Policies and forms - GP Synergy

Policies and forms

Policies and forms

Policies and forms

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Aboriginal and Torres Strait Islander Health Committee - Terms of Reference (ToR)

Aboriginal and Torres Strait Islander Health Committee - Terms of Reference (ToR)
Aboriginal and Torres Strait Islander Health Committee - Terms of Reference (ToR)
Aboriginal and Torres Strait Islander Health Committee Form of Application (Active Member)
Acceptance of Terms Form - Accreditation Module
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Codes, Principles and Recommendations for Training Posts and Trainers

 

Codes, Principles and Recommendations for Training Posts and Trainers - Version 23

Codes, Principles and Recommendations for Training Posts and Trainers
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Commonwealth funded respiratory clinic information

As part of the Australian Government’s $2.4 billion health package to respond to the COVID-19 pandemic the Government is establishing up to 100 GP-led respiratory clinics around the country to assess patients with mild-to-moderate COVID-19-like symptoms. Primary Health Networks have been provided with funding to assist in identifying and establishing sites, and to continue assisting with distribution of PPE.

Registrars are a valuable component of this general practice workforce and may choose to work in a respiratory clinic. GP Synergy would like to facilitate registrars who chose to work in these clinics counting this work towards GP training.

If you are a GP registrar and your current practice has set up a respiratory clinic you are able to work in this clinic and count this work towards training if:

  1. You receive supervision at the clinic in line with your stage of training
  2. You are an employee
  3. The clinic is established by a GP Synergy accredited training practice
  4. You have appropriate medical indemnity
  5. This work is bundled with other GP work with the majority of training still in general practice (RACGP registrars)
  6. You have notified your medical educator of this work prior to commencement by completing the Respiratory Clinic Notification Form
  7. You have notification that this form has been received and approved

If you are a GP registrar and you would like to work at a respiratory clinic that is not associated with your practice you are able to do so.

If you want this work to count towards GP training, you will need to meet the following criteria:

  1. You will receive supervision either remotely or at the clinic in line with your stage of training
  2. You are an employee
  3. You have appropriate medical indemnity
  4. The clinic is established by a GP Synergy accredited training practice
  5. This work is bundled with other GP work with the majority of training still in general practice (RACGP registrars)
  6. You have completed the Respiratory Clinic Alternate Training Arrangement Form and
  7. The alternative training arrangement has been approved

Please note that the respiratory clinic must be in the same subregion as your current practice.

If you would like to work in one of these clinics and are not aware of their location, please register your interest by completing the form available on the following link https://gpsynergy.com.au/publications-news/covid-19-alternate-work/. Please note that the information you enter will be sent to the PHN and you will be contacted only if your services are required.
Commonwealth funded respiratory clinic information
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Compliance Management Policy

1. Purpose

The purpose of this policy is to manage non-compliance against internal requirements, standards and procedures for GP registrars, Practice Experience Program (PEP) participants, GP supervisors and training facilities. The framework will also inform quality improvement.

2. Scope

This policy relates to:

  •  GP registrars
  • Practice Experience Program (PEP) participants
  • GP supervisors
  • Accredited training facilities
  • GP Synergy employees and agents.

3. Policy and procedure

For the purpose of this policy, ‘non-compliance’ is defined as any failure to adhere to related, standards, policies or procedures, set in the table below.

Figure 1: Table of standards, policies and procedures

Authority

Document name

RACGP

Standards for general practice training (3rd Edition), 

Standards for general practice 5th edition

Practice Experience Program (PEP) policies and guidelines

ACRRM

Supervisor and Training Post Standards

GPRA/GPSA

National Terms and Conditions for the Employment of Registrars (NTCER)

GP Synergy

Practice contracts and agreements 

Codes, Principles and Recommendations

Practice and Supervisor Quality Framework

All training requirements, policies and processes

Department of Health

All Australian General Practice Training (AGPT) requirements and policies

3.1 Who can raise compliance issues

GP Synergy employees can raise potential non-compliance issues. These issues may be raised by various internal or external sources (such as GP Synergy staff, registrars, PEP participants, GP supervisors and/or practice managers) and derive from complaints, feedback, or assessments and during accreditation.

3.2 Non-compliance register

A non-compliance register will be maintained and reviewed on an ongoing basis.

The data collected from the register will be reviewed for quality assurance and improvement.

3.3 Issues relating to the employment of registrars or PEP participants

General issues relating to the employment of registrars or PEP participants should be managed by the training facility in the first instance. Where necessary, either party can call upon GP Synergy to assist with interpretation or clarification of industry standards. General Practice Registrars Australia (GPRA) and/or General Practice Supervisors Australia (GPSA) may be contacted for support and advocacy.

3.4 Compliance Management Framework

There are the four distinct phases of the framework, which are outlined below.  Where possible, GP Synergy utilises a sanctioning pyramid model to progress non-compliance issues. Due to high/extreme risk, certain matters may require more immediate action.

 

Figure two highlights where the sanctioning pyramid intersects with the compliance stages in this policy. Importantly, the compliance stages may not result in a sanction.   

3.4.1 Stage one: Review

Where non-compliance is identified the appropriate delegate in GP Synergy investigates the matter. Evidentiary material relating to non-compliance with a specific area of a standard, policy or procedure as mentioned in Figure 1 is collected.

Where it is deemed that an instance of non-compliance has occurred, the matter will be raised with the Regional Head of Education (or delegate) or Director of Practice Experience Program (PEP).

Matters of non-compliance must be endorsed and managed on GP Synergy’s Non-compliance Register.

3.4.2 Stage two: Consultation

Consultation is to include all related parties to the matter to consider points that need to be addressed. 

  1. Education, correspondence and discussion

The objective of this phase is to remediate issues of non-compliance in a consultative, and procedurally fair manner before progressing to stronger sanctioning. This may include:

  • correspondence
  • discussion 
  • education.
  1. Formal notification

Where a matter of non-compliance is not remedied at this stage, GP Synergy may escalate to a written formal notification. For training facilities and supervisors, the notification may also include imposing conditions on the supervisor or facility accreditation.

  1. Show cause notice (Non-compliance notice and request for response)  

Where prior efforts to remedy the non-compliance have not been successful, or where the matter is considered a high/extreme risk, a show cause notice may be issued. The show cause notice is to include the following:

  • recommendations or decision being considered that would significantly affect the respondents’ interests
  • an offer to the respondent for a written right of reply
  • the time in which a right of reply will be received before recommendations or decisions may be progressed
  • reference to GP Synergy’s grievance policy
  • reference to GP Synergy’s review and appeals policy.

The show cause notice will provide the respondent at least 10 business days within which to make submissions to GP Synergy with respect to the matter. It is noted that any applications occurring via the grievance policy will not prevent or delay this stage of the sanctioning process. The matter may still progress to the relevant decision maker for final resolution. 

Previous performance

The previous performance of the respondent may be considered, when determining the suitability of their capacity to continue in the AGPT program or the RACGP PEP. Previous performance may include:

  • adherence to the standards, policy and procedures as per Figure 1
  • issues/non-compliances identified as a result of GP Synergy’s quality assurance monitoring or activities
  • any other issues previously identified.

At any stage where compliance has been demonstrated, the non-compliance matter and resolution are recorded and closed on the non-compliance register. 

 3.4.3 Stage three: Determination

GP Synergy reserves the right on its own initiative, to suspend or cancel a training post or supervisor/s accreditation where it reasonably considers there is a substantive safety, education or program risk. 

Substantive decisions or recommendations that have adverse effect on the respondent (such as cancellation from the program or restrictions) are to undergo a review by both the respective Regional Head of Education (RHoE)/Director of PEP (or delegate) and the Chief Operating Officer (COO) (or delegate) (‘Reviewers’). 

The Reviewers are to take any submissions from the show cause notice into consideration.

The Reviewers have the delegated authority to consider relevant material and decide on the matter. Input and support may be sought from relevant staff to help inform the decision. The Reviewers have the additional option to refer the matter to an Objective Test Committee (OTC), as per the Objective Test Policy, if deemed necessary, although the formation of an OTC is not a requirement. The OTC provides a recommendation to the CEO (or delegate) for consideration. 

When an OTC is formed, the CEO, in finalising any determination, must consider the recommendations of the committee. It is not mandatory for the OTC recommendation to be adopted, with the CEO (or delegate) having ultimate delegation to make a determination on the matter.

Interim decisions may be made by the CEO (or delegate) where there is a substantive safety risk.

3.4.4 Stage four: Outcome

After determinations are made, Reviewers or CEO will act as necessary, and all parties are notified of the outcome. The Reviewers or CEO must specify:

  1. the grounds for the suspension, restriction or cancellation
  2. the date from which a suspension, restriction or cancellation takes effect
  3. in the case of accreditation suspension - the period of suspension
  4. in the case of restriction - the specific and period of restriction
  5. in the case of cancellation - the period before a new application can be lodged and what evidence/change is required to become reaccredited.

The relevant college is to be notified of any cancellation or suspension of practice or supervisor accreditation or substantive outcomes relating to GP registrars or PEP participants. 

Supervisors or practices dissatisfied with any decision may apply for a review by raising a grievance as per GP Synergy’s Grievance Policy.

A review or appeal, if applicable, may be made as per the Review and Appeals policy. 

4. Supporting documents

 
 
 
 
Compliance Management Policy
Constitution - GP Synergy Limited
Corporate Membership – Form of Application
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COVID-19 FAQs and resources - for registrars and training facilities

GP Synergy FAQs

Other information

COVID-19 resources

Other resources

COVID-19 FAQs and resources - for registrars and training facilities
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Extended Skills Guidance Document, Application Form and Resources

Extended Skills - Guidance Document

Extended Skills - Application Form

Extended Skills - Registrar Application Process Flowchart

Extended Skills - Report Example

Extended Skills - Report Template 

Assessment

Supervisor assessments for Extended Skills in General Practice are accessed by the supervisor through GPRime and include a competency assessment, there are two per term.

For community Extended Skills posts please use the following forms:

Feedback

Registrars doing extended skills posts in the community can use the following form to provide feedback about the supervisor and term:

Please note: The following document may not work on mac laptops.

Extended Skills Guidance Document, Application Form and Resources
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Full-time and part-time training time FAQs for GP terms

 

- Full-time and part-time training time FAQs for GP terms

  
Full-time and part-time training time FAQs for GP terms
GP Synergy Reconciliation Action Plan
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Grievance Policy

1. Background and purpose

This Policy sets out the mechanism for any eligible individual or practice (applicant) to raise a grievance or complaint in relation to the Australian General Practice Training (AGPT) and the Practice Experience Program (PEP) programs with GP Synergy.

This Policy aims to provide an efficient, fair and accessible framework for resolving issues of dissatisfaction or concern raised by applicants about the conduct or actions of persons or organisations involved in the AGPT program with GP Synergy.

The principles of natural justice and procedural fairness will be observed in relation to any grievance raised under this Policy.


2. Scope of policy

2.1 Interaction with other policies

In addition to any rights under this Policy, applicants may have rights in relation to complaints available to them through the AGPT Complaints Policy or the Relevant College.

This Policy does not apply to any requests for review or appeal of a decision made by GP Synergy.   A request for review or appeal must be managed in accordance with GP Synergy’s Review and Appeals Policy.  


2.2 Eligible applicants

This Policy applies to all current registrars, PEP participants, supervisors and accredited training practices with reference to the AGPT and PEP programs with GP Synergy.

This Policy does not apply to the following persons:

2.2.1 applicants seeking to gain entry to the AGPT or PEP programs with GP Synergy who have not yet commenced training;

2.2.2 general practices or general practitioners who are not currently an accredited training practice or supervisor for the purpose of training registrars under the AGPT program; and

2.2.3 registrars who have withdrawn from the AGPT program voluntarily, or have resigned from or abandoned their training placement without the prior written approval of GP Synergy.

2.2.4 PEP participants who have been withdrawn from the PEP voluntarily, or involuntarily (by the RACGP).


2.3 Eligible grievances or complaints

This Policy applies to:

2.3.1 any grievance, complaint, issue, dissatisfaction or concern around the conduct of the AGPT program with GP Synergy, including a grievance or complaint against an accredited training practice, general practitioners, supervisors, registrars, PEP participants, GP Synergy or other interested parties or their staff; and

2.3.2 any other matter which may be determined by regional training organisations under the AGPT Complaints Policy or other relevant AGPT Policies.

2.3.3 any grievance, complaint, issue, dissatisfaction, or concern around the conduct of the PEP program with GP Synergy, including grievance or complaint against GP Synergy staff.

This Policy does not apply to:

2.3.4 matters which are or may be the subject of a review or appeal under GP Synergy’s Review and Appeals Policy;

2.3.5 complaints against a Relevant College; and

2.3.6 complaints regarding the handling of a grievance, review or appeal.  

2.3.7 grievances relating to employment conditions of registrars or PEP participants.  If the applicant’s grievance relates to the employment of a registrar by an accredited training practice, refer to paragraph 4 of this Policy.


3. Grievance procedure

3.1 Raising the grievance directly

A person with a grievance is encouraged to speak directly to the person they are complaining about (respondent) before escalating the matter to GP Synergy, if appropriate.   Parties should seek to resolve the grievance internally and informally where possible. 


3.2 Escalation to GP Synergy – Informal grievance

If a grievance cannot be resolved directly between the affected parties, an applicant may escalate the grievance to the Quality, Risk and Compliance Manager (QRCM) or nominee at GP Synergy who will: 

3.2.1 afford the applicant the ability to provide detail in relation to the grievance; 

3.2.2 as far as possible, assist the applicant to resolve the grievance informally; or identify the most appropriate team member to do so. The parties may consider options such as the support of a Supervisor Liaison Officer or Registrar Liaison Officer.

3.2.3 inform the applicant about this Policy, provide access to it and advise the applicant that they have the option to lodge a formal grievance in accordance with this Policy; and 

3.2.4 document the details of the grievance. 


3.3 Formal grievance

If a grievance cannot be resolved directly between the affected parties or an informal grievance remains unresolved, an applicant may lodge a formal grievance with the CEO of GP Synergy.  An application to lodge a formal grievance must: 

3.3.1 be in writing using the prescribed form; and

3.3.2 include all evidence or supporting documentation relevant to the grievance that the applicant would like considered by GP Synergy. 

When a formal grievance is received by the CEO, the CEO (or their delegate) will conduct an initial assessment to determine in their absolute discretion whether the grievance qualifies for investigation under this Policy and if the application has been made correctly.  They are not obliged to investigate every formal grievance.   (Where the grievance relates to the CEO, the Board Chair will be responsible for receiving and assessing the grievance.)

If the grievance is eligible, it will be investigated.  The CEO may investigate the matter themselves or appoint one or more persons to investigate the matter.  The CEO must ensure that no one involved in the grievance or with an actual or perceived conflict of interest conducts the investigation. 

As part of the investigation, all information and evidence provided will be considered.  GP Synergy may request further information or evidence from any affected party as part of the investigation.  

Decisions can only be determined based upon the evidence provided.   Failure to supply all required information may adversely impact the outcome, result in GP Synergy being unable to consider the grievance, or reach an outcome. 


3.4 Outcomes of formal grievance

The following options are available to the CEO in determining a formal grievance: 

3.4.1 the CEO may appoint a mediator to assist in resolution of the grievance; 

3.4.2 the CEO may find in favour of the applicant; or 

3.4.3 the CEO may find that there are no reasonable grounds for the grievance or for further action. 

The CEO may also make recommendations in additions to the findings. 

The CEO cannot provide compensation or require a third party to provide compensation to the applicant. 


3.5 Support person

At any stage during the process, an applicant may have a support person present.  Support persons may include the Registrar Liaison Officer, the Supervisor Liaison Officer or another external support of their choosing. External support persons are not funded by GP Synergy. 


3.6 Notification of Outcome

GP Synergy aims to complete the process within 30 days of receiving a formal grievance.  Where the formal grievance is complex, GP Synergy may take longer.  

The CEO will notify the applicant in writing of the outcome of the formal grievance (including reasons for the decision) as soon as practicable.  

If an applicant is dissatisfied with the outcome of a formal grievance, they may request review of the decision in accordance with GP Synergy’s Review and Appeal Policy.  The applicant may also be entitled to initiate the complaints process under the AGPT Complaints Policy (if applicable). 


4. Exclusion of NTCER industrial relation matters

Registrars are employees of accredited training practices.   All employment grievances relating to employment conditions and industrial relations matters are to be managed in accordance with the National Terms and Conditions for the Employment of Registrars (NTCER).  

Where a grievance relates to industrial relations matters within the terms and conditions of the NTCER: 

  1. registrars can seek advice from General Practice Registrars Australia; and 
  2. accredited training practices and/or supervisors can seek advice from General Practice Supervisors Australia.

GP Synergy cannot hear or determine a grievance in relation to industrial relations matters covered by the NTCER.  If an application is made to GP Synergy in relation to a NTCER industrial relations matter, GP Synergy will not accept the application. 


5. Definitions

AGPT Complaints Policy means the AGPT Complaints Policy 2020, available at https://www.health.gov.au/resources/collections/australian-general-practice-training-agpt-program-policies-and-forms.  

AGPT Policies means any policy, procedure, framework or other document issued by the Commonwealth Department of Health relating to the operation of the AGPT program from time to time, and includes those available at https://www.health.gov.au/resources/collections/australian-general-practice-training-agpt-program-policies-and-forms.  

NTCER means the National Terms and Conditions for the Employment of Registrars applicable to the AGPT program, available at https://gpra.org.au/wp-content/uploads/2020/08/NTCER-2020-Addendum-July-2020.pdf.

Relevant College means the GP College with which a registrar or a PEP participant is enrolled.

Grievance Policy
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Hospital Alternate Pathway for Pre-GP Years (HAPPY)

It is acknowledged that for some registrars it is difficult to obtain the necessary mandatory terms experience prior to entering the AGPT training program under the RACGP Curriculum. The Hospital Alternate Pathway for Pre-GP Years (HAPPY) is designed for interns and residents in the hospital system to achieve the pre-general practice core skills without fulfilling a surgical and/or medical term requirement.

HAPPY information guide

HAPPY application form

HAPPY clinical case template

HAPPY supervisor sign off sheet

HAPPY surgical clinical tasks sign off sheet

Hospital Alternate Pathway for Pre-GP Years (HAPPY)
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National Terms & Conditions for the Employment of Registrars (NTCER)

 

The most current National Terms and Conditions for the Employment of Registrars (NTCER) can be found on the General Practice Registrar Australia (GPRA) website and/or the General Practice Supervisor Australia (GPSA) website:

National Terms & Conditions for the Employment of Registrars (NTCER)
NSW and ACT Pre GP Paediatric Equivalent (NAPPE)
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Objective Test Committee (OTC) Policy

1. Purpose

The aim of this policy is to enable structure and guidance in the formation of an Objective Test Committee (OTC) when required to help support high-quality decision making.

The formation of an OTC may assist in providing a recommendation to inform a decision, although the formation of an OTC is not a mandated requirement when making substantive decisions.

GP Synergy uses its policies and procedures to provide formal structure to maintain procedural fairness and to ensure stakeholder confidence in its administration.  

From time to time, substantive decisions about the performance of registrars, PEP participants, supervisors and training facilities will need to be made. Decisions are based on informed input which is often qualitative in nature. As this information may rely on subjective information, the OTC may be utilised to assist in considering this information and providing recommendation/s.

2. Scope

This policy applies to:

  • GP supervisors
  • GP Synergy training facilities
  • GP Synergy employees and agents
  • GP registrars
  • Practice Experience Program (PEP) participants

3. Policy and procedures

3.1 Committee membership

Review and recommendations are made by a committee convened for the purpose of evaluating the performance of a supervisor, training facility, registrar or PEP participant. The committee shall consist of no less than five members and must include reasonable cross representation as follows:

  1. a senior medical educator
  2. a second medical educator (all grades)
  3. a supervisor representative
  4. a registrar representative
  5. the accreditation manager (or delegate)
  6. an appointed senior manager as chair.

The key staff involved in the matter and the Chief Executive Officer (CEO) are excluded from membership or participation on the committee.

All committee members must review the Briefing Note prior to participating in an OTC. 

3.2 Committee formation

The process may be activated by a Regional Head of Education (RHoE), the Director of Practice Experience Program (DPEP) or a senior manager (herein referred to as the ‘petitioner’) at any time and by writing to the CEO, who will appoint a member of the senior management team to convene and chair the committee.

A scoping brief is required to be completed by the petitioner, with support from relevant administrative staff.  

3.3 Evidence and recommendation

The convenor will ensure that written representations from the petitioner and the respondent(s) has been sought to inform the committee’s review.  The convenor may seek representation from other relevant parties, including via interview at the committee.

Information evidenced against all criteria, or any combination thereof (including a single criterion) may constitute a 'preponderance of evidence' to form any level of decision (see definition of preponderance below).  An objective decision to remediate or terminate in any one category will constitute the final recommendation of the 'objective test'.

3.3.1 OTC principles

In making recommendations the committee should consider the following three questions/principles: 

1. Are there substantive safety concerns for anyone concerned?

Recognising that safety is an overarching priority for GP Synergy. It includes, (although not limited to):

  • patient safety in the clinical setting (highest priority)
  • personal safety and welfare of the doctor(s) in training
  • personal safety and wellbeing of GP Synergy staff.

2. What is the substantive concern for or risk to the training program?

Recognising that decisions that may cause loss or damage to stakeholders brings with it inherent risks to GP Synergy. They include however, are not limited to:

  • risk of litigation if decisions are poorly conceived or arbitrary
  • reputation risk if acting without regard for procedural fairness

diminution of the quality of the training program if decisions cause adverse outcomes or allow adverse situations to perpetuate.

3. To what level does the 'preponderance of evidence' justify the proposed objective recommendation?

Acknowledging that a 'preponderance of evidence' refers to the degree to which any specific observation, or a group of observations, should influence the final recommendation.

A single substantive issue may have more influence on a decision than a number of trivial observations.

Once a decision regarding the recommendation is reached, the chair of the relevant committee signs on behalf of the committee and provides a recommendation to the CEO. The CEO reviews the recommendation and may either endorse the recommendation or make another determination. 

Grievances or appeals may be activated under GP Synergy’s Grievance Policy or Review and Appeal Policy.

4. Supporting documents

Objective Test Committee (OTC) Policy
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Paediatric Requirement Policy and Process

Paediatric term requirements are set by the two colleges of general practice - the Australian College of Rural and Remote Medicine (ACRRM) and the Royal Australian College of General Practitioners (RACGP):

Paediatric Requirement Policy and Process
Practice and Supervisor Quality Framework
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Privacy Policy

1. Purpose

GP Synergy respects the privacy of the people we work with and service.  For personal (including health) information, GP Synergy is bound by the Australian Privacy Principles in the Privacy Act.  For health information, GP Synergy is also bound by the Health Privacy Principles in the Health Records Act.

This policy explains how GP Synergy:

  • protects the personal information of the individuals we work with and service
  • collects, uses and discloses personal information provided to us or collected from others
  • allows persons to access/correct their personal information
  • manages grievances and complaints.

2. Scope

This policy applies to:

  • corporate members
  • prospective employees and directors
  • training facilities and stakeholders
  • trainees
  • website visitors
  • the general public
  • GP Synergy employees.

3. Policy and procedures

3.1 Principles

Primary and secondary purposes for which we collect and use your information:

a) We generally only use personal information for the primary purpose for which we collect the information, the purposes of which are set out below, or a secondary purpose related to the primary purpose which you would reasonably expect us to use the collected information.

b)  We will make you aware of the purpose for which we collect your information by notifying you about all the relevant matters of that collection.

c) We will not use your information for an unrelated secondary purpose unless we obtain your written consent or a permitted health situation under the Privacy Act or if another exception applies.  For example, this could include where it is impracticable to obtain your consent and we believe that collecting, using or disclosing your information is necessary to lessen a serious threat to the life, health or safety of the public or any individual.

3.2 Procedures

3.2.1     Corporate members

(a) The purpose of this personal information that we collect:

We collect information of member organisations and personal information of their representatives in connection with our corporate and administrative functions to comply with GP Synergy’s constitution, and to maintain a register of members as required by the Corporations Act 2001 (Cth). 

This information is necessary for communication purposes and the proper management of general meetings so members can exercise their rights.

(b) The type of this personal information that we collect:

The types of personal information collected may include:

  • representative name
  • contact details (addressing, phone, email, fax, assistant details)
  • proxy, attorney or representative appointments
  • class of member
  • date that membership commenced
  • date that membership ceased (for past members).

(c) How we collect this personal information:

We collect information of members and personal information of their representatives including proxy appointees, directly from the member organisation.

This information is collected from the member organisation on application, ongoing amendments and advice in writing by the member organisation.


3.2.2     Prospective employees and directors

(a) The purpose of this personal information that we collect:

We collect personal information about prospective employees and directors, regarding their skills, interests, qualifications and experience to:

  • assess their suitability for potential employment or directorships with us
  • match them to suitable projects or roles.

(b) The type of this personal information that we collect:

The type of information collected may include:

  • name and former names
  • contact details (addressing, phone, email, fax, assistant details)
  • date and place of birth
  • financial  and  personal  interests  which  may  give  rise  to  conflicts  or  be  required  for insurance purposes
  • bank account details (for example for reimbursements)
  • qualifications obtained.
  • employment screening checks.

(c) How we collect this personal information:

We generally collect personal information from the prospective candidate, but may also collect personal information from recruitment agents, recruiters, referrers, referees, GP Synergy officers or employees, or other knowledgeable parties where relevant to the recruitment assessment process.

 

3.2.3     Training facilities and stakeholders

(a) The purpose of this personal information that we collect:

We collect information about training facilities and other stakeholders, and personal information about their employees in connection with our corporate and administrative functions and the management of relevant training.

(b) The type of this personal information that we collect:

The types of information collected may include:

  • name
  • contact details (addressing, phone, email, fax, assistant details)
  • employee’s role within the training facility
  • training facility accreditation status.

We also collect information for related secondary purposes to improve the health system including:

  • related peak bodies
  • government agencies
  • universities
  • general practice training facilities
  • Aboriginal medical services
  • other facilities accredited for general practice training purposes.

(c) How we collect this personal information:

We generally collect personal information from training facilities during accreditation certification and processing.  This information may be updated by the training facility or GP Synergy from time to time.

However, for some health providers and stakeholders, we may collect your personal information from your colleagues or other health providers and stakeholders, or clients. In some cases, we collect your personal information from public sources (for example national health practitioner register, internet) or from peak bodies.

 

3.2.4     Trainees

(a) The purpose of this personal information that we collect:

We collect personal information including health information, about trainees. Your personal information is collected in connection with our corporate and administrative functions and to facilitate your training within the Australian General Practice Training (AGPT) program, related ancillary programs, and improvement to the health system. 

(b) The type of this personal information that we collect:

Types of information that may be collected include:

  • name and former names
  • date and place of birth
  • qualifications and educational history
  • contact details
  • ethnicity
  • personal health related information if/where relevant to their education and training
  • data used to maintain trainee records
  • data that is used to meet regulatory obligations, such as employment screening, and Medicare provider numbers
  • training placement and employment related data
  • any other form of data that is reasonably connected with administering the trainee’s education and training.

(c)          How we collect this personal information:

We may collect personal information of prospective trainees lodging an expression of interest about joining a training program or seeking further information.

Personal information is provided to us by government agencies such as the Department of Health for the purposes of selection and intake into training programs.  We may collect personal information from the individual directly and require trainees to provide and maintain up to date contact details and training program related records via the self-service web-based portals such as GPRime2. We may also receive personal information about trainees by third parties such as training facility representatives or supervisors, regarding matters of importance to the registrars training progress, wellbeing, or clinical safety.

Part of GP Synergy’s primary role is to effectively manage training workforce distribution within NSW and the ACT and personal detail may be used for this purpose also.  In doing so, GP Synergy will share limited and relevant information with key industry stakeholders such as:

  • medical colleges
  • Primary Health Networks (PHN)
  • Local Health Districts (LHD)
  • related peak bodies
  • relevant government agencies.

For example, registrars are encouraged to engage with health organisations such as PHNs in their location of clinical practice. To facilitate this GP Synergy provides the respective PHN and rural workforce agencies with relevant training placement and contact details at the commencement of each training term. 

 

3.2.5     Website visitors

(a) The purpose of this personal information that we collect:

We collect information of visitors to our public facing website such as your IP address, internet service provider, the web page directing you to our website and your activity on our website.  We also collect personal information from persons with user account access to our web-based systems such as GPRime2.  Your personal information may be collected for reasons such as:

  • website analytics
  • information requests and inquiry
  • contact details for communications purposes
  • user identification and access control
  • information security purposes such as audit logs
  • information used in the administration of your training
  • training records management
  • information used in connection with our medical training programs.

(b) The type of this personal information that we collect:

Information collected from our public facing website is usually anonymous and we do not use it to identify individuals.  However, due to the nature of internet protocols and website analytics, such information might contain details that identify you.

For persons with user account access to our secured web-based systems such as GPRime2, we may collect:

  • contact information, such as your email address and phone numbers
  • your IP address detail
  • activity logs on the system
  • corporate information of training facilities
  • other records related to the business of GP Synergy
  • encrypted information such as passwords
  • your email address to enable access to subscriptions services provided by GP Synergy to GP supervisors and trainees, such as: Therapeutic Guidelines, Australian Medicines Handbook, BMJ Best Practice and other services.

(c) How we collect this personal information:

We collect data from our website using various technologies, including cookies.  A cookie is a text file that our website sends to your browser which is stored on your computer as a tag identifying your computer to us.  You can set your browser to disable cookies.  However, some parts of our website may not function properly (or at all) if cookies are disabled.

We also collect personal detail where you may have identified yourself by completing relevant online forms requesting this information.   For information security purposes these details are stored on secured web-based systems and not on our public website.

GP Synergy adopts good practice security management of its information systems to reasonably protect your data for confidentiality, integrity from unauthorised alteration, and protecting data from unauthorised access.

 

3.2.6     General public and others

(a) The purpose of this personal information that we collect:

We may collect personal (including health) information related to the public in connection with the management and delivery of our training programs. This information will generally be de-identified as soon as it is collected.

We may also collect personal information related to researchers, contractors and consultants in connection with the management and delivery of our training programs and business.  This may include entities or natural persons.

(b) The type of this personal information that we collect:

Types of personal (including health) information collected from the public may include:

  • clinical consultation related information for the purposes of evaluating and assessing the clinical performance of trainees
  • de-identified demographic data that is used to inform improvements to the health system.
  • Types of personal information collected about researchers, contractors and consultants may include:
  • name
  • contact details (addressing, phone, email, fax, assistant details)
  • references or referee reports
  • Australian Company Number / Australian Business Number (ACN/ABN)
  • banking details
  • insurance certificates
  • registrars such as GST registration, licencing and permits
  • other relevant corporate information.

(c) How we collect this personal information:

Personal (including health) information related to the general public may be collected during observed or recorded clinical consultations when evaluating and assessing the clinical performance of trainees.  Prior to observation of clinical consultations, approval will be sought from the patient with the option of not participating.  Patients who elect to participate will be asked to sign an instrument thereby approving their participation in the observed clinical consultation.  The patient identification is not collected on records, they are instead referred to in the anonymous such a patient “A”.

GP Synergy work with other industry stakeholders to research medical service need to target its programs for improvements to the health system.  This information is provided on a de-identified basis.

 

3.3 Disclosure to third parties

We will only disclose your personal information:

  • for the primary purpose for which it was collected
  • for purposes related to the primary purpose
  • when permitted by the Privacy Act and its APPs or the Health Records Act and its HPPs
  • with your consent
  • when needed for law enforcement.

In the course of our activities, we may disclose your personal information to third parties such as medical colleges, collaborators, researchers, contractors and consultants, peak bodies, or regulatory authorities.  

This is done only when appropriate and on a need-to-know basis.  We take steps to ensure that those persons keep that information confidential and delete the information when it is no longer needed, where possible.  We may be required to disclose your personal information to our funder to comply with our contractual requirements or to an accreditation assessor to maintain accreditation.

(a)         Cross boarder transfer:

Our technology infrastructure may make use of cloud infrastructure or servers located outside Australia.  This means that we may disclose and store your personal information outside Australia, taking such steps as are reasonable in the circumstances to ensure that the overseas recipient does not breach the Privacy Act’s APPs in respect of your personal information.

3.4 Direct marketing

GP Synergy may send you direct marketing about our projects, activities, services and program developments.  If we collected your details from you personally, we will reasonably expect that you agreed to receive direct marketing. We will offer an opt-out procedure so that you can unsubscribe from all future marketing communications.

If we propose to use information we indirectly collected about you to send you direct marketing, we will seek your consent unless an exception applies under the Privacy Act.  If you do not wish to receive any direct marketing, please contact us to opt-out at any time.

Please note that we will also comply with other laws that are relevant to direct marketing, including the Spam Act 2003 (Cth) and the Do Not Call Register Act 2006 (Cth).

3.5  If you do not provide personal information

You are not required to give us all the kinds of personal information listed above.  However, if you choose not to provide information, this may limit prevent your ability to be involved with us.

In relation to trainees and training facility stakeholders, our education and training services are unable to be arranged or provided to you on an anonymous basis.  If you do not provide personal information then you will be unable to receive any such services or participate in our training programs. 

Personal information is also necessary for GP Synergy to comply with contractual and regulatory requirements in the delivery of its training programs.


4. Maintaining, securing and accessing your personal information

This section explains how GP Synergy holds your personal information, how you can access your personal information, update your personal information, complain about an alleged breach of the APPs or HPPs, or make any related enquiry.

4.1 Maintaining your information

GP Synergy relies on accurate and reliable information to deliver necessary and effective services.  If we are satisfied that any information we have about you is inaccurate, out-of-date, irrelevant, incomplete or misleading, or you request we correct any information, we will take reasonable steps to ensure the information held by us is accurate, up-to-date, complete, relevant and not misleading.

(a) The practical measures we use to avoid having incorrect information includes asking you to complete the appropriate forms (including electronic forms) and to periodically update this information in writing.

(b) If we disclose your personal information that is later corrected, we will, or you may ask us to, notify the entity that received the incorrect information about that correction.

(c) Should we refuse to correct the information, we will explain the reasons for refusal.  We will also provide our complaints procedure in case you wish to complain about our refusal.

4.2 Security of your information

All personal information is securely stored using appropriate physical and/or electronic security technology, settings and applications, and by ensuring staff dealing with personal information is trained in our privacy policies and procedures.

These policies are designed to protect personal information from unauthorised access, modification or disclosure, and from misuse, interference and loss.

4.3 Access and correction of your information

You are entitled at any time, upon request, to access your personal information held by us. We will respond within a reasonable time after the request is made and give access to the information in the manner requested by you, unless it is impracticable to do so.  We are entitled to charge you a reasonable administrative fee for giving you access to the information requested.

Should you be refused access to your information, we will explain the reasons for refusal, such as any exceptions under the privacy laws or other legal grounds for such refusal. We will also provide our complaints procedure in case you wish to complain about our refusal.

Please note that the HPPs prevent us from deleting or changing some health records.   In that case, we will note your requested correction with the relevant health record.

 

5. Lodging a complaint

If you wish to make a complaint about a breach of your privacy, the complaint should be made in writing to GP Synergy’s privacy officer whose details are at the end of this policy.

Privacy complaints will be managed in accordance with the GP Synergy’s Grievance Handling Policy which is available at the following URL:

http://gpsynergy.com.au/publications-and-news/policies-and-forms/

5.1 Contact details

You can obtain further information in relation to this privacy policy or our privacy practices by contacting our nominated privacy officer as follows:

Mark to the attention of the Quality, Safety and Compliance Manager,

GP Synergy Limited

Level 1, 157-161 George St, Liverpool, NSW 2170

Phone: 1300 477 963

Fax: 02 9818 3311

 

6. Defined terms

In this policy:

  • “APPs” means the Australian Privacy Principles in the Privacy Act.
  • “GP Synergy”, “we”, “us” and “our” refers to GP Synergy Limited
  •  “Health Records Act” means the Health Records and Information Privacy Act 2002 (NSW)
  • “HPPs” means the Health Privacy Principles under the Health Records Act.
  • “Personal information” includes information that can be used to identify an individual.   It can include a name, address, date of birth, as well as sensitive and health information.
  • “Privacy Act” means the Privacy Act 1988 (Cth).
  • “programs” means any education or training program or activity related delivered by GP Synergy.
  • “Sensitive information” includes information relating to health, religion, race or ethnic origin.
  • “supervisor” means a person who is accredited to undertake clinical supervision and training of trainees
  • “trainee” means general practice registrars, medical students, prevocational trainees, supervisors in training, practice managers in training and others who interact with us in the course of our delivery of education and training.
  • “training facilities” means medical facilities that are accredited for the purposes of delivering general practice training under the Australian General Practice Training (AGPT) program.
Privacy Policy
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Recognition of Prior Learning (RPL): Registrar guide and application form

 

Recognition of Prior Learning - guide for registrars

RACGP

ACRRM

 

Recognition of Prior Learning (RPL): Registrar guide and application form
Registrar Financial Support Guidelines and Forms
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Registrar Leave Policy and Application Form

The purpose of this policy is to manage registrar leave from the Australian General Practice Training (AGPT) program:

To apply for leave, registrars need to complete the relevant application form:

Registrar Leave Policy and Application Form
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Review and Appeals Policy

1. Background and purpose

This Policy sets out the mechanism for review and appeal by any eligible person or organisation (applicant) adversely affected by certain decisions of GP Synergy that are inconsistent with approved GP Synergy policy.

An applicant who has been directly and adversely affected by a decision that is inconsistent with approved GP Synergy policy and/or procedure may apply to have the decision reviewed or appealed in accordance with this Policy.   

This Policy provides a framework based on the principles of natural justice and procedural fairness to define the grounds for review or appeals in relation to GP Synergy decisions and a process to resolve such reviews or appeals in a fair and timely manner.

This Policy is not intended to provide an avenue for any person to contest results awarded, decisions of assessors taken in or about any assessment, allegations of poor training or supervision or general grievances.   Grievances are to be managed in accordance with GP Synergy’s Grievance Policy.


2. Scope of policy

In addition to any rights under this Policy, applicants may have rights of appeal available to them through the AGPT Appeals Policy or the Relevant College (see RACGP Reconsideration and Appeals Policy and ACRRM Reconsideration, Review and Appeals Policy.

2.1 Eligible applicants

This Policy applies to all current registrars, supervisors and accredited training practices with reference to the Australian General Practice Training (AGPT) program and to all participants with reference to the Practice Experience Program (PEP) with GP Synergy.

This Policy does not apply to the following persons:

  1. applicants seeking to gain entry to the AGPT or PEP program with GP Synergy who have not yet commenced training
  2. general practices or general practitioners who are not currently an accredited training practice or supervisor for the purpose of training registrars under the AGPT program
  3. registrars and participants who have withdrawn from the AGPT or PEP program voluntarily, or have resigned from or abandoned their training placement without the prior written approval of GP Synergy.
  4. participants who have been involuntarily withdrawn from the PEP program by the RACGP.


2.2 Eligible decisions

This Policy applies to the following decisions made by GP Synergy:

  1. the progress of a registrar through the AGPT and a participant through PEP program
  2. the placement of a registrar with an accredited training practice
  3. the withdrawal of a registrar from the AGPT program
  4. the conditions applied to accreditation or withdrawal of accreditation for a supervisor or training practice and/or the non-reaccreditation of a supervisor or training practice
  5. application by GP Synergy of the AGPT program and GP Synergy policies and procedures
  6. any relevant services provided to a registrar, supervisor and/or accredited training practice with reference to GP Synergy’s obligations under the AGPT program
  7. any clinical and non-clinical decisions which may be appealed to GP Synergy in accordance with the AGPT Appeals Policy.


2.3 Grounds of review or appeal

For any application made under this Policy to progress to review or appeal, the applicant must provide evidence of one or more of the following grounds:

  1. that an error in law or in due process occurred in the original decision
  2. that the relevant policy or procedure was not correctly applied
  3. that relevant and significant information, existing at the time of the original decision and which should have been known to the decision-maker, was not considered in the making of the original decision
  4. that irrelevant information was considered by the original decision-maker in the making of the original decision
  5. that the original decision was made for an improper purpose
  6. that there was actual or perceived bias
  7. that the applicant was not awarded procedural fairness.

The onus of establishing the relevant grounds falls upon the applicant.


2.4 Acceptance of applications

If the CEO (or their delegate) determines in their absolute discretion that there are insufficient grounds for an application for review or appeal, or that the information provided by the applicant falls outside of the grounds and terms contained in this Policy or other GP Synergy policies, GP Synergy will not be obliged to consider the application or the further information provided (as the case may be).


2.5 Compliance with process 

If an applicant does not agree with an original decision, the applicant must go through the review process before lodging a formal appeal.  

The GP Synergy CEO may permit an applicant to commence the process at the appeal stage where satisfied that there are exceptional circumstances.  A request for the CEO to exercise their discretion under this clause may also be made by the applicant at the time of submission of any application under this Policy. 


3. Review

3.1 How to request a review of a decision

An applicant must notify the GP Synergy Quality Risk and Compliance Manager (QRCM) that the applicant wishes to commence an internal review within 20 business days of receiving the notification of the original decision. The review request must be in writing and:

  • include a description of the aspect of the original decision that is disputed, and the grounds on which it is disputed 
  • include any relevant evidence upon which the applicant seeks to rely in respect of the review.


3.2 Conduct of review

The QRCM must arrange for the review to be conducted (either personally, by delegating the authority or convening a committee) provided that the person undertaking the review must not be the original decision maker or have an actual or perceived conflict of interest with the application.  

In conducting the review, the reviewer will take into account:

  1. all the original material and documentation considered by the original decision-maker
  2. all additional materials and documentation supplied by the applicant for the purposes of the review (if any)
  3. any additional material and documentation considered relevant
  4. any relevant GP Synergy regulations, policies and procedures.

The applicant does not have the right to make submissions or attend any meetings of in respect of the review.  

The reviewer may exercise all of the powers and discretions that the original decision-maker was able to exercise, and is not subject to the rules of evidence. The reviewer may inform itself as it sees fit subject to the rules of procedural fairness and this Policy.


3.3 Outcome of review

The reviewer may make any one of the following decisions:

  1. affirm the original decision
  2. vary the original decision
  3. set aside the original decision and refer the matter to the original decision-maker or other appropriate committee for further consideration in accordance with any directions or recommendations it may make
  4. set aside the original decision and make any further decision it thinks appropriate.

The reviewer may not make any decision which could not be made by the original decision maker.  

The reviewer must include reasons for its decision.


3.4 Notification of outcome

GP Synergy aims to complete the review process within eight weeks of receipt of a Review Request.

The QRCM will notify the applicant in writing of the review decision (including reasons for the decision) as soon as practicable.  The applicant should also be advised of the opportunity to apply to formally appeal the review decision.


4. Appeal

4.1 Lodging an appeal

Within 20 business days of an applicant being notified in writing of the outcome of the review, an applicant wishing to appeal the review decision must lodge their appeal with the CEO. The application must:

  1. be in writing
  2. include a description of the aspect of the review decision that is disputed, and the grounds on which it is disputed
  3. include any relevant evidence upon which the applicant seeks to rely in respect of the appeal.


4.2 Appeals process rules

Before convening an Appeals Committee, the CEO will ensure that a review of the decision to be appealed has been conducted unless an exemption was granted in accordance with paragraph 2.5 was granted by the CEO.


4.3 Appeals Committee Composition

4.3.1 If a person validly applies to the CEO to appeal a decision, and the CEO determines in their absolute discretion that there are sufficient grounds for appeal, the CEO may convene an Appeals Committee.  Where the matter for appeal is related to a decision made previously by the CEO, the Chair of the GP Synergy Board will be responsible for managing the appeal in accordance with this policy.

4.3.2 The CEO (or Board Chair) will determine the members of an Appeals Committee, who will comprise at least 3 members, including: 

  1. a Chair who is considered an appropriate qualified person for the role; and
  2. at least one member with knowledge and expertise relevant to the matter that is the subject of the appeal. 

Provided that no members of the Appeals Committee participated in the original decision or the review decision, or have or are perceived to have a conflict of interest. 

4.3.3 A quorum for meetings of the Appeals Committee will be the Chair and at least two other members.  All members of the Appeals Committee shall be entitled to vote on decisions and the outcome of the appeal shall be decided on the basis of a majority vote.  In the event of a tied vote, the Chair will exercise a casting vote.

4.3.4 The CEO may attend meetings of the Appeals Committee, but is not a member of the Committee.


4.4 Consideration of Appeals

4.4.1 The Appeals Committee must determine when the Appeals Committee will meet.  GP Synergy aims to ensure that appeals are resolved within three months of the applicant lodging their application for appeal. 

4.4.2 At least 21 days before an Appeals Committee meeting, the CEO (or Board Chair) will advise the applicant in writing of the applicant’s right to make written submissions and the date those submissions are due.

4.4.3 Subject to this Policy, an Appeals Committee has full power to regulate its conduct and operation as it thinks appropriate.

4.4.4 An Appeals Committee:

  1. is not bound by the rules of evidence but may inform itself on any matter in such manner as it thinks appropriate;
  2. may consider all relevant information it thinks appropriate; and
  3. may invite any person to appear before it or to provide information.

4.4.5 An applicant may make written submissions to an Appeals Committee.  The applicant must give any written submissions and provide any relevant information in support of their submission to the CEO (or Board Chair) at least 7 calendar days before the Appeals Committee meeting.  

4.4.6 An Appeals Committee will prepare minutes of its meeting setting out:

  1. a report of the Appeals Committee’s decision; and
  2. the Appeals Committee’s recommendations, if any, to the CEO (or Board Chair).


4.5 Decisions of the Appeals Committee

4.5.1 An Appeals Committee may, upon considering all submissions, do any one or more of the following as the circumstances permit:

  1. confirm the decision under appeal;
  2. revoke the decision under appeal;
  3. revoke the decision under appeal and refer the decision back to the original decision maker for consideration in accordance with the Appeals Committee’s directions; or
  4. revoke the decision under appeal and make recommendations to the CEO (or Board Chair)  on an alternative decision; or
  5. make suggestions to CEO and to the Board with regards to matters covered by the appeal.

4.5.2 The Appeals Committee cannot make a decision that the original decision-maker could not have made.

4.5.3 The decision of the Appeals Committee is final and binding.

4.5.4 The CEO (or Board Chair), on behalf of the Appeals Committee, will notify the applicant in writing of the decision, including the reasons for the decision, within 21 days of the appeal hearing.

4.5.5 The applicant will have 20 business days from the date of notification of the outcome of their appeal to lodge a further appeal with the Relevant College (if permitted under the AGPT Appeals Policy).


4.6 Link to submit review or appeal

To submit a review or appeal, please use the QR code below or by clicking on this link.


5. Definitions

AGPT Appeals Policy means the AGPT Appeals Policy 2020, available at https://www.health.gov.au/resources/collections/australian-general-practice-training-agpt-program-policies-and-forms.  

Relevant College means the GP College with which a registrar is enrolled.

Review and Appeals Policy
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Selection for entry into the Australian General Practice Training Program Policy

1. Purpose

This policy outlines the process whereby medical practitioners who have been shortlisted into the Australian General Practice Training (AGPT) program by the RACGP are further assessed for selection within GP Synergy’s training regions.


2. Scope

This policy applies to:

  • GP Synergy employees and agents involved in the selection of medical practitioners applying for entry into the RACGP AGPT program
  • all medical practitioners applying for entry into the RACGP AGPT program in NSW and ACT.

This policy does not extend to ACRRM AGPT NSW and ACT selection as this is managed directly by ACRRM.   


3. Policy and procedures

3.1 College selection process

GP Synergy will follow the guidelines and policies provided by the Royal Australian College of General Practitioners (RACGP) for selection into the AGPT program. 

GP Synergy will participate in the RACGP selection process as per our agreement with the Department of Health and the RACGP. GP Synergy will consider additional requests for assistance in the selection process and support these requests where resources permit. 


3.2 Allocation of training places in NSW and ACT training regions

GP Synergy will distribute training places allocated to each GP Synergy training region by the Department of Health across subregions within these training regions. This information will be publicly available to available to candidates during the selection process via GP Synergy’s website and are subject to change.


3.3 Subregion allocation and offer determination

3.3.1   Subregion preferencing

Candidates shortlisted to GP Synergy by RACGP will be offered the opportunity to preference subregions within their shortlisted training region and pathway. 

Candidates deemed suitable for an offer will be allocated to a subregion at the time of offer based on merit and preference, the exception being candidates who are granted subregion priority preferencing (SPP). SPP enables candidates who are eligible for an offer to be allocated to their preferred subregion.

SPP does not guarantee the candidate a training offer. Candidates must have a sufficient score to be offered a training place within the number of training places available. Candidates can only apply for SPP for a subregion within the training region they have been shortlisted. 

GP Synergy offers the following type of SPP:

a) Rural pathway SPP

To support the rural training pipeline, rural pathway candidates can apply for SPP by demonstrating they have a meaningful connection with the rural area (MMM 3-7) of the subregion they would like to train. This may be demonstrated through time spent living in the area, medical school training, hospital training/employment, partner employment in the area. Applications will be scored and ranked to determine which candidates may be offered subregion priority preference.

b) Aboriginal and Torres Strait Islander candidates

GP Synergy automatically grants priority subregion preferencing to candidates who identify as Aboriginal and Torres Strait Islander in their AGPT application.

c) Australian Defence Force candidates

GP Synergy automatically grants priority subregion preferencing to candidates who identify as Australian Defence Force members in their AGPT application.

d) Enrolled Rural Generalist candidates

GP Synergy automatically grants priority subregion preferencing to candidates who are confirmed as being enrolled on the HETI NSW Rural Generalist Program.

3.3.2   Offer determination

GP Synergy will determine offers in order of merit using the candidate’s Multiple-Mini Interview (MMI) score. Feedback collected during the MMI process may also be used to determine a candidate’s eligibility for an offer:

  1. Candidates who do not demonstrate that they meet the criterion to a suitable level may be deemed ineligible for an offer. 
  2. A candidate whose responses and/or behaviour raises serious concerns during the MMI process may be deemed ineligible for an offer. 


3.4 Visa candidates

GP Synergy will consider requests from eligible candidates for letters of support on certain visa classes on a case-by-case basis as outlined on our website. 


3.5 Withdrawal from the selection process

3.5.1 Failure to respond within selection timeframes

Shortlisted candidates who do not adhere to requests by GP Synergy during the MMI and offer process within the specified timeframe, and after appropriate attempts to contact the candidate have been made, will be withdrawn from the selection process.

3.5.2 Conditions on medical registration

GP Synergy reserves the right to withdraw candidates who do not accurately advise the RACGP and GP Synergy of conditions on their medical registration during the application, selection and induction process. 

Candidates that have restrictions on their registration that have been deemed category 4 by the RACGP will be reviewed by the Director of Education and Training. If the conditions are not able to be managed in the subregion and pathway that the applicant has been shortlisted for an offer, the applicant will not be offered a training place. 


3.6 Procedural unfairness appeals/misadventure

Appeals by candidates about procedural fairness or misadventure regarding GP Synergy MMIs must be made on the day of the interview, before exiting the MMI. Interviewers and candidates will receive clear instructions and guidance about this process.  


3.7 Advice to unsuccessful candidates

Where requested, GP Synergy will provide standardised advice to unsuccessful candidates about general interview performance.


4. Supporting documents

Selection for entry into the Australian General Practice Training Program Policy
Sustainability guidelines
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Telehealth resources

GP Synergy Telehealth resources

College telehealth resources

  • RACGP – for information about supervision requirements in telehealth consultations go to the ‘GPs in training’ tab
  • Click here for further information from the RACGP about telehealth generally
  • ACRRM - for more information about training and supervision of telehealth consultations 

AHPRA Telehealth Resources

MDO telehealth information

Other resources

Telehealth resources
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Training Location Obligations Policy

1. Purpose

Registrars enrolled in the Australian General Practice Training (AGPT) program are required to undertake training in areas considered to be areas of medical service need. 

Registrars must meet the training location obligations as defined in the AGPT Training Obligations Policy.

In recognition of the primary healthcare needs of the communities within GP Synergy's boundaries, GP Synergy has developed policy provisions for GP Synergy registrars to meet these obligations. GP Synergy registrars also need to meet these training location obligations.

2. Scope

This policy applies to:

  • GP Synergy GP registrars

  • Registrars transferring into GP Synergy from other training providers

3. Policy and process

3.1 Principles

GP Synergy’s training location requirements will be based on the following principles:

  1. Requirements will seek to address the primary healthcare needs of communities within our training boundaries.
  2. Registrars are required to fully participate in the scope of clinical practice of their training facility during the full term of their placement.  Therefore where applicable, all registrars will undertake Visiting Medical Officer (VMO) responsibilities and participate equitably in on-call and after-hours service arrangements. Exceptions to this requirement may be granted by GP Synergy on educational grounds or regulatory standards.  Exemptions may also be granted by negotiation with the training facility prior to accepting a placement.  Exemptions must be documented in the terms and conditions of employment with the training facility.

3.2 Location requirements

Registrars who enrolled with GP Synergy will be required to undertake the training location requirements as outlined in the Training Location Obligation Schedule.

Registrars are also expected to meet the AGPT training location obligations as outlined in the current AGPT Training Obligations Policy.

3.3 Exemption from training location requirements

3.3.1 Exemption general principles

Exemptions from the training location obligations may be granted for one of the following reasons: 

  1. The proposed placement to meet training location obligations and other undertakings would result in, or potentially result in, physical or mental harm to the registrar or an individual or individuals for whom the registrar has a significant carer responsibility
  2. The registrar is meeting a significant community need in an area that does not meet GP Synergy’s training location obligations
  3. Registrars training in Western NSW, Murrumbidgee or New England/Northwest NSW can demonstrate a longstanding connection to an MMM3-7 location within their allocated subregion that does not meet GP Synergy’s training location obligations
  4. The registrar is a full-time member of the Australian Defence Force (ADF) and cannot meet training location requirements due to service requirements.

3.3.1.1 Health conditions

Registrars may apply for a variation of or reduction in their training location obligations if each of the following conditions are met:  

  1. the proposed placement to meet training location obligations and other undertakings would result in, or potentially result in, physical or mental harm to the registrar or an individual or individuals for whom the registrar has a significant carer responsibility, and
  2. the circumstances contributing to harm or potential harm, have arisen since the registrar accepted a position in AGPT, and
  3. the circumstances were unforeseeable at the time the registrar accepted a position in AGPT.

The development of new relationships or the arrival of children, whether planned or not, are not considered to be unforeseeable.  Similarly, new financial arrangements such as a mortgage or new business are not considered to be unforeseeable for the purposes of this policy.  The training plans or vocational pathways of partners will not be assumed to take precedence. 

Where an exemption is being applied for on the grounds of a mental or physical health condition affecting the registrar or an individual for whom the registrar has significant carer responsibilities the following additional criteria will be considered:

  • What is the nature and severity of the medical condition?
  • What are the effects of the condition on the ability to relocate or commute?
  • What are the implication of placements on access to appropriate services and support?
  • If the medical condition was known at the time of accepting a position in AGPT, whether the condition worsened?

Registrars with a stable medical condition at the time of enrolment accept that the medical condition is not a barrier to fulfilling training location obligations.

3.3.1.2 Meeting community need

Registrars may apply for a variation of or reduction in their training location obligations if each of the following conditions are met:  

  1. the proposed placement meets a significant community need which may include but is not limited to: providing a health service that is otherwise unavailable in the region/town. The assessment of significance of the community need is at GP Synergy’s determination and at the discretion of the Director of Education and Training or delegate. 
  2. the registrar can demonstrate this need with significant evidence from the community 

3.3.1.3 Significant connection to a regional or rural (MMM3-7) location

For terms commencing from 2022.1 and beyond, registrars training in the New England/Northwest, Murrumbidgee and Western NSW subregions may apply for a variation of, or reduction in their training location obligations to stay in their current MMM3-7 location within their home subregion if any of the following conditions are met:

  1. the registrar can provide the required evidence to demonstrate they have lived in the MMM3-7 location within their home subregion for more than 12 months immediately prior to the commencement of the AGPT program with GP Synergy
  2. the registrar can provide the required evidence to demonstrate they have purchased their home in the MMM3-7 location within their home subregion either prior to or during training, and provide evidence they have lived in that residence for the last 12 months
  3. the registrar can provide the required evidence to demonstrate they have lived in the MMM3-7 location within their home subregion for a period of five years consecutively or ten years non-consecutively.

Details of evidence required can be found in the Application for Significant Connection to a Regional or Rural MMM3-7 Location Guidance Document.

3.3.1.4 Australian Defence Force registrars

Registrars who are a full-time member of the Australian Defence Force (ADF) and cannot meet training location requirements due to service requirements will be granted an exemption while they remain in the ADF.

3.3.2 Exemption application process

Registrars are strongly encouraged to discuss their plans to apply for an exemption with their medical educator before submitting the Exemption from Training Obligations Application Form.

Appropriate documentation (usually third party confirmation of the conditions or situation forming the basis for the application) must be provided with the application. 

Registrars may provide a covering letter providing any further information which they may deem relevant to the request.

Applications are submitted to the Director of Education and Training (DoET) who will forward the application to the Training Location Obligation Exemptions Committee for consideration.

The committee’s reasoning and decision will be forwarded in writing or by email to the registrar by the DoET or their delegate.

The registrar will be offered an opportunity to discuss the decision with the DoET or other medical educators.

Although an exemption may be granted, placements are not guaranteed and are subject to GP Synergy’s term placement process.

3.3.3 Training location obligation exemption application outcome appeals

Please refer to the GP Synergy Review and Appeals Policy for the review and appeals process.

4. Supporting documents

Training Location Obligations Schedule

Exemption from Training Obligations Application Form

Application for Significant Connection to a Regional or Rural MMM3-7 Location Guidance Document

Training Location Obligations Policy
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Transfer Policy



The purpose of this policy is to manage the transfer of registrars between Regional Training Organisations (RTOs) and/or pathways on the Australian General Practice Training (AGPT) Programme.

AGPT transfer policy 2020

GP Synergy transfer guidance document

Application forms

Transfer Policy
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Transition to profession-led GP training - supervisors, CT visitors and training facility staff

Transition information:

Transition forum recordings:

Transition to profession-led GP training - supervisors, CT visitors and training facility staff
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Visiting Medical Officer (VMO) employment information

 

VMO FAQs

VMO employment information and deed of variation for VMOs

Template deed of variation only (word version)

Visiting Medical Officer (VMO) employment information