Royal College of
General Practitioners

* Frequently Asked Questions

 

GETTING STARTED

01. What is my username? How do I change it?
02. How do I change my personal details?
03. I've forgotten my password
04. Are there any manuals?

 

USING THE ePORTFOLIO

05. Curriculum – What do I need to learn?
06. Declarations and Agreements - How do I sign them?
07. Educational Agreement : Trainees and Educational Supervisors - How does it get signed?
08. Supervisors, Trainers and Posts - How do I add them?
09. Supervisors and Trainers – How can I contact them?
10. How do I add meetings or appraisals that are not the six monthly review?
11. Reviews - When should they be completed?
12. Reviews - How to complete them?
13. Reviews - How to accept them?
14. Reviews - How can I view previous ones?
15. Self Rating - When should I complete it?
16. Self Rating - Problems completing it.
17. Self Ratings - Entered in the wrong review.
18. Learning Log - How do I create an entry?
19. Learning Logs - How are they linked to Competences and Curriculum?
20. Learning Logs  - Linking to PDP.
21. Assessments - How do I get them completed?
22. PSQ - How to do a PSQ.
23. MSF - How to do a MSF.
24. MSF/PSQ - How do I view the feedback and summary?
25. How do I add more MSFs to a released batch?
26. How do I record Out of Hours (OOH), CPR and child safeguarding requirements competences?
27. Skills Log and DOPS - read only
28. Final Self Rating with incorrect rating

 

SUPERVISOR & TRAINER HELP

29. Switch Roles
30. Reviews - Do I need to create one?
31. Creating or amending Reviews and dates
32. How do I obtain Ticket Codes for assessments?
33. If I validate a record my Trainee shares with me, does this mean I have deemed them competent?

 

TECHNICAL QUESTIONS

34. Compatibility with Internet Explorer, Firefox, Chrome and Safari
35. Compatibility with iPhone/iPad
36. Keeping parts of the ePortfolio private – Which parts and how do I do this?
37. E-learning/eGP not linking
38. Change Request
39. I have used up my storage space
40. How do I add a weblink?
41. Download the ePortfolio

 

CONTACT US

42. Further help required? Contact us

 

01. What is my username? How do I change it?

Your registered email address is your username. If you wish to change your username, please read the information below:

Trainees – you can update your username in My RCGP area of the website. Simply log in to My RCGP and click "Update my profile" to change your email address. Please note that this change will be reflected in your ePortfolio within 24 hours and you will not be able to use your ePortfolio for this period of time.

Trainers, Supervisors and Administrators – go to Personal Details in the left hand menu within the ePortfolio. To change your username, simply update your email address and click Save.

If you are unable to log in or no longer have access to your old email account, please contact Member Services login support helpdesk by calling 020 3188 7666.

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02. How do I change my personal details?

Trainees – you can update your personal details in My RCGP area of the website. Simply log in to My RCGP and click "Update my profile" to update your details. You can update most of your personal details, including email address, password,  security question and answer, phone number, address, and your national training number (NTN). Please note that all changes will be reflected in your ePortfolio within 24 hours.

Trainers, Supervisors and Administrators – Go to Personal Details from the left hand menu within the ePortfolio. You are able to amend the following details by clicking in the relevant field: Title, First Name, Surname, GMC number, Address, Telephone Numbers and Email Address. To change your password, please click the Change Password tab and enter the new password. The new password must have a minimum of 6 characters with at least one capital letter and one number.

If you need any further assistance, please contact Member Services login support helpdesk by calling 020 3188 7666.

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03. I've forgotten my password

Trainees - please use the Forgotten Password function in My RCGP area of the website.
Trainers, Supervisors and Administrators - please use the password recovery for trainers and administrators.

If you're having problems logging in, please contact Member Services login support helpdesk by calling 020 3188 7666.

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04. Are there any manuals?
05. Curriculum – What do I need to learn?

The RCGP Curriculum for Specialty Training is available and provides a breakdown of the Curriculum Statement Headings and Professional Competencies.

You can access this by selecting Resources (Top right hand side of the page)>Curriculum.

You will then see the options available.

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06. Declarations and Agreements - How do I sign them?

Instead of all declarations needing to be signed for every post, they now need to be signed as follows:
‘Probity: Professional Obligations’, ‘Health: Professional Obligations’ and ‘Educational Agreement’ need to be signed at the start of Training in a Deanery.
(Educational Contract has been renamed as the Educational Agreement.)

If you change Deanery, you will need to re-sign these.
You will not be able to enter Learning Log entries without these three being signed.

Your Educational Supervisor will not be able to start a review without countersigning the Educational Agreement (Instructions can be found in Item 7).

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07. Educational Agreement: Trainees and Educational Supervisors - How does it get signed?

Trainees: In order to countersign the Educational Agreement you need to ensure you have already signed it.

Educational Supervisors need to follow the instructions below.

  • Log in as Educational Supervisor. If you are both a Trainer as well as an Educational Supervisor use the Switch Roles functionality on the left hand side of the screen.
  • Click on ‘Select Trainee’.
  • Select the correct Trainee.
  • Select 'Summary' from the left hand menu and scroll down to GP Declarations.
  • You will then see 'Click here to sign'.

Once you have signed it you will be able to create a new review.

Please note you will only be able to do this if the trainee has already signed their agreement.

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08. Supervisors, Trainers and Posts - How do I add them?

Your Deanery is responsible for assigning your Supervisor's and Trainer's access to your ePortfolio. If, when logged in, you notice any of the following:

  • Missing post information.
  • Missing Educational Supervisor details.
  • Missing Trainer/Clinical Supervisor details.

You will need to contact your Deanery as only they can update/amend post details as well as your Supervisor and Trainer details.

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09. Supervisors and Trainers – How can I contact them?

Within the ePortfolio there is a message system which allows you to send messages to them directly. Go to Messages and select Compose.

Your Educational Supervisor and Trainer may also give you their phone number and email address to use in the normal way outside of the ePortfolio.

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10. How do I add meetings or appraisals that are not the six monthly review?

Your reviews should only be done every 6 months (or as advised by your Deanery in exceptional circumstances).

There is a section in the ePortfolio called Educators’ Notes. This section allows for Trainers, Clinical Supervisors, Educational Supervisors and Deanery Assessment Leads to enter comments in your ePortfolio. This includes notes about interim meetings that don’t fit easily anywhere else or additional information they feel is important that they can’t enter anywhere else. Each entry will be date stamped, with the name of the person who entered it and a subject.

Trainees will be able to view everything that is entered in this section.

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11. Reviews - When should they be completed?

Each Trainee must have a review every six months. The annual review needs to be completed in line with the dates of the Deanery Panels. These may be earlier than six months but the Deanery will advise you of the dates when the review must be submitted.

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12. Reviews - How to complete them?

A Review must be completed at least once every six months, including periods when the Trainees may be Out of Training e.g. on Maternity Leave, Sabbatical or long term sickness.

The Educational Supervisor's Review (ESR) pages must all be completed. They can be completed in any order by clicking on the relevent tab which will allow you to switch between pages. The exception is the final page 'Finish Review' which you can access by clicking on the 'Continue' button found at the bottom of the 'Competence Areas - Ed Sup' page.

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13. Reviews - How to accept them?

If your Educational Supervisor has sent you a digital copy of your ESR, for you to review and accept. You will see a message on your dashboard Notifications 'You have unsigned Reviews'. Click on this link to go to your “Review preparation” page which shows all of your reviews.

To read the review, click “View”. There are four pages for you to check: Competence Areas, Curriculum coverage, Skills log and Workplace based assessment. To sign the review, click “Unsigned”. This will take you to the final page of the ESR (‘Workplace based assessment’), where you will see the Accept/Submit button. When signing off a review you should get a pop up box with the message; ‘Are you sure you want to Sign Off this Review?’ 

It is imperative that you check the whole Review before you accept the review, once this has been accepted the review is locked and no further amendments can be done.
 

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14. Reviews - How can I view previous ones?

Select the 'Review Preparation' option from the left hand menu followed by the view button corresponding to the Review you would like to see.

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15. Self Rating - When should I complete it?

Trainees must complete their Self Rating at least one day before the End of Review Period date set by their Supervisor. The ratings must be submitted or the Educational Supervisor will not be able to complete the review.

Ratings cannot be edited once submitted.

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16. Self Rating - Problems completing it.

This can only be undertaken if your Educational Supervisor has opened a new review period. If a review period has not been created you will need to contact your ES and ask them to create one for you. Trainees need to submit their Self Rating at least one day before the end of review date.

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17. Self Rating - Entered in the wrong review.

If the trainee Self Rating is in the wrong review period we may be able to move these for you. If this is the case please fill in the following:

  • Your Full name:
  • GMC number:
  • Which review the Self Rating is currently in (date and type)
  • Which review you would like us to move it to (date and type)

Please make sure to include the date and type of review as it appears on your ePortfolio. (E.g. ST3-1 01/02/2011)

This request must come from the trainee.

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18. Learning Logs - How do I create an entry?

You can't create a Learning Log entry if the Educational Agreement has not been signed by the Trainee and Countersigned by the Educational Supervisor.

The "Probity: Professional Obligations" and "Health: Professional Obligations" also needs to be signed. Once you sign these you can create a Learning Log entry.

You only need a ES review for Probity: Convictions and disciplinary actions and Health: Regulatory and voluntary proceedings.

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19. Learning Logs - How are they linked to Competences and Curriculum

If you're a Trainee you can link Learning Log entries to Curriculum headings by opening log entries and clicking "Select Descriptors". You will be able to select a maximum of 3 descriptors. Click the "Save" button to finish.

Only Supervisors and Trainers can link the Learning Log entries to the Competence Areas. The log entry has to be shared by the Trainee in order for the Supervisor to be able to select 'Validate Evidence' from the top right hand side. A new page opens with the list of the Competence Areas, a maximum of three can be selected.

They also have the option to add/edit/amend the Curriculum Statement headings by clicking on the 'Select Descriptors' tab. This can be done even if the entry has been marked as 'Read'.

Please note that some browsers do not display the Curriculum tab correctly for Trainers and Supervisor, please try using an alternative browser if you're having problems with this page.

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20. Learning Logs - Linking to PDP.

In order for a Learning Log entry to be added to the PDP follow the instructions below:

•    The Trainee adds the Learning Log entry ensuring that there is data in all the boxes. The entry then needs to be shared.
•    The Trainee then opens the entry again and the option for ‘Send to PDP’ will appear.
•    The PDP screen will then open with the relevant sections completed.

PDP's can also be used to create a Learning Log by selecting the Send to Log icon

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21. Assessments - How do I get them completed?

Your Educational Supervisor and Trainer can complete an assessment, when they are logged in. They need to select ‘Evidence’ then click on the type of assessment from the summary line. There will then be an option to ‘Fill one in’.

Assessors who do not have an ePortfolio account can access the online forms once you create a ticket code and send the form to the assessor using the Notify Assessors link. You will need your assessors email address to do this.

You select Evidence from the left hand menu then the tab for the assessment you require. Click on 'Produce Ticket Code'.

The page will then open with the instructions and code for you to send.

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22. PSQ - How to do a PSQ.

PSQ – Patient Satisfaction Questionnaire

1. Patient satisfaction questionnaires should be printed out from the PSQ handout section under the trainee’s evidence. Make 45-50 copies.
2. Hand them out to patients for anonymous completion. On completion the patient should hand them to the practice reception.
3. When a minimum of 40 fully completed forms are received (possibly over a week or two) they are then ready to be entered on the ePortfolio by a third party; they must not be entered by the Trainee.
4. The trainee should then produce a ticket code to capture the PSQ data. The ticket code is valid for 6 weeks and the practice has 6 weeks in which to enter the PSQ forms.

To produce the table of results a minimum of 40 must be entered on the same ticket code

PSQ ticket generation

  • Login to eportfolio
  • Click on Evidence
  • Click PSQ
  • Click Produce Ticket Code
  • Either use the 'Notify Assessor' to send the code and instructions or copy and paste the page and email it to whoever is uploading the forms.

The link to submit the forms is http://trainee.gpeportfolio.rcgp.org.uk/assessments.aspx
When submitting the last form, please click "Submit form and batch for analysis" (this will close the ticket code and generate a summary of results).

5. Do not throw away the PSQs until you have completed your training as they may be required for auditing purposes, or re-submission if there are any technical issues.
6. Handout more than 40 as sometimes patients don’t complete them in full or mark questions ‘not applicable’ – as this makes the questionnaire invalid.
7. Once all the PSQs are captured the Educational supervisor can then release the results to the Trainee. Please note that it takes 24 hours to generate the results summary once all forms are entered in the system.
8. As with the MSF the review date must be set for the PSQ to be ‘releasable’.

PSQ's will normally take place as follows but please check with your Deanery for any local variations:

• Once during months 31 to 34 (Specialty Training Year 3, if in primary care).
Also, PSQs can take place in ST1 or ST2, if in primary care.
That is: once if GP experience is for 12 months, or twice if GP experience is more than 12 months.

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23. MSF - How to do a MSF.

MSF – Multi-Source Feedback

1. Trainee clicks go to Evidence section, selects MSF tab and clicks Produce Ticket Code.
2. They can email the instructions (these include the link to forms and the ticket code) or they can print the page out to handout to respondents. We recommend emailing so that ticket codes can be cut & pasted (they are case sensitive and this has caused some problems if the respondents typing in the incorrect code).
3. The Ticket Code is the same for all MSFs. They have to be completed online within a 6 week period (after the first ticket code was issued).
4. The Trainee should provide the Eductional Supervisor with the names of the people who have been asked to complete the form.
5. Once all the results have been returned the Educational Supervisor can add a comment and release the summary to the Trainee. Please note that it takes 24 hours to generate the results summary once all forms are entered in the system.
6. They cannot release the result unless a Review period has been set up.
7. MSFs must be completed by the assessors using the Ticket Code on the external assessments website http://trainee.gpeportfolio.rcgp.org.uk/assessments.aspx
8. The Trainee cannot enter these themselves (from paper copies).

MSF will normally take place as follows but please check with your Deanery for any local variations:

• During months 5 or 6 (Specialty Training Year 1) and then 2 to 4 months later;
 5 clinicians completing both questions.
• During months 28 or 29 or 30 (Specialty Training Year 3) and then 2 to 4 months later;
 5 clinicians completing both questions and 5 non-clinicians completing question 1.

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24. MSF/PSQ - How do I view the feedback and summary?

As a Trainee you will need the results to be released by your Educational Supervisor in order to view them.

Educational Supervisors please follow the instructions below:-

Trainers and Supervisors can view the submissions. Only the Educational Supervisor can add comments on the results and release them to their Trainees.

Log on to the ePortfolio as an Educational Supervisor. (If you have additional roles within ePortfolio you will need to use the Switch Roles function on the bottom of the left hand menu and select Educational Supervisor).

MSF
•    Log into e-Portfolio
•    Click on evidence tab located on the left hand menu
•    Click the MSF tab
•    Check that the status shows as 'Summarised', if it displays as 'Submitting' the process of collating the results will still be ongong and you will need to wait until the 24 hours have passed since the final form was submitted.
•    Click on Summary on the right hand side of the date of the Ticket Code.
•    Scroll to the bottom and add any comments as required in the box.
•    Select ‘release score to trainee’.
•    Click on confirm.
NB If the results are released no more forms can be added.
      If forms have been submitted on different codes they cannot be amalgamated.

PSQ

For PSQ results you follow the same instructions found above, except click on PSQ tab instead of MSF.
 
If you need assistance please contact the helpdesk on 0203 188 7655 between 9.00am and 5.00pm Monday to Friday.

Trainees :-
To view PSQs and MSF results please follow instructions below:-

As a trainee you will need the results to be released by your Educational Supervisor in order to view them. (See above).
•    Log on to ePortfolio.
•    Click 'Evidence' from the left hand menu.
•    When the page opens select 'All Years' from the 'Review Type' box
•    Click the MSF tab then on 'Summary' on the right hand side of the date for the relevant Ticket Code.
•    A new page will open showing the table of results.
For PSQ results you follow the above but click on PSQ instead of MSF.


If you are still having problems please contact the helpdesk on 0203 188 7655 during office hours.

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25. How do I add more MSFs to a released batch?

Once an MSF has been released by your ES you will no longer be able to add to that batch. 

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26. How do I record Out of Hours (OOH), CPR and child safeguarding requirements competences?

Out of Hours sessions are recorded in your Learning Log under the heading Out of Hours. You will need to share them with your Educational Supervisor.

For more information about CPR, AED, out of hours and child safeguarding requirements, please click here.

The information on Progress to Certification page will be only updated at your final review by your Educational Supervisor. When the Supervisor marks these requirements as Met at the last page of the final review, they will be "ticked" on your Progress to Certification page.

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27. Skills Log and DOPS - read only

DOPS have been discontinued and replaced by CEPS. The Skills log is also now available in a read only format. You can get further information regarding CEPS on our website - please click here to access it.

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28. Final Self Rating with incorrect rating.

If your final Self Rating has the incorrect rating and needs to be changed to 'competent for licensing' please fill in the following and send it in via Enquiries:

  • Your Full Name:
  • GMC number: 
  • Which review the self ratings are in currently (date and type)
  • What would you like us to change the rating to:

Please note we pass this on to our developers to update this is strictly done on a first come first serve bases.
Please do not send in more then one request and we are unable to action this via the telephone. 

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29. Switch Roles

If have multiple roles within the ePortfolio please use the ‘Switch Roles’ functionality on the left hand side of the screen and select which role you require. You will then see the name of your Trainee.

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30. Reviews - Do I need to create one?

Reviews only need to be created once. To check if a Review has been created always click on the 'Review Preparation' option first. The page will open with all the Reviews that have been either created or completed.

If the relevant Review is there you can open it to continue or complete it by clicking edit hyperlink.

As long as the Trainee has not accepted it you can edit all the information including Review dates and types (see item 31).

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31. Creating or amending Reviews and dates

For all but the very first Review the system will automatically set a date six months after the previous Review. If the date is incorrect it can be changed by clicking on the calendar box on the right of the date field.

A Review must be completed at least once every six months. This includes periods when Trainees may be Out of Training e.g. on Maternity Leave, Sabbatical or long term sickness.

Creating a New Review

For the first Review this can only be done if the Educational Agreement has been signed by both the Trainee and the Educational Supervisor (see item 7 on the FAQ list)

•    Log in as Educational Supervisor (the Trainer role cannot set up or complete Reviews).
•    Select the Trainee then click on Review Preparation from the left hand menu.
•    Click on Add New Review and fill in the four mandatory fields, including the Post details and Location.
•    Click on Save or Save and Continue if you wish to add more information.

The Educational Supervisor's Review (ESR) pages must all be completed. They can be completed in any order by clicking on the relevant tab and this will allow you to switch between pages. The exception is the final page 'Finish Review' which you access by clicking on 'Continue' at the bottom of the 'Competence Areas - Ed Sup' page.

If the Trainee has not submitted their Self Rating you will not be able to submit the Review until this is done.

Amending a Review Date or Type

To amend a Review date click on Review Preparation (If a Review has been set up with the incorrect date)

•    Click on the edit icon next to the relevant review to open it.
•    Select the 'Set-Up' tab (if it does not automatically default to the set-up page).
•    Click on the calendar box on the right of the 'End of Review Period' field and change the date as appropriate.
•    Scroll to the bottom of the page and click on 'Save'.

The type of Review can also be amended by selecting the dropdown and changing from the displayed one to the correct one.

If you need any more information, please contact our helpdesk.

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32. How do I obtain Ticket Codes for assessments?

Only a Trainee can generate a Ticket Code. To obtain a Ticket Code the Trainee selects the Evidence page followed by the specific assessment i.e. CbD, PSQ etc. The Trainee then clicks on the 'Produce Ticket Code' link from the line ' Request an assessor completes a form For this review'.
A new window will open with the Ticket Code, its validity period (six weeks) and instructions (see below).

Instructions for Assessors
The above doctor requests that you complete their assessment form. This assessment is continuous throughout general practice training. It is the responsibility of the Trainee to initiate the assessment of each clinical skill or procedure with the most relevant professional for each.

•    Go to: https://trainee.gpeportfolio.rcgp.org.uk/assessments.aspx
•    Enter the Ticket Code above in the Ticket Code box and press continue to form. The Ticket Code determines the type of assessment.
•    Enter your name, designation and GMC or NMC number (where applicable, for verification purposes).
•    Confirm your details are correct on the next page and then continue to the form.

There will be random checking of submitted forms to verify that they were submitted by the stated assessor.

Further guidance is available on the RCGP website.

You then need to email this to the assessor or print it and hand it to them.

Also see item 21 to learn more about completing assessments.

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33. If I validate a record my Trainee shares with me, does this mean I have deemed them competent?

In validating evidence, the Supervisor is confirming that the evidence is of good enough quality for others to use in making assessments of performance, i.e. that it relates to the chosen competency area and shows meaningful reflection. Validation does not imply that competency has been achieved.

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34. Compatibility with Internet Explorer, Firefox, Chrome and Safari

Please note that Internet Explorer 8, 9 and 10 is no longer supported by Microsoft as of January 2016 and ePortfolio is not compatible with these versions of Microsoft’s browser.

Safari browser is currently not supported.

There is currently no reported issues with Mozilla Firefox and Google Chrome.

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35. Compatibility with iPhone/iPad

The ePortfolio does not currently support access via iPads/iPhones and other devices running iOS. We have been made aware that turning off 'javascript' in the browser settings enables text entry to the ePortfolio but this workaround is employed at the user's own risk.

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36. Keeping parts of the ePortfolio private – Which parts and how do I do this?

Your messages and entries in your Learning Log which have not been shared are kept private by default and are visible only to you. Just leave the entry as unshared. All other parts of your ePortfolio can be read by officials from your deanery and whoever is currently linked as your Supervisor or Trainer.

Your Personal Library is also private.

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37. E-learning/eGP not linking

If your eGP modules are not linking to the ePortfolio, please ensure the modules are listed on the following link:

http://www.e-lfh.org.uk/media/187211/List-of-live-e-GP-sessions-May-2015-.pdf

Only modules on the list will be linked to the ePortfolio. Any others the trainee will need to enter it manually. If your modules are missing, please send us the Exact Session Ref, Session Title and module via ePortfolio Enquiries (we are unable to action this via the telephone) 

Please note that modules completed via the RCGP Learning and Essential Knowledge Updates (EKU) are not uploaded into the Trainee ePortfolio automatically and you will need to upload these manually.

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38. Change Requests

Please send your change request via Enquiries area in the ePortfolio. Please include the following information in your message:

•    Full Name
•    GMC number
•    The details of the request

You will get a support id number, which will allow us to track your query. Please note it might take up to 3-5 working days to process your request. As soon as a change request has been completed, we will contact you to let you know.

Please click here to send your change request via Enquiries.

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39. I have used up my storage space

Unfortunately we are unable to increase the amount of storage space available.

You can use an external file service such as Microsoft OneDrive, Dropbox and Google Drive to store your files. These sites have FAQs and help sections to guide you. You can then use the Web Links option to link your documents hosted on an external website to your ePortfolio as this does not use any of your ePortfolio storage.

We strongly recommend that you check the IT policy of your Deanery/LETB before using external websites as some Deaneries may not allow their use. 

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40. How do I add a weblink?

On any part of the ePortfolio where you have the option to upload documents, you can also upload web links. The Web Link functionality allows you to link files from external websites to your ePortfolio. You can use the option at any time, even when your storage allowance has been used. The main benefit of this function is that it won’t use up any of your storage allowance and any of the added web links will be treated as a normal library item (for example you can attach them to your learning logs). Please follow the instructions to use the web link option: 

• Please upload the file onto your chosen cloud storage. 
• Copy the link of the file (URL).
• Go to TEP to add the new item to the library.
• When you choose the option to upload a new attachment, cut and paste the web address into the web link field.

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41. Download the ePortfolio

All pages within your ePortfolio can be printed off individually and there is a printer friendly button towards the top of each page that gives you the page without the sidebar.

Other parts of the ePortfolio can be downloaded using the 'Download' function from the left hand menu. You can also download your Learning Log entries by going to your Learning Log and then clicking "Export All" button.

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42. Further help required? Contact us

The ePortfolio support team can be contacted using the following methods:

• You can send a message using ePortfolio Enquiries - click here.
• You can call 020 3188 7655 during office hours, Mon-Fri 09:00-17:00, except for Tuesdays between 15:30-16:30 when the Helpdesk is closed for brief training.

Please first check this list of Frequently Asked Questions to see if your query is included.

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