Supervisor and Training Facility FAQs

Here are some answers to common supervisor and training facility questions.

Supervisor and Training Facility FAQs

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 and the WAGPET Training Facility Policy Handbook useful sources of information.

Can't find what you're looking for? Email your Program Training Advisor and we would be happy to assist.

Education framework and 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 training facilities?
A: A registrar can have a number of training facilities 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: 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) in advance 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 and no, you must submit your teaching hours as well as the GP registrars consulting numbers via the Portal at least every four weeks. WAGPET no longer requires a log of teaching topics to be provided.

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, 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. 

Advocacy

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 problems or concerns you are experiencing with your registrar.

If in any doubt, please contact your Program Training Advisor.

Dispute with my GP registrar

Q: What do I do if there is a dispute with my GP registrar?
A: Disputes can occur for many reasons and resolving them within the practice is preferable. If you are in dispute with your GP registrar and it cannot be resolved locally, you have several sources of assistance:

Please note WAGPET cannot give industrial relations/employment advice, however, we may be able to mediate a conversation between you and your GP registrar if necessary, and provide clarity around terms and conditions contained within the National Terms and Conditions for the Employment of Registrars or program-related matters.

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:

  • an orientation program for new supervisors and practice managers
  • access to online resources - GP365, Training Facility Handbook and the GP Registrar Education and Assessment Framework
  • 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
  • GPSA resources.

For more information, please log on to the WAGPET Portal using your supervisor log in details, or contact your Program Training Advisor.

In-practice teaching

Q: How much teaching do I have to provide and what is the recommended schedule?
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. GP registrars are required to do the same level of education over their first 12 months of training regardless of their 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.

For more information:

 

Q: Do I have to provide in-practice teaching to GPT3/PRRT3 and GPT4/PRRT4 registrars?
A: There are no in-practice teaching requirements for registrars in GPT3/PRRT3 and GPT4/PRRT4. However, as their supervisor, you should continue to provide mentorship, guidance and support.

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, and topics for discussion can be suggested by GP registrar or GP supervisor. There are a variety of methods that you can use for this face-to-face time, including, but not limited to, lecture, case discussion, GP 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.

Useful links:

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 practice manager needs to submit the GP registrar's consulting data and education hours via the Portal.

Q: Do we submit consulting information if the registrar is on leave?
A: Yes, when your GP registrar is on leave, you are still required to submit information showing the reduced hours (in the case of personal leave taken) or, if they are on annual leave for the week, 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 GP 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.
Payment

Q: Does WAGPET pay practices that have a registrar?
A: Training facilities may receive a practice support payment and/or an in-practice education payment for each GP registrar in accordance with their training term. Please refer to the Training Services Deed for current rates per term level. Practice support payments are made automatically (via RCTI) by WAGPET, please refer to the Payments Policy in the WAGPET Training Facility Policy Handbook for payment timing.

Q: Am I paid for the time I spend teaching the GP 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.

Placements

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 training 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 manually update, however, you won’t be accessible to as many GP registrars depending on when your capacity is updated. 

Q: How can I change a placement match?
A: Placement matches are binding. You cannot renegotiate on a placement match.

Q: How will I know if my registrar is any good at the job?
A:  All registrars participate in a national selection process to gain entry to the AGPT program which assesses their eligibility and suitability for GP training. During the placement matching process, it is your responsibility as the employer 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 based on fit with your practice.

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 Saturday morning (8am - 1pm) 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 full 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 the 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 its GP supervisors to have the highest standards, up-to-date skills and current understandings in general practice to be able to provide the highest standards of training to GP registrars. As a GP supervisor, you commit to continuing your own learning to enable you to deliver supervision, training, guidance and mentorship of the highest possible quality.

WAGPET expects all GP supervisors to undertake a minimum of six hours of supervisor education per calendar year. WAGPET offers a range of education sessions for supervisors 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: Can WAGPET education count towards my general professional development obligations with ACRRM and the RACGP?
A: Yes it may do. WAGPET applies for ACRRM PDP and RACGP CPD points where possible for all supervisor education. 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 supervisor education attendance per practice. These hours include attendance at online events. For more information please see your Training Services Deed and the Payments Policy in the WAGPET Training Facility Policy Handbook.

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 may attend any WAGPET supervisor event – assuming there is capacity – 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 up to four weeks to be allocated so please make sure your GP registrar has this in hand before starting. 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.

GP 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 provides a table reflecting the amount of release time your GP registrars are entitled to during the different stages of training.

GP registrar employment contracts

Q: Do I need to give WAGPET a copy of the employment agreement I have with my GP registrar?
A:  No. You are required to negotiate an employment agreement that meets the National Terms and Conditions for Employing Registrars (NTCER), and complete and submit a Training Facility Placement and Agreement Confirmation Form to confirm this is in place.

GP registrar External Clinical Teaching Visits (RACGP)

Q: Who are the ECT visitors and what are my obligations?
A: 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. 

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.

GP 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.

GP registrar competence

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 GP 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 immediately.

Remediation

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 Program 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: How can you assist my GP registrar if they fall behind?
A: If you GP registrar is falling behind, we will endeavour to remediate them within your practice, but if necessary, we will place your GP registrar in a training facility 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: No. GP registrars are responsible for managing their own personal arrangements to support meeting their training obligations.

Reporting

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. Each semester, supervisors are required to submit assessment reports for each registrar at their training facility. On an annual basis, supervisors and practice managers are to submit capacity and placement preferences.

WAGPET Training Services Deed

Q: Why do I need to sign this deed?
A: The Training Services Deed outlines the responsibilities of the GP supervisor, training facility and WAGPET in employing and training GP registrars.

An authorised representative of the facility must sign the deed, accepting that they will adhere to the service requirements. The agreement is required to be signed and submitted to WAGPET before a practice is able to train GP registrars at any level of training. GP supervisors are required to sign a separate GP Supervisor Agreement prior to training GP registrars.

WAGPET Training Services Deed - an example for information purposes only