IBMS Registration Portfolio Verifier Training Alan Wainwright CSci FIBMS Executive Head of Education alanwainwright@ibms.org

As a Verifier you need to: Understand requirements for registration Understand roles and responsibilities Understand purpose of the registration portfolio Establish benchmark of professional competence and confidence to practice 2

Consider – HCPC Statutory body for protection of patients Set legal requirement for competence in a defined scope of practice e.g. Biomedical Scientist State protected title Set standards of proficiency Approve integrated degrees Set Standards of Education and Training Audit compliance with CPD requirement

Registered Practitioners HCPC SoP are threshold level required to practice Practitioner defined as: Performing a range of complex clinical/scientific/technical procedures, accountable for their own actions and for staff that they direct or supervise. Most frequently in first jobs prior to specialisation.

Consider – IBMS Professional Body for Biomedical Science Define a Code of Professional Practice Set professional standards of practice Award professional qualifications Accredit degrees Define professional knowledge and skills Promote professional education and training Provide a CPD scheme

Consider - Individuals Undergraduate part-time fulltime with clinical placement fulltime without clinical placement Postgraduate ‘Returners’ Different experiences/abilities Varying needs

Education and Training Pre-Registration Education and Training How?

Considerations For pre-registration training As a trainer Awareness of what, why and how we do things Seeking to understand underlying mechanisms & rationales As a trainer What am I trying to teach/achieve? What are my resources? How can I do it? Is there a development activity (person/departmental) How do I measure success? Feedback

Biomedical Science Degree Core Subjects Human anatomy/physiology Biochemistry Microbiology Immunology Molecular biology/genetics Statistics and computing Instrumentation/Analytical Technique Specialist Areas Cellular pathology Clinical Chemistry Haematology Transfusion Science Medical microbiology Immunology Clinical Genetics Pathophysiology Biology of Disease Project Embedded Skills

Qualification Options Integrated (Applied BMS and HCS) IBMS accredited and HCPC approved routes where education and training is concurrent Classical Route (BMS) Accredited education & training separate Indirect Routes (non-BMS) Individually assessed degree supplementary education

Training Delivery Six broad areas of delivery that reflect the needs of the practitioner undergoing training. Environment, Facilities and equipment, Health and Safety Workload and staffing Quality Education and training Training documentation The Biomedical Scientist January 2009 page 40 - 41

How long will training take? Until competence is achieved and demonstrated Active training time dependent on local arrangements Ability of trainee Effort needed remains the same Be realistic! You are not creating a specialist practitioner

The Registration Portfolio

The Registration portfolio is A compilation of documentary evidence of education and training that together demonstrate the professional conduct, attitude, knowledge and skills of an individual against the HCPC Standards of Proficiency.

The Registration Portfolio Interpretation of the HCPC standards of proficiency Generic - all trainees/all situations It includes a Knowledge and a Competence component Evidences that trainee has met the competences required for registration Template for co-delivery of education and training

The Registration Portfolio A tool to showcase the work of a professional whilst showing development of competence Allows individuality of structure and personal development A reminder of what has been done Helpful at interviews Source of useful information

HCPC Standards Expectations of a health professional The skills required for the application of practice Knowledge, skills and understanding

HCPC standards translated BEHAVIOUR - professional individual in a multi professional environment APPLIED SKILLS – interpretation, assessment, critical evaluation and common sense PROFESSIONAL KNOWLEDGE AND SKILLS – the essence of biomedical science

COMPETENCE You must be able to: Perform analyses relevant to the routine sample under investigation using prescribed protocols applicable to your work placement or field of employment. Describe the underlying principles and limitations of the prescribed protocol relevant to the sample under investigation. (see also HCPC standard 3a.1)

Therefore competence is … A general description of the behaviour or actions needed to successfully perform within a particular [work] context (e.g. job, group of jobs, function, etc). Can also be thought of as: “fitness to practice” “fitness for purpose”

The signatures

The reflections Found at the end of each section Must be completed May be hand written (more personal)

Compilation An index/contents page Evidence provided in a single separate folder collect, select and reflect Sign and date individual evidence Sign and date Evidence of Achievement section (may be a range of trainers) Complete reflective log Check spelling!

Suggested Organisation Divide contents into sections personal information, certificates etc examples of evidence reflective statements Indicate on each piece of evidence the standard(s) to which it relates

Evidence 1. In house assessments Short answer questions set and marked by trainer Documented observed practical assessments Quizzes Short presentations

Evidence 2. Annotated material results printouts maintenance logs test requests incident reports NEQAS results Photomicrographs Presentations by third party

Evidence 3. Witness statements OR Objective observations that relate to a specific task or action that are independently written and verified by trainer OR Self witness statement written by trainee and signed and authorised by trainer

Evidence 4. Reflective logs A brief description of a process, incident or event undertaken by or involving the trainee accompanied by the personal thoughts of what has been learned and how this might be applied in the future to their benefit and that of their service users.

How is Training Verified? Completed Registration Portfolio Independent verification External verifiers (IBMS trained) External verifiers (University or IBMS appointed) Informal ‘interview’ Review of registration portfolio and evidence Laboratory tour Report Award of Certificate of Competence

The Verification Process Verifies there is evidence that can be mapped to each HCPC standard to verify: there has been training to assess the application of knowledge and skill to meet standards of proficiency competence is relevant and reproducible Allow 3 hours in total

1 - Interview with Candidate and Training Facilitator (15-20 mins) Verifier will ask a series of questions from a script, which is submitted as part of the report Type of hospital (DGH, teaching, etc.) Workload Staffing level Training support CPA status External collaboration Many of the responses will reflect candidate’s own experience Verifier checks laboratory documentation

Excerpt from verifiers report

2- Portfolio Verification (Max 90 mins) Undertaken by verifier on their own Should have a quiet room with refreshments Systematic review of portfolio and evidence Not an assessment of the individual but an examination of documentary evidence Evidence should verify assessments that demonstrate the HCPC standards have been met Check: Competences have been signed off Look for: Evidence of learning and skills with application to practice Not about evidencing a series of experiences!

3 - Tour of Laboratory (30 mins) One to one with candidate Not an independent examination Establish awareness of departmental function, tests and equipment Establish understanding of personal role Assess training culture

Practical demonstration is NOT required!

4 - Feedback Verifier feeds back outcome to the trainee and trainer (15-20 mins) May seek clarification on points of evidence if needed Report on renewal of lab training status (or not) Report on candidate’s suitability for registration Constructive comments provided to help candidate and lab to continue to succeed

Portfolio passes All sections of the portfolio signed and dated by tutors and/or trainers All standards supported by sufficient and relevant evidence Minor missing evidence provided during visit Portfolio supported by demonstration of knowledge during laboratory tour

Successful Outcome For the IBMS, the verifier will : Recommend award of IBMS Certificate of Competence to the candidate Licentiate membership Recommend Institute notifies HCPC of eligibility of candidate for registration Complete and send report to IBMS Registration Department Send copy to laboratory trainer

Portfolio referrals Not all sections of the portfolio signed and dated by tutors and/or trainers Absent, insufficient or irrelevant evidence for a number of standards Deficiencies in the portfolio not adequately addressed or rectified during the laboratory tour.

Unsuccessful Outcomes For unsuccessful portfolios, the verifier will: Identify the shortfall in candidates portfolio Agree deadline for the candidate to collect additional evidence that verifier will then review Complete and send report to IBMS registration department Send copy to laboratory trainer

Completion of Verifier Report Sent to IBMS within 1 week of verification Electronically, typed Clear, legible, auditable Personal and professional responsibility to candidate, HEI, Institute and HCPC Keep a copy

Verifier Feedback Should: Provide motivation and encouragement Be developmental not judgemental Encourage candidate to reflect on assessment Help candidate to improve performance Relate to marking criteria / standards

Laboratory Approval for Training

Laboratory training status Overall standards should be met if the lab is CPA accredited Specific requirements can be checked off as part of the informal interview and the laboratory tour

Training Approval Based on revised criteria and guidelines January 2009 - laboratories notified of changes - article in Biomedical Scientist March 2009 - return of self-assessment forms - approval of laboratory April 2013 - Laboratory approval process updated Registration Portfolio verification - Full approval (Registration)

Responsibilities Trainers/tutors provide education and training assess knowledge and competence Portfolio verifier reviews evidence, verifies training has been given and standards been met maintains professional knowledge and competence IBMS Issues guidance and defines criteria for verification Quality assures process

Quality Assurance Documents/guidelines sent out to verifiers on each occasion IBMS does not routinely provide feedback to verifiers but can on request Verifier report can highlights issues remedial action requested by IBMS audited by Education & Professional Standards Committee Laboratory report can highlight departure from guidelines advice may be issued to individual verifier or verifiers collectively Laboratory and verifier exchange reports to provide written feedback

Good Practice for Verifiers Good communication between yourself, laboratory trainer and candidate – check their understanding Organise paperwork BEFORE you go to verify Put others at ease but be professional - not too laid back! Stick to time – remember you are there to verify. There is no need for a fine toothcomb. Give feedback to all concerned Remember what you are there for

Conclusions Should be a good learning experience for everyone Should be the basis for good professional practice Process ensures consistency between disciplines and between laboratories Confirms IBMS/HCPC guidelines and criteria have been applied nationally Disseminates areas of good practice and highlights areas of unsatisfactory practice

Integrated Degrees Integrated degrees are not a sandwich degree Integrated degree verification organised by university not IBMS Actual verification process remains the same Same documentation (report & feedback form)

Integrated Degrees At time of verification student has not completed degree therefore certificate NOT issued Upon graduation university sends student details, verification report and feedback form to IBMS Certificate of Competence issued and details passed to HCPC

How to become a Verifier Criteria: Current Corporate member of IBMS Currently practicing in an IBMS approved laboratory HCPC registered Minimum of 4 years post registration experience as a registered practitioner Actively participating in IBMS CPD scheme Attended IBMS ‘training’ day Complete and application form and send to registration@ibms.org If you are attending this day, please complete the form and send through to the office to be put on our database.