Supervisor and Training Facility FAQs
Here are some answers to common supervisor and training facility questions.
Click the headings below to see our most frequently asked questions from training facilities.
WAGPET has made every effort to ensure this information is accurate and up-to-date however, information does change from time to time. We therefore advise that in all cases you to refer to the relevant source of information such as that provided by the Australian College of Rural and Remote Medicine (ACRRM) the Royal Australian College of General Practice (RACGP) and the Department of Health's Australian General Practice Training (AGPT).
You may also find the Training Facility Handbook a useful source of information.
Can't find what you're looking for? Email your Program Training Advisor and we would be happy to assist.
- Education framework & program delivery in 2017
Q: What is the education requirement for my part-time GPT1/PRRT1 registrar?
A: GP registrars are required to complete their GP365 education in the first 12 months, regardless of whether they are working full or part-time. This is to ensure all GP registrars have the equivalent levels of education to support safe, quality practice within the first 12 months.
Q: What data will I need to enter into the portal from 2017?
A: To meet the requirements of our accreditation, WAGPET requires the GP registrar consulting numbers and profile as well as the hours of teaching they have received. WAGPET will no longer collect education topics information via the Portal from 2017.
Q: How fast should my GP registrar progress through GP365?
A: GP registrars should be completing approximately two to three Key Clinical Activities (KCAs) per week, which equates to approximately one Learning Essential Module per fortnight.
Q: What happens if my GP registrar is not keeping up with the GP365 requirements?
A: As the GP supervisor, we would expect you to be aware of your GP registrar's progress and any issues or difficulties with them. WAGPET program training advisors and regional medical educators will also be there to monitor and provide direct assistance as well. GP registrars who fail to complete GP365 requirements will not be assessed as exam ready and may find themselves unable to sit their College assessments.
Q: What are the consulting hour requirements for my full-time GP registrar?
A: Your full-time GP registrar should be working 38 hours per week. Booked consulting hours vary depending on the term level, GPT1/PRRT1 is 31 hours, GPT2/PRRT2 is 33 hours and GPT3/PRRT3 is 35 hours. The remainder of their time is made up with other ordinary activities. Please refer to the Training Facility Handbook for more information and also the National Terms and Conditions for the Employment of Registrars.
Q: What are the consulting hour requirements for my part-time GP registrar?
A: Your part-time registrar should be working 19 hours per week. Booked consulting hours vary depending on the term level, GPT1/PRRT1 and GPT2/PRRT2 are 16 hours and GPT3/PRRT3 is 18 hours. The remainder of your time is made up with other ordinary activities. Please refer to the Training Facility Handbook for more information and the National Terms and Conditions for the Employment of Registrars.
Q: If there are multiple GP supervisors at a practice, will each supervisor receive their own login/account for GP365?
A: Yes, each GP supervisor has their own unique login which is your standard Portal login. Your login will be linked to your nominated GP registrars.
Q: Will the practice manager have their own login to GP365?
A: Yes, your practice manager will have their own unique login which is the standard Portal login. Their login will be linked to nominated GP registrars, but their view is limited to administration items.
Q: Can a registrar view the assessment?
A:Yes, via their Portal account but only once it has been submitted by the supervisor.
Q: How does a registrar know their supervisor has submitted an assessment for their placement?
A:The registrar, supervisor and PTA should all receive notification emails once an assessment has been submitted.
Q: Who should complete the assessment if a registrar completes a GP term across a number of placements?
A: A registrar can have a number of placements while completing a term. Generally, the supervisor where the registrar has spent the majority of time will complete the assessment.
Q: How do I know if a submitted assessment is a mid or an end of term?
A:There are two parts to this answer. Firstly, the terminology in the Portal is different. A mid-term assessment is referred to as the first report, the end of term assessment is referred to as the second report. Secondly, the Portal has been designed to automatically assign the assessment type based on what has been submitted previously. The supervisor does not have the option to alter the assessment type. For example: If a registrar has no assessment submitted for the current term, the Portal will assign this as the first report. If the registrar does have an assessment for the current term, the next report will be second report.
Q: Who should complete the assessment if a registrar is supervised by more than one supervisor?
A: The Portal uses information recorded within Pivotal. The assessment in the Portal can only be completed by the supervisor recorded against the registrar’s placement in Pivotal, the trainer assigned to the placement initially is the person that signed the AGPT form.
Q: Are mini release days grouped?
A: Yes, mini release sessions are grouped in order to manage the total number of GP registrars training across WA in the most efficient way. This may mean that your practice will have to plan to have multiple GP registrars away for mini releases at any one time.
Q: Do Key Clinical Activity (KCA) answers need to be very detailed if my GP registrar has a good demonstrated knowledge and experience of the topic?
A: The onus is on the GP supervisor to make that assessment. If you believe your GP registrar is very skilled and experienced in a certain topic, the KCA response may be minimal. Your discussion with your GP registrar will enable you to determine that and, if appropriate, sign off that the KCA is complete.
Q: When are mid and end of term assessments completed?
A:It will depend on a registrar's study period. A mid-term assessment should be completed after 13 weeks of a GPT/PRR placement – it should reflect the registrar’s performance between weeks one and 13. The end of term assessment should be completed any time after 24 weeks of placement – it should reflect the registrar’s performance between weeks 14 and 26.
Q: What happens if I am the principal supervisor and I go on leave?
A: Each GP supervisor and training facility should have a backup system in place for an additional supervisor to step in when the principal supervisor is on leave. Both supervisors should be linked to the GP registrar in GP365. You will need to notify your Program Training Advisor (PTA) so they can give the additional supervisor administration rights on your registrars' online learning records.
Q: What happens if I use the option to mark the KCA and reject it with a zero?
A: WAGPET recommends that rather than simply rejecting the KCA by marking it with a zero, that you, as the GP supervisor, talk through the areas needing improvement and allow the GP registrar to resubmit the KCA.
Q: Can you get the GP registrars to work on the same KCAs to make in-practice teaching easier?
A: No, in-practice teaching should be one-on-one and the GP registrar should select KCAs that are relevant to their consulting at the time.
Q: What happens the GP registrar doesn't see any patients that relate to Key Clinical Activity (KCA) topics?
A: The GP registrar can role play or use a case that relates to learning from a previous patient consultation or reflect on one of your cases that is relevant to a KCA.
Q: Do we still need to complete teaching logs?
A: Yes, you must submit your teaching hours as well as the GP registrars consulting numbers via the Portal every four weeks.
Q: What are the in-practice teaching time requirements for part-time GP registrars?
A: GP registrars are required to do the same level of education over their first 12 months of training regardless of the employment status. As a result, both full and part-time GP registrars should receive one hour of formal teaching and two hours of corridor teaching in their first six months; and they should receive one hour of formal teaching and 30 minutes of corridor teaching in their second six months.
Q: Why don’t the 21 Learning Essentials Modules cover all topics for GP training?
A: The Learning Essential modules are designed to be a foundation of general practice and provide the GP registrar with some focus and direction with respect to their study. The majority of teaching and learning will occur on the job and GP365 is not designed to cover the full spectrum of the GP training curriculum.
Q: How long are GP365 logins valid for?
A: GP365 login are valid for the duration of the GP registrars training and not just the first 12 months.
Q: Are RACGP and ACRRM assessment requirements the same?
A: No, the different colleges have different requirements. Registrars studying through RACGP require mid and end of term assessments for all placements in a General Practice setting i.e. GPT1, GPT2, GPT3 and Extended Skills. Registrars studying through ACRRM require mid and end of term assessments for all placements - excluding extensions.
Q: Who can I contact in my region in addition to the staff at WAGPET?
A: All practices and supervisors have a regional Supervisor Liaison Officer (SLO), an experienced supervisor who sits on the supervisor advisory group that reports directly to WAGPET's CEO and Board. Supervisors can also call on the national supervisors’ representative body, GP Supervisors Australia (GPSA), as well as the Australian Medical Association (WA), if you are a member.
- Changes you need to inform WAGPET of
Q: When do I need to let WAGPET know there’s been a change in circumstances for myself or the practice?
A: As part of your accreditation, you agree to let WAGPET know immediately of any significant changes. This includes but is not limited to:
- change in ownership of the training facility
- change in the location or contact details of the training facility
- notifiable conduct as defined in Section 140 of the National Law
- any clinical incident, inclusive of any incident reported to Australian Health Practitioner Regulation Agency (AHPRA)
- changes to the full and unconditional medical registration of a supervisor
- changes to the availability of a supervisor (reduced work hours, extended leave)
- a reduction in patient numbers at your facility
- any programs or concerns you are experiencing with your registrar.
If in any doubt, please contact your Program Training Advisor.
- Employment agreement remediation
Q: What do I do if there is a dispute with my GP registrar?
A: Disputes occur for multiple reasons and settling them locally is preferable. If you are in dispute with your GP registrar and it cannot be resolved locally, you have several sources of assistance:
- Education resources
Q: What resources does WAGPET supply to assist with registrar training?
A: Accredited WAGPET supervisors have access to WAGPET’s supervisor professional development which includes online supervisor education modules during the year.
To assist you in your role you will receive:
- supervisor orientation for new supervisors
- access to online resources
- access to WAGPET Program Training Advisors and Regional Medical Educators, as required
- access to a library of books, journals and models
- supervisor education activities to assist you to fulfil the required supervisor education requirements
- access to College resources
- access to a dedicated Supervisor Liaison Officer (SLO), who is a point of contact for all supervisors in the region.
- In-practice teaching
Q: How much teaching do I have to provide and how can I design this?
A: Throughout the GP registrar's placement, you will need to dedicate in-practice teaching time each week. The below table provides a guide for these requirements:
If you require any further information, please contact your Program Training Advisor.
Term In-practice teaching requirements First six months of training
One hour face-to-face formal teaching
Two hours opportunistic corridor teaching
Second six months of training
One hour face-to-face formal teaching
30 minutes opportunistic corridor teaching
Third term onwards
One hour face-to-face formal teaching*
30 minutes opportunistic corridor teaching*
* recommended, not mandatory
For more information:
Q: Do I have to provide the same in-practice teaching to part-time registrars as I would a full-time registrar?
A: Yes.The in-practice teaching requirement is the same for full-time and part-time GP registrars. Part-time registrars are expected to attend their education at a full-time rate when they start their terms.
For more information:
Q: Do I have to provide in-practice teaching to GPT3/PRRT3 and GPT4/PRRT4 registrars?
A: No, though it may be in your interest to do so. They are still registrars working under your supervision.
Q: What should I teach in the formal, face-to-face teaching?
A: The GP365 education platform provides a set number of topics to be covered during the first 12 months of general practice terms. There is also time for additional topics to be covered, otherwise, topics for discussion can be suggested by registrar or supervisor. There are a variety of methods that you can use for this face-to-face time, including lecture, case discussion, registrars can prepare a discussion on a predetermined topic, etc. GP supervisors are also expected to assist GP registrars to plan their learning, using a variety of tools available.
Please use the following links for your reference:
- WAGPET GP Registrar Handbook
- AGPT Training Obligations Policy
- 2017 GP Registrar Education and Assessment Framework
Registrar essential skills logs and learning plan templates are available on the WAGPET website – under Forms, Policies and Guides.
- Recording teaching time and consulting numbers
Q: How are the teaching hours and consulting numbers submitted?
A: The GP supervisor (who was nominated on the AGPT form) only needs to submit the GP registrar's consulting data via the Portal.
Q: Do we submit consulting information if the registrar is on leave?
A: Yes, when your registrar is on leave you are still required to submit information showing the reduced hours or, if they are on leave for the four weeks, a submission of ‘0’ via the Portal.Q: How many submissions should have been so far?A: You need to complete a consulting data submission for each training week from the start of the semester for each GPT1-2/PRRT1-2 registrar that is at your facility.Q: What if I need help?A: Please contact your Program Training Advisor if you are experiencing difficulties or if you are not up-to-date with your submissions. We are here to provide you with support.
Q: What does WAGPET pay practices that have a registrar?
A: Practices are paid for supervision and in-practice teaching for each GP registrar according to the stage of training of the registrar. We pay practice payments within the first six weeks of each semester and in-practice teaching payments in regular instalments, provided the practice remains true to their accreditation requirements and the training services deed they sign with us every three years. WAGPET also pays the practice for six hours of WAGPET-provided supervisor professional development.
Q: Am I reimbursed for the time I spend teaching the registrars?
A: Yes, for registrars completing their GP365 education program during their first 12 months of general practice. There are no teaching payments for registrars after their first 12 calendar months of general practice. Payment for the required in-practice teaching is made to the facility. These payments are made automatically (via RCTI) by WAGPET.
Q: How many GP registrars can I have at my practice?
A: When you are accredited or re-accredited, you will be offered a maximum number of registrars you are able to take based on the number of supervisors, patients, rooms and support staff you have available, as well as your track record. You can apply at any time for a revision of this maximum number, should your circumstances change.
Q: I didn’t get my placement capacity for the next year in on time to WAGPET. What happens now?
A: Please contact your Program Training Advisor as soon as you can; we may be able to do a manual match, however, you won’t have access to as many GP registrars. If there is a second round of placements later in the year, you can then put in your capacity.
Q: How can I change a placement match?
A: Placement matches are binding. You cannot renegotiate on a placement match unless there is gross misrepresentation or an unresolvable breach in delivering the National Terms and Conditions for Employing Registrars (NTCER).
Q: How will I know if my registrar is any good at the job?
A: WAGPET sets a minimum competency requirement at selection into the AGPT. WAGPET interviews all applicants when this is in doubt. For more details, see the General Practice Ready Registrars and Placement Priority Policy. During the placement matching process, it is your responsibility to interview and review the credentials of GP registrars who have expressed an interest in your practice. You then submit preferences for whom you wish to employ.
Q: Do GP registrars work the same hours as GPs in the practice?
A: GP registrars are expected to work a 38-hour week (unless part-time) and should do the same range of work and keep similar hours as the other GPs at your facility, including weekend work and hospital and nursing home visits in accordance with the registrar's term-level. For more information, please refer to:
- Practice orientation
Q: Why do I need to provide a two-day induction to my practice for a new GP registrar?
A: Only the GPT1/PRRT1 registrars need a two-day orientation, though it would be wise for you to provide all new registrars with a thorough orientation that any new clinician would need to work in your practice effectively. You can assume GPT1/PRRT1 registrars have never worked in general practice. Be sure to allocate them time to do modules devoted to topics like billing, prescribing and practice software so they can work effectively for you.
- Professional development and supervisor education
Q: I am now a GP supervisor, why am I required to complete ongoing education or professional development?
A: WAGPET requires all of our accredited supervisors to act as role models of the highest standard and to be able to teach our GP registrars at this level. The high standards of being an accredited general practitioner teaching supervisor are only achievable when a background of teaching and understanding of requirements is achieved and maintained.
WAGPET expects all GP supervisors to undertake a minimum of six hours of education per year. WAGPET offers a range of education sessions using different formats, including face-to-face, virtual classrooms and teleconferences, available to metropolitan, rural and remote training regions. Please contact your Program Training Advisor for the current professional development offerings.
Q: Do WAGPET courses count towards my general professional development obligations with ACRRM and the RACGP?
A: Yes. WAGPET applies for ACRRM PDP and RACGP CPD points for all its professional development courses. Please contact your Program Training Advisor for the current professional development offerings.
Q: Am I paid to attend GP supervisor education?
A: WAGPET pays for six hours of attendance per practice (inclusive of its branch practices) at WAGPET supervisor professional development. These hours include attendance at online events. For more information please see your Training Services Deed and the Training Facility Payments Procedure.
Q: If the payment is per practice, the practices with more supervisors would seem to be disadvantaged?
A: Yes. However, it is generally easier and less expensive for practices with many registrars to provide supervision and in-practice teaching. This is one small way WAGPET recognises that difference financially.
Q: What if I want to do more than the required supervisor education?
A: All supervisors can attend any WAGPET supervisor event – assuming there is availability – at their own expense.
Q: If I have done relevant up-skilling elsewhere, can I count that towards my required supervisor education?
A: Yes, however, WAGPET will not fund your attendance and you will have to submit your attendance record to WAGPET for approval in advance.
- Provider number access
Q: What happens if my GP registrars don't get a provider number for all of my practice locations when they need to start working there?
A: Your patients won't be able to claim a Medicare rebate and your GP registrar won't be able to bulk bill or bill some specific items. Provider numbers can take four weeks to be allocated so make sure your GP registrar follows the prompts – including yours – very closely. WAGPET will not reimburse you, your practice or your GP registrars if they work without a provider number. You must inform WAGPET immediately if there are problems with provider numbers.
- Registrar education release time
Q: How much time do I have to release my registrar to undertake education provided outside the practice?
A: The Training Facility Handbook has release time to reflect the requirements of GP registrars at their different stages of training.
- Registrar employment contracts
Q: Do I need to give WAGPET a copy of the employment agreement I have with my GP registrar?
A: No. While you are required to negotiate an employment agreement that meets the National Terms and Conditions for Employing Registrars (NTCER), you will only need to complete and submit a Training Facility Placement and Agreement Confirmation Form to WAGPET.
- Registrar External Clinical Teaching Visits (RACGP)
Q: Who are the RACGP ECTVs and what are my obligations?
A: Experienced GPs engaged as Royal Australian College General Practice (RACGP) External Clinical Teaching (ECT) visitors will provide an independent assessment of your GP registrar. They will sit in with your GP registrar for three hours while they are consulting in your practice and meet with you afterwards to provide feedback and discuss any issues.
The ECT visitors will require your assistance to book the time with the GP registrars and also your availability – even by phone or video – to discuss afterwards.
- Registrar Mini-CEX Formative and Summative Assessments (ACRRM)
Q: What is my role in providing for the ACRRM mini-CEX?
A: All ACRRM GP registrars need nine mini-CEX in practice in-practice. Some can be done by the practice and some are done by External Clinical Teaching (ECT) visitors. The registrar must organise these but the practice needs to assist with the set up as per the ECT visits. For further details, please refer to the ACRRM Assessment Handbook.
- Registrar professional behaviour
Q: What can I do if I don’t think my GP registrar is competent or not fulfilling their training obligations or obligations to my practice?
A: As the GP supervisor, we would expect you would be discussing any issues or difficulties with the registrar in the first instance. WAGPET Program Training Advisors and Regional Medical Educators are available to monitor and provide direct assistance as well. If you believe your GP registrar is not fulfilling their training obligations or demonstrating adequate competency, please contact WAGPET.
Please note that any participant in the WAGPET program, must abide by WAGPET's Professional Behaviour Policy.
Q: What do I do if I think my GP registrar is falling behind in their training?
A: As the GP supervisor, we would expect you would be aware of the GP registrar's progress and discuss any issues or difficulties with them. WAGPET Training Advisors and Regional Medical Educators will also be there to monitor and provide direct assistance. GP registrars who fail to complete GP365 will not be assessed as exam ready and may find themselves unable to sit their College assessments.
Q: What resources are available for me and the practice if my GP registrar falls behind?
A: If your GP registrar has met all the WAGPET training and education requirements, they may be eligible for additional assistance and extra training time to catch up. This can include extra supervision and teaching payments for your practice. We will endeavour to remediate a registrar within your practice, but if necessary, we will place your registrar in a practice where his/her training and education can be accelerated to catch up. Please contact your Program Training Advisor for further information.
- Rent support
Q: Do I have to pay the rent or any other accommodation expense for my registrars?
A: There is no requirement in the NTCER for you to contribute to the accommodation costs of your registrar, though WAGPET expects you to contribute. WAGPET contributes a one-off GP registrar support payment per semester depending on the town in which your practice is located. Rental expenses and any contributions should be negotiated by you with your registrar and documented in your employment contract with them. Please refer to the Registrar Rural Support Payment Policy and Procedure.
Q: What information do I need to enter into the Portal?
A: To meet the requirements of our accreditation, WAGPET requires the GP registrar consulting numbers and profile as well as the hours of teaching they have received to be entered into the Portal.
- Rural location support
Q: What relocation and other financial assistance does WAGPET provide GP registrars if they're shifting to a rural or remote training facility?
A: WAGPET's Registrar Rural Support Payment Policy and Procedure outlines the available support payments for GP registrars based on their training location, training term level and training full-time equivalence (FTE).
- WAGPET Training Services Deed
Q: Why do I need to sign this deed?
A: The deed outlines the responsibilities of the GP supervisor and training facility in employing and training GP registrars.
The principal supervisor and an authorised representative of the facility must sign the deed, accepting that they will adhere to the requirements. The agreement is required to be signed and submitted to WAGPET before any practice is able to accept GP registrars at any level of training.
WAGPET Training Services Deed - for information purposes only