Using HPOS Mail Centre to send letters for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream 012-22080436

Log on to PIP Online or WIP - Practice Stream Online.

Using the information in the Operational Blueprint for the work type, assess the work item and create the appropriate letter.

See also:

Forms and letters for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream.

Review the letter information. The letter must:

• be addressed to:
• the primary authorised contact person
• a practice owner, or
• provider for General Practitioner Aged Care Incentive (GP ACAI)
• include all reasons for rejecting the work item
• have all information needed to complete the request when resubmitted

See also:

Forms and letters for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) – Practice Stream.

Open PIP or WIP - Practice Stream Online:

• Select Practice Details
• Select Contact Details
• Go to Update online subscriptions
• Check if Access online is selected for General Correspondence

Does Access online display as the choice for the practice's General Correspondence?

• Yes, go to Step 5
• No, send the letter manually. See Forms and letters for Practice Incentives Program (PIP) and Workforce Incentive Program (WIP) - Practice Stream for the manual letters process

• Complete the work item in all systems:
• PaNDA
• PIP online and/or
• WIP - Practice Stream online
• Merge the letter and the PaNDA work item into a single PDF document
• Save the merged documents using file name: Practice ID.PaNDA Work Item Number
• Upload the merged document to the practice profile using the correct naming convention. Include ‘sent via HPOS’ in the document description field

See also:

Associated documents and comments in PIP and WIP - Practice Stream.

Save the merged document into R: > SA > ADEL - 209-Greenhill > SPS_Eastwood > Rejection Letters > Outgoing Correspondence > HPOS Mail Centre Letters.

• Go to R: > SA > ADEL - 209-Greenhill > SPS_Eastwood > Rejection Letters > Outgoing Correspondence > HPOS Mail Centre Letters
• Select the next work item
• Open the file

Check the letter and the attached documents. The letter must:

• be addressed to:
• the primary authorised contact person
• a practice owner, or
• provider for GP ACAI
• include all reasons for rejecting the work item
• have all information needed to complete the request when resubmitted
• have the correct documents attached

Is the letter correct?

• Yes:
• Rename the file to the Practice ID
• Go to Step 4
• No:
• The Service Officer creating the letter must amend it
• Go to Step 3

Note: quality checkers must access PIP and WIP - Practice Stream Online systems to verify information.

Return the letter to the Service Officer by email. The email must:

• include the corrections needed
• copy in the:
• Service Officer’s Team Leader, and
• Incentives Programs Delivery (IPD) Program Office team

The Service Officer must then:

• correct the letter, and
• save the corrected merged letter and document to R: > SA > ADEL - 209-Greenhill > SPS_Eastwood > Rejection Letters > Outgoing Correspondence > HPOS Mail Centre Letters

Note: the Service Officer must discuss any quality checking disputes with their Team Leader.

Log on to HPOS.

• Select mailbox:
• Practice Incentives Program (PIP), or
• Workforce Incentives Program (WIP) - Practice Stream
• The Mail Centre screen will show
• Select Compose new mail

Note: select the mailbox that corresponds to the PaNDA work type. Use the PIP mailbox:

• where the mail is for both programs, and
• the practice is PIP consenting practices

• Select Practice
• Enter the Practice ID into the To box
• The practice name will show (check the details are correct)
• Enter the following into the Subject field:
• Important letter about your <Practice Incentives Program/Workforce Incentives Program - Practice Stream> request.
• Copy and paste the following message into the Text field:
• Please read the attached letter and take the requested action if required.
• Attach the letter in Attachments field:
• Select the Choose file button to navigate to the letter in your nominated folder. Select the letter and select Add File (a maximum of 5 attachments can be added.)
• To remove an attachment, select Remove (next to the attachment)
• Select Send

Note: for HPOS applications not yet approved, there is no Practice ID. Return the letter to the RA number of the person lodging the application.

See the Resources page for more details about composing emails.