The following article is to provide guidance and a reference for the setting up and administration of ARCP panel meetings. Further guidance is on linked articles to the left.
Viewing the information for a Resident Doctor
Seeing which Resident Doctors are due a panel review
Viewing panel meetings
First log into www.fishbase.co.uk and then from the dashboard click the Database link on the left.
NB: If you administer more than one Regional or Royal College Deanery, please ensure you are viewing the correct one. This can be changed under My account from the drop down menu under your name.
Then click the Panel meetings menu option.
This will take you to the Panel meetings page. Here you can filter to see meetings in the future or past and open and completed panel meetings. Clicking on View takes you to the page for that particular panel meeting.
On the panel meeting page you can manage both the Panel members and Panel subjects (the resident doctors).
Panel Members added to the panel meeting will be able to access the linked resident doctors portfolios using their own login credentials. Panel Members are automatically given access to the panel on FishBase 2 weeks before the meeting and access is removed 4 weeks after.
When resident doctors are assigned to the panel meeting, they will be able to view the date of their upcoming ARCP on the Training map of their portfolio. This is both as a lozenge in the Training map graphic and against the Review Period line below the Training Map (as below):
Adding a panel member role
To set up Panel Members/Chairs on a Panel, there are some conditions that need to be met in the database:
- The Panel member needs a Person Record, and to have been invited to create a linked FourteenFish account, or have their FourteenFish account linked
- The Person Record needs to have a Job recorded at the Deanery the Panel is for as either Panel Member or Panel Chair (or both if appropriate). Every role that doctor performs in their training/supervising and panel capacities, needs a Job set up at all the Deanery/Deaneries where they work
Visit the People page by clicking the option on the left hand side menu. From here either complete the people search and click on the person's name (if they are already on your database) or add them as a New person if not. Then, either once created or on their person viewing details page, you should see the following:
The example person above already has a role of Panel Member but to add them to a Panel as chair, the Job needs to be added. Click on New job and select a role of Panel Chair and the organisation should be your Deanery. You only get multiple Deaneries in the Job set up page is your administration role is at more than one Deanery.
NB: Panel members need to have a Job role of Panel Member and/or Panel Chair in your organisation (the Deanery) before you can add them to a panel meeting.
Creating a panel meeting
On the Panel Meeting page, click on New Panel Meeting at the top of the page:
Complete the meeting name and date. It is very important to add the Deanery Organisation this panel is for, so that you can access the Panel in the future (if you only have an admin role at one Deanery, this is pre-populated for you, as below). Be sure to Save the meeting details.
Then you can start to add the Members and resident doctors. Only resident doctors and Panel Members/Chairs in your Deanery can be added:
NB: Once you have created the panel meeting, you have easy access to this help guide from the top of the page by clicking Help for ARCP management.
Viewing the information for a Resident Doctor
As a Panel Member, from the relevant panel meeting page click on the resident doctor name to view their details.
This takes you through to the page to review all the portfolio information and evidence for the resident doctor. All training to date is accessible but the page allows you to access specific content and reviews etc, as needed by each Panel. You can see a testing account below, some information is not complete:
Completing the ARCP form
Deanery administrators and Panel Chairs can click Start to complete the review, which takes them to the ARCP panel form.
The form below opens and all parts need to be completed:
NB: You may see a pink banner with warnings at the top of the page, these do not block any outcome being assigned, or the ARCP being signed off, but are intended to prevent ARCP progression to satisfactory outcome if the resident doctor has missing training data:
The final stage is to rate the progress assessment:
This can be completed in stages by clicking Save for further editing at a later date. Once completed click Complete & Submit, for the review to go to the Chair to be signed off.
Once the form has been completed and submitted, if the Chair then visits the same page they will have the option to Sign off as complete. Once this is clicked, edits are still possible but the resident doctor is notified that they can view it via email and notification on the Dashboard page.
If they accept it and sign it off, then the form is locked and a PDF summary is created, no PDF or export is available before this stage. If for any reason the form needs to be opened again this can be done by contacting the exams team at your Royal College directly.
Seeing which resident doctors are due a panel review
Clicking on the Report link from the left hand menu takes you to the page where you can filter Resident Doctors and see which are due a panel review.
This page has various filters that you can search on.
Further information on this help article.
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