Policies and forms
Policies and forms
Print Me Codes, Principles and Recommendations for Training Posts and Trainers
Codes, Principles and Recommendations for Training Posts and Trainers - Version 17
Print Me 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:
- You receive supervision at the clinic in line with your stage of training
- You are an employee
- The clinic is established by a GP Synergy accredited training practice
- You have appropriate medical indemnity
- This work is bundled with other GP work with the majority of training still in general practice (RACGP registrars)
- You have notified your medical educator of this work prior to commencement by completing the Respiratory Clinic Notification Form
- 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:
- You will receive supervision either remotely or at the clinic in line with your stage of training
- You are an employee
- You have appropriate medical indemnity
- The clinic is established by a GP Synergy accredited training practice
- This work is bundled with other GP work with the majority of training still in general practice (RACGP registrars)
- You have completed the Respiratory Clinic Alternate Training Arrangement Form and
- 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.Print Me COVID-19 FAQs and resources - for registrars and training facilities
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GP Synergy FAQs:
Other information:
- RACGP - Covid19 related training advice
- ACRRM - Covid -19 training program advice FAQs
- ACRRM registrar support guide
- ACRRM registrar support resources, FAQs and information
- GPSA resource kit
Well-being reimbursement for GP registrars
Confidential counselling sessions for GP registrars
GP Synergy registrars can now access two confidential counselling sessions through Relationships Australia. To access this service, call 1300 364 277 or visit the website for more information https://www.relationships.org.au/. When making bookings, please let them know you are a GP Synergy registrar.
The above is in addition to counselling services provided through your college:
- RACGP GP Support Program: Three free one-hour sessions with a psychologist face-to-face or by telephone. RACGP members also have access to counselling for traumatic incidents or crisis situations. This service is available 24 hours, seven days a week.
- ACRRM: Complimentary access to ACRRM Employee Assistance Program for immediate confidential counselling support 24/7. Phone 1800 818 728 to access this member service.
COVID-19 resources
- Daily updates are provided by the Department of Health, with reliable information and resources on COVID-19 specifically, available on the Australian Government’s COVID-19 resources website.
- A 1 hour module provided by ThinkGP called “COVID-19 coronavirus in Australia” available on https://www.thinkgp.com.au/education/covid-19-coronavirus-australia
- NSW Health also has a useful FAQ website and ACT Health has an information page.
- For those travelling or know someone who is traveling the Smart Traveller website has up to date content
- You can access further information and guidance on the World Health Organization’s (WHO) website and the Centres for Disease Control (CDC) website
- Your own MDO resources such as those from Avant, MIPS, MDA National, MIGA and others.
Black Dog mental health resources in helping deal with anxiety and stress related to COVID-19: https://blackdoginstitute.org.au/coronavirus-anxiety-resources
Information for health practitioners in the ACT: https://health.act.gov.au/health-professionals/chief-health-officer-alerts
Information for health practitioners in NSW: https://www.health.nsw.gov.au/Infectious/diseases/Pages/coronavirus-update.aspx
Application of PPE from NSW health: http://cec.health.nsw.gov.au/__data/assets/pdf_file/0006/572883/Application-of-PPE-in-Response-to-COVID-19-19-March-2020-V1.4.pdf
National COVID-19 Clinical Evidence Taskforce: https://covid19evidence.net.au/
MJA article 'Clinical presentation and management of COVID-19': https://www.mja.com.au/journal/2020/clinical-presentation-and-management-covid-19
Other resources
Print Me Extended Skills Guidance Document, Application Form and Resources
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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:
- Supervisor assessment of the registrar for non-clinical Extended Skills community posts (for example, health pathways, registrar medical educator.)
- Supervisor assessment of the registrar for clinical ES community posts (for example, sexual health clinic, family planning clinic or where the supervisor does not have access to GPRime.)
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.
Print Me Grievance Handling Policy
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1. Purpose
The purpose of this policy is to provide a guideline of the processes and avenues of appeal for the resolution of complaints and grievances relevant to the business of GP Synergy.
2. Scope
This policy applies to:
- GP Synergy doctors-in-training
- GP Synergy trainers and external contractors
- GP Synergy employees and agents.
3. Policy
GP Synergy ensures that grievances and complaints are heard and treated with procedural fairness in a manner that is respectful to both complainants and respondents.
Please refer to Grievance Handling Flowchart for summary of procedures.
3.1 Grievance and complaint procedures
3.1.1 Those who have a grievance or complaint are encouraged to seek conciliation between the affected parties before escalating the matter within GP Synergy.
3.1.2 In the event that the grievance or complaint is not addressed at this level, the matter may be escalated to the appropriate person within GP Synergy. In most cases, this involves notifying those with line authority or line connection to the parties.
For example: A staff member would notify the relevant line manager; a doctor-in-training would notify their relevant medical educator; a trainer would notify their relevant medical educator; and if the grievance or complaint is about the medical educator or a member of GP Synergy's staff, then the matter should be escalated to their respective line manager.
3.1.3 The recipients of a grievance or complaint within GP Synergy will at the time of initial hearing:
a) as far as possible, afford the aggrieved party or complainant a reasonable and open initial hearing at the time the grievance or complaint is raised
b) inform the aggrieved party or complainant about this policy, provide access to it and advise the aggrieved party or complainant that they have the option to declare the matter a 'formal grievance' in which case formal grievance procedures will apply as specified in this policy
c) document the details of the complaint either by lodging a journal note in portfolios or taking contemporaneous notes. If declared a formal grievance, education and training matters are to be entered in the Compliment and Complaints Register in GPRime initially and then updated at relevant stages if escalated or on completion.
3.1.4 At any stage the aggrieved party may have a support person present. Support persons may include the Registrar Liaison Officer (RLO), the Supervisor Liaison Officer (SLO) or another external support of their choosing (external support persons are not funded by GP Synergy).
3.1.5 If the grievance or complaint relates to the Chief Executive Officer (CEO), the CEO is to constructively support and facilitate escalation of the grievance or complaint to the chair.
3.1.6 Once a matter has been declared a formal grievance the recipient within GP Synergy will:
a) continue to document the details of the matter in the Compliment and Complaints Register in GPRime for education and training matters, updating at relevant stages or on completion
b) take all reasonable actions and steps in line with this policy to progress the matter with the aim of achieving an appropriate resolution.
3.1.7 If the grievance or complaint is not resolved at this level, it may be escalated to the CEO for a determination. The following options are available to the CEO:
a) They can make a final determination on the matter.
b) They can nominate a mediator as prescribed by applicable 'Terms and Conditions' documents.
c) For education and training related matters, they may list the matter to the chair of Education Committee who may consider the matter and make recommendation(s) in consultation with two other members of this committee.
d) For other non-educational matters, they may escalate the matter to the chair of GP Synergy.
3.1.8 In the event that the matter remains unresolved the matter may be escalated to appeals.
3.1.9 As the nature of complaints may be wide and varied and may range in the required handling and approach to the matter, for example complaints and grievances relating to bullying, harassment and discrimination, it is accepted that instigating and managing grievances or complaints may need to vary from the processes herein. The aggrieved or complainant will be afforded reasonable discretion in terms of how they would like the matter to be dealt with by GP Synergy. Variation from the prescribed processes herein is a 'negotiated process' with management of GP Synergy and must be considered in the context of the nature of the grievance or complaint.
3.2 Workplace grievances between trainers and doctors-in-training
3.2.1 Doctors-in-training and trainers who have an employment or training related grievance, complaint, or question are encouraged to discuss the matter with the person concerned.
At this level if handled constructively, most grievances can be resolved. The advice of GP Synergy's staff including the Registrar Liaison Officer (RLO), or Supervisor Liaison Officer (SLO) and reference to applicable documents such as National Terms and Conditions for the Employment of Registrars (NTCER) or other conditions, may be helpful in clarifying terms and conditions of employment and other requirements for employment, training and supervision.
3.2.2 If the doctor-in-training and trainer do not resolve the problem, GP Synergy encourages the affected party to contact their appointed medical educator to discuss the matter and options for resolution.
If the matter is urgent and/or the nominated medical educator is unavailable or unable to assist, the GP Synergy Director of Training (DoET) or CEO will assist.
3.2.3 If the matter remains unresolved, the aggrieved party may request that the matter be escalated.
3.2.4 Where matters have been escalated to the DoET and remain unsolved within 30 business days, the DoET is obliged to escalate the matter to the CEO.
3.2.5 If the matter has been escalated to the CEO, the following options are available to the executive officer:
a) They can make a final determination on the matter.
b) They can nominate a mediator as prescribed by applicable 'Terms and Conditions' documents.
c) For education and training related matters, they may list the matter to the chair of Education Committee who may consider the matter and make recommendation(s) in consultation with two other members of this committee.
d) For other non-educational matters they may escalate the matter to the chair of GP Synergy.
3.3 Appeals
3.3.1 Appeals are referred to the chair through the CEO only. If the complaint or grievance is referred to the chair of GP Synergy, he or she may take the following actions as deemed appropriate:
a) They may make a determination in consultation with the CEO.
b) They may refer the matter to a subcommittee of the board.
c) They may refer the matter to the full board.
The appellant will be kept informed of the process and outcomes.
Registrars can also access the AGPT Complaints Policy 2019.
3.3.2 In applicable circumstances, mediation services may be offered to the complainant under the following conditions:
a) At GP Synergy's cost, mediation services may be offered (GP Synergy will determine a suitable mediator).
b) Economy class travel (if required) to attend mediation services will be supported and funded by GP Synergy.
c) Salary and other opportunity costs to attend mediation services will not be funded by GP Synergy.
4. Supporting documents
Print Me 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:
Print Me Objective Test Policy
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1. Purpose
GP Synergy provides a formal structure to maintain procedural fairness and to ensure stakeholder confidence in its administration. It is recognised that substantive decisions about the performance of doctors in training, supervisors and of training facilities occur within the context of a complex training environment and spheres of human interaction.
The need to balance issues objectively requires informed input which is often qualitative in nature and may rely on subjective information.
The aim of this policy and process is to enable all types of 'information inputs', objective and subjective, to be considered within a structure and process that supports high-quality decision making.
2. Scope
This policy applies to:
- GP supervisors
- GP Synergy employees and agents
- GP registrars
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 or doctor in training The committee shall consist of no less than five members and must include reasonable cross representation as follows:
- A senior medical educator
- A second medical educator (all grades)
- A supervisor representative
- A registrar representative
- Accreditation Manager (or delegate)
- An appointed senior manager as chair
The Chief Executive Officer is excluded from membership or participation on the committee.
Please refer to the Briefing Note which is to be reviewed by all committee members prior to conducting a review.
Scoping Brief - To be completed by the Chief Executive Officer in liaison with the Director of Training
3.2 Process
The process may be activated by a senior manager (named ‘petitioner’) at any time and by writing to the Chief Executive Officer, who will appoint a member of the senior management team to convene and chair the committee.
The convenor will seek written representations from the petitioner and the respondent(s) to inform the committee’s review. The convenor may seek representation from other interested parties.
Information evidenced against all criteria or any combination thereof (including a single criteria) 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'.
Recommendations of the committee must be developed and informed by a 'three step review' against each category in the table provided as follows:
1.Are there substantive safety concerns for anyone concerned?
| Recognising that safety is an overarching priority for GP Synergy.It includes however, is not limited to:
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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:
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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 the Chief Executive Officer reviews and if seen fit, endorses the final recommendation(s). Appeals maybe activated under the GP Synergy Grievance Handling Policy.
3.3 Criteria and committee recommendation
| OBJECTIVE RECOMMENDATION (my majority consensus of committee) | ||||||
Criteria | Categories | Reference | Inputs (incl. primary & secondary information - all sources) | Prior actions taken | No Action (mark as 'YES') | Remedial action (state requirement) | Termination (state requirement) |
Compliance
| Professional development standards
| RACGP Vocational Training Standards ACRRM Standards for Supervisors and Teaching Posts, for Primary Rural and Remote Training GP Synergy Contract & Codes, Principles and Recommendations |
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Supervision standards OR training standards | RACGP Vocational Training Standards ACRRM Standards for Supervisors and Teaching Posts, for Primary Rural and Remote Training GP Synergy Contract & Codes, Principles and Recommendations |
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Employment conditions for GP registrars
| National MinimumTerms and Conditions GP Synergy Contract & Codes, Principles and Recommendations |
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Practice contract | GP Synergy Contract |
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Training requirements | AGPT training requirements and policies GP Synergy training requirements and policies Relevant training colleges’ training requirements and policies |
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Professional conduct
| Interpersonal conduct with the practice environment
| GPRime records Confidential records GP Synergy Professionalism Declaration |
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Interpersonal conduct with GP Synergy representatives
| GPRime records Confidential records GP Synergy Professionalism Declaration |
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Please attach a report supporting the committee’s findings and recommendations
The attached report and recommendations are a true and accurate record as resolved by the Objective Test Committee.
To be signed by the chair of the committee:
Signed by:
Print name:
Dated:
Directions of the Chief Executive Officer
Details:
Signed by:
Print name:
Dated:
Print Me 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):
- ACRRM Fellowship Training Handbook
- RACGP Paediatric Term Requirements
Print Me Privacy Policy
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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.
Print Me Recognition of Prior Learning (RPL): Registrar guide and application form
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Recognition of Prior Learning - guide for registrars
RACGP
- Recognition of Prior Learning - RACGP application form with checklist
- Recognition of Prior Learning (RPL) - examples
ACRRM
- Recognition of Prior Learning - ACCRM application Form
- Recognition of Prior Learning - checklist for ACRRM registrars (coming soon)
Print Me 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:
Print Me Registrar Support Guidelines and Forms
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Registrar support - guidelines
Registrar support - claim form
Registrar support - special consideration form
Registrar support - pre-approval - course fee subsidy
Registrar support - registrar subsidies at a glance
COVID-19 well-being reimbursement for GP registrars
Print Me 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 or ACRRM, 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 AGPT program
- all medical practitioners applying for entry into the AGPT program in NSW and ACT.
3. Policy and procedures
3.1 College selection process
GP Synergy will follow the guidelines and policies provided by the Australian College of Rural and Remote Medicine (ACRRM) and Royal Australian College of General Practitioners (RACGP) for selection into the AGPT program.
3.1.1 RACGP candidate selection process
Candidates that apply to the RACGP are required to participate in the selection process as determined by the RACGP:
- Candidates submit an application form to the RACGP
- The application form is assessed for eligibility.
- Eligible candidates pay an application fee.
- Candidates participate in the RACGP Stage 1 assessment – the computer-based CAAKT assessment.
- Candidates may or may not be shortlisted to a training region for the stage 2 assessment (multiple mini interviews) depending on their CAAKT score, pathway eligibility and preference (rural or general pathway) and training region preference/s.
- Candidates successful in being shortlisted are interviewed by the Regional Training Organisation (RTO) that delivers the AGPT program in the candidates shortlisted training region in the interview format specified by the RACGP.
- The candidate’s performance is scored during the interview process.
- The RTO determines which candidates are made a training offer, and in the case of GP Synergy, in which training subregion they will be made an offer to train within (see section 3.3).
3.1.2 ACRRM candidate selection process
Candidates that apply to ACRRM are required to participate in the selection process as determined by the ACRRM:
- Candidates submit an application form to the ACRRM. During the application process, the candidate also participates in ACRRM’s stage 1 assessment which is a document review.
- The candidate’s application is assessed for eligibility.
- Eligible candidates pay an application fee.
- The candidate’s stage 1 assessment (document review) is reviewed by ACRRM.
- Depending on the candidate’s stage 1 assessment score, the candidate may or may not be shortlisted to a training region for stage 2 assessment (interviews with ACRRM and the RTO).
- Candidates successful in being shortlisted are interviewed by ACRRM representatives, community representatives, and representatives from the Regional Training Organisation (RTO) that delivers the AGPT program in the candidates shortlisted training region.
- The candidate’s performance is scored during the interview process.
- As a group, the interviewers make a recommendation regarding the applicant’s suitability to receive a training offer. This recommendation, together with the applicant’s scores are provided to ACRRM who will make the final determination about whether a training offer is made, in discussion with the RTO.
- In the case of GP Synergy, the RTO will determine which training subregion the candidate will be made an offer to train within (see section 3.3).
3.2 Subregion training place allocation in NSW and ACT training regions
GP Synergy will distribute training places allocated to each GP Synergy training region across subregions within these training regions. The distribution of training places by subregion will be made available to candidates via GP Synergy’s website and are subject to change.
3.3 Subregion allocation and offer determination
Candidates shortlisted to GP Synergy by ACRRM and RACGP will be offered the opportunity to preference subregions within their shortlisted training region and pathway. Some candidates will have the opportunity to apply for subregion priority preferencing (see section 3.3.2).
GP Synergy will allocate candidates to subregions, and make training offers up to the number of training places available in each subregion and pathway, using a merit-based process as outlined below.
ACRRM candidates
The process for subregion allocation and offer determination for ACRRM candidates is:
- Candidates shortlisted to GP Synergy for interview will be asked to rank their subregion preferences.
- ACRRM will advise which candidates are to be made a training offer in-consultation with GP Synergy.
- Candidates will be ranked in order of their stage 2 assessment (interview) score. Candidates who have a score sufficient to place them within the number of training places available for the training region and pathway, who have obtained subregion priority preferencing (see section 3.3.2) will receive an offer for their subregion of preference (up to the maximum number of positions available within the subregion). In the event there are more subregion priority preference candidates than places available in a given subregion, these candidates will be ranked in order of their subregion priority preferencing score for their subregion allocation.
- The subregion allocation for offers of remaining candidates will be made using their stage 2 assessment (interview) score (up to the maximum number of positions available).
RACGP candidates
The process for subregion allocation and offer determination for RACGP candidates is:
- Candidates shortlisted to GP Synergy will be asked to rank their subregion preferences.
- To determine which candidates will receive an offer, GP Synergy will rank them using their RACGP stage 2 assessment (interview) score from highest to lowest.
- Candidates who have a score sufficient to place them within the number of training places available for the training region and pathway will be made a training offer, with the exception of candidates deemed unsuitable (see section 3.3.1).
- Suitable candidates identified in step 3, who have obtained subregion priority preferencing (see section 3.3.2) will receive an offer for their subregion of preference (up to the maximum number of positions available within the subregion). In the event there are more subregion priority preference candidates than places available in a given subregion, these candidates will be ranked in order of their subregion priority preferencing score for their subregion allocation.
- The subregion allocation for offers of remaining suitable candidates (as identified in step 3) will be made using their RACGP stage 2 assessment (interview) score (up to the maximum number of positions available within the subregion).
- Candidates who do not score within the number of training places available will be notified that they were unsuccessful.
3.3.1Unsuitable candidates
The following process will be followed in the event a candidate’s responses and/or behaviour raises serious concerns during the stage 2 assessment process:
1. The GP Synergy staff member or interviewer must complete an ‘Candidate Incident Form’ and provide it to the lead interviewer on the day of the interview.
2. The lead interviewer will review the issue and may, where appropriate, discuss the issue with other interviewers that may have interviewed the candidate and/or relevant GP Synergy staff members.
3. The lead interviewer will add any additional information to the initial incident form.
4. The incident form will be sent to the Director of Education and Training within two business days of the incident for review.
A) RACGP candidates: If the Director of Education and Training believes the candidate should not be offered a training place or the issue requires further advice, an Objective Test Committee will be convened to make a final determination on whether the candidate will be eligible for a training offer.
B) ACRRM candidates: If the Director of Education and Training believes the candidate should not be offered a training place or the issue requires further advice, an Objective Test Committee will be convened to make a final determination which will be provided to ACRRM.
3.3.2 Subregion priority preferencing
GP Synergy will offer subregion priority preferencing for ACRRM and RACGP candidates as follows.
a) Rural pathway subregion priority preferencing:
To support the rural training pipeline, GP Synergy will offer all rural pathway candidates the opportunity to apply for Subregion Priority Preferencing (SPP). This requires candidates to demonstrate they have a meaningful connection with the rural area (MMM 2-7) 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.
Candidates can only apply for SPP for a subregion within the training region they have been shortlisted. 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.
b) Aboriginal and Torres Strait Islander candidates:
GP Synergy will automatically grant priority subregion preferencing to candidates who identify as Aboriginal and Torres Strait Islander in their AGPT application.
c) Australian Defence Force candidates:
GP Synergy will automatically grant priority subregion preferencing who identify as Australian Defence Force candidates in their AGPT application.
3.4 Withdrawal from the ACRRM or RACGP stage 2 assessment process
Shortlisted candidates who do not adhere to requests by GP Synergy during the stage 2 assessment 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 Procedural unfairness appeals/misadventure
Appeals by candidates about procedural fairness or misadventure regarding GP Synergy stage 2 interviews must be made on the day of the interview, before exiting the GP Synergy interview venue. The process for the review of appeals is:
- The candidate notifies a GP Synergy staff member of their complaint/issue before exiting the interview venue.
- The candidate is provided with a ‘Procedural fairness / Misadventure Appeal Form’ and is required to complete this form and hand it to the staff member before exiting the interview venue.
- The form is provided to the stage 2 lead interviewer. The interviewer will review the issue and may, where appropriate, discuss the issue with other interviewers that may have interviewed the candidate.
- A decision regarding the appeal will be made on the day of the stage 2 interview by the lead interviewer. The outcome may or may not result in an amendment of the candidate’s interview score. Candidates will not be able to resit the interview at a later date.
3.6 Advice to unsuccessful candidates
Where requested, GP Synergy will provide standardised advice to unsuccessful candidates about general interview performance.
4. Supporting documents
Print Me 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
Click here - further resources in telehealth
AHPRA Telehealth Resources
Telehealth guidance for practitioners
MDO telehealth information
Other telehealth resources
Technology resources for COVID-19 and telehealth
Video consultation information for GPs by Professor Trish Greenhalgh
Telehealth toolbox (American site with useful resources)
MBS Telehealth factsheet_30 March 2020
AVANT supervision planning for remote supervision
Telehealth consultation template
GPRA telehealth Webinar 31 March 2020
BMJ article - Covid-19: a remote assessment in primary care
Print Me Training Location Obligations Policy
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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:
- Requirements will seek to address the primary healthcare needs of communities within our training boundaries.
- 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 three reasons:
- 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
- The registrar is meeting a significant community need in an area that does not meet GP Synergy’s training location obligations
- 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:
- 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
- the circumstances contributing to harm or potential harm, have arisen since the registrar accepted a position in AGPT, and
- 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.
3.3.1.2 Health conditions and applications for exemption
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.
3.3.1.3 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:
- 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.
- the registrar can demonstrate this need with significant evidence from the community
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.
3.3.3 Training location obligation exemption application outcome appeals
Please refer to the GP Synergy Grievance Handling Policy for the appeals process.
4. Supporting documents
Print Me Transfer Policy
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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.
GP Synergy transfer guidance document
Application forms
Print Me Visiting Medical Officer (VMO) employment information
VMO employment information and deed of variation for VMOs
Template deed of variation only (word version)