In each GP term, Supervisors are asked to comment on the competency and progress of their current Registrar by completing a GP Supervisor Formative Assessment Feedback form. This form must be filled out by the end of the term and can be faxed to the Director of Medical Education or submitted online.
We recommend that Supervisors sit down with their Registrar and fill out the Formative Feedback together as part of a teaching session. It is a very useful tool for identifying areas of strength and areas that require improvement.
Currently the form is based on the five Domains of the RACGP Curriculum, so that Registrars get feedback not only on their clinical knowledge and abilities, but also more globally about other areas of General Practice.
Please note: Registrars will not be paid their six monthly allowance if a Formative Assessment has not been submitted by the end of each term.
GP Supervisor Formative Feedback can be completed electronically (via GPRime), or a hard copy can be faxed to your Local Training Group.
External Clinical Training Visits (ECTVs) take place during all terms. They involve another Medical Educator (ECT Visitor) sitting in for a session to observe the Registrar while they are consulting.
The Medical Educator will observe the Registrar consulting and give them feedback about their clinical knowledge and consultation skills following the consultation or at the end of the session. ECT visitors also talk to the Registrar about their general learning needs and any training issues.
Although ECT visits are a form of "formative assessment", the main purpose of the visit is to be a supportive learning experience for the registrar. The ECT visitors are encouraged to talk with the Supervisor about the Registrar and find out how supervision and teaching are going. We encourage Supervisors to talk with the ECT visitor after they have sat in with the Registrar, as it can be a supportive learning encounter for the Supervisor to find out what another GP has observed about the Registrar. Many Supervisors have found it very helpful to talk through learning issues for the Registrars with another colleague.
ECT Visits are arranged by your local administrative team. They will set up a time and then email a confirmation to the practice, the Registrar and the ECT visitor.
A written report that summarises the learning issues and key points within the visit is sent to both the Registrar and Supervisor within one month of the visit. The report is to reinforce the learning that took place with the visit so that both the Registrar and Supervisor can follow up on the issues.
Registrars must have five ECT visits as a minimum during training. When an ECT visitor is observing a Registrar in your practice, we recommend you hand patients an information sheet to explain what is happening. These are available from your Local Training Group office or select your relevant LTG below:
If you feel that your registrar requires additional ECTVs, please contact your local Director of Medical Education to discuss.
Registrars are allocated to one of the 3 different training groups based on a formula determined annually by the Board having taken into account local priorities and commonwealth policy settings. Registrars are only allowed to apply for practices in their allocated LTG.
To understand this process, see the relevant CCCGPT Practice Placement Policy.
CCCGPT has a one FTE Registrar per Placement policy with the exception of Aboriginal Medical Services. The CCCGPT Practice Placement Policy outlines this and the circumstances where additional Registrars may be approved for a practice. Contact your Director of Medical Education if you seek additional registrars in the current cycle of Registrar allocations.
The RACGP requires Registrars to rain in at leaset two practices during their training time.
Under the ACRRM rules, Registrars can stay in the same practice for their rural and remote time but will need to train in a hospital situation for their Advanced Specialised Training time, except for Aboriginal Health Posts.
If you would like to discuss flexible ways of doing this, please contact your local DME.
Teaching Time should be timetabled into normal hours during the week. It can be shared by a number of GPs in the practice. We discourage teaching during lunch breaks as both Registrars and Supervisors need a proper break.
Planned teaching sessions of twice a week, greatly reduce the number of enquiries from the Registrars which often occur just when everyone is at their busiest. For most Registrars, knowing that they will have the opportunity to discuss cases with their Supervisors in a day or two eliminates all but the most urgent questions.
The teaching allowance is paid specifically for 3 hours of regular teaching per week in a full time GPT1 term and 1.5 hours per week in the GPT2 term.
The GPT1 term (first six months of training) is the only term in the training program for which CCCGPT specifies any teaching outcomes.
CCCGPT uses the GP Start program, a guided six month module (if completed full time) consisting of key topics integral to Registrars' early experiences of General Practice. The program is also a confidence-building tool which provides an educational framework and references for Registrars to follow during the term.
Sign off of all 15 GP Start modules by the Supervisor is one of the educational requirements that must be met for the GPT1 to be considered complete for training purposes.
The flexibility of the GP Start tool enables Supervisors to consult with their Registrar and select an approach to implementation which suits their teaching style and the time available. Supervisors and Registrars may choose to use GP Start as the primary focus and structure of their in-practice teaching, and supplement it as needed or with the Registrars' learning plan.
Alternatively, if Supervisors and Registrars prefer, there is scope to spend less of the face-to-face teaching time on GP Start (provided they at least cover what is necessary to sign off on the modules). Instead, the protected teaching sessions could be used to address other important areas in the Registrar's learning plan.
Using GP Start as a definitive guide for teaching in the GPT1 term may see teaching time programmed in most weeks as two hours of protected Registrar Key Clinical Activity Time and the hour as Supervisor Review. That is, the Registrar spends two hours of protected time working independantly on GP Start and one hour face-to-face with their Supervisor reviewing the module/s.
It is not expected that the modules will be completed sequentially and one by one, as the majority of modules include key clinical activities that can only be completed over time. It is anticipated that most Registrars may be working on a number of different modules at any given time.
The Registrar must access the GP Start Website and sign off the Review and Feedback section. In addition to this, you must also sign off on the Review section on GP Start after the Registrar has first signed off.
The Electronic Learning Folder (ELF) has been developed as a resource on a thumb drive so that Registrars have access to some important resources from the internet and elsewhere as soon as they start in the training program. They can save all important documents or protocols on the portable drive that they can take with them to various locations or practices.
The SLOs are paid by CCCGPT for their time in this role and report to the LTG and the CEO. SLOs are experienced Supervisors from the LTG and colunteer for the role. If there was a situation where more than one GP Supervisor volunteered then there would be an election for this position but to date this has not been the case.
The SLO's role is to be available to talk with Supervisors and provide support as needed. Many Supervisors ring their local SLO to discuss contract and employment issues and to find out what other Supervisors have done in certain situations.
If Supervisors have issues in relation to Registrars or CCCGPT, they can discuss this with the SLO confidentially and the SLO can advise them on what to do. The SLO can also advise CCCGPT on behalf of the Supervisors collectively about important issues.
At a national level, SLOs are also involved with GP Supervisor organisations and can advocate about Supervisor training and employment issues.
Please click on the your Local Training Group to email your SLO.