WA Health Workplace – based Assessment Program

Administrative Guidelines for Hospitals

Office of the Chief Medical Officer

Medical Workforce Branch

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Contents

Background 2

Workplace-based Assessment in Western Australia 2

Purpose 3

Scope 3

Governance 3

Implementation and accreditation 3

Hospital funding model 4

Roles and responsibilities 4

Candidate selection and appointment 5

Orientation 6

Self-assessment and learning plan 6

Supervision requirements 7

Training workshops 7

Annual supervisor and assessor workshop 7

Calibration workshops 8

AMC national workshops 8

Monitoring candidate progress 8

Assessment schedule 8

Assessment methods 12

Approved assessment plan 12

Assessment review 12

Performance management 13

Data management 14

Candidate database 14

Candidate files 14

AMC WBA candidate portal 14

Signing off on applications for general registration 15

Appendix 1: Guide to using the AMC portal 16

Login 16

Enrolment in WBA 16

Candidate assessment page 16

Common functions 19

Attach a document 19

Remove a document 19

Attach an additional document 20

Locking assessments 20

Contact details 21

To be read in conjunction with the WA Health Workplace-based Assessment Program Selection and Appointment Guidelines for Hospitals.

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Background

The workplace-based assessment program (WBA) is an alternative for international medical graduates (IMGs) undertaking the Australian Medical Council (AMC) Standard Pathway and is overseen by members of the AMC Board of Examiners. Successful candidates are awarded the AMC certificate and are eligible to apply for general registration with the Medical Board of Australia (MBA).

Clinical areas that are assessed include adult medicine, adult surgery, women’s health (obstetrics and gynaecology), child health (paediatrics), emergency medicine and mental health (psychiatry).

WBA is based on self-directed, adult-learning principles, and provides support to candidates to ensure they receive guidance to develop adequate and appropriate clinical skill-sets, and to obtain the essential professional qualities to practise safely within the Australian health care environment and the cultural setting of the broader Australian community. Regular feedback is provided candidates allowing them to self-assess, self-correct and reflect, as needed.

Workplace-based Assessment in Western Australia

The duration of WBA in Western Australia (WA) is 12 months, aligning with the MBA supervision requirements (47 weeks). The standard of assessment expected is ‘that of a graduate of an Australian accredited medical course at the end of postgraduate year one’.

The rigour of WBA methodology, combined with extensive support and feedback, is validated by the pass rate of 97.5% in WA compared to a much lower pass rate for the AMC clinical examination (42% pass rate at 22 March 20161). WBA candidates tend to be IMGs who have been working within the Australian healthcare setting for several years, and are therefore likely to be more competitive during the recruitment process.

WBA has been successfully implemented at three rural sites in WA and has demonstrated additional benefits for both the candidate and the employers, such as:

Becoming one of the most effective recruitment and retention tools for rural areas in WA by providing consistency of workforce for 12 months and offsetting the cost of recruiting doctors for health services.

Approximately 70% of candidates completing WBA and remaining in WA have listed their principal place of practice with the MBA as a rural location; supporting anecdotal evidence that WBA is an important strategy in rural recruitment and retention.

Providing a mechanism to identify underperforming candidates and supporting the implementation of performance improvement action plans with ongoing opportunities for review and feedback.

Supporting candidates to become familiar with the health service environment by:

Establishing a collegial support network

Integrating into the local community; and

Assimilating into the Australian health workforce.

Development of a system affording candidates multiple opportunities to enhance skills in all six clinical areas.

Some candidates undertaking WBA have only been exposed to one clinical setting for a number of years and require intensive support and mentoring to gain confidence and expertise in other clinical areas. They may have previously unsuccessfully sat the AMC clinical examination.

The utilisation of assessment and feedback methods that provide consistency of supervision and assessment techniques within the wider hospital community (i.e. all medical practitioners receiving and providing supervision and assessment).

1 Source: http://www.amc.org.au/assessment/clinical-exam/clinical-results/

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Purpose

This document outlines the procedures required to be undertaken by hospitals to successfully administer WBA.

Scope

Hospitals within the WA public health system (WA Health) accredited by the AMC to implement WBA.

Governance

WBA programs are accredited by the AMC against the criteria in the AMC Accreditation of Workplace Based Assessment Providers: Standards and Procedures.

The WA Department of Health (the Department) is the AMC accredited program provider, ensuring that the WA hybrid model meets AMC and legislative requirements, monitoring and adapting WBA for specific hospitals as required, with the approval of the AMC.

From 01 July 2016, the Health Service Act commenced operation, establishing the Director General of the Department as the System Manager responsible for the overall management of the WA health system and the Health Service Providers (HSPs) as separate statutory authorities. The Department has roles and responsibilities as System Manager and as program provider for the WBA Program.

The WBA Program is managed, and monitored from within the Department’s Office of the Chief Medical Officer, aligning with the System Manager’s leadership role in strategic planning, performance monitoring and evaluation, ensuring there are adequate and capable resources to deliver services of the WA health system; and promotion of improvements in the safety and quality of health services.

The benefits of the WBA Program can be grouped under the roles and responsibilities of the System Manager:

Strategy and policy:

Developing and implementing strategies to ensure that all procedures and processes are compliant with WBA guidelines and principles, AMC requirements, and state and national legislation.

Performance monitoring and evaluation:

Identify and evaluate areas requiring attention and improvement in accordance with AMC requirements, and state and national legislation.

Representation of the WA WBA program at local and national forums.

Building capability/education and training

Provision of annual training workshops for supervisors and assessors.

Development and maintenance of resources including; orientation resources, guidelines for candidates, supervisors and assessors, relevant policies, and maintaining the Department’s IMG and WBA websites.

Oversight and monitoring

Ensuring effective communication and dissemination of information to prospective candidates and to AMC accredited hospitals.

Coordination of and reporting on data for WA Health.

Supporting development of accreditation submissions to the AMC and guiding implementation of WBA.

Implementation and accreditation

Each hospital within WA Health that implements WBA must be accredited by the AMC for delivery of the program. The Department as program provider will provide guidance to hospitals interested in implementing WBA in the preparation of an accreditation submission to the AMC.

During the initial accreditation process, hospitals are required to commit to the establishment of the following resources:

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A dedicated WBA cost centre to receive candidate fees invoiced by the hospital (see funding model). Further information about the cost centre and internal financial processes can be provided by the finance officer at each hospital. Candidate fees paid directly to each hospital supports the funding of the program.

A WBA Program Director (PD) position (consultant-level medical practitioner appointed at 0.2 - 0.25 FTE).

A WBA Administrative Officer (AO) position. This position may be up to 0.5 fulltime equivalent (FTE) depending on candidate numbers.

The Department is accredited by the AMC to manage the WBA program at Bunbury and Geraldton Hospitals and Kalgoorlie Health Campus until 31 January 2019.

Hospital funding model

The funding model for the implementation and operation of the program was developed for WA and is sustainable within each hospital. It is based on a sliding scale of candidate fees and cost offsets, detailed in table 1. Candidates are charged a fee of $10,000 each to cover WBA delivery at each hospital.

Any changes to candidate fee structures must be approved by the AMC. A proposal, including a candidate survey, was developed for the AMC to request an increase in fees, from $6,000 to $10,000 per candidate. The increase was approved and introduced from 1 January 2015.

Table 1: Sliding scale of candidate fees and cost offsets

Candidate numbers per site

Total fees received

On site costs Funding gap (cost offsets)

$ $ $

10 100,000 45,610 54,390

9 90,000 45,460 44,540

8 80,000 45,310 34,690

7 70,000 45,160 24,840

6 60,000 45,010 14,990

5 50,000 44,860 5,140

4 40,000 44,710 -4,710

3 30,000 44,560 -14,560

The cost of delivering the WBA program includes the AO salary calculated at Health Services Union of WA (HSU) 3.4 (plus 30% on costs)2 for 0.5 FTE and the external assessor fee at $150 each per candidate (one assessment each in the second half of the year). Employment at less than 0.5 FTE for the AO is possible with five candidates or less. Cost offsets from candidate fees can contribute towards the WBA PD salary or other WBA related costs.

Each hospital has developed a suitable fee payment structure and invoice template that is invoiced directly to the candidates and paid into the relevant hospital WBA cost centre. A template can be provided if required.

Further information on the candidate fee is provided in the WA Health Workplace-Based Assessment Program Selection and Appointment Guidelines for Hospitals.

Roles and responsibilities

The PD and AO are responsible for the management and implementation of WBA at the accredited hospital.

2 http://www.health.wa.gov.au/awardsandagreements/docs/HSU_PACTS_Industrial_Agreement2014.pdf

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The PD acts as an ambassador for WBA by engaging hospital management and senior doctors, promoting a culture of supervision and understanding factors contributing to the development of WBA.

Other components of the PD role include:

Demonstrating an understanding of educational principles pertaining to adult learning, delivering workshops communicating WBA principles and participating in relevant meetings.

Undertaking management and administrative duties such as the recruitment of assessors and supervisors, nomination of candidates for WBA, ensuring the candidates receive appropriate orientation and are allocated a primary and secondary supervisor’ monitor progress of candidates, review all documentation and undertake performance management where required.

Liaising with the AO, candidates, senior clinicians, external assessor, line manager and the Department.

The AO ensures that WBA runs efficiently at health service level. This is usually a job share role with that of the medical education officer.

AO duties related to WBA include:

The capturing, monitoring, recording and management of data for the individual hospital.

Liaising with, and supporting, the WBA director, candidates, supervisors and assessors.

Liaising with the SPO, including timely responses to requests for information.

Monitoring of candidates’ assessments; ensuring that candidates complete assessments within the required timeframe.

Entering results into the AMC portal (the portal) within specified AMC timeframes.

Liaising with hospital finance staff to ensure WBA income and expenditure is monitored and recorded on an ongoing basis.

Assisting where necessary with arrangements for WBA workshops and meetings.

Candidate selection and appointment

To be eligible to apply for selection to WBA, candidates must apply for, and be offered; an employment contract for a position with one of the AMC accredited hospitals. The pre-requisites for employment will be clearly defined in the position advertisement(s).

Selection to, and withdrawal or resignation from WBA should be in accordance with the WA Health Workplace-Based Assessment Selection and Appointment Guidelines for Hospitals.

Expressions of interest to WBA are usually coordinated through the PD at each hospital and are forwarded onto the Department.

The AO may receive enquiries from commencing candidates about the steps in the process for appointment to WBA and nomination on the portal. The following information is a general guide:

Step 1: The Department’s Senior Project Officer (SPO) is notified by the hospitals of the candidates to be offered a WBA position. After receiving a copy of the contracts, the SPO emails candidates offering them a position, including the following information:

A letter welcoming the candidate to WBA.

Contact list of previous candidates who have completed WBA for networking and support purposes.

Important information on WBA.

Online links to additional information and resources.

A confirmation letter that must be signed by the candidate and must contain the AMC candidate number, required for the SPO to nominate the candidate on the AMC portal.

Step 2: The SPO logs onto the portal and nominates the candidate using the AMC candidate number. The candidate’s hospital is also identified. (This is located on the ‘nominations’ page of the portal).

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Step 3: The AMC verifies the nominated candidate and emails the AO at the respective hospital, requesting the start and finish dates for each candidate. This may differ between candidates depending on the position offered.

Step 4: The AMC verifies this information and an email is generated to the candidate requesting them to login to their portfolio where they ‘proceed to examinations’ and pay the AMC administration fee. (Candidates at this stage of the process will be listed on the ‘offered’ page of the portal).

Step 5: A candidate page is created on the ‘in progress’ page of the portal. This is the section of the portal where all assessments (except multisource feedback (MSF)) will be saved by the AO.

The MSF questionnaires are collected by the AO’s and emailed to the Program Manager for collation and loading to the AMC portal

Step 6: The SPO provides a letter to the Australian Health Practitioner Regulation Agency (AHPRA) advising of the candidate’s WBA enrolment for 12 months, to support maintenance of registration.

Orientation

WBA candidates are provided with orientation to the hospital and to WBA as part of the junior doctor cohort. An orientation presentation, developed specifically for WBA, is available on the Department’s WBA webpages and can be adjusted to meet the requirements of each participating hospital.

An Orientation Manual for IMGs and supporting presentation is available on the Department’s IMG webpages, addressing the requirements of the MBA Guidelines-Supervised practice for IMGs Orientation report for IMGs with limited or provisional registration – ORIG 30.

Resources are revised as required by the SPO and updated versions will be provided to each hospital prior to the annual commencement of WBA.

Self-assessment and learning plan

After orientation candidates will be allocated a primary supervisor and will be required to complete a Self-Assessment and Learning Plan to identify learning needs in each of the clinical areas.

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The PD should sign this document and the AO should scan and email to the SPO for filing.

Supervision requirements

Supervisors of candidates are required to complete documentation to address MBA requirements, and to assist candidates in planning for WBA (self-assessment and learning plan).

On 4 January 2016, the MBA released the revised Guidelines- Supervised practice for international medical graduates.

The key changes are:

Changes to the requirements for supervisors, including a new online education and assessment module for supervisors.

Changes to the number of IMGs permitted per supervisor. Clearer descriptions of the four levels of supervision. Revised supervision arrangements for IMGs working after-hours, on-call or providing home visits and

locum services. A new process for appointing temporary supervisors. A new audit provision - IMGs and their supervisors may be audited to check compliance with the

MBA’s supervision requirements.

Supervisors registered with the MBA will receive email communication advising of access to the online education and assessment module. A list of additional supervisors can be provided to the MBA by hospitals to gain access to the modules.

WBA supervisors are required to complete the Supervisor’s Agreement. This agreement is a MBA requirement and is provided to the PD and the MBA.

Further information: WBA Supervisor Booklet

Training workshops

It is an AMC requirement for assessors and supervisors to be trained in WBA principles and methods of assessment and feedback, annually and as required.

The PD should ensure that assessors and supervisors are trained in WBA techniques and should be available to support supervisors and assessors when required.

The AMC has developed wbaonline; a website with learning modules and associated material to assist standardised delivery of WBA. The Department’s WBA webpages have a section for supervisors and assessors with supporting resources.

Workshops are conducted to support individuals, hospitals and program providers to maintain skills in WBA principles and processes. These include an annual supervisor and assessor workshop, calibration workshops and AMC national workshops.

Annual supervisor and assessor workshop

A supervisor and assessor training workshop will be conducted annually, generally in March. This workshop is typically conducted through Telehealth videoconference facilities and all health professionals interested in assessing are invited and encouraged to attend.

The SPO, PD and AO collaborate to organise the venue, timing and content of the workshop. The SPO will finalise the workshop and distribute information to hospitals.

The AO should ensure that resources are available at the hospital to accommodate the workshop attendees including venue and equipment. The SPO will liaise with the AO to seek feedback from attendees and evaluate the workshop.

A training package is available for all supervisors and assessors. Alternatively they can access wbaonline.

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Calibration workshops

PDs are encouraged to hold mini workshops or sessions throughout the year, as required, to maintain consistency of assessment processes. This may be when new supervisors or assessors become involved in WBA, when there are changes to the assessment processes, or when assessment processes require further discussion.

Wbaonline, a website developed by the AMC, has training modules and scenarios to assist with calibration.

The supervisor and assessor training package may also assist with this process.

AMC national workshops

From time to time the AMC conducts national workshops and extends an invitation to WBA program providers and accredited hospitals.

Information about these workshops will be circulated by the SPO or directly from the AMC.

Monitoring candidate progress

WBA is an assessment program, not a bridging or a training course, and candidates are expected to prepare for assessments as they would prepare for the examination.

The AMC recommends a minimum of 10 hours clinical exposure to a clinical area prior to commencing assessment and candidates may have to find opportunities including attendance at ward rounds and clinics as required.

The AO can support candidates to schedule assessments.

Assessment schedule

During the accreditation process, each hospital develops a proposed assessment schedule. A similar assessment schedule should be developed each year by the PD to map the candidate’s clinical areas and to plan for report completion (e.g. supervisor reports, external report).

Candidates undertake assessments in accordance with a blueprint. The initial blueprint for the WA WBA was developed in 2010 and adapted in 2014 to align with the standardisation of WBA across Australia, indicating if an assessment requires a pass or a fail, and how many assessments are required to achieve an overall pass or fail in the type of assessment.

The AO should complete a blueprint, by adding dates of completed assessments, for each candidate.

Provided below are examples of:

The blueprint template. A completed blueprint. An assessment schedule.

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Blank Candidate Blueprint (template):

Glossary: CBD – Case-Based Discussion DOPS – Direct Observation of Procedural Skills Mini-CEX – Mini-Clinical Examination MSF – Multi-Source Feedback F1 – Formative 1 S1 – Summative 1 Note: This completed blueprint is submitted to the AMC with candidate results

Assessments Emergency Med. General Med. Obs & Gynae Paediatrics Psychiatry Surgery Mini-CEX (Pass 9/12 )

DOPS (Pass 6/6)

CBD (Pass 5/6)

MSF (Pass 1/1)

1.

Formative Reports (Not pass/fail)

1. 2.

Summative Reports (Pass 2/2)

1. 2.

Self-assessments (Not pass/fail)

F1. S1. F2. S2.

External Calibration

(Not pass/fail)

Final Report (Pass 1/1)

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Completed Candidate Blueprint (example):

Notes: Mini-CEX – 12 encounters - 2 in each clinical area (or more as needed) DOPS – 6 encounters - 1 in each clinical area (or more as needed) CBD - 6 encounters - 1 in each clinical area (or more as needed) External assessors report – direct observation (provided to AMC for calibration) Formative supervisor’s reports– 2 reports. Between 18-20 weeks apart Summative supervisor’s report – 2 reports. Between 18-20 weeks apart MSF – 10 colleague evaluations usually undertaken mid-year and collated into one report for the primary supervisor to discuss with candidate. Final report – Provided to Medical Board of Australia to support application for general registration.

Assessments Emergency Med. General Med. Obs & Gynae Paediatrics Psychiatry Surgery Mini-CEX (Pass 9/12 )

18/2/2016, 21/2/2016

7/2/2016, 4/3/2016 29/4/2016,

29/5/2016

6/2/2016, 28/5/2016

28/4/2016,

22/4/2016

20/3/2016,

26/3/2016

DOPS (Pass 6/6)

6/2/2016 20/2/2016

2/6/2016

12/5/2016

12/4/2016

19/2/2016

CBD (Pass 5/6)

09/06/2016 10/03/2016 27/6/2016 16/05/2016 15/6/2016 9/6/2016

MSF (Pass 1/1)

1. 17/08/2016

Formative Reports (Not pass/fail)

F1. 29/04/2016 F2. 01/07/2016 (18-20 weeks after F1)

Summative Reports (Pass 2/2)

S1. 23/06/2016 S2. 06/10/2016 (18-20 weeks after S1)

Self-assessments (Not pass/fail)

F1. 29/04/2016 S1. 23/06/2016 F2. 01/07/2016 S2. 06/10/2016

External Calibration

(Not pass/fail)

15/09/2016

Final Report (Pass 1/1)

06/10/2016

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Assessment schedule (example):

Notes: Summary of orientation period process (1) Workplace orientation, (2) Primary supervisor assigned (3) Complete self-assessment and learning plan, (4) Identify and discuss potential problems with program director, (5) Gather cases / commence preparation e.g. CBD. Summary of process for reports (1) Two formative and two summative reports: please see schedule for completion. Candidates complete a self-assessment report, and make an appointment with their supervisor for report completion and feedback. (2) Multisource feedback: One report completed in the second-half of the program. (3) External assessor report: Completed towards the end of the program an 'external assessor' will visit to observe you in the workplace. (4) Final report: Prepared by the primary supervisor at the end of the program

Participants NAME NAME NAME NAME NAME NAME REPORTS

1 Commencement (see notes) Orientation Orientation Orientation Orientation Orientation (see notes)

2 February Settling in Settling in Settling in Settling in Settling in Settling in

3 February Settling in Settling in Settling in Settling in Settling in Settling in SA AND LP

4 February Settling in Settling in Settling in Settling in Settling in Settling in

5 February Clinical area Clinical area Clinical area Clinical area Clinical area Clinical area

6 March FORMATIVE 1

7 March

8 March

9 March

10 April

11 April Clinical area Clinical area Clinical area Clinical area Clinical area Clinical area

12 April

13 April

14 May

15 May SUMMATIVE 1

16 May

17 May Clinical area Clinical area Clinical area Clinical area Clinical area Clinical area

18 June

19 June

20 June

21 June

22 July

23 July Clinical area Clinical area Clinical area Clinical area Clinical area Clinical area FORMATIVE 2

24 July

25 July

26 August

27 August MSF

28 August

29 August

30 September Clinical area Clinical area Clinical area Clinical area Clinical area Clinical area EXTERNAL

31 September

32 September

33 September SUMMATIVE 2

34 October

35 October

36 October FINAL

37 October

38 November Clinical area Clinical area Clinical area Clinical area Clinical area Clinical area RESULTS MEET

39 November

40 November

41 November

42 December RESULTS MEET

43 December

44 December

45 December

46 January

47 January Consolidation period. Additional assessments can be undertaken if required

48 January

49 January

50 Feburary

51 Feburary

52 Completion

Work place based assessment program

Schedule for assessments and clinical blocks

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Assessment methods

Assessment involves direct and indirect methods.

Direct assessment involves observation of the candidate while they are undertaking a certain task, skill or procedure, and includes the mini-clinical examination, direct observation of procedural skills and external assessment.

Indirect assessment is a discussion with the candidate about performance or care of a patient that does not involve direct observation of candidate interactions or performance during the course of the discussion. Case based discussion, supervisor reports and multisource feedback (MSF) are all examples of indirect assessment types used in the WA WBA.

The forms for the assessment types are accessible from the WBA website indirect and direct assessment pages.

Detailed information on the assessment types and the overall passing standard is provided in the:

Candidates Guide

WBA Assessor Guide

WBA Supervisor Booklet.

Approved assessment plan

The AMC has approved the assessment plan provided in table 2 for WA Health.

Table 2: Assessment plan direct and indirect assessment methods

Direct assessment methods

Mini-CEX 12 encounters 2 in each clinical area (or more as needed)

DOPS 6 encounters 1 in each clinical area (or more as needed)

External assessors report 1 Calibration assessment

Indirect assessment methods

CBD 6 encounters 1 in each clinical area (or more as needed)

Formative Supervisor’s Report 2 reports Between 18-20 weeks apart (see assessment schedule) Summative Supervisor’s Reports 2 reports

MSF 10 Usually undertaken mid-year. Collated by the senior project officer into a report for the primary supervisor.

Final Supervisor’s Report 1 Submitted to Medical Board of Australia to support application for general registration

Assessment review

Candidates expressing concern over the circumstances associated with an assessment have access to a three-step review process outlined in the WBA Assessment Review Policy and Guidelines.

The three separate processes available to the candidate who does not accept the workplace based assessment outcomes are:

Assessment Review – an informal, internal review mechanism;

Re-evaluation Request – a formal, internal review mechanism; and

Appeal Request – a formal, external review mechanism.

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Performance management

Formative and summative supervisor reports are completed during the assessment period. The Improving Performance Action Plan section, below, can be used to address identified issues and must be completed by the supervisor if there are any borderline or unsatisfactory ratings in the assessment form.

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Improving performance action plan (example)

This section is used to address identified issues and must be completed if there are any Borderline or Unsatisfactory ratings in the assessment form.

ACF Domain Issues related to specific domain Actions/tasks (Evidence required) Timeframe Review date

CLINICAL MANAGEMENT

1. Safe patient care

2. Patient assessment

3. Emergencies

4. Patient management

5. Skills and procedures

COMMUNICATION

6. Patient interaction

7. Managing information

8. Working in teams

PROFESSIONALISM

9. Doctor & society

10. Professional behaviour

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Data management

The Department is committed to implementing best practice for record management and recognises the statutory requirements of the State Records Act 2000 and State Records Principles and Standards 2002. Records of the Department may only be disposed of in accordance with approved retention and disposal authorities.

Candidate database

The SPO maintains a central database for recording all candidate assessments. Each hospital is requested to maintain a system of tracking candidate progress. A template can be provided, if required.

Candidate files

Hospitals are required to maintain files for all candidates undertaking WBA.

Please note the following:

Staff with access to HP-TRIM and sufficient access authority can manage the digital electronic record by registering, classifying and saving the record electronically to HP-TRIM.

Staff without access to the electronic functionality of HP-TRIM will be required to print the digital electronic record and physically file the hard copy in accordance with the hard copy record process.

AMC WBA candidate portal

The portal is a secure website designed for WBA. The portal can be accessed by candidates to create a portfolio, and by hospitals to save completed assessments for the AMC to access and review. Each hospital, and the SPO, has a portal login.

A guide to using the portal is provided in appendix 1. If you cannot access the portal please contact the AMC at wba@amc.org.au.

The AMC requires selected candidate assessments, as indicated in table 3, to be saved to the portal for review by the AMC Results Committee.

Table 3: Assessments to be saved to the AMC portal

Assessments required by the AMC

Mini-CEX 12 encounters 2 in each clinical area

DOPS 6 encounters 1 in each clinical area

CBD 6 encounters 1 in each clinical area

MSF 10 colleague evaluations

Usually undertaken mid-year. Collated by the senior project officer into a report for the primary supervisor to discuss with and provide feedback to the candidate.

Summative Supervisor’s Reports and self-assessments

2 reports Between 18-20 weeks apart (see assessment schedule)

External assessors report 1 Calibration assessment

Final Supervisor’s Report 1 Provided to Medical Board

Additional assessments required by the AMC

Repeat assessments Any additional assessments

Additional assessments kept on file by the senior project officer

Self-Assessment and Learning Plan

Formative Supervisor’s Reports and self-assessments

2 reports Between 18-20 weeks apart (see assessment schedule)

Any other assessments or file notes not included above

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Signing off on applications for general registration

Candidates must meet the complete 47 weeks of supervised practice to be eligible to apply for general registration with the MBA.

The MBA guidelines on Granting general registration to medical practitioners in the standard pathway who hold an AMC certificate outline the specific requirements in regards to rotations for specific circumstances in the case of candidates where core rotations were not completed. An excerpt is provided below:

An applicant who has not completed any part of the core experience that is required may be granted general registration provided they can demonstrate to the Board that they have achieved the learning outcomes expected in the rotation/s not undertaken. The expected learning outcomes are described in the Australian Curriculum Framework for Junior Doctors. (ACFJD)

An applicant who is working in a particular field and has not completed the required range of experience may be granted general registration with conditions. The conditions imposed by the Board would restrict practice to the field of practice where competence has been demonstrated and to a specific position. For example, where a registrant has only practised in psychiatry in Australia, they may be eligible for general registration, restricted to practise in psychiatry at a particular facility. In order to be eligible for unconditional general registration, the registrant would need to complete all the supervised practice requirements defined in this standard. The applicant would need to apply to the Board to vary the conditions or to convert to provisional registration in order to undertake this period of supervised practice.

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Appendix 1: Guide to using the AMC portal

Login

AMC portal login: https://candidates.amc.org.au/wba/login.

Figure 1: Screen shot of the AMC portal login page

Enrolment in WBA

See Candidate Selection and Appointment.

Candidate assessment page

You can select a candidate to view their progress by clicking on the AMC candidate number in the AMC Candidate ID column under pending result.

The AMC portal is structured in alignment with the candidate blueprint for each program provider. An example of a page for an individual candidate is provided in figure 2.

Figure 2: Screen shots of the WBA portal in progress page for individual candidates

Candidate photo

Candidate ID AMC number

Candidate Name First, Middle, Last etc.

Provider State

Hospital Bunbury, Geraldton or Kalgoorlie Hospital

Start Date Month of start year

End Date Month of end year

Note: The WA WBA program is defaulted to 12 months as this is the length of the program.

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Common functions

Common functions performed in the AMC portal are outlined below:

Attach a document

Documents can only be attached in PDF format.

To attach a document:

Ensure it is named correctly (date, assessment type, name of candidate) on the hard drive.

Click on the icon under the attached document’s heading

Select the document from the saved documents on the hard drive

Click on the save icon.

The screen will refresh with the document attached.

Remove a document

Click on the X next to the name of the attached document.

The following box, see figure 3, will appear:

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Figure 3: Screen shot of the approval to perform an action

Click OK and the document will be removed.

A new document can now be attached, following the steps in attach a document.

Attach an additional document

Additional documents cannot be removed once ‘upload document’ has been selected.

A candidate may complete an additional assessment, or resit an assessment, that needs to be saved to the portal (i.e. 7 CBDs instead of 6). In this case:

Save document as a PDF.

Choose an appropriate display name for the document.

Provide a comment if appropriate (i.e. additional CBD).

Attach the document under additional assessment documents, see figure 4.

This is located at the bottom of the candidate’s portal page.

Figure 4: Screen shot of the additional assessment documents section

Locking assessments

Candidate assessments are locked by the SPO following instruction from the AMC prior to the AMC results meeting, see figure 5.

Figure 5: Screen shot of locking documents

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The SPO locks individual assessment results, and submits the overall result, see figure 6.

Figure 6: Screen shot of locking documents

Contact details

If you have any questions on the portal please contact the SPO on wbawa@health.wa.gov.au or (08) 9222 4288.

This document can be made available in alternative formats on request for a person with a disability.

© Department of Health 2016

Copyright to this material is vested in the State of Western Australia unless otherwise indicated. Apart from any fair dealing for the purposes of private study, research, criticism or review, as permitted under the provisions of the Copyright Act 1968, no part may be reproduced or re-used for any purposes whatsoever without written permission of the State of Western Australia.