at Question 20.

• Not made a selection, continue assessing the form to see if the practice is applying for other individual incentives, go to Step 3
• Selected more than one payment level, the practice can only apply for one payment level
• Continue assessing the form to see if any other details are needed before returning the form to the practice
• Request confirmation of the After Hours Payment level the practice is applying for. Either request more information (z1736) or advise of approval in PIP (z1597)

Check if the practice has indicated eligibility for the Procedural General Practitioner payment at Question 21?

• Yes, this can only be processed if the practice is located in a RRMA classification 3-7, see Table 3
• No, see Table 3

If the practice is not located in a RRMA classification 3-7, the Procedural GP Payment will not be an available incentive to apply for when completing the application in PIP Online.

Applying or signing up for individual incentives is optional. An application should not be returned to the practice for PIP if they do not apply for any individual incentives.

Does the practice want to apply for the WIP - Practice Stream (Question 22)?

• Yes, go to Step 2
• No, go to Step 6

Does the practice already participate in the PIP (Question 23), and consent to use the PIP practice information for the WIP - Practice Stream (Question 24)?

Take care when checking these questions. Practices may be unsure of what they should select if applying for both programs at the same time. If the practice has answered No to Question 23 and Yes to Question 24, the application is assessed as PIP consenting.

• Yes, and the PIP practice ID is:
• Provided, go to Step 3
• Missing, search for the existing PIP practice ID in PIP Online using the practice name and main location address. If no practice ID is found, process the application as a WIP - Practice Stream only practice. Check the rest of the form, go to Step 3
• No, process the application as a WIP - Practice Stream only practice. Check the rest of the form, go to Step 3

Check if the practice has indicated Yes to all nurses, allied health professionals, Aboriginal and Torres Strait Islander health workers and Aboriginal and Torres Strait Islander health practitioners at the practice having the level of professional indemnity insurance specified by the relevant board arrangements at Question 25?

• Yes, go to Step 4
• No, the practice is not eligible to participate in the WIP - Practice Stream
• If the practice is eligible for PIP go to Step 6
• If a WIP - Practice Stream only application, check the rest of the form to see if any other details are needed or the practice is not eligible for the WIP - Practice Stream
• Return the form to the practice

Check if the practice employs/retains the services of a:

• Nurse practitioner or registered nurse at Question 26
• Enrolled nurse at Question 27
• Aboriginal and Torres Strait Islander health worker/practitioner at Question 28, or
• Allied health professional at Question 29

If any questions are Yes, go to Step 5.

If all questions are No, the practice is not eligible to participate in the WIP - Practice Stream.

If the practice is eligible for PIP, go to Step 6

If a WIP - Practice Stream only application, return the form to the practice. See Step 7 in Table 4. If all questions are incomplete, check the rest of the form to see if any other details are needed before returning the form to the practice.

If all questions are incomplete, check the rest of the form to see if any other details are needed before returning the form to the practice.

If some questions are incomplete, we can accept:

• Completed equivalent health professional hours at Question 30, or
• A letter with an official company letterhead reporting the average weekly hours or an employment contract reporting the average weekly hours of the practice nurse or health professional

Check that the practice has completed the below at Question 30 for each health professional or allied health professional:

• Health professional or allied health professional type, and
• Actual average weekly hours

If the details are missing or incorrect:

• Check the rest of form to see if any other details are needed
• Return the form to the practice

The practice does not need to provide these details:

• Title
• Family name
• First given name
• Unique identifier must be provided if Ahpra number or HPI-I number is selected

The practice must provide:

• Ownership arrangement type at Question 31
• Company name at Question 32
• If the ownership arrangement type is an individual proprietor, the Company name is optional
• Ownership address at Question 32

If the above practice details are missing or incorrect:

• Check the rest of form to see if any other details are needed
• Return the form to the practice

The practice does not need to provide these details:

• Trading name at Question 32
• Australian Business Number (ABN) at Question 32
• The checklist at Question 33

Check the declaration details on the form at Question 36. There must be:

• Signatures of the required number of practice owners
• Full names of all the practice owners
• Positions held for all the practice owners (unless the owner is an individual proprietor)

For assistance, see the Signatory requirements table on the Resources page.

Note: the different ownership type boxes in the declaration (Question 36) are designed to direct owners to sign in the correct ownership type and obtain the correct number of signatures

If the declaration (Question 36) has been signed in the incorrect ownership type box, or existing fields have been used instead of adding another page and:

• it is clear that owners have signed in the wrong boxes, this is acceptable
• it is not clear; the form must be returned to the practice requesting them to sign in the appropriate areas

In a Body Corporate arrangement, the same person may be both the director and secretary of the corporation. Accept this providing it is clearly stated on the form.

Are the declaration details complete?

• Yes, see Table 4
• No, see Table 4 to check if any other details are needed before returning the form to the practice

The practice must provide:

• The full name of at least one general practitioner or nurse practitioner at Question 37
• Current professional indemnity insurance details at Question 38
• The practitioner only needs to select Yes and provide the expiry date of the insurance
• The professional indemnity insurance may be accepted if covered by a State government. See State government professional indemnity insurance on the Resources page

The declaration does not need to be dated by the practitioner.

If the above details are missing or the professional indemnity insurance expiry date is in the past:

• Check the rest of the form to see if any other details are needed
• Return the form to the practice

If expired professional indemnity insurance details have been provided:

• Check that the insurance information has been updated
• Verify this information by phone with the practitioner, an authorised contact person or owner. Add a comment to the practice profile advising the information was verified verbally
• If unable to contact by phone, check the rest of the form to see if any other details are needed before returning the form to the practice

The practice must provide the provider number for the practitioner at the main practice address at Question 39

If the above practice details are missing or incorrect:

• Check the rest of the form to see if any other details are needed
• Return the form to the practice

To confirm the provider number quoted matches the practitioner’s name and main practice address, check the details are correct in the Provider Directory System (PDS).

Log on to the PDS system via the Medicare Portal.

To search for the practitioner, from the Provider Directories menu:

• Select Provider location
• Select View from the drop down
• Key the Provider stem (first 6 digits) in the Provider Stem field
• Key the Provider location (7th character, alpha or numeric) in the Provider location field
• Select Search. The Search Results will show

Check the search results to ensure the following details match the form:

• Provider Number
• Provider Name
• Address

If the details do not match:

• Check the rest of the form to see if any other details are needed
• Return the form to the practice

Note:

• the practice name on the form does not need to match the practice name on the PDS
• if the provider’s address in PDS does not exactly match the address on the form or in PIP but is the same locality an address variance may be accepted

Check the start date at the main practice address has been provided at Question 39.

If the start date on the form is:

• Before the PDS date, use the PDS start date
• The PIP/WIP - Practice Stream system will not accept a start date before PDS
• Add a comment confirming the details once the application has been approved
• After the PDS date, use the form start date
• This is the date the practice is advising when the provider commenced
• Not provided, use the PDS start date

Check that the practitioner has completed the additional practice branch details at Question 40.

Yes, check PDS to confirm the provider numbers match the practitioner’s name and additional practice branch address.

Note: if an additional practice branch provider number at Question 40 is provided and Question 16 in Part B is not complete, search for the practice branch in PIP Online to confirm that the practice branch address is not already registered.

If the additional practice branch is:

• Already registered in the PIP/WIP - Practice Stream and the practitioner is listed on the practice profile, no action is required
• Already registered in the PIP/WIP - Practice Stream and the practitioner is not listed on the practice profile
• continue to register the practitioner at the main practice address, and
• tell the practice a separate Practice Incentives Individual general practitioner or nurse practitioner details form (IP003) is needed for the additional practice branch details
• Not registered, check the rest of the form, go to Step 5

Check if the practitioner has indicated they are a procedural general practitioner at Question 42.

A practice is only eligible for the procedural general practitioner payment if the practice is within an RRMA classification 3-7. If the practice is not within an RRMA classification, 3-7 the general practitioner cannot be added as a procedural general practitioner, go to Step 6.

If the practitioner has indicated:

• Yes, and:
• indicated the same provider number listed at either Question 39 or 40, and indicated a Tier at Question 43, go to Step 6
• indicated a different provider number to that listed at either Question 39 or 40, check the rest of the form to see if any other details are needed before returning the form to the practice
• Not indicated a Tier at Question 43, check the rest of the form to see if any other details are needed before returning the form to the practice
• No, or incomplete, and:
• Not selected a Tier at Question 43, questions are not mandatory, go to Step 6
• Selected a Tier at Question 43, the form must be returned to the practice for the practitioner to confirm their eligibility. Check the rest of the form to see if any other details are needed before returning the form to the practice

Check the declaration details on the form at Question 45.

There must be:

• The signature of the practitioner
• Their name
• Accept the form if there is only a last name
• If there are no name details, check the signature
• Accept the form if the name can be identified from the signature

Are the declaration details complete?

The declaration does not need to be dated.

• Yes, see Table 5
• No, go to Step 7

If the form needs more details:

• Register the application in PIP/WIP - Practice Stream Online to Initial status before returning the form to the practice. See Table 5
• If the practice has not provided an accreditation certificate and the practice cannot be registered into initial status, record the application details on spreadsheet G:SPS_Eastwood/PIP and WIP - Practice Stream New Applications UNABLE to Register Online
• Upload the letter to PaNDA

Log on to these systems:

• PIP Online, or
• WIP - Practice Stream Online

Search for the practice in PIP Online or WIP - Practice Stream Online.

On the Practice Search screen:

• Key the Practice name or postcode range
• Select Search. The Search Results will show

If the search results match the practice, see Table 11.

If the matched practice shows a status of:

• Initial - check the application via the Tasks tab using the application number.
• Select View PDF from the View column. The application PDF will show
• View the Submitted by row in table. If it lists a:
  P number, it is an internal registration. Go to Step 3
  Registration Authority (RA) number, it is a HPOS application, the form will need to be returned to the practice. Go to Step 7
• Closed or Withdrawn, escalate to Local Peer Support (LPS) via the Incentives Escalation Database. Continue with processing the application as a new application

If search results do not show matching the practice details, continue with processing the practice application:

• Select New Application
• Read the Instructions page
• Select Next to continue

For the WIP - Practice Stream, if practice details show, escalate to Local Peer Support (LPS) via the Incentives Escalation Database.

• PIP Eligibility Check, go to Step 3
• WIP - Practice Stream Eligibility Check, go to Step 4

On the PIP Eligibility Check screen, complete the following details:

• Date of lodgement
• Does your practice have public liability insurance? (Yes/ No)
• Do all medical practitioners at the practice have current professional indemnity cover? (Yes/No)
• If the practice has no public liability or professional indemnity insurance continue registering the application in to initial status, decline the application
• Is your practice currently accredited? (Yes/No), or
• Is your practice currently registered for accreditation? (Yes/No)
• Select the Accreditation Body - AGPAL, GPA Plus or ACHS
• Key the Accreditation Number (key as shown on the accreditation certificate)
• Key the Accreditation Start Date - as shown on the accreditation certificate
• Key the Accreditation End Date - 12 months from date of approval in the PIP for registered for accreditation. For example, if approval date is 10/10/18 use end date 10/10/19. For accredited practices, use the end date as shown on the accreditation certificate
• For assistance see the Update accreditation details table in Practice accreditation for PIP and WIP - Practice Stream
• Practice Name (key as shown at Question 6 of the IP001 form)
• Practice type (select as shown at Question 7 of the IP001 form)
• Main Practice Location (key as shown at Question 8 of the IP001 form)
• Select Check PIP Eligibility
• Check PIP Eligibility will not be enabled until all the mandatory eligibility check questions are answered
• If warning message 2307 appears, confirm the warning message and continue to process the form. Address variances has more information

The Eligibility Check will return one of the following messages:

• 'Based on your answers your practice is eligible for PIP'
• 'Based on your answers your practice is not eligible for PIP'

The status of the application will now be in Initial and a 5 digit Application Number will be assigned to the practice.

• If the application cannot be processed or other details are needed, go to Step 7
• If the application can be processed, see Table 6

On the WIP - Practice Stream Eligibility Check screen, complete the following details:

• Date of lodgement
• Practice Name (key as shown at Question 6 of the IP001 form)
• Practice Type (select as shown at Question 7 of the IP001 form)
• Is the Practice registered for PIP? (Question 23 of the IP001 form) (Yes/No)
  No go to Step 5

Complete the following in the PIP Practice Details section:

• PIP Practice ID (key as shown at Question 23 of the IP001 form)
• Do you give consent to use PIP data for WIP - Practice Stream? (Yes/No)
• Yes, a message will show stating PIP Consent is Successful and fields will auto-populate with information currently recorded in PIP
• No, go to Step 5

Review auto-filled information in the following sections:

• Main Practice Location
• Insurance
• Accreditation Details
  PIP consenting practices must obtain accreditation as a general practice within 12 months of the date they joined the PIP, not the WIP - Practice Stream

Do the details match the form?

• Yes, go to Step 6
• No, return the form to the practice to confirm the details, go to Step 7

On the WIP - Practice Stream Eligibility Check screen, complete the following details:

• Main Practice Location (key as shown at Question 8 of the IP001 form)
• Does your practice have public liability insurance? (as shown at Question 1 of the IP001 form) (Yes/No)
• Do all practice GPs have current professional indemnity cover? (as shown at Question 2 of the IP001 form) (Yes/No)
  If the practice has No public liability or professional indemnity insurance, continue registering the application to initial status then decline the application
• Is your practice currently accredited? (as shown at Question 3 of the IP001 form) (Yes/No), or
• Is your practice currently registered for accreditation? (as shown at Question 4 of the IP001 form) (Yes/No)
• If Yes, key the Accreditation Start Date (key as shown on the accreditation certificate)
• Key the Accreditation End Date - 12 months from date of approval in WIP - Practice Stream for registered for accreditation. For example, if approval date is 10/10/2018 use end date 10/10/2019. For accredited practices, use the end date as shown on the accreditation certificate
• For help, see the Update accreditation details table
• Select the Accreditation Body - AGPAL, GPA Plus or ACHS
• Key the Accreditation Number

Under the Health Professionals section

• Select the Health Professional Type(s) employed at the practice (Questions 26 - 30) of the IP001 form:
• Select Check WIP - Practice Stream Eligibility
• Check WIP - Practice Stream Eligibility will not be enabled until all mandatory eligibility check questions are answered
• If warning message 2307 appears, confirm the warning message and continue to process the form. Address variances has more information

The Eligibility Check will return one of the following messages:

• Based on the information provided your practice is eligible for WIP - Practice Stream
• Based on the information provided your practice is not eligible for WIP - Practice Stream

The status of the application will now be in Initial and a 5 digit Application Number will be assigned to the practice.

• If the application cannot be processed or other details are needed, select Save and Exit, go to Step 7
• If the application can continue to be processed and the WIP - Practice Stream practice is:
• PIP consenting, see Table 8
• WIP - Practice Stream only, see Table 9

If the form needs more details:

• Return the form to the practice. Use the We need more information to process your application (Z2592) letter
• If the Communication with Services Australia has been amended, advise that at least one authorised contact person or owner at the practice must have a PRODA RA Number registered to access communications via HPOS
• If the practice is registering more than 5 authorised contacts, advise that confirmation of which authorised contacts are to be added is needed
• Upload the letter and the IP001 form to the practice profile
• Finalise the work item as Complete, Request rejected in Processing and National Demand Allocation (PaNDA)

If the practice is not a PIP consenting practice, upload the letter to both profiles.

If the application must be declined as the practice is not eligible for PIP and/or WIP - Practice Stream:

• For PIP, see Step 9 in, Table 7, or
• For WIP - Practice Stream, see Step 13 in Table 10

Log on to the PIP Online system.

Search for the practice in PIP Online.

On the Practice Search screen:

• Key the Practice Name or Postcode Range
• Select Search. The Search Results will show

Check if the practice name and address on the practice profile match the details on the form.

If the details match, check the practice status:

• Initial, retrieve the application via the Tasks tab. The PIP Eligibility Check screen will show, go to Step 3
• Closed or Withdrawn, escalate to Local Peer Support (LPS) via the Incentives Escalation Database

If the search results do not show or the details do not match, the application must be registered to Initial status. See Table 5

On the PIP Eligibility Check screen, select Next. The Practice Details screen will show.

Under the Authorised Contact section key the authorised contact person(s) and contact details at Question 12:

• Title
• First Name
• Last Name
• Primary Contact (select the primary contact)
• Registration Authority (RA) Number (if applicable)
• If the RA Number is not accepted on the system check, conduct a PRODA system check
• If an error message shows ‘2042 - The name associated with the RA number entered is xxxxx but you are trying to grant system access to xxxxx’.
  Select Yes to confirm if the surname matches
• If the RA does not match the individual named, do not add the RA number and no further action is required

Under the Contact details section key the contact details at Questions 9 and 10:

• Phone Number
• Facsimile Number (optional)
• Email Address (optional)

Under the Postal Address section:

• Select Yes/No for Is the practice postal address the same as the main location address?
• If Question 10 is not complete, select Yes
• Yes, the address will auto populate from the PIP Eligibility Check screen
• No, key the postal address at Question 10 in the relevant address fields

Under the Communicate with Services Australia section:

• Check the responses to the HPOS messages facility notifications at Question 11
• Update the notifications if the practice has ticked the box to any of the following notifications:
• Payment Advices and News update
• Confirmation Statements
• General Correspondence
• Select Next
• The Payment Details screen will show

Note:

• if the practice is registering more than 5 authorised contacts, add the nominated primary contact only. They will need to be advised in the PIP practice approval letter that the nominated primary contact has been added but confirmation of which secondary contacts are to be added is needed
• if the practice has not provided an RA number for the authorised contact, the communication preferences will need to be updated to do not want to receive notifications through HPOS messages facility

On the Payment Details screen:

• Key the PIP Bank Account Details at Question 13 in the appropriate fields
• BSB
• Account Number
• Account Name
• Select Next. The Additional Locations screen will show

On the Additional Locations screen, complete the Practice Locations section:

• Select Yes/No for Does your practice have more than one location at Question 14?
• No, select Next
  Note: when selecting Next, the system will return a warning message advising no additional locations are recorded - select Next again
• Select Yes/No for If your practice has more than one location, do one or more GPs from the main practice location also practice at the additional locations at Question 15?
• Yes, the screen will refresh and the Additional Practice Location Information fields will appear. Key the additional practice branch details at Question 16 then select Next
• No, the practice location does not meet the requirements for being considered as one practice. The application is to be processed for the main practice address only
• Select Next. The Incentive Overview Screen will show

A list of all the available individual incentives appear on this screen.

• Select the individual incentives the practice is applying for by selecting the tick box relevant to that individual incentive at Questions 17 to 21
• The Procedural General Practitioner Payment will only appear if the practice located in an RRMA classification 3-7
• Select Next. The individual incentive screens will show

Applying for the individual incentives is optional.

For each individual incentive the practice is applying for, the system will return confirmation/declarations screens.

• Select Yes/No on each of these screens, as shown on the practice’s application at Questions 17 to 21
• Select Next. The Practice Ownership Details screen will show

For the After Hours Incentive, select the relevant tier level that the practice is applying for at Question 20.

On the Practice Ownership screen, select/key the practice ownership details:

• Practice Ownership Arrangement Type at Question 31 (select from drop down)
• Practice Ownership Details at Question 32
• Company Name (optional, if the ownership arrangement type is an individual proprietor)
• Trading Name (optional, if the ownership arrangement type is an individual proprietor)
• Australian Business Number (ABN) (optional)
• Ownership Address at Question 32
• Owners/Partners/Associates at Question 36
• Select Next. The GP Details Summary screen will show

If the practice is applying as an individual proprietor, a warning message appears stating Company or trading name is not required, no action is required. Select Next.

In a Body Corporate arrangement, if the same person is both the director and secretary of the corporation, this is acceptable providing it has been clearly stated on the form.

On the GP Details Summary screen, complete the Provider Details section:

• Key the Provider Number at Question 39
• Select the Location using the drop down
• Select Verify provider. The remaining provider details will auto populate
• Select the radio button in the Go to GP Details column
• Select Go to GP Details. The Individual Provider Details screen will show

PDS Start and End Dates (if applicable) autofill when a new provider is added. When Start and End Dates provided on the form differ to what is in PDS, process as shown:

• Start Date before PDS - accept the PDS start date
• Start Date after PDS - enter the form start date
• End Date before PDS - enter the form date
• End Date after PDS - accept the PDS end date

On the Individual Provider Details screen, review the Provider Details section and ensure the correct provider and details show.

Under the Procedural GP Payment and Service Levels section:

• Select Yes/No for Are you a Procedural GP at Question 42?
  Yes, the screen will refresh. A question requesting confirmation of provider number for procedural general practitioner at Question 42 will appear.
  Select Yes/No, then select the relevant tier level the provider is applying for at Question 43

The Provider Declaration section will be prefilled:

• Select Next
• The Associated Documents screen will show

Repeat this step for each individual provider at the practice and each additional location for the provider listed at Question 40.

• Upload the IP001 form and any supporting documents to the practice profile
• Select Next
• The Application Summary screen will show

From the Application Summary screen:

• Ensure the Status of each section is Complete
• Select Submit application
• The Application Submitted page will show, confirming the application has been submitted

The application must be verified and approved, see Table 7.

Log on to the PIP Online system

Search for the application in PIP Online.

On the Practice Search screen:

• Select the Tasks tab. The Tasks screen will show
• Key the Application ID or Practice Name
• Select Search. The Search Results will show
• Check that the practice name matches the details on the form
• If the details match select the Application Number
• The PIP Eligibility Check screen will show

Before verifying the application:

• Review each section to ensure that all information is correct
• Go through each section by selecting Next at the bottom of the screen

Once all screens have been reviewed:

• Select View Application Summary at the bottom of any screen. The Application Summary screen will show
• Select Verify and Approve. The Application Approval screen will show

Under the Approval Checklist section under Eligibility Requirements, select Yes/No to the following questions:

• Has the Accreditation evidence been provided?
• Has the Ownership Declaration been received?

Under the Application Verification section:

• Verification Decision - select Application Verified using the drop down
• Verification Comment - key ‘Application Verified date’ and ‘operator number’
• Select Confirm. The Tasks Search screen will show

To approve the application, go to Step 4.

To decline the application, go to Step 9.

Select the practice from the Tasks tab. The PIP Eligibility Check screen will show.

If the application is not in view, locate and select the application in the Awaiting approval status from the Tasks tab.

Select Next at the bottom of the screen

• Select View Application Summary at the bottom of the screen. The Application Summary screen will show
• Select Verify or Approve. The Application Approval screen will show

Under the Application Approval section:

• In the Is Information Required for Approval? field, select No
• In the Approval Decision column for Program/Incentive, select Approved from the drop down for the PIP field
• In the Approval Decision column for Quality Stream, select Approved from the drop down for the incentives the practice has applied for
• In the Approval Comment text box
• Key ‘Application Approved date of approval’ and ‘operator number’
• Select Confirm

The practice will be allocated a PIP practice ID once the application is approved. The practice details will disappear and the system will return to the Practice Search page.

A search must be conducted to obtain the PIP practice ID.

On the Practice Search screen:

• Key either the Practice Name or Postcode Range
• Select Search. The Search Results will show
• Select the Practice ID number. The Practice Summary screen will show

On the Practice Summary screen, check that an appropriate RRMA classification (1-7) has been given to the practice.

If RRMA 0 appears, escalate to Local Peer Support (LPS) via the Incentives Escalation Database requesting the RRMA be reset.

From the Main menu:

• Select Practice Details
• Select Eligibility from the drop down
• Check under Accreditation History Current Details
• If the practice has an Accreditation Type of REGISTERED, Update accreditation details End Date to 12 months from the approval date

Has the practitioner's RA number been provided?

• Yes, confirm that these details are linked or correct
• From the Main Menu, select Practice Staff System Access
• Under Providers, locate the appropriate practitioner
• Key the RA Number in the RA Number column
• Select Grant Access from the Action column
• A green window will show stating ‘System access to the practice has been updated’
• If the RA number is not accepted on the system, conduct a PRODA system check
• If an error message shows ‘2042 - The name associated with the RA number entered is xxxxx but you are trying to grant system access to xxxxx’, select Yes to confirm if the name matches
• If the RA number does not match the individual named, do not add the RA number and no further action is required
• Go to Step 8
• No, go to Step 8

• Send an approval letter to the practice using the Your practice has been approved for the PIP (Z1597) letter.
• If the Communication with Services Australia has been amended, advise that at least one authorised contact person or owner at the practice must have a PRODA RA Number registered to access communications via HPOS
• If the practice is registering more than 5 authorised contacts advise that the nominated primary contact has been added but confirmation of which secondary contacts are to be added is needed
• If more than one After Hours level was selected, advise confirmation of the correct level is needed
• if there is an address variance between the final practice location(s) in the system and the form, which cannot be corrected, advise the practice
• If any of these options cannot be selected in the letter template, escalate via Local Peer Support (LPS) via the Incentive Escalation Database
• Upload the letter, the IP001 form and any supporting documents to the practice profile
• Finalise the Work Item as Complete in PaNDA

Procedure ends here.

Select the practice from the Tasks tab. The PIP Eligibility Check screen will show.

If the application is not in view, locate and select the application in the Awaiting approval status from the Tasks tab.

Send a declined letter to the practice using the Your application is not approved (Z2187) letter.

Upload the letter, the IP001 form and any supporting documents to the practice profile.

On the PIP Eligibility Check screen:

• Select View Application Summary at the bottom of the screen. The Application Summary screen will show
• Select Verify or Approve. The Application Approval screen will show

From the Application Approval section:

• Select Yes/No for Is information required for approval?
• Navigate to PIP from the Program/Incentive column
• Select Declined from the drop down in the Approval Decision column
• In the Approval Comment box, key ‘Application Declined date’ and ‘operator number’
• Select Confirm

The practice details will disappear and the system will return to the home page of the Task Search screen.

Finalise the Work Item as Complete. Request rejected in PaNDA

Log on to the WIP - Practice Stream Online system.

Search for the practice in WIP - Practice Stream Online.

On the Practice Search screen:

• Key the Practice Name or Postcode Range
• Select Search. The Search Results will show

Check if the practice name on the practice profile matches the details on the form.

If the details match, check the practice status:

• Initial, retrieve the application via the Tasks tab. The WIP - Practice Stream Eligibility Check screen will show, go to Step 3
• Closed or Withdrawn, the application must be registered to Initial status. See Table 5

If the search results do not show or the details do not match, the application must be registered to Initial status. See Table 5.

On the WIP - Practice Stream Eligibility Check screen:

• Select Next
• The Practice Details screen will show

Check that the auto-populated fields match the IP001 form:

• Authorised Contact at Question 12
• Phone Number, Facsimile Number, Email Address (optional) at Question 9
• Postal Address at Question 10

In the Communicate with Services Australia section

• Check the responses to the HPOS messages facility notifications at Question 11
• Update the notifications if the practice has ticked any of the following notifications:
• Payment advices and news updates
• Confirmation statements
• General correspondence
• Select Next
• The Payment details screen will show

Select Yes/No for Do you wish to use PIP’s bank details for WIP - Practice Stream?

• Yes, Check that the prepopulated PIP bank account details match the IP001 form at Question 13
• No, key the bank account details at Question 13 in the WIP - Practice Stream Regular Bank Account Details section
• Account Name
• BSB
• Account Number
• Re-enter BSB
• Re-enter Account Number
• Select Next
• The Additional Locations will show

On the Additional Locations screen, the additional location details will be prepopulated with PIP data:

• Check that the Additional location details match the IP001 form at Questions 14 to 16
• Select Next
• The Incentives screen will show

Under the Incentive Payments section, key the Health professional details from Question 30 for each eligible health professionals

• Health Professional or allied health professional type
• Last Name (if applicable)
• First Name (if applicable)
• Identifier (if applicable, select Not reported if not provided
• Weekly contracted hours

If health professional details need to be:

• Removed, select Remove next to the relevant health professional
• Added, Select Add row under the relevant health professional type
• Reset, Select Reset. The health professional details will revert to what was previously recorded

Note: convert decimal hours to minutes.

In the Declaration section, select Yes to the mandatory questions:

• WIP - Practice Stream Eligibility Requirements
• Collect and Supply Evidence
• Select Next
• The Practice Ownership Details screen will show

Check that the ownership details match the IP001 form:

• Practice Ownership Type at Question 31
• Practice Ownership Details at Question 32
• Ownership Address Information at Question 32
• Owners/Partners/Associates at Question 36
• Select Next
• The GP Details Summary will show

The WIP - Practice Stream application cannot proceed if the above details do not match. The form will need to be returned to the practice for more information. See Step 7 in Table 5.

Check that the Provider Details listed match the IP001 form (Questions 37-43)

• Select the GPs that are to be listed as current on WIP - Practice Stream
• Select Yes/No for the Current field for the relevant provider(s)
• Select Next
• The Associated Documents screen will show

• Upload the IP001 form and any supporting documents to the practice profile
• Select Next
• The Application Summary screen will show

From the Application Summary screen:

• Ensure that the Status of each section is Complete
• Select Submit Application
• The Application Submitted page will show confirming the application that has been submitted
• The application must be verified and approved

See Table 10.

Log on to the WIP - Practice Stream Online.

Search for the practice in WIP - Practice Stream Online.

On the Practice Search screen:

• Key the Practice Name or Postcode Range
• Select Search. The Search Results will show

Check if the practice name on the practice profile matches the details on the form.

If the details match, check the practice status:

• Initial, retrieve the application via the Tasks tab. The WIP - Practice Stream Eligibility Check screen will show, go to Step 3
• Closed or Withdrawn, the application must be registered to Initial status. See Table 5

If search results do not show or the details do not match, the application must be registered to Initial status. See Table 5.

On the WIP - Practice Stream Eligibility Check screen:

• Select Next
• The Practice Details screen will show

Under the Authorised Contact section, key the authorised contact person(s) and contact details at Questions 12 and then 9:

• Title
• First Name
• Last Name
• Primary Contact (select primary contact)
• RA Number (if applicable)
• If the RA Number is not accepted on the system check, conduct a PRODA system check
• If an error message shows ‘2042 - The name associated with the RA number entered is xxxxx but you are trying to grant system access to xxxxx’, Select Yes to confirm if the name matches
• If the RA does not match the individual named, do not add the RA number and no further action is required
• Phone Number
• Facsimile Number (optional)
• Email Address (optional)
• Re-enter Email Address (optional)

Under the Postal Address section at Question 10:

• Select Yes/No for Is the practice postal address the same as the main location address?
• If Question 10 is not complete, select Yes
• Yes, the address will automatically populate from the WIP - Practice Stream Eligibility Check screen
• No, key the postal address at Question 10 in the relevant address fields

Under the Communication with Medicare section at Question 11:

• Check the response to the HPOS messages facility notifications at Question 11
• Update the notifications if the practice has selected No to any of the following notifications:
• Payment Advices and News Updates
• Quarterly Confirmation Statements
• General Correspondence
• Select Next
• The Payment Details screen will show

Note:

• if the practice is registering more than 5 authorised contacts, add the nominated primary contact only. They will need to be told in Your application has been approved - we need information about your practice (Z2595) letter that the nominated primary contact has been added but confirmation of which secondary contacts are to be added is needed
• if the practice has not provided an RA number for the authorised contact, the communication preferences will need to be updated to do not want to receive notifications through HPOS messages facility

On the Payment Details screen:

• Key the WIP - Practice Stream Regular Bank Account Details at Question 13 in the appropriate fields:
• Account Name
• BSB
• Account Number
• Re-enter BSB
• Re-enter Account Number
• Select Next
• The Additional Locations screen will show

On the Additional Locations screen, complete the Practice Locations section:

• Select Yes/No for Does your practice have more than one location? at Question 14
  No, select Next
  Note: when selecting Next the system will return a warning message advising no additional locations are recorded - select Next again
• Select Yes/No for If your practice has more than one location, do one or more GPs from the main practice location also practice at the additional locations? at Question 15
• Yes, the screen will refresh and the Additional Practice Location Information fields will appear. Key the additional practice branch details at Question 16, select Next
• No, the practice location does not meet the requirements for being considered as one practice. Process the application for the main practice address only
• Select Next
• The Incentive screen will show

Under the Incentive Payments section, key the Health professional details at Question 30 for each following health professionals:

• Select the Health Professional Type from the drop down
• Key the Last Name
• Key the First Name
• Key the Identifier
  If the identifier is incorrect, select Not reported and add a note to PaNDA. Continue processing the application
• Key the Weekly Contracted hours

Note: the accepted format for Standard Weekly Contracted Hours is Hours:Minutes. For example: 47:30 equals 47 hours and 30 minutes,
47.3 in decimal equals 47 hours and 18 minutes, and is entered at 47:18

See convert decimal hours to minutes for more information.

In the Declaration section, select Yes to the mandatory questions:

• WIP - Practice Stream Eligibility Requirements
• Collect and Supply Evidence
• Select Next
• The Practice Ownership Details screen will show

On the Practice Ownership screen, select/key the practice ownership details in the appropriate fields:

• Practice Ownership Arrangement Type at Question 31 (select from dropdown menu)
• Practice Ownership Details at Question 32
• Company Name (optional for an individual proprietor)
• Trading Name is (optional for an individual proprietor)
• Australian Business Number (ABN) (optional)
• Ownership Address Information at Question 32 (optional)
• Owners/Partners/Associates at Question 36
• Select Next
• The GP Details Summary screen will show

If the practice is applying as an Individual Proprietor, a warning message appears stating Company or trading name is not required, no action is required. Select Next again.

In a body corporate arrangement, the same person may be both the director and secretary of the corporation. This is acceptable providing it has been clearly stated on the form.

On the GP Details Summary screen, complete the Provider Details section:

• Key Provider Number at Question 39
• Select Location using the drop down
• Select Verify provider. The remaining provider details will auto-fill
• Select Next
• The Associated Documents screen will show

PDS Start and End Dates (if applicable) autofill when a new provider is added. When Start and End Dates provided on the form differ to what is in PDS, process as shown:

• Start Date before PDS - accept the PDS start date
• Start Date after PDS - enter the form start date
• End Date before PDS - enter the form date
• End Date after PDS - accept the PDS end date

Repeat this step for each individual provider at the practice and each additional location for the provider listed at Question 40.

• Upload the IP001 form and any supporting documents to the practice profile
• Select Next
• The Application Summary screen will show

From the View Application Summary screen:

• Ensure the Status of each section is Complete
• Select Submit application
• The Application Submitted page will show confirming the application has been submitted

The application must be verified and approved, see Table 10.

Log on to the WIP - Practice Stream Online.

Search for the application in WIP - Practice Stream Online.

On the Practice Search screen:

• Select the Tasks tab. The Task Search screen will show
• Key the Application ID or Practice Name
• Select Search. The Search results will show
• Check that the practice name matches the details on the form
• Select Application Number
• The WIP - Practice Stream Eligibility Check screen will show

Before verifying the application:

• Review each section to ensure that all information is correct
• Go through each section by selecting Next at the bottom of the screen

Once all screens have been reviewed:

• Select Application Summary at the bottom of any screen. The Application Summary screen will show
• Select Verify and Approve. The Application Verification and Approval screen will show

Under the Record Application status section:

• Application Decision
• Select Awaiting approval from the drop down
• Decision Comment- key ‘Application Verified date’ and 'operator number’
• Select Record Decision
• The Task Search screen will show

To approve the application, go to Step 4.

To decline the application, go to Step 13.

Select the practice from the Tasks tab.

The WIP - Practice Stream Eligibility Check screen will show.

If the application is not in view, locate and select the application in the Awaiting approval status from the Tasks tab.

The system may show an error message:
‘You cannot Approve or Decline the bank details because you entered them on the Payment Details screen. Please click Cancel and request another Approver to action this request’

Select Cancel.

Escalate to Local Peer Support (LPS) through the Incentives Escalation Database for approval of the WIP - Practice Stream bank account details.

Once approval has been actioned, continue the approval process.

• Select View Application Summary at the bottom of the screen. The Application Summary screen will show
• Select Verify or Approve. The Application Verification and Approval screen will show

Under the Record Application Status section:

• Application Decision
• Select Approved from the drop down
• Approval Date- key the date the application is approved
• Decision Comments
• Key ‘Approved for Incentive Payments', 'Remoteness Loading' and 'operator number’
• The Green confirmation message will confirm the eligible incentives

Under the Incentive Approval Decision section:

• Approve Incentive Payment
• Select Eligible from the drop down
• Select Record Decision

The practice will be allocated a WIP - Practice Stream practice ID. The practice details will disappear and the system will return to the Tasks screen.

An automatic approval letter will issue to the practice confirming their eligibility for the program.

Did the practice apply for the WIP - Practice Stream via HPOS and have they indicated Yes at Question 2 of the Practice Incentives Practice ownership details and declaration form (IP008)?

If the practice has indicated No at Question 2 on the IP008 form and Yes in the online application, escalate to Local Peer Support (LPS) via the Incentives Escalation Database.

• Yes, go to Step 7
• No, go to Step 11

Log on to these systems:

• PIP Online, and
• WIP - Practice Stream Online

On the Practice Search screen:

• Key the Practice ID, Practice Name, Locality or Postcode Range
• Select Search. The Search Results will show

Check that the practice name and address match the details on the form.

Is the practice approved for both the PIP and the WIP - Practice Stream?

• Yes, go to Step 8
• No, go to Step 9

Does the PIP Practice ID match the WIP - Practice Stream Practice ID?

See Identify if a practice is PIP consenting table.

• Yes, the practice status is PIP consenting, go to Step 11
• No, go to Step 9

Search for an application in progress in PIP Online.

if no PIP application is located, go to Step 10.

On the Practice Search screen:

• Select the Tasks tab. The Tasks tab will show
• Key the Practice Name or Postcode Range
• Select Search. The Search Results will show
• Check that the practice name matches the details on the form

Request the WIP - Practice Stream practice profile be made PIP consenting.

Escalate to Local Peer Support (LPS) via the Incentives Escalation Database. Provide the:

• PaNDA work item ID
• WIP - Practice Stream practice ID
• PIP practice ID, PIP Application number, or advise if a PIP Application number is not available

If a PIP application has not been submitted or approved for the practice:

• The Program Management payments team will monitor
• It is likely that a PIP application will be approved by the time the process to link practice profiles takes place each quarter
• If not, the payments team will investigate further. If contact is made with the practice, a record will be added to the profile
• Escalate any queries to the Program Management payments team through LPS via the Incentives Escalation Database

From the Main menu:

• Select Practice Details
• Select Eligibility from the drop down under Accreditation History Current Details

If the practice is:

• PIP consenting, no further action is required
• WIP - Practice Stream only, amend the End Date to 12 months from the approval date

For help, see Update accreditation details.

Has the practitioner's RA number been provided?

• Yes, confirm that these details are linked or correct
• From the Main Menu, select Practice Staff System Access
• Under Providers, locate the appropriate practitioner
• Key the RA Number in the RA Number column
• Select Grant Access from the Action column
• A green window will show stating ‘System access to the practice has been updated’
• If the RA Number is not accepted on the system check, conduct a PRODA system check
• If an error message shows ‘2042 - The name associated with the RA number entered is xxxxx but you are trying to grant system access to xxxxx’, select Yes to confirm if the surname matches
• If the RA does not match the individual named, do not add the RA number and no further action is required
• Go to Step 15
• No, go to Step 15

Select the practice from the Tasks tab.

The WIP - Practice Stream Eligibility Check screen will show

If the application is not in view, locate and select the application in the Awaiting approval status from the Tasks tab.

Send a declined letter to the practice using the Your application is not approved (Z2187) letter.

Upload the letter and any supporting documents to the practice profile.

If the practice is not a PIP consenting practice, upload the letter to both profiles.

On the Practice Eligibility check screen:

• Select View Application Summary at the bottom of the screen. The Application Summary screen will show
• Select Verify or Approve . The Application Verification and Approval screen will show

From the Record Application status section:

• Application Decision
• Select Declined from the drop down
• Decision Comments. Indicate why application has been declined
• Select Record Decision

The practice details will disappear and the system will return the home page of the Task Search screen.

Finalise the Work Item as Complete in PaNDA.

If the application is Declined, finalise the work item as Complete, Request Rejected.

• Select Practice Details from the Main menu
• Select Ownership details from the drop down
• The Ownership details screen will show. Check that the following ownership details IP001 form match the practice profile:
• Ownership type (Question 31)
• Company name and trading name (Question 32)
• Owners/Partners/Associates (Question 36)

Do the ownership details match the practice profile?

• Yes, go to Step 3
• No, go to Step 2

• Place the practice payments on hold
• Return the form to the practice. Use the Request for more information for the PIP and WIP - Practice Stream (z1736) letter. Advise the practice to complete the IP010 form
• Upload the letter and the IP001 form to the practice profile
• Finalise the Work Item as Complete, Request Rejected in PaNDA

If the practice is not a PIP consenting practice, upload the letter to both profiles.

Procedure ends here.

• Select Practice Summary from the Main menu
• The Practice Summary screen will show

Does the practice name (Question 6) and practice type (Question 7) on the IP001 form match the practice profile?

• Yes, go to Step 4
• No, check the rest of the form to see if any other details do not match before contacting the practice. Go to Step 4

• Select Practice Details from the Main menu
• Select Contact Details from the drop down. The Contact Details screen will show

Check that the below contact details on the IP001 form match the practice profile:

• Phone number, fax number and email (Question 9)
• Postal address (Question 10)
• Online subscriptions (Question 11)
• Authorised contact persons (Question 12)

Do the above details on the IP001 form match the practice profile?

• Yes, go to Step 5
• No, check the rest of the form to see if any other details do not match the practice profile before contacting the practice, Go to Step 5

• Select Practice Details from the Main menu
• Select Payment Details from the drop down. The Payment Details screen will show

Do the bank account details (Question 13) on the IP001 form match the practice profile?

• Yes, go to Step 6
• No, check the rest of the form to see if any other details do not match the practice profile before contacting the practice. Go to Step 6

• Select Practice Details from the Main menu
• Select Locations from the drop down. The Locations screen will show
• Under Current Locations, check if the additional practice branch is listed
• Select View from the Details column to see the full practice address

Is the additional practice branch(es) (Question 16) on the IP001 listed?

• Yes, go to Step 7
• No, check the rest of the form to see if any other details do not match the practice profile before contacting the practice, Go to Step 7

Is the practice approved for the PIP?

• Yes, go to Step 8
• No, go to Step 9

• Select Incentive Summary from the Main menu
• The Incentive Summary screen will show

Check that the below individual PIP incentives consent on the IP001 form match the practice profile:

• Indigenous Health Incentive (Questions 17-19)
• After Hours Incentive (Question 20)
• Procedural General Practitioner Payment (Question 21)

Does the individual PIP incentives consent on the IP001 form match the practice profile?

• Yes, go to Step 9
• No, check the rest of the form to see if any other details do not match the practice profile before contacting the practice. Go to Step 9

Is the practice approved for the WIP – Practice Stream?

• Yes, go to Step 10
• No, go to Step 11

• Select Health Professional Details from the Main menu
• The Health Professional Details screen will show

Does the health professional details (Question 30) on the IP001 form match the practice profile?

• Yes, go to Step 11
• No, check the rest of the form to see if any other details do not match the practice profile before contacting the practice. Go to Step 11

• Select Practice Details from the Main menu
• Select Associated GPs from the drop down. The Associated GPs screen will show

Do all general practitioner (GP) and nurse practitioner details on the IP001 form match the practice profile?

• Yes, and other details:
• match the practice profile, Finalise the work item as Complete, Already complete in PaNDA. Procedure ends here
• do not match the practice profile, go to Step 12
• No, go to Step 12

Contact a registered owner or authorised contact person by phone. Tell the practice:

• an IP001 form is received, but the practice is already approved for the PIP and/or WIP - Practice Stream (whichever is applicable)
• there are discrepancies on the IP001 compared to what is registered on the practice profile
• the IP001 form is only acceptable at the time of application
• any changes to practice details must be made via HPOS or the relevant form by the point-in-time date
• Assist the practice to update their details via HPOS. The Resources page has a link to the HPOS User Guide
• Help the practice locate the relevant form. The Resources page has a link to forms
• a letter will be sent advising that the practice is already approved for the program(s)

• Return the form to the practice. Use the Request for more information for the PIP and WIP - Practice Stream (z1736) letter. Tell them:
• the practice is already approved for the program
• any changes to practice details must be made via HPOS or the relevant form by the point-in-time date
• Upload the letter and the IP001 form to the practice profile
• Add a note to the practice profile. Confirm the details of the conversation, including:
• the owner or authorised contact person
• the details on the IP001 form that do not match the practice profile
• If the details were updated via HPOS, or if the relevant form is to be submitted by the point-in-time date
• Finalise the Work Item as Complete in PaNDA

If the practice is not a PIP consenting practice, upload the letter to both profiles.