ePortfolio FAQ

Below is a list of commonly asked ePortfolio queries. More can be found within the ePortfolio in the FAQ section there.

FAQ

1. Assessments - The Assessor does not have access to the Trainee’s ePortfolio.
2. MSF/PSQ - How do you obtain a ticket number?
3. PSQ: How to do a PSQ
4. Declarations and agreements - how do I sign them?
5. Linked learning log entries - PDP
6. When should Reviews be completed for annual reviews?
7. My Supervisors and/or Trainers names are not listed / My post details are wrong/do not appear
8. Educational Supervisor and Trainer – who are they?
9. Review Preparation – what am I expected to do?
10. Evidence- how do I get it submitted?
11. MSF- I cannot see the summary
12. MSF: How do I view the feedback and summary?
13. Reviews - How to accept them?
14. Assessments - how do I get them completed?
15. Keeping parts of the ePortfolio private – which parts and how do I do this?

1. Assessments - The Assessor does not have access to the Trainee’s ePortfolio.

The Assessor can access the online forms by selecting https://eportfolio.rcgp.org.uk/forms/. They will need a valid email address and the Trainee’s GMC number. They will select the appropriate form from the radio buttons and can then complete the online form.

2. MSF/PSQ - How do you obtain a ticket number?

Only a Trainee can generate a ticket code for MSF or PSQ submissions. The ticket number is issued when the trainee clicks 'handout' in the 'Evidence' section of their ePortfolio.

3. PSQ: How to do a PSQ

PSQ –Patient Satisfaction Questionnaire

1. Patient satisfaction questionnaires should be printed out from the PSQ handout section under the trainee’s evidence. Make 45-50 copies.
2. Hand them out to patients for anonymous completion. The patient can then hand them to the practice reception.
3. Once 40 fully completed forms are received (possibly over a week or two) they are then ready to be entered on the eportfolio.
4. The trainee should then issue a ticketcode for data capturing the PSQs. The ticketcode is then valid for 2 weeks and the practice has 2 weeks in which to enter the 40 PSQs.
5. Helpful tips: do not throw away the PSQs until you are completely sure they are all captured successfully and released by the educational supervisor.
6. Handout more than 40 because sometimes patients don’t complete them in full or mark questions ‘not applicable’ – this would make the questionnaire invalid.
7. Once all PSQs are captured the Educational supervisor can then release the results to the trainee.
8. As with the MSF the review date must be set for the PSQ to be ‘release-able’.
9. There is currently no PSQ declaration form to be signed by the trainee/trainer. This will be added electronically and will then need to be signed by the trainer and trainee to verify that these PSQs are correct.

PSQ will take place as follows:
• Once during months 31 to 34 (Specialty Training Year 3, if in primary care).
Also, PSQ can take place in ST1 or ST2, if in primary care.
That is: once if GP experience is for 12 months,
or twice if GP experience is more than 12 months

4. Declarations and agreements - how do I sign them?

Click on the link on your homepage. When you click on ‘not signed’ in the table, the declaration appears. If you honestly agree with it, then click on the sentence in blue. Then the Educational Supervisor needs to countersign the Educational Contract. Please note Declarations and Agreements need to be signed at each change of Post. Historical Declarations and Agreements are shown for information but cannot be signed retrospectively.

5. Linked Learning Log entries - PDP

In order for a learning log entry to be added to the PDP follow the instructions below:

The trainee adds the Learning Log entry ensuring that there is data in all the boxes. The entry then needs to be shared.
The Trainee then selects the entry again and the option for ‘Send to PDP’ will appear.
The PDP screen will then open with the relevant sections completed.

6. When should Reviews be completed for annual reviews?

Each Trainee must have a review every six months. The annual review needs to be completed in line with the dates of the Deanery Panels. These may be earlier than six months but the Deanery will advise you of the dates when the review must be submitted.

7. My Supervisors and/or Trainers names are not listed / My post details are wrong/do not appear

You must contact your Deanery as they are responsible for updating and linking these details on your ePortfolio.

8. Educational Supervisor and Trainer – who are they?

Your Deanery is responsible for assigning your Educational Supervisor and Trainer to access your ePortfolio. Their names will appear at the top of your homepage. If, when logging in, you see any of the following :

unknown post

This database does not know who your Educational Supervisor is.
This database does not know who your Trainer/Clinical Supervisor is.

You will need to contact your Deanery as only they can update/amend post details and your Supervisor and Trainer details.
If your Trainer/and or Supervisor details are showing the wrong name, this is also dealt with by your Deanery.

9. Review Preparation – what am I expected to do?

This section includes useful summaries and should be used in the days before a Review. You can see how shared learning log entries are covering the curriculum, you can see assessments of your mandatory and optional skills and add or edit own comments, see your supervisor’s ratings since the last review and you can self-rate each of the competence areas. The information does not change when you have your review but is updated by you and your ES as appropriate. Previous comments are saved so it is like an electronic diary.

10. Evidence- how do I get it submitted?

Trainers/Assessors
Evidence can only be submitted using the online forms:-
https://eportfolio.rcgp.org.uk/forms

All forms can be entered using the Trainees GMC number except for MSF and PSQ submissions which require a ticket code to be generated by the Trainee and given to the assessor.

11. MSF- I cannot see the summary

If the MSF has been done since the last review, the next review date must be set to see the MSF Summary.

12. MSF: How do I view the feedback and summary?

As a trainee you will need the results released by your Educational Supervisor in order to view them.
Trainers and Supervisors can view the submissions. The ES can then add comments on the results and release them to their trainees.

13. Reviews - How to accept them?

If your Educational Supervisor has completed a review for you, when you log into the ePortfolio, you will see a message saying you have an unsigned Educational Supervisor Review. If you click on this you are taken to the review (or review list if you have more than 1 review. If this is the case, then click on your most recent review).

The Review is broken down into 4 pages. At the bottom of each page are links to the other pages. You should look through each page in turn to check the review is correct.
The option for accepting the review is on the last page, labelled Workplace-based Assessment. If you click on this link, you will see a button at the bottom of this page to accept the review.

14. Assessments - how do I get them completed?

Your Educational Supervisor and Trainer have their own login details and can complete an assessment, when logged into your ePortfolio. They need to select ‘Evidence’ then click on the type of assessment from the summary line. There will then be an option to ‘Fill one in’.

15. Keeping parts of the ePortfolio private – which parts and how do I do this?

Your messages and entries in your learning log which have not been shared can be kept private. Just leave the entry as unshared. All other parts of your ePortfolio can be read by officials from your deanery and whoever is currently linked as your Educational Supervisor or Trainer.