The Faculty of Occupational Medicine ARCP's are still being conducted offline at present. We are hoping to have ARCPs conducted online from 2018, but will let you know how we get on.
We already have some features on FOM PortfolioBuilder for conducting ARCPs and will be reviewing these in consultation with stakeholders to make sure that they are just right for Occupational Medicine. Ideally trainees undergoing online ARCPs will have maintained their ePortfolio for a full training year.
Here's what we have in place at the moment:
- Registering ARCP Panel Members to a School
- Scheduling an ARCP
- Assigning ARCP reviewers to panels
- Accessing a trainee's portfolio
- Completing an ARCP Outcome Form
- Signing off an ARCP
- Releasing an outcome to a trainee
- Acknowledgement of an Outcome by a trainee
- Notifying the trainee that an ARCP has been scheduled and prompting them to update their profile.
- Setting a review period following the scheduling of an ARCP based on the trainee's previous ARCP date or level.
- Including the appropriate folders & reviews within the set review period on the ARCP Outcome Form
- Pre-populating the ARCP form with data already in the system.
- Scheduling and revoking ARCP reviewers' read access to a trainee's portfolio.
- Providing an overview of all ongoing ARCPs in a school in terms of their status and by calendar view.
- Notification of any missing required fields on the ARCP Outcome Form.
As always, we would provide step-by-step guidance on how to perform tasks online.
Here are more details on how we think it might work:
Registering ARCP Reviewers to a School
We anticipate the first step in conducting ARCP reviews online is for the School to add ARCP reviewers.
When doing this, we would ask the School to check with reviewers to see if they are already registered with the system, and if so, what their primary email address is. The primary email address is the email address used to log in to the system and is the one that should be used to register reviewers. This ensures no duplicate accounts are created.
ARCP reviewers could be added or deleted as necessary.
Scheduling an ARCP
Each ARCP in the system represents an instance of ARCP in the real world, so an ARCP could be scheduled on a trainee as soon as the review date is known.
Once an ARCP has been scheduled, we would automatically prompt the trainee to ensure their profile is up to date prior to the outcome form being created. Trainees should have a folder for each level of training in their portfolio e.g. ST3, ST4 etc. These folders will have a start and end date specifying the time period they cover. Trainees can see which folders will be included in an ARCP once the ARCP has been scheduled and make amendments if necessary.
With the trainee profile up to date, the system can compare the ARCP review period with the folders to see which folders should be considered during this review. If a folder overlaps the ARCP review period, the system will use information contained in that folder to pre-fill some of the questions and an accurate form will be created.
Assigning an ARCP Reviewer to a Panel
It is possible to assign reviewers to specific dates, so that ARCP outcome forms can be pre-filled with the correct details of who was involved in a particular review. When assigning ARCP reviewers to a panel date, the School can select reviewers from a list. If a reviewer is not shown then, it means they are not registered with the School.
If a reviewer has been assigned to a date, then the reviewer's dashboard will show a list of trainees who have an ARCP on the specified date.
If a reviewer has not been added to a specific date, then their dashboard will show that there are reviews scheduled on that date, but that the reviewer has not been assigned to review any trainees on that date.
This gives the reviewer the opportunity to raise this with the school if they feel this is not correct.
Relevant ARCP Outcome Forms would then be pre-populated with the names of the assigned reviewers. This data can later be edited on a trainee's ARCP Outcome Form. Reviewers can be checked or unchecked in a section 'List all Panel Members' on the form if there are any changes to reviewers in attendance at the time of a particular trainee’s review. If there are any reviewers who have not been registered with a FOM PortfolioBuilder user account, their details can be manually entered into a free text area on the form.
Registered reviewers of the School would get automatic access to all trainees' portfolios, therefore it would not be necessary to add reviewers to a specific date to grant them access a trainee's portfolio.
Completing an ARCP Outcome Form
An ARCP Outcome Form can be created at any time once an ARCP has been scheduled. This gives the School the opportunity to draft forms prior to review dates to save time on the day of an ARCP review. It also provides an opportunity to identify any issues beforehand and to allow these to be rectified. For example, if a trainee has incomplete information, or incorrectly marked-up folder dates.
If there is a significant amount of information missing, the form may be discarded and the School can refer back to the trainee. Once the trainee has resolved any issues with their portfolio, a new form can be generated.
Forms can be created, modified and deleted by anyone involved in the ARCP process, up until such time as it is submitted and signed off. As with all forms in the system, each revision is stored and attributable to a user account.
Submission of a completed ARCP Outcome Form can happen on the ARCP review date or thereafter. The system will check to see that a form is valid and if so will mark it as submitted. If not, any required fields that need completing will be highlighted.
The form can be submitted by any of the panel members or by someone with the relevant permissions.
Signing off an ARCP
Once an ARCP Outcome Form has been submitted it can be signed off. This could be done by any of the reviewers or the Head of School and should be accessed directly from the account of the person signing off the form.
When the completed form is reopened, the system will display an area in which sign-off can take place. The person signing off the form selects the capacity in which the sign-off is being made.
The system then shows that the sign-off has been successful. This prevents any further changes to the outcome form. The account holder has the option to remove the sign-off, should the form need to be changed in any way.
Releasing an Outcome to a Trainee
Once an ARCP Outcome Form has been signed off, the School can release the outcome to the trainee. This is the last opportunity the School would have to ensure that all the information is correct on the ARCP Outcome Form before it goes into a trainee's ePortfolio.
Acknowledging an ARCP Outcome
Once an ARCP outcome has been released, trainees can acknowledge this by signing it off from their own account. This will automatically create an ARCP Outcome Form activity in their portfolio. The review can then be seen by others involved in the trainee's training.
Signing off an ARCP would indicate that a trainee understands the recommendations arising from the review. It does not imply that they accept or agree with them. The trainee can still have the recommendation reviewed and still have the right to appeal outcomes 3, 4 and 7.3 as delineated in The Gold Guide, Section 7.