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Kent, Surrey and Sussex:

School of Obstetrics and

Gynaecology

E-portfolio Guide for Trainees

Created by Dr Divya Nagarajan

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Contents

Page

Introduction………………………...2

Important websites……………...3

E-portfolio homepage…………..4

Profile …...…………………………….5

Personal library…………………….8

Forms …...……………………………..9

How to link forms…………………11

Curriculum/ logbook…………….12

Log of experience…………………14

Reflection……………………..……..15

Progression…………………………..16

E-learning……………………………..17

Messages and help……………….18

General advice………..…………...19

Conclusion…………………………...20

Introduction to the e-portfolio

The e-portfolio is designed to log your learning through your training in obstetrics

and gynaecology and forms the basis of providing evidence of completion of the

competencies to progress from year to year. This is a guide to help you navigate the

e-portfolio.

Interim review and ARCP

An interim review is organised by the deanery approximately 8 months into the

training year (usually in June) and the e-portfolio is reviewed looking at progress to-

wards achievement of competencies required for the training year. Organising the e-

portfolio makes it easier for you to discuss your progress with the panel. More in-

formation on interim review and ARCP can be found on the deanery website:

http://www.ksseducation.hee.nhs.uk/specialty/obs-gynae/

Note

The e-portfolio is constantly being updated and elements of this guide may reflect

previous versions, updates will be made periodically. If there is anything you would

like to add or change please contact me on divyanagarajan@doctors.org.uk.

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Deanery website for obstetrics and

gynaecology:

http://www.ksseducation.hee.nhs.uk/

E-portfolio website:

http://www.ksseducation.hee.nhs.uk/

Important websites

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E-portfolio Homepage

Details on current placement– this is updated by the

trainee at the start of the year

One of two ways to create new forms

Important messages for trainees

Amount of space in your personal library

Brings you back to the homepage

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Profile Edit details, add a photo (optional)

and change your username/ pass-

word.

You need to add your post and supervi-

sor details at the beginning of each year.

Prior to your first supervisor’s meeting ensure you have signed the educa-

tional agreement and during your meeting ask your supervisor to counter-

sign it.

Guidelines for training are included in this section to help you through

your training.

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Add details of any courses you have attended

and upload the certificate using the ‘action’

button [in blue]. Show the certificate to your

supervisor so they can confirm your course

attendance.

You can upload any forms, certificates and

documents to provide evidence of your

training. How to use this section will be cov-

ered in the following pages.

Any forms sent by trainees will

appear here awaiting completion.

You can download different aspects of your

portfolio as pdf documents.

Profile

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Profile

Record details of any absences in training.

You can download any forms completed for trainees to provide evidence of teaching and training.

You can access any forms that you have saved as a draft.

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Personal Library The personal library is where all your work can be organised

in one place and you can show evidence that you have met

all your training requirements. You can create new folders to

organise any forms/ certificates/ documents. During ARCP

this will be looked at and marked against the requirements

for the year, it would be easier to structure your personal

library to reflect this.

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Forms One of two ways to complete

forms, this requires method re-

quires the form to be completed

with your supervisor.

By clicking on the add new as-

sessment form you will be taken

to a similar screen as above in

summary overview to create new

forms.

These are used for ATSMs (training years

6 and 7) and subspecialty training.

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Forms

Meeting with supervisors can

be accessed from this tab (this

excludes the end of year re-

port).

Non-technical skills assessments (NOTSS) can be added through this

tab and can be completed by trainees at any stage of training. Blank

forms can be found on the deanery’s website to be completed with

your supervisor:

You can send forms to supervisors as a ticket (email) which

can be completed by them.

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How to link forms All portfolio forms and any items added to the personal library needs to

be linked to the curriculum. It is easiest to do this at the same time as

uploading the form/ document.

Each item in your portfolio can be linked to a form, curriculum

item, personal library or course.

Click on the links button

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Curriculum/ Logbook

The curriculum/ logbook is used to check that you have achieved the competencies required

for progression to the next stage of training. It is advised to ensure at the end of each year

you have completed the required competencies. The easiest way to sign the logbook is to

arrange a meeting with your supervisor and present evidence for sign offs. As this may take

a long time it is better to do this over several meetings (see next page). Alternatively you can

send each item as a ticket. (above) At each level of training there are different degrees of

competencies required per curriculum item. Please see the guide in the e-portfolio for more

details.

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Curriculum/ Logbook

At the end of the year it is important to ensure that the different curriculum mod-

ules are signed off as per your training level. Note that all the level 1/2/3 need to be

signed off individually within the module prior to signing the overall competency

achieved section. This can be signed off by your supervisor. Please review the docu-

ments attached in your portfolio to check which sign offs are required for your level

of training.

Supervisors can sign off individual competencies in each module (this is the easi-

est and quickest way to complete your logbook). The competencies at each level

are colour coded to help you know what is required at each stage of training. The

white boxes need to be competed by end of ST2, light pink by end of ST5 and

dark pink by end of ST7.

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Log of experience

Procedure log: Record details of any procedures performed.

Quality improvement project: Record details of quality improvement

projects competed.

Reflective practice: All reflections are accessed through this form and a

minimum of 8 per year needs to be completed.

Audit: Record details of audits performed along with outcomes and

recommendations.

Research: Record details of any research projects (not compulsory).

Teaching session: Record details of any teaching you have done

(including bedside teaching).

Formal Presentations: Record details of any formal presentations (this

includes departmental presentation, national/ international presenta-

tions).

Publications: Record details of any publications including the reference.

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Reflection

At the beginning of each year it is advised to set out personal development

plans in your portfolio with a clear action plan. This can be ticked off as they

are achieved.

You can record any career plans and how you will achieve them.

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Progression

The number of forms submitted can be reviewed to assist with supervisor reviews.

The supervisors report is competed at the end of each year for the ARCP. It

is an extensive form and therefore it would be advised that you fill out as

much of the details as possible prior to the meeting with your supervisor to

save time. Please note that your supervisor has to countersign this form

once completed on their own e-portfolio account.

The ARCP form is completed by the panel and

will appear in your portfolio after the ARCP.

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E-Learning

The e-learning section can be linked in to your e-learning for health ac-

count and all completed modules will be transferred to your portfolio to

be linked to curriculum items.

This website is free for all healthcare professionals and you can register at:

http://portal.e-lfh.org.uk/Login?returnURL=%2FDashboard

In addition you can also complete e-learning modules on the StratOG website and

download the certificates . This can be added to your personal library and linked

with curriculum items. All trainees can access the contents of the website for free:

https://stratog.rcog.org.uk/

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Messages and Help

Messages from the RCOG and deanery are sent to your portfolio, in addition

notification of completed forms are also sent.

Information on how to complete forms, direct link to the RCOG website, issues with the

e-portfolio and blank forms can be found here.

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General advice

Supervisors meetings:

You are required to meet with your supervisor for the following meetings: induction (within a couple of weeks of starting your placement) and then at

4, 8 and 12 months. At your 12 month review you are also required to complete the supervisors report in the progression tab.

It is advised to fill out as much of the form as possible before your meeting and save it as a draft.

Go through your the curriculum sign offs based on your work, it is better to spread this out through the year.

Ensure that you get your courses countersigned by your supervisor.

Any additional meetings outside the four monthly review can be added as educational meetings.

Personal library:

It is important to arrange all your forms in the personal library in a way that it can be easily reviewed for the interim review and ARCP. The simplest

way of doing this is through creating folders.

Reflections:

Remember to use SMART (specific , measurable, achievable, timeline) when writing up action plans and PDPs.

Leadership and management form:

You need to complete at least 1 leadership/ management form per year (found on the deanery website).

The NOTSS tool also assesses leadership skills and everyone is encouraged to complete at least one per year. This is likely to become mandatory in the

near future.

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Conclusion

Important websites

KSS Deanery: Obstetrics and Gynaecology: http://www.ksseducation.hee.nhs.uk/

E-portfolio: http://www.ksseducation.hee.nhs.uk/

E-learning for health: http://portal.e-lfh.org.uk/Login?returnURL=%2FDashboard

STRATOG: https://stratog.rcog.org.uk/

E-portfolio advice contact information

Divya Nagarajan

divyanagarajan@doctors.org.uk

Copyright notice:

Copyright © Divya Nagarajan 2017 All Rights Reserved. No part of this document may be reproduced without written permission from the author.