Amend Location Specific Practice Number (LSPN) register for Medicare 012-41040040

Log in to PDS:

• select Organisations
• select View
• in basic search, key the LSPN in the Search ID field and select ID Type LSPN
• select Search
• the LSPN record will show in View

Verify a currently recorded authorised representative, or the proprietor, has signed the declaration by comparing the name details in the Contact Details section to the name at the:

• Declaration for registrations and amendments, and/or
• Declaration for registration closures on the HW061 form

Applications can be processed if the form has been signed and dated, and the declaration box above the signature field selected by any of the following:

• First Contact (as listed in PDS)
• Second Contact (as listed in PDS)
• Proprietor

If the proprietor box has been ticked, it may not be possible to verify if the proprietor is not recorded in Comments or Proprietor's name in the Registration Details section. If the proprietor box is ticked, no further verification is needed and the application can be processed.

Note: for relocations, only the proprietor is authorised to sign the declaration for registrations and amendments.

The form does not need to be signed, but the declaration box must be ticked and the application dated:

• if submitted through HPOS by a listed authorised representative or the proprietor, and
• the name of the person who submitted the form matches the name at the declaration/s

Click on the Open in HPOS option in PaNDA to check who sent the application. The name will appear at the bottom of the Text field as:

[Sent by (Name) from HPOS (PRODA RA number)]

• If the Sent by name matches the name at the declaration, and the person is listed as a contact or proprietor, the application can be processed
• If the Sent by name does not match the name at the declaration, the application must be both physically signed and physically dated

Log in to PDS:

• select Organisations
• select View
• in basic search, key the LSPN in the Search ID field and select ID Type LSPN
• select Search
• the LSPN record will show in View

Make sure the LSPN record showing is the correct record by comparing the LSPN and the practice address provided in Questions 2-3.

If registration can be extended:

• select Edit
• select the Renew LSPN button at the bottom of the LSPN record
• a pop up message asks to confirm if an authorised representative has confirmed the details are current and up to date
• select the checkbox and Confirm:
• PDS extends the registration End Date by 12 months
• HPOS notification has been sent to all HPOS Administrators advising of the renewal. That is, where at least one Administrator is linked to the LSPN record, and an electronic messaging opt out is not in place
• the Comments are updated with a message which includes the new End Date and the P number of the officer that renewed the registration of the LSPN record

Note: if the proprietor box has been ticked but the proprietor is not listed in PDS, the renewal can be processed. Record the name of the proprietor in the comments section if available and not previously recorded.

If a HPOS Administrator renews an LSPN record, the Administrator’s PRODA/RA number will populate in the Operator ID field within comments.

If Services Australia received the form via HPOS, deliver correspondence via HPOS.

Forms received via HPOS can be identified by:

• the naming convention will contain the 10-digit RA number of the user
• the HPOS Reference Number field will contain a 9-digit reference number to search in HPOS to reply

For example: Business name: 9987654321, and the HPOS ref # field: 123456789-1.

Select Open in HPOS tab in PaNDA, to respond.

If the application was not received via HPOS:

• use the email address recorded for the practice on the LSPN record
• send a confirmation email to the authorised representative who sent the request

If the practice did not provide an email address, and one is not recorded against the applicant's details in PDS, no reply is needed.

See Eligibility and Location Specific Practice Number (LSPN) practice registration for Diagnostic Imaging (DI) and Radiation Oncology (RO) for appropriate wording in the email. The email must be sent from the Medicare Provider Registration support positional email box. Access to this email box is limited to APS5 (and above). Service Officers will need to ask their Team Leader to send the email on their behalf.

Service Officers must:

• amend the LSPN from the RA reference to the LSPN to make sure applications can be easily found
• add the Work item reference number in the Case ID field
• add the practice/trading name in the Business Name field

See Eligibility and Location Specific Practice Number (LSPN) practice registration for Diagnostic Imaging (DI) and Radiation Oncology (RO) for appropriate comments to write on the PaNDA file.

• Log into PDS
• Select Organisations from the left side menu
• Select View
• in basic search, key the LSPN and select ID Type LSPN
• Select Search
• LSPN record will show in View

Make sure the correct LSPN record is being updated.

From the LSPN view screen, verify the practice/trading name and address, by comparing it to the information recorded on the accreditation report.

Do the details match and are all required fields completed with no inconsistencies?

• Yes, select Edit to show the LSPN record in Amend. Go to Step 3
• No, do not action. Escalate the report to the Pathology and Diagnostic Imaging Team. See Escalation process for Pathology, Diagnostic Imaging and Radiation Oncology (LSPN)

Select the Accreditation tab.

Compare the information on the accreditor's report and determine which of the 3 scenarios (there may be more than 1 scenario on the report for different modalities) which need to be actioned. If:

• no start and end dates have previously been recorded for a modality type listed in the report, go to Step 4
• there is a change of accreditor, go to Step 5
• if there is an N on the report for a specified modality, go to Step 6
• if dates for a modality type needs to be amended, go to Step 7

Note: no action is required if a cessation report is received after a new report, and the details differ. The new report supersedes all other reports.

On the Accreditation tab select Add Modality Accreditation. Input the following details in the relevant field titles on the Add Accreditation modal as per the accreditation report:

• Status - status type, key either:
• A - accreditation against full suite of standards
• Y - accreditation against entry level standards
• Start Date - key in start date/date of accreditation/transfer
• End Date - key the end date as provided on the report
• Accreditor - key the accrediting body (either NATA, QIP or HDAA)
• End reason - select ACR - Accreditation Ended (do not select an End reason of N - Ceased/Revoked/Suspended)
• Select Add - continue to add modalities as per the report if required
• Select Cancel or X to close the Add accreditation pop up modal
• Select Save

Before adding new accreditation details, check the existing accreditation for all modalities. A cessation report is not needed if the accrediting body changes. A new report supersedes any previous reports. If the dates of the previous accreditation period overlap with the new period, key the day before the start date on the new report as the end date of the previous period.

• On the Accreditation tab, select the Manage link for the relevant modality accreditation
• The Manage Accreditation modal will show
• Select Add Accreditation
• Input the following details in the relevant field titles on the Manage Accreditation pop up modal as per the accreditation report: Status - status type, key either:
• A - accreditation against full suite of standards
• Y - accreditation against entry level standards, or
• Start Date - key in start date/date of accreditation/transfer
• End Date - key in end date provided on the report
• Accreditor - key in accrediting body (either NATA, QIP or HDAA)
• End reason - select ACR - Accreditation Ended (do not select an End Reason of N - Ceased/Revoked/Suspended)
• Select Add
• Select Cancel or X to close the Manage accreditation pop up modal
• Continue this process for all modalities listed on the report
• Select Save

• On the Accreditation tab, select the Manage link for the relevant modality The Manage Accreditation (Manage) modal will show
• Select the Amend link for the relevant accreditation period being end dated
• Key the End Date as advised by the accreditor
• Select Update

Note: do not change the End Reason.

Repeat the above process for each modality as per the report

• Select Cancel or X to close the Manage Accreditation modal
• In the Comments tab, select Add Comment
• Leave a comment advising:
• Which modalities were end dated
• The end date recorded
• The reason (extension/change of accreditor/ceased)
• Select Add
• Select Save

On the Accreditation tab:

• select the Manage link for the relevant modality being amended
• the Accreditation modal will show

For accreditation extensions that are to be continuous:

• Update existing accreditation with overlapping dates, making the End Date the day before the new accreditation period begins. See Step 6 for instructions on ceasing accreditation
• Add a new accreditation line:
• Select the Add Modality Accreditation button in the Manage Accreditation modal
• Enter the details that show on the current report
• Key the end reason as ACR
• Select Add
• Select Cancel or X to exit the Amend Accreditation (Manage) modal
• Follow these steps for all modalities included on the report
• Select Save

For corrections, select the Amend link for the relevant accreditation period being updated:

• Amend the information in line with the accreditation report in the Manage Accreditation modal
• Select Update
• Select Cancel or X to exit the Amend Accreditation (Manage) modal, and
• Select Save

On the Accreditation tab:

• select Manage link for the relevant modality accreditation being amended
• the Manage Accreditation modal will show. Select the Delete link for the relevant accreditation period being deleted
• select the Delete Selected Accreditation checkbox on the Delete Accreditation (single) modal
• select Confirm Delete
• select Cancel or X to exit the Amend Accreditation (Manage) modal
• select Save

Note: there is an option to delete all accreditation periods for a particular Modality:

• From Amend Accreditation (Manage) modal select Delete All
• On the Delete Accreditation (All) modal select the Delete all accreditation for this modality checkbox
• Select Confirm Delete
• Select Cancel or X to exit the Amend Accreditation (Manage) modal
• Select Save

See Eligibility and Location Specific Practice Number (LSPN) practice registration for Diagnostic Imaging (DI) and Radiation Oncology (RO) for appropriate comments to write on the PaNDA file.

No confirmation is needed for the processing of accreditation reports.

• Log into PDS
• Select Organisations from the left side menu
• Select View
• in basic search, key the LSPN and select ID Type LSPN
• Select Search
• LSPN record will show in View

Make sure the LSPN record showing is the correct record by comparing the LSPN and the practice address provided in Questions 2-3.

• Select Edit
• LSPN record will show in Amend screen
• In the Organisation tab, modify the registration details as per information provided on the application, including:
• Practice/Trading Name
• Australian Business Number (ABN)
• Registered Business Name
• Business Type
• Premises Type
• Site Type
• ACN
• Proprietor Details

If a government agency/public body has provided an ABN, record the ABN in a comment.

In the Business information updates section:

• if the application was received within 28 days of the change occurring:
• key the date on the form at Question 6, or
• a future date if specified in the Effective Start Date field
• if the application was received more than 28 days from the date the change occurred
• key the date of lodgement in the Effective Start Date field
• Select validate if the ABN or ACN details have been updated. This will trigger the PDS to verify the details entered are correct
• Select Save once all relevant information has been updated
• Check the details in the Business Information updates are correct

If the Registered Business details which automatically populate in PDS when the new ABN is keyed do not match the details on the application form, tell the applicant the application cannot be processed using the Z2374 letter.

It is not possible to key a date earlier than the day after the most recent Effective Start Date in the Business information updates table

If the applicant is amending an ABN or practice trading name, make sure this is not part of a business takeover or change of ownership. A business takeover or change of ownership requires the form to be signed by both parties involved in the takeover (or if sent via HPOS, the declaration acknowledgement box is ticked). The application must be returned as incomplete if this requirement is not met.

Note: if there has been a change of ownership, existing associates should be removed.

If staff are unsure the required information has been provided, escalate the application. See Escalation process for Pathology, Diagnostic Imaging and Radiation Oncology (LSPN).

Updating the Mobile Base indicator

Select Organisation tab.

If the practice has not relocated and the registration is changing from a 'premises' to a 'base for mobile equipment' go to the Organisation tab and amend 'Mobile Base' from 'No' to 'Yes'.

The Mobile Proprietor tab will show. Key the Mobile Proprietor address details provided on the Application to register or amend a diagnostic imaging or radiation oncology practice (HW061) form

If the practice has not relocated and the registration is changing from a 'base for mobile equipment' to a ‘premises’ amend the 'Mobile Base' indicator from 'Yes' to 'No'.

For details about confirmation of processing, see Table 2 > Step 4.

• Log into PDS
• Select Organisations from the left side menu
• Select View
• in basic search, key the LSPN and select ID Type LSPN
• Select Search
• LSPN record will show in View

Make sure the LSPN record showing is the correct record by comparing the LSPN and the practice address provided in Questions 2-3.

Select the Edit button at the bottom of the screen. The LSPN record will show in Amend screen.

Select the Contact tab and enter the:

• authorised representative details as per the application form, and
• postal address as per the application form

If a PRODA RA number has been supplied at Question 26 and/or Question 30:

• Select the Associates tab
• Select Add Associate button
• in the Add Associate modal, select Administrator from the dropdown list
• select PRODA in the Access dropdown list
• key the PRODA RA number provided on the form in the ID field
• Select Add New
• Select Save

Note: the first name and surname automatically populate in PDS. Make sure the names match those provided on the application before saving. If the details do not match, the authorised representative cannot be linked as an associate. Tell the applicant using a Z2374 letter

If the new authorised representative has replaced another person, and that person is linked to the LSPN record as an Administrator, select:

• Associates tab
• Delete link next to the replaced authorised representative's details
• Delete Selected Associate tick box
• Confirm Delete
• Save

Note: access to the LSPN record via HPOS must be removed if the person is being replaced as an authorised representative.

In the Comments tab:

• Select Add Comment
• Write a comment that includes:
• the name and PRODA number of the Associate added
• the name and PRODA number of the Associate which was removed (if relevant)
• that the changes were made in response to a request made on a HW061 form
• Select Add
• Select Save

For details about confirmation of processing, see Table 2 > Step 4.

• Log into PDS
• Go to Organisations and select view
• Search using LSPN reference
• The LSPN record shows

Ask the caller to confirm their first and last name.

Is the caller listed as an authorised representative under the Contact tab for the LSPN record they want to be linked to?

• Yes, go to Step 3
• No, advise they cannot be linked to the LSPN record as they are not a listed authorised representative. They may want to ask the proprietor or an authorised representative to:
• complete the Application to register or amend a diagnostic imaging or radiation oncology practice form (HW061) to record them as an authorised representative, or
• nominate them to have staff access via HPOS

Ask the caller to provide their PRODA RA number.

Note: if the error Associate not found is returned:

• confirm that the number provided is correct
• ask the caller to contact e-business (option 1) as their account may be inactive

• Select Edit
• Select the Associates tab
• Select Add Associate button
• In the Add Associate modal:
• select Administrator from the dropdown list if adding an authorised representative or proprietor
• select Staff if adding a user that is not eligible for administrator access
• Select PRODA from the drop down list
• Enter the PRODA RA number
• Select Add new
• Confirm the name matches the authorised representative name

To document the conversation:

• select Comments tab
• select Add Comment
• enter the following: ‘Added RA <number> via telephone call with <Authorised Representative name>’
• select Update
• select Save

The LSPN record has successfully been saved.

Tell the applicant:

• the link has been completed
• they now have access to view the LSPN record via HPOS
• to access the LSPN record:
• Log onto HPOS as No Organisation
• Select My Details
• Select My Organisations
• Select the link next to the relevant LSPN

See the Resources page for a link to further instructions on the Services Australia website.

• Log into PDS
• Select Organisations from the left side menu
• Select View
• in basic search, key the LSPN and select ID Type LSPN
• Select Search
• LSPN record will show in View

Make sure the LSPN record showing is the correct record by comparing the LSPN and the practice address provided in Questions 2-3.

If:

• adding equipment, go to Step 3
• removing equipment, go to Step 4
• upgrading equipment, go to Step 5
• other amendments to equipment details, go to Step 6

Select Edit.

On the Equipment tab:

• Select the Equipment tab
• Select Add Equipment button
• Complete the equipment details as entered on the form
• Select Add
  Note: MRI site ID is the postcode followed by the first letter of the practice's suburb
• Repeat the process for all additional equipment. Equipment added will show at the end of the list
• Select Save

When adding equipment:

• and the start date provided on the form is in the past, key the date of lodgement as the start date
• and the date on the application is in the future, key the date on the application
• enter the date of manufacture or the date first installed in Australia for all equipment. If none or both of these dates have been provided, the equipment cannot be recorded (with the exception of Radiation Oncology and PET equipment). Tell the practice that the application is incomplete and cannot be processed using a Z2374 letter
• key the serial number as shown on the form. Where the serial number provided exceeds the character limits in PDS, key as much as possible and record the complete serial number in comments
• and an error message shows the equipment cannot be added as it is currently listed on another LSPN record, search PaNDA for a request to remove the equipment from the LSPN record that it is currently listed at:
• if a request is found, process the closure and then add the equipment at the new LSPN
• if the start date requested is before the date of removal, key the next day after the removal date as the start date
• if no request is found, the equipment cannot be added and the practice needs to be notified using the Z2374 letter

Adding MRI equipment

See Eligibility and Location Specific Practice Number (LSPN) practice registration for Diagnostic Imaging (DI) and Radiation Oncology (RO) for assessing instructions regarding MRI equipment. If required, escalate the application. See Escalation process for Pathology, Diagnostic Imaging and Radiation Oncology (LSPN).

For details about confirmation of processing, see Table 2 > Step 4.

Otherwise, procedure ends here.

• Select Edit
• Select Equipment tab
• Locate the equipment. This can be done by keying the serial number of the equipment in the Serial No field or using the Code field
• Select Amend link for the relevant equipment
• Key date removed details. This will be the date provided on the form
• Select Amend
• Repeat the process for all equipment being removed
• Select Save

When removing equipment, the following are mandatory:

• equipment type
• serial number
• date removed

Always key the date removed as provided on the application form.

Removing MRI equipment

See Eligibility and Location Specific Practice Number (LSPN) practice registration for Diagnostic Imaging (DI) and Radiation Oncology (RO) for assessing instructions regarding MRI equipment. If required, escalate the application. See Escalation process for Pathology, Diagnostic Imaging and Radiation Oncology (LSPN).

For details about confirmation of processing, see Table 2 > Step 4.

Otherwise, procedure ends here.

• Select Edit
• Select Equipment tab
• Locate the equipment. This can be done by keying the serial number of the equipment in the Serial No field or using the Code field
• Select Amend link for the relevant equipment
• Tick the upgrade indicator box
• Key the date upgraded in the date upgrade field
• Upgrade details field to remain blank/empty
• Select Amend
• Repeat the process for all equipment being upgraded
• Select Save

Upgrading MRI equipment

See Eligibility and Location Specific Practice Number (LSPN) practice registration for Diagnostic Imaging (DI) and Radiation Oncology (RO) for assessing instructions regarding MRI equipment. If required, escalate the application. See Escalation process for Pathology, Diagnostic Imaging and Radiation Oncology (LSPN).

Effective life age date

Practices can notify of upgrade details after equipment has reached the end of its effective life age, however upgrades should not be recorded where the date upgraded on the form is after the equipment reached its effective life age. Escalate the application to the Pathology and Diagnostic Imaging Team if the date upgraded provided on the Application to register or amend a diagnostic imaging or radiation oncology practice (HW061) form is after the equipment reached the end of its effective life age. See Escalation process for Pathology, Diagnostic Imaging and Radiation Oncology (LSPN).

See the Resources page of Eligibility and Location Specific Practice Number (LSPN) practice registration for Diagnostic Imaging (DI) and Radiation Oncology (RO) for information on calculating the effective life age of equipment.

For details about confirmation of processing, see Table 2 > Step 4.

Otherwise, procedure ends here.

Backdating requests

All backdate requests must be escalated to the Pathology and Diagnostic Imaging Team. See Escalation process for Pathology, Diagnostic Imaging and Radiation Oncology (LSPN).

Changes to date of installation or manufacture

If the request is to:

• Forward-date the date of manufacture/installation, escalate the application to the Pathology and Diagnostic Imaging Team. See Escalation process for Pathology, Diagnostic Imaging and Radiation Oncology (LSPN)
• Backdate the date of manufacture/installation, the request can be processed without escalation. Over-key the existing date with the new date provided on the application form
• Leave a comment: (Equipment type) serial number (serial number) date of (installation/manufacture) amended at request of practice

Changes to serial numbers

Serial number amendments do not need to be escalated, but the practice must provide a reason for the change.

For serial number changes:

• Amend the serial number on the original entry of the equipment. Do not:
• end date the original entry of the equipment
• add the equipment with the correct serial number as a separate entry
• Leave a comment: (Equipment type) serial number (old serial number) amended to (new serial number) at request of practice

Changes to equipment type

Escalate any request to change the equipment type of equipment to the Pathology and Diagnostic Imaging Team. See Escalation process for Pathology, Diagnostic Imaging and Radiation Oncology (LSPN).

For details about confirmation of processing, see Table 2 > Step 4.

• If a form is received to add, upgrade or remove MR3 (partially eligible) MRI equipment or MR1 (fully eligible) MRI equipment in a MM1 location, Service Officers should escalate to the Pathology and Diagnostic Imaging Team for processing. See Escalation process for Pathology, Diagnostic Imaging and Radiation Oncology (LSPN)
• If applications for multiple LSPN records are within the same Work Item, Service Officers must create a separate Work Item for each LSPN record in PaNDA before escalating

The Department of Health and Aged Care (DHAC) will send a copy of the transfer details (approval) to the Pathology and Diagnostic Imaging Team.

Check:

• details of the MRI equipment (for both LSPN practices) are complete with serial number, make and model, date of manufacture or date first installed in Australia,
• LSPN address, start and end dates
• details of the MRI equipment for the return of eligibility at the original practice is also complete, and
• these details match the HW061 received from the practice. (HW061 forms are only required for adding new equipment or permanently removing equipment)

Are the details complete and correct?

• Yes, go to Step 3
• No, email Department of Health and Aged Care - Diagnostic Imaging

Log on to PDS:

• Select Organisations from the side menu
• Select View
• Search for the LSPN record

Are the address details listed on the advice from DHAC the same as the address recorded on the LSPN Register?

• Yes, go to Step 5
• No, contact DHAC for clarification. Do not:
• change any details on the LSPN Register, or
• continue processing

Select the Equipment Tab and check eligible MRI is recorded at the practice.

Note: where new equipment is being installed along with the serial number, make and model, the manufacture date or first date installed in Australia should also be provided for capital sensitivity requirements.

Is the MRI equipment and serial number listed on advice from DHAC currently recorded at the site?

• Yes, go to Step 6
• No, contact DHAC. They will tell the practice they need to send a HW061 form with the equipment details. Do not:
• change any details on the LSPN Register, or
• continue processing

Select the Edit button at the bottom of the screen and the LSPN record will show in Amend screen.

Select the Amend link for the relevant MRI.

In the Date removed field, key in the date the eligibility is to stop, as provided by DHAC and select Amend.

Is MRI eligibility to be transferred back to the same LSPN at a later date (same or different equipment)?

• Yes, go to Step 7
• No, go to Step 8

Select the Add Equipment button and:

• select relevant MRI equipment codes
• key MRI details being added (transfer)
• add comments into PDS - details of transfer:
• Example: Temporary transfer MRI s/n 123456 to s/n 987654 as per DHAC approval, or
• Example: Temporary transfer from LSPN 1234 MRI s/n 123456 to LSPN 9876 MRI s/n 987654 as per DHAC approval
• select Add
• select Save

MRI Site ID is the postcode followed by the first letter of the suburb. Ineligible MRI equipment that is temporarily gaining eligibility does not need to be end dated for the transfer period (for the ineligible equipment record). The equipment can be listed as both eligible and ineligible for the transfer period.

Send an email to DHAC confirming the MRI transfer has been completed.

• Log into PDS
• Select Organisations from the left side menu
• In basic search, key the LSPN and select ID Type LSPN
• Select View

LSPN record will show in View. Make sure it is the correct LSPN that the MRI provider is being added to.

Select Edit at the bottom of the screen to amend the LSPN record

To:

• add MRI provider to an LSPN record in PDS, go to Step 2
• remove MRI provider from an LSPN record in PDS, go to Step 6
• generate an MRI provider list, go to Step 7
• unlink MRI provider from an LSPN record to enable a PDS Provider location to be updated, go to Step 8

Before adding an MRI provider, make sure that the provider meets the requirements. See Eligibility and Location Specific Practice Number (LSPN) practice registration for Diagnostic Imaging (DI) and Radiation Oncology (RO)

Select the Associates tab:

• Select the Add Associate button
• Select MRI provider from the dropdown menu
• Key in the provider stem number and location indicator
• Compare the LSPN address to the Provider Number address to make sure they are referring to the same location
• Key the date the application was received by Services Australia in the Start Date field or a future date if requested/in line with provider location and specialty code 46/47 start dates:
• If the LSPN/provider requests backdating of MRI eligibility, the request will need to be escalated to the Pathology and Diagnostic Imaging Team. See Escalation process for Pathology, Diagnostic Imaging and Radiation Oncology (LSPN)
• If there is an End date on the location and/or the 46/47 speciality code in the Provider Directory System (PDS), key whichever date is earlier in the End date field. Otherwise leave the End Date field blank
• Select Add new
• Repeat these steps for any additional providers
• Select Cancel to exit the add Associates modal
• Select Save

Note: this link will lock the provider location address details in PDS if the address is an exact match, so that changes cannot be made.

Confirm there is a 118 code on the provider stem.

Note: Speciality Code 118 is a location specific code and only pays Medicare benefits when recorded at a specific practice location.

Do not add 118 speciality codes or adjust the 118 code start or end dates at stem level. If there is any discrepancy between the record on the LSPN and the dates at stem or practice level in provider view, escalate the application. See Escalation process for Pathology, Diagnostic Imaging and Radiation Oncology (LSPN)

Select the orange provider stem hyperlink located on the provider's stem page in PDS.

The Provider Location Search screen will show a list of provider locations.

From the list, select the view link that corresponds with the relevant provider number location indicator and/or address that matches the LSPN address.

Confirm there is a 118 code on the provider stem. Start dates should match what was keyed when linking the provider to the LSPN at Step 2.

Do not add 118 speciality codes or adjust the 118 code start or end dates at stem or practice level. If there is any discrepancy between the LSPN record and the dates at stem or practice level in provider view, escalate the application. See Escalation process for Pathology, Diagnostic Imaging and Radiation Oncology (LSPN).

Note: if the provider requests backdating of MRI eligibility, escalate to the Pathology and Diagnostic Imaging Team. See Escalation process for Pathology, Diagnostic Imaging and Radiation Oncology (LSPN)

Eligibility Approval letter to be sent to the provider:

• Go to Standard Letter Templates
• Select 'Provider and third party Letters'
• Select Diagnostic services
• Select 'Provider approval for MRI eligibility (Z0752)' and follow the macro prompts
• Address and signatory:
• The Letter is to be addressed to the authorised representative who signed the form and sent to the LSPN mailing address (postal address) listed in PDS
• Key the LSPN
• Key the date they are eligible from
• Letter Options:
• In Diagnostic imaging practice name field - key the Practice name
• In provider number field - key the provider’s stem (for example, 123456)
• In the Location field - key the last 2 characters of the provider number (for example, 5D)
• In the Date Eligible from field - key the date they are eligible from
• Continue to add the new providers that have been linked
• Post or email by HPOS only, and save a copy to the LSPN application file in the Workload management tool (PaNDA)

If the form has been received by HPOS form upload, all correspondence is to be sent through HPOS.

Note:

• When the practice uploads the application form in HPOS they receive an automated message acknowledging receipt of the form
• The Resources page contains a link to the Standard Letter Templates page
• For ineligible MRIs, link the provider(s). Send the general amendment confirmed email (instead of sending the confirmation letter)

See Eligibility and Location Specific Practice Number (LSPN) practice registration for Diagnostic Imaging (DI) and Radiation Oncology (RO) for appropriate comments to write on the PaNDA file.

For details about confirmation of processing, see Table 2 > Step 4.

Otherwise, procedure ends here.

Select the Associates tab:

• Select the Amend link for the relevant provider:
• The Amend Associate modal will show
• Key the date of lodgement for the provider to be unlinked in the End Date field
• Select Amend
• Repeat these steps for any additional providers
• Select Save

For details about confirmation of processing, see Table 2 > Step 4.

Otherwise, procedure ends here.

Select the:

• Download MRI Provider - PDF button to generate a list of current MRI providers, or
• Download MRI provider - Excel button to generate a list of all MRI providers (removed and current)

The MRI provider PDF report can only be released to the authorised representative listed on the LSPN record.

The MRI provider Excel report must not be released externally and is for Services Australia internal use only.

Procedure ends here.

Select the Associates tab:

• Select the amend link for the MRI provider that is being unlinked
• MRI provider details will show
• Key Date - this will be the date prior to the processing date in the End date field
• Select Amend
• Select Save

Note: to unlink the records, an end date is required on the MRI provider’s link on the LSPN record (with yesterday's date).

Update PDS Provider Location

Find the PDS provider location and update the address.

If provider needs to be re-linked, relink the provider on the LSPN Register.

Open the LSPN record in amend and add the MRI provider from today's date, making sure that the MRI provider is listed for a continuous period. For example, if provider was end dated 14/04/2024 as a workaround, re-add provider from 15/04/2024.

Note: this workaround can be applied to PDS location records that have been locked because of the MRI provider link to the LSPN register.

Log on to PDS:

• Select Provider from the side menu
• Select View
• Search for the provider stem listed on the spreadsheet.

Check if the provider has the following specification codes:

• 046
• 047
• 076-099
• 898
• 899

If the provider has any of the above specification codes, go to Step 3

If the provider does not have any of the above specification codes, tell the Department of Health and Aged Care (DHAC) the provider was not processed as they have not been recognised as a specialist in Diagnostic Radiology or consultant physician for Medicare purposes. Procedure ends here.

Select Edit and:

• select the Specialty tab
• select the Add Specialty Code button
• in the Add New modal enter specialty code '655'
• the description Cardiac MRI will show
• key the 'certified date' on the spreadsheet as the 'start date'
• keep the 'end date' as blank; and
• select Add New button

Select the Comments tab and:

• select the New Note button
• in the Add New modal input:
• Notes Subject: Cardiac MRI
• Notes Description: Spec code added as per certification advice received from DHAC DDMMYYYY

The Pathology and Diagnostic Imaging Team will tell DHAC when the request has been processed.

• Log into PDS
• Select Organisations from the left side menu
• Select View
• in basic search, key the LSPN and select ID Type LSPN
• Select Search
• LSPN record will show in View

Make sure the LSPN record showing is the correct record by comparing the LSPN and the practice address provided in Questions 2-3.

The Application to register or amend a diagnostic imaging or radiation oncology practice form (HW061) can be completed to tell the agency that an existing Practice is subject to closure or relocation to a new address.

LSPN closures cannot be backdated. This applies to a general practice closure and closures as a result a relocation.

If the closure date on the form is prior to the date of lodgement, the date of lodgement is used as the closure date. PDS will automatically end date all equipment on the same day. After closing the LSPN, all equipment that was open at the time of closure needs to be manually end dated as per the closure date on the application form.

If the closure date is on or after the date of lodgement, the date on the form should be keyed. PDS will then automatically end date all equipment on the same date and no adjustment to the end dates of equipment is needed.

See the Background page for more information on applications for relocation regarding closure and start dates.

Select Edit to go to the Amend screen:

• Update the Organisation tab
• Select End Reason Code (C/S/-) as Closed in the Status drop down list. If Closed is not selected as an End Reason Code then the equipment on the LSPN record will not be automatically end dated
• Key the closure date in the End Date field.
  Note: if the date is input before selecting the end reason code, re-check that the date input still remains
• Select Save

All equipment without a date removed, or date removed in the future automatically updates to match the LSPN record’s registration end date. Check the LSPN view screen that these dates have been correctly applied.

If the closure date requested was prior to the date of lodgement, manually end date all equipment that was open at time of closure:

• Select Edit
• Select the Equipment tab
• Select Amend for all equipment that was open at the date of closure
• Key the closure date on the application form in the Date Removed field
• Select Amend
• Select Save

Note:

• end dating equipment is important as it cannot be listed on another LSPN record if it is still listed on the LSPN record of the closed practice
• if a new application is received on the same form as the closure request (relocation), make sure that a separate Work Item is created for each LSPN record. For example, a separate Work Item for the closed LSPN record and another for the new LSPN record
• make sure a comment is left in PaNDA for each work item, referencing the corresponding LSPN and Work Item number

If there is a request for a new LSPN on the same application form, the new practice details must be completed on the Application to register or amend a diagnostic imaging or radiation oncology practice form (HW061) to complete the relocation. See Register for a Location Specific Practice Number (LSPN) for Medicare.

See the Background page for more information on applications for relocation regarding closure and start dates.

For details about confirmation of processing for closures where there was no relocation, see Table 2 > Step 4.

For details about confirmation of processing for closures where there was a relocation, see Register for a Location Specific Practice Number (LSPN) for Medicare

Perform a security check for the LSPN record.

Is the caller a proprietor or authorised contact?

• Yes, go to Step 2
• No:
• guide them on how to register for PRODA, and
• tell them that an authorised person needs to call to organise an HPOS link

If the caller:

• is linked to the LSPN record in HPOS with Staff or Associate access, tell them this information is available online
• already has a PRODA account but is not linked to the LSPN record, offer to link them
• does not have a PRODA account, tell them to:
• sign up for PRODA, and
• call the Provider Registration line to be added as an associate
• is unsure how to access their equipment list through HPOS, tell them they can access the guide by searching LSPN HPOS on the Services Australia website

The authorised representative/proprietor/responsible executive officer may send an email to the Pathology and Diagnostic Imaging Team.

The email should include why the practice has been unable to access their equipment list using HPOS.

These requests are assessed case-by-case.

Log on to PDS and:

• select Organisations from the side menu
• select View
• search for the LSPN

• Select the Download Equipment List - PDF button to generate a list of current equipment listed in an LSPN record, or
• Select the Equipment List - Excel button to generate an extract of all Equipment listed in an LSPN record (removed and current)

• Only the Pathology and Diagnostic Imaging team can release equipment lists
• The Equipment List PDF report can only be released to an authorised representative or proprietor listed on the LSPN Register
• The Equipment List Excel report must not be released externally and is for the agency's internal use only

To suspend registration - APS5 delegation required.

To cancel registration - EL1 delegation required.

Log on to PDS and:

• Select Organisations from the side menu
• Select View
• Search for the LSPN
• Confirm the practice's registration has not yet been renewed

• Select Correspondence from the side menu of PDS
• Key the LSPN in the Search ID field
• Select LSPN as the ID Type
• Select Search
• Verify:
• at least one reminder letter was sent
• the suspension letter was sent

Note: Sections 23DZX and 23DZZW of the Health Insurance Act 1973 requires a practice to be informed of its suspension before a decision to cancel can be made.

• In PaNDA, search the LSPN Application work types, using the LSPN as the search term
• For applications received from 3 months prior to the LSPN End Date to the current date:
• Check to see if it was a valid request
• For refused applications, verify the refusal decision was correct
• If a valid request was sent, make sure:
• all details are updated correctly, and
• renew the practice registration. See the instructions in Table 2
• If no valid request was received, and the application needs to be:
• suspended, go to Step 4
• cancelled, go to Step 5

• Return to the LSPN record in PDS and select the Suspend LSPN button
• Select the Suspend Selected LSPN tick box in the Suspend modal
• Select Confirm
• PDS automatically actions the following:
• the Status field changes to Suspended
• a letter generates and sends to linked Associates, or the practice's Mailing Address informing them of the suspension
• a comment saves confirming the suspension, that a letter was sent (including which channel), who it was sent to and when this occurred

Note: compare the mailing address in both view and amend to verify the mailing address is the same. If the address is different, do not suspend the LSPN registration. Escalate to the Pathology and Diagnostic Imaging Team.

• Return to the LSPN record in PDS and select the Cancel LSPN button
• Select the Cancel Selected LSPN tick box in the Cancel modal
• Select Confirm
• PDS automatically actions the following:
• the Status field changes to Cancelled
• a letter generates and sends to any linked Associates, or the practice's Mailing Address informing them of the cancellation
• a comment is saved confirming the suspension, that a letter was sent (including which channel), who it was sent to and when this occurred

Section 23DZZC of the Act prevents a proprietor from registering a practice at a cancelled location for 12 months without approval from an EL2 delegate.

Note: compare the mailing address in both view and amend to verify the mailing address is the same. If the address is different, do not suspend the LSPN registration. Escalate to the Pathology and Diagnostic Imaging team.

Check email from DHAC requesting an ECE start or end date be applied to specific equipment.

• Log into PDS
• Select Organisations from the left side menu
• Select View
• In basic search, key the LSPN and select ID Type LSPN
• Select Search

LSPN record will show in View.

Check the LSPN details match what is recorded on the email from DHAC:

• LSPN
• Practice name

Select the Edit button at the bottom of the screen and the LSPN record will show in Amend screen

Select the Equipment tab. Enter the serial number of the equipment listed in the table on the email from DHAC in the Serial No field.

When the equipment has been located, click on the Amend button in the Action column and the equipment details will show in Amend.

Confirm the equipment details in PDS match those on the email from DHAC:

• Equipment Type
• Serial Number

To apply an ECE start date:

Check that the date which automatically populates in the ECE Start Date field in PDS matches the ECE start date provided on the email from DHAC

If the date matches, tick the Exceptional Circumstances Exemption indicator box

Select Amend

Select Save

If the date does not match, email DHAC advising that the exemption cannot be applied as the capital sensitivity date recorded on the LSPN Register does not match the table provided by DHAC.

To apply an ECE end date:

• Key the end date provided on the email from DHAC in the ECE End Date field
• Select Amend
• Select Save

Add a comment advising DI*** ECE [start/end] date added to [equipment code] [serial number] as per request from DHAC.

Confirm by return email to DHAC that the ECE start or end date has been applied as requested.