An overview of the eportfolio.
Full guidance can be found on the RCGP website (see ePortfolio Trainee Manual).
You can register here : https://www.rcgp.org.uk/my-rcgp/basic-registration.aspx
This guide is written from our own experience.
This is the part of the eportfolio that you will use most frequently. It is a personal record of your learning, and entries can be shared with your trainer or kept private. It can be used for recording anything that has resulted in learning, from a tutorial or lecture to a patient encounter or conversation with a colleague. The educators who designed it imagined that trainees would use it every day for 10-15 minutes. In reality you will probably go through phases of sometimes using it a lot and other times infrequently. Even if you can't get time to record your learning there and then, try and keep a note of useful things to add at a later date. A minimum of two entries per week is the expectation of the RCGP, which equates to 10 pages of log entries per year (100 log entries minimum).
Evidence is acquired by generating log entries and work placed based assessments (WPBA) throughout your training. The summary page in your e-portfolio tells you what you need to achieve in the current 6 months of your training. The numbers stated are a minimum requirement; you may do more if you so wish. Keep a regular check on what needs to be completed before your next review with your Educational Supervisor. This occurs every six months and generates an ESR (Educational Supervisor's Review). The ESR should not be confused with Clinical Supervisors Reports- CSRs. CSRs are generated by your current hospital consultant. The ESR ia 6 month appraisal of you learning and is based on the evidence presented. Try not to leave gathering the evidence to the last minute – it is not worth the stress.
miniCEX / CBDs
These are usually completed by a registrar, consultant or GP trainer. Pinning people down in hospital jobs can sometimes be a problem but most colleagues don't mind being asked.
Clinical Supervisors Report (CSR)
A CSR must be completed at the end of each hospital job. Some consultants use the same format for the beginning, (middle) and end of the job, others just at the end. Its a good idea at the beginning of each hospital job to meet with your clinical supervisor to discuss your educational needs. This will help generate items for your Personal Development Plan and you can mark them as achieved at the end of your post along with the CSR. You can decide the best method for you, and direct your consultant/trainer accordingly. Try and encourage you CS in hospital posts to validate your log entries. They are supposed to this but a gentle reminder will help!
Multi Source Feedback (MSF)
MSF is an opportunity to get feedback from your colleagues about how they perceive your work as a doctor. The forms can be given to medical and non-medical staff. The responses are anonymous and you cannot read the feedback – it can only be accessed by your educational supervisor who will go through them with you at your review. Print out handouts which come with instructions for logging on and a ticket code. It is a good idea to give out a few more than you need in case some people forget to complete the form.
Direct Observation of Procedural Skills (DOPS) / Clinical Examination and Procedural Skills (CEPS)
DOPS are evidence of clinical skills. There are several mandatory DOPS that ideally should be completed by the end of ST2. You can be assessed by anyone competent to carry out the procedure. It is important that the assessor is suitably qualified and experienced to assess you. Who performs the assessments is checked. For example, a practice nurse may be a good choice to observe you performing cervical cytology but the same nurse may not be appropriate to observe you performing a female genital examination. Asking a colleague with less experience than you will often be flagged up and marked as inappropriate and you will be asked to repeat the DOPs. DOPs are being phased out in favours of CEPs in 2015. ST3s finishing in August 2015 will need to have a full set of DOPS. CEPs take into account history taking as well as the clinical examination and are an ongoing assessment not just a 'one off'.
Consultation Observation Tool (COT)
This is used by trainers in General Practice to assess your consultation skills. The trainer may 'sit in' with you or watch a video consultation. Its a good idea to have examples of both types and with varying degrees of challenge. You can choose which videos to show to your trainer whereas you cannot if the trainer is always sitting in.
Patient Satisfaction Questionnaire (PSQ)
A bit like MSF but for patients to complete when you are working in General Practice. Its important that you get patients to fill in a few more PSQs than required as some are spoiled and patients often forget to fill it all in. Make sure that the PSQ is copied onto 1 side of A4. You need 41 responses for each PSQ.
Personal Development Plan (PDP)
This is where you can set long term or short term goals. Short term goals could include planning an audit or noting a learning need that you identified while completing a learning log entry. The PDP can also be used for a goal setting at the beginning of a hospital job; for example, 'what are my 2 learning needs of this upcoming post and how will I know when I have achieved them'. PDPs need to be SMART (look this up) and active. When you complete a target you should have another one to add. Try not to have too many 'open' learning needs. Aim for 2-3 active entries at any one time. You are expected to log approximately 10-12 SMART entries per year.
A useful part of this section is the overview of Curriculum Statement Headings. You can track how many of each heading you have used in your learning log and target any gaps. You must also rate your own competences prior to your six monthly ESR. Rating your competences needs to be referenced to your evidence that you have recorded in your e-portfolio.