Managing Registrar Placements
Your responsibilities as a training facility.
As a training facility, you and your GP supervisors adhere to the Australian College of Rural and Remote Medicine (ACRRM) and/or Royal Australian College of General Practice (RACGP) education and training standards to ensure GP registrars have all that is needed to successfully complete their training in general practice.
Your primary role as a training facility is to:
- ensure the employment agreement between the GP registrar and the training facility are compliant with the National Terms and Conditions for the Employment of Registrars
- ensure currency of training practice deeds
- provide GP registrar orientation
- submit weekly teaching reports
- keep WAGPET informed of any changes in management or leave taken by principal supervisors on the program.
Australian General Practice Training (AGPT) requirements may change from time-to-time and while WAGPET endeavours to keep you abreast of all changes, it is your responsibility to ensure you remain up-to-date with requirements by referring regularly to the relevant WAGPET, ACRRM, RACGP and Department of Health standards, policies, procedures and manuals. For more information, read WAGPET's Training Facility Handbook.
- Employing a GP registrar
The WAGPET AGPT program is based on the key principles of GP registrar training; an apprenticeship model in which the majority of training occurs within the training facility and GP registrars apply self-directed learning..
GP registrars must be an employee of the practice during their placement and have a signed employment agreement that sets out the terms of that employment. GP supervisors and practices should approach the employment of a GP registrar as they would any prospective employee and conduct an interview and review of professional documentation.
GP registrars must maintain professional indemnity insurance cover throughout their training and should provide their supervisor with copies of:
- professional medical indemnity insurance
- medical board registration
- an up-to-date curriculum vitae.
It is the training facility's responsibility to:
- meet the terms outlined in the National Terms and Conditions for the Employment of Registrars
- ensure GP registrars employed at your facility 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 GP registrar's term-level.
For further details, please refer to the Training Facility Handbook.
- Capacity and placement process
Each training facility is approved to take a specified number of full-time equivalent (FTE) GP registrars, based on the practice's facilities and GP supervisor numbers.
There are two placement rounds conducted by WAGPET in order to match registrars with prospective training facilities.
- In April, training facilities are asked to submit their capacity, the number of GP registrars they can accommodate, for the following 12 months.
- From May - June, GP registrars review the available placements and approach training facilities. This process is similar to advertising a vacancy and receiving expressions of interest from prospective candidates.
- May - June, training facilities review and interview the GP registrars and submit preferences for whom they wish to employ at their practice.
- By the end of June, GP registrars submit their placement preferences for the training facility they wish to be places with.
- During July, WAGPET distributes the placement match results; any unmatched GP registrars or training facilities will need to enter the second round of matching.
- In September, the training facility capacity is opened to the new cohort of GP registrars as well as the first round unmatched registrars.
- From September - October, GP registrars review the available placements and approach training facilities; as in round one, this process is similar to receiving expressions of interest from prospective employee candidates.
- September - October, training facilities review and interview the GP registrar candidates and submit preferences for whom they wish to employ at their practice.
- September - October, GP registrars submit their placement preferences for the training facility they wish to be placed with.
- In October, WAGPET distributes the placement match results.
If a direct match hasn't been possible during either of the placement matching rounds, WAGPET contacts training facilities and registrars to discuss alternate placement options, however,we are unable to guarantee that an alternate placement will be available.
- Registrar orientation
Just as you would provide an orientation to any new employee at your practice, it is important to provide your GP registrar with a thorough orientation to the practice as well as the region. This will greatly assist the registrar to settle in and become a valuable member of the team.
Some of the recommended administrative items for inclusion in the orientation are:
- record keeping – how to record all relevant information in an easily retrievable manner
- prescription procedures – the various forms, allowable items and costs
- referrals process – who to use and what to include in a letter
- house calls and the 'doctor’s bag' – what to take and how to assess someone at home
- government forms – useful forms they may need to access, such as worker’s compensation, nursing home admissions, etc.
- billing procedures – the importance of accuracy, cost of items of service, Medicare forms etc.
It is important that your practice staff are aware of the training level of the new GP registrar and the level of support they will require during their placement. Reception staff may need to be reminded of the consultation capacity of the new GP registrar. Staff can assist by ensuring the GP registrar is not over-booked and that the GP supervisor is available to provide support.
As far as possible, the patient load for GP registrars should be arranged so that they see a broad range of ages and cases. Generally, GP registrars will start with patients booked every 30 minutes in their first semester with the aim to be seeing a patient every 15 minutes by the end of their second semester. However, it is important to ensure that GP registrars are not under-booked so that they see an adequate patient load to support their training
- Accommodation for rural registrars
WAGPET provides some financial support for registrars to undertake AGPT terms in designated rural and/or remote settings.
Registrars are responsible for managing their own financial commitment necessary to enable their completion of training, such as coordinating and funding their own relocation requirements, managing costs associated with attending workshops/exams, and managing the costs of living in a rural and/or remote area.
For information about support payments, please refer to the Registrar Rural Support Payment Policy and Procedure.