Registrar FAQs

Frequently asked questions by GP registrars.

Registrar FAQs
Education Framework & Program Delivery in 2017

Q: What is my education requirement as a 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: How fast should I 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 I am not keeping up with the GP365 requirements?
A: You should speak with your GP supervisor about your progress and any issues or difficulties in the first instance. 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 if I am working full-time?
A: You 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 your time is made up with other ordinary activities. Please refer to the Registrar Handbook for more information and also the National Terms and Conditions for the Employment of Registrars.

Q: What are the consulting hour requirements if I am working part-time?
A: As a part-time registrar, you 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 Registrar Handbook for more information and the National Terms and Conditions for the Employment of Registrars.

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 I have a good demonstrated knowledge and experience of the topic?
A: The onus is on the GP supervisor to make that assessment. If your supervisor believes you are very skilled and experienced in a certain topic then the KCA response may be minimal. Your supervisor's discussion with you will enable them to determine that and, if appropriate, sign off that the KCA is complete.

Q: What happens if I don't see any patients that relate to Key Clinical Activity (KCA) topics?
A: You can role play or use a case that relates to learning from a previous patient consultation or reflect on one of your supervisor's cases that is relevant to a KCA.

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 starting point and provide you with some focus and direction with respect to your 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.

Available subsidies

Q: Are there any subsidies available if I train rurally?
A: Registrars undertaking a placement in a rural location may be eligible for a rural support payment. For further information, please refer to the Registrar Rural Support Payment Policy and Procedure.

College matters

Q: Do I need to be a member of the college I am training towards a fellowship with?
A: Please refer to the ACRRM's website or RACGP's registrar member FAQs for details.

Q: What happens if I don't pay my College membership fees?
A: Neither College will give you access to their resources and the RACGP won't recognise any training time when you weren't a member. WAGPET shares your contact details with both colleges so they can keep you informed of college matters like membership and its purpose.

Q: Can I get financial help from WAGPET to pay for ACRRM or RACGP fees, including summative assessments, resources, courses and enrolment fees?
A: No. These are your responsibility.

Q: When do I have to decide which fellowship I want to train for?
A: Applications are made through the College(s) that you wish to achieve fellowship with:

For further information, please refer to the AGPT Training Obligations Policy.

Q: When do registrars normally sit their exams?
A: Please refer to the relevant College(s) for when you are eligible sit exams.

Deferral

Q: Can I defer my AGPT Training?
A: Generally, deferral of the commencement of training on the AGPT program is not permitted. Deferral of the commencement of training will only be considered in extenuating and unforeseen circumstances. All deferral requests must be submitted in writing with supporting evidence attached before the commencement of the AGPT program training year, however, approval is not automatic. Please refer to the current AGPT policies for further information.

Education

Q: What are the workshop dates?
A: The workshop schedule is released at the start of each semester and registrars are notified via email. The central workshop dates are also available on the Key Dates page.

Q: I have forgotten my eLearning login. How do I reset it?
A: To reset you username or password, please email ithelpdesk@wagpet.com.au

Q: I have forgotten my login for submitting my preferences. How can I gain access to my login details?
A: Preferences are submitted via the Portal. To reset you username or password, please email ithelpdesk@wagpet.com.au

Q: I need help accessing a Virtual Classroom.
A: Email your details with information about the issue to ithelpdesk@wagpet.com.au and we will be in touch as soon as possible to assist you.

Q: I have not yet heard from my ECT visitor – what do I do?
A: If you have attempted to contact the ECT Visitor themselves and have not been successful, please contact your Program Training Advisor.

Q: When will my new billing rate from Medicare come though once I have done Mental Health training?
A: It takes around four to six weeks for Medicare to process this information.  If you have not heard from Medicare six weeks after you have submitted your post work, call 132 150 or email them at medicare.prov@humanservices.gov.au.

Employment agreements

Q:  Do I need to provide a copy of my employment agreement to WAGPET?
A: No, however you will need to send your Program Training Advisor your completed Registrar Placement and Agreement Confirmation Form.

Extension of training time

Q: What happens if I don’t get my fellowship papers in on time or back in time?
A:  You won’t have a provider number and so your patients won’t have access to a Medicare rebate.  You can avoid this by applying for an extension of training time while awaiting fellowship, that gives you a 12-week provider number in a WAGPET accredited practice. Extensions beyond those 12 weeks are possible but few. Please refer to the AGPT Extension of Training Time Policy.

Q: Where can I work while I am awaiting my fellowship paperwork?
A:  You can get a provider number to work in a general practice accredited by WAGPET against ACRRM or the RACGP standards.  You cannot go on leave or get a provider number from another 3GA program. Please refer to the AGPT Extension of Training Time Policy.

Q: If I fail any of the exams, what happens?
A: If you've complied with all the WAGPET training and education requirements, you may be eligible for additional assistance and extra training time to try again. If you haven't complied, we won't necessarily support you this way, and you may find yourself out of the program without a fellowship. Please refer to the AGPT Extension of Training Time Policy.

Leave during training

Q: Can I start my AGPT on leave?
A: No. You must have a job with either a hospital for the CCT/Hospital year, or a position approved by WAGPET in GPT1/PRRT1 or an ARST/AST. You would be withdrawn from the AGPT program and would need to apply for the following year. Please refer to the Training Obligations Policy.

Q: Can I take leave during training - to study, work somewhere else or travel?
A: Registrars are expected to train continuously in order to get the most out of the program, but six months leave is allowed. In rare circumstances, another six months might be approved. Please refer to the Program Leave Policy.

Q: How much leave can I have during training?
A: Personal leave is limited to six months. Legislative leave is limited to three years if you are doing the FRACGP and four years if you are doing the FACRRM.  When you have had this much leave you will be withdrawn from the AGPT, unless there are extenuating and unforeseen reasons to keep you in the program. You can reapply to join the AGPT program in the next intake. Please refer to the Program Leave Policy.

Q: What are the leave arrangements for registrars starting or adding to their family?
A: Maternity and paternity leave are your legal right, but if you've had more maternity or paternity leave than the length of your training program, you will have to withdraw from training. Please refer to the Program Leave Policy.

Q: Where is the Application for Leave form?
A: To apply for leave, download the Application for Leave form, fill it out and email it to central@wagpet.com.au. This will then be assessed by your training advisor, and we will be in touch to notify you of the outcome.

Q: I need to take category 1 leave part way through a semester.  Do I need to redo the entire semester?
A: The time you have already completed before going on leave is counted towards training time and so you do not redo the whole term.

Q: Who approves my category 1 leave?  Can I return to the same practice after leave?
A: Both WAGPET and your practice must approve your category 1 leave.

Q: What happens if my category 1 leave extends beyond my current placement?
A: If you do not have a confirmed placement, you will need to reapply for a new placement through the usual process.  This may or may not be in the practice you were with prior to your leave.

Q: Can I restart my training midway through a semester?
A: Yes, subject to you having a confirmed placement.

Medicare provider number

Q: Who should I send my Medicare provider number application to?
A: All AGPT application forms for provider numbers will be pre-populated by WAGPET and then sent to the GP registrar for completion and to confirm the pre-filled details. Once this part of the process is completed, the form goes to the GP supervisor and training facility for their contribution and then it is returned to WAGPET for processing via AGPT and Medicare.

Q: When are provider number applications due to WAGPET?
A: Provider number applications are due on 15 April for semester 2 placements and 15 October for semester 1 placements.

Q: What happens if I don't get a provider number for all my practice locations when I need to start working there?
A: Your patients won't be able to claim a Medicare rebate and you won't be able to bulk bill or bill some specific items. You most likely won't get paid. Obtaining a provider number takes time so follow the prompts closely.

Part-time training

Q: Can I work part-time for some or most or all of my training?
A: At WAGPET, you can train at 1.0 FTE, which is 38 hours, or 0.5 FTE, which is 19 hours. Working more hours doesn't count towards training time, except for registrars working 0.9 FTE, which is counted as 1 FTE. How the hours are made up (consulting and administration) varies depending on the training term you're doing. It is important to note that 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 in the first 12 months have the equivalent levels of education to support safe quality practice.

Q: If I am full-time, can I change to part-time?
A: You can apply to change to part-time via an Application for Part-Time Training, which you need to send to the Central Services Team at central@wagpet.com.au. You will not be able to change to part-time mid-semester unless there are unforeseen and extenuating circumstances.

Q: What happens if I don’t complete the registrar declaration when I start training?  Who do I talk to if I feel I cannot sign it for any reason?
A: There are serious consequences, for example, being excluded from future placements, forced leave and ultimately withdrawal. The declaration is your commitment to us that you will participate in the AGPT and meet its requirements in the time allocated. If you have any questions about signing this, you should contact your Program Training Advisor immediately.

Pathway changes

Q: I have finished my moratorium. When can I transfer to the general pathway from the rural pathway?
A: If you are an overseas trained doctor (OTD) and you have fulfilled your moratorium requirements, you can apply for a general pathway position but there is no guarantee it would be approved. You may not have entered the AGPT with a score high enough for your year of entry or WAGPET might not have a place due to our obligations to the rural community.  Even if it is cleared at WAGPET, the approval must come from the Department of Health (DOH). Please refer to the AGPT Transfer Policy.

Q: I am a rural pathway registrar but I can only get the skills training I need in a metropolitan area?
A: If you are a rural pathway registrar that needs to take your non GP Extended Skills, Advanced Specialised Training and/or Advanced Rural Skills Training terms, you must contact WAGPET to request approval to temporarily undertake some of your training in an ASGC-RA 1 location. A transfer from the rural pathway to the general pathway is not required in this instance. Please refer to the AGPT Transfer Policy 2017.

Placements

Q: Where can I find a list of available practices to that I can contact for my preferences?
A: Please refer to the Facility Finder page; capacity is updated in May each year.

Q: I didn’t get my placement preferences in on time to WAGPET.  What happens now?
A: If there is a second round placement later in the year, you can put in your preferences then. You will have a reduced choice like all those in the second round.  If you miss both rounds, or if there is one round you are eligible for, you risk withdrawal.  

Q: How can I start or change a placement during the semester?
A: Unless you are a dedicated rural registrar, either procedural or working in one location, you cannot change placements during semesters.

Q: How can I change a placement match?
A: Placement matches are binding. You cannot renege on a placement match unless there is gross misrepresentation or an unresolvable breach in delivering the National Terms and Conditions for Employment of Registrars (NTCER).

Q: When preferences open, do I need to submit preferences for semester one and two?
A: Yes, you are required to submit preferences for semester one and two for the following training year.

Q: When will I know my placements for the next year?
A: WAGPET will notify you in August of your placement match for the following training year or if any further action is required to assure your placements.

Q: How many preferences do I need to submit?
A: A minimum of three preferences should be submitted for each semester.

Q: Can I apply to different practices in the same region?
A: Yes, you can apply to work at a different practice in the same region but you will need to ensure you meet your pathway training obligations.

Q: What happens if I don’t get matched with any of my preferences?
A: If you don’t get matched with a practice in round one, you will be matched manually. If you haven’t not secured a placement match when round two opens, you will be included in round two preferences.

Provider number after receiving Fellowship

Q: Do I need to apply for my own provider number once I have Fellowed with a College?
A: You will need to apply to Medicare independently for a provider number. Any further queries regarding provider numbers after fellowing should be directed to Medicare. You can contact Medicare on 1300 302 122.

Reapplying to the AGPT Program

Q: If I withdraw voluntarily from the AGPT program, can I reapply in future years?
A: Yes. However, your selection score and previous application will not be accepted and you enter as any other candidate in the subsequent year of your choice.  There are no sanctions applied for having withdrawn voluntarily. Please refer to the AGPT Withdrawal Policy for further information.

Q: If I am withdrawn from the AGPT program, can I reapply in future years?
A: This will depend on why you were withdrawn. WAGPET and the Department of Health (DOH) will consider each situation on a case-by-case basis. This will apply if you seek selection to a different Regional Training Organisation (RTO). Please refer to the AGPT Withdrawal Policy and the AGPT Selection Process for further information.

Rural location support

Q: What help do I get to move to where my placement is and live there while training?
A: The Registrar Rural Support Payment Policy and Procedure is provided to support some costs incurred by registrars who undertake eligible training terms in designated training locations.

Supervision requirements

Q. How much supervision should I be receiving?
A. It will depend on what term level you are:

  • 80% on-site supervision for GPT1/PRRT1
  • 50%  on-site supervision for GPT2/PRRT2
  • 25% on-site supervision for GPT3/PRRT3
  • 25% on-site supervision for extended skills/PRRT4.
Teaching requirements

Q:  How many hours a week teaching should I be having?   
A.  It will depend on what term level you are:

  • for a GPT1/PRRT1 registrar, you should receive three hours per week which is made up of one hour formal teaching and the remainder may be corridor teaching
  • for a GPT2/PRRT2 registrar, you should receive 1.5 hours per week which is made up of one hour formal teaching and the remainder may be corridor teaching
  • for a GPT3/PRRT3 registrar, no formal teaching is required but WAGPET recommends one hour of teaching per week.

Please refer to the Registrar Handbook located on the Forms, Policies and Guides page, where the in-practice teaching hours are outlined.

Training locations

Q: What training can I do in an Aboriginal Medical Service (AMS)?
A: Providing you meet the criteria set by the AMS and WAGPET, you can do any training terms. Aboriginal Medical Services get a salary support for most but not all terms, and this may affect what terms they offer. Please refer to the AGPT Salary Support Program Policy.

Q: Can I do all my training in one location, perhaps even in the same general practice?
A: If you are committed to a rural region, let your medical training advisor know really soon and we will try to make that happen outside the usual placement process. You cannot train in just one practice, however. 

Training time

Q: What happens if I do not meet all my training obligations in the time allowed?
A: You will finish with the AGPT and with WAGPET, but you will not be eligible for fellowship of either College. In the case of the RACGP, you will not be eligible to sit for the exams after leaving the AGPT, even if you have passed some components already. You can reapply to join the AGPT in the next intake. Please refer to the AGPT Training Obligations Policy.

Q: What happens if I am struggling to keep up with my training?
A: First, contact either your Program Training Advisor or your Regional Medical Educator. It is also important that you let your supervisor know and seek help from them if you need it.  These situations usually come under the unforeseen and extenuating circumstances and we will work through with you how best to address and to remedy the situation.  There are always options. Please refer to the AGPT Training Obligations Policy and the AGPT Remediation Policy for futher information.

Transfers between Regional Training Organisations (RTOs)

Q: When can I transfer to another Regional Training Organisation (RTO)?
A: Transfers between RTOs are not automatic. They depend on the approval of the CEO of the host regional training organisation (RTO). WAGPET will support transfers out if it can meet the financial and other conditions set by that RTO. Please refer to the AGPT Transfer Policy for more information.

Q: When can I transfer to WAGPET?
A: Transfers to WAGPET are not automatic. They depend on whether the CEO of your regional training organisation (RTO) will meet our financial and other conditions, and whether you have the selection score and training record required of a competent registrar at your stage of training. Please refer to the AGPT Transfer Policy for more information.

What are extenuating and unforeseen circumstances?

Q: If I want to challenge a decision on unforeseen and extenuating circumstances, what information will I have to provide?
A: Decisions overriding policy will not be reconsidered without comprehensive written substantiation.  This can include certified copies of medical certificates, employment records, AHPRA or MBA notifications, death or birth certificates, statutory declarations, second opinions and corroborated accounts of events including any conflicts of interest from others providing evidence.  

Q: What doesn’t count as extenuating or unforeseen circumstances?
A:  Without a significant and unremitting adversity being demonstrated, a change in marital status, a change in the employment, schooling or health status of you or your family members or partner.

If you can't find what you're looking for, please contact your Program Training Advisor (PTA) for assistance.

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