This page covers (click links to skip to a section):
Navigating trainee information and evidence
Filling out the panel report form
As a panel member for an RCOphth ARCP meeting, you will first need to log into www.fishbase.co.uk.
It is advised to have an ARCP administrator present at the panel to make the administrative edits to the meeting in FishBase, as the panel reviews the trainee.
To the left of your screen click into Database, then Panel meetings.
On the date drop down list you will see the dates your are listed as a panel member. Select a date, and then click next to your panel for that day.
Check the panel members and trainees, then click on the name of the trainee you are reviewing:
Trainee details
The top of the page details the trainee's general training details. Check these are accurate, most important here is the CCT date.
The Panel meeting section shows past meetings, future meetings and members. This can be edited by the ARCP administrator. Unless Outcome 6 is agreed, the trainee should always be added to their future panel before the ARCP form is completed.
Navigating trainee information and evidence
At the top of the page there are links to Educator Notes, Requirements, Spread of entries, Progress, Search their entries, Exams and Reservations. These all give you searchable pages with overviews of trainee progress against the portfolio.
Links explained:
Trainee Details - takes you to the main database record for the trainee, if you have access to it.
Educator Notes - all notes left by Educators and admin across whole portfolio. View titles only or 'View in full'.
Requirements - these are the all the curriculum EPAs, listed against Level and review period and total training to date.
Spread of entries - allows filtering of all entries and assessments.by Review period and entry form type to see a pie chart and list representation.
Progress - focus on assessment forms completed. Filter by specific form or Review period.
Search their entries - this shows everything from the entire portfolio. Filter by Assessment, Learning log, feedback.
Exams - shows exam results.
Reservations - shows booked exams.
Following the Trainee's details (explained above) are expandable sections with details of the trainees portfolio of training.
The graphic is called the Training Map, and clicking on a lozenge expands the information for that element of training in the box below. Clicking More details in the bottom takes you to further information about that Level (Post), Stage of Training, Supervisor report, MSF, Exam or ARCP.
You can click into the lozenges on the training map or into the links from these sections to access further information about these. The information is the same and allows for how you prefer to access it (list or visual presentation).
The Before CCT section shows what the trainees needs to complete before Outcome 6 is considered.
Drop down sections explained:
Previous panel meetings - list of with links to past meetings and reports.
Posts - this details the 'Level' for New curriculum trainees and Stages 6 or 7 for Curriculum 2010 trainees. The posts locations are not specified on the portfolio, so all trainees are listed as 'RCOphthalmology'. There should be fewer Levels than Stages of Training.
Stages of Training - showing the trainees progression through the stages, with the date ranges for each stage. These should track closely to the Reports/ Training Review periods.
Training Reviews - this lists the review period under which evidence was gathered, that are completed with a Supervisor report prior to ARCP. Links to the full reports should you need to access these. They appear green on the Training Map.
Exams - shows exams listed as they are booked, taken and their results (pass or unsuccessful).
Multi-Source Feedback - lists the feedback collected across all training.
Mandatory training - Links to the most recent/up to date evidence for each training episode.
Revalidation dates - details the last revalidation for a trainee. Can be edited and updated as needed.
Filling out the panel report form
At the top of the The panel review page, click to Start to complete the review.
The form below opens, as a panel work through this to agree the details in the top section and complete any free text boxes requiring comments:
The second section of the form includes the outcomes and codes needed for this report. Select the appropriate outcome and from the codes select via the boxes (dots) the agreed reasons. These options change depending on the selected Outcome:
Completing the Report
As the form is filled out you can Save it to come back to later, and when finalised, you can Complete & Submit. The ARCP is then updated and the Panel Chair can complete the sign off.
To sign off the ARCP, you must be assigned as the panel meeting’s Chair and the form must be complete & submitted. Once you’re ready to sign, go to Database then Panel meetings. Click View to open a specific meeting, then click the trainee’s name.
You will see the Chair sign off at the end of the form – click Sign off this review to complete the sign off. The ARCP is then updated and the Panel Chair can complete the sign off.
Until the Chair signs off the panel can be updated however then the Chair signs off the trainee is notified and can access the report to complete their sign off.
When both trainee and Chair have signed off, only the RCOphth administrators can reopen a panel for edits.
Panel members access to the ARCP is removed 4 weeks after the meeting date.
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