Caoimhe's Registration Portfolio Verifications

Caoimhe's Registration Portfolio Verifications
12 February 2019
IBMS Registration Portfolio verifier, Caoimhe Quigley, took to Twitter this weekend to explain what she's looking for on her verification visits

This thread relates to the IBMS Registration Portfolio:

1: Layout: 90 minutes may seem like an eternity to a trainee waiting patiently/nervously but to the verifier the time flies by. Make the portfolio as easy to navigate through as possible. 1 lever arch file, index of evidence and all declarations included.

2: Layout: 1 page per polypocket. If your evidence is 3/4 pages long separate it out so it's all visible as the verifier looks through the folder. Taking things in and out of polypockets is time consuming and also we don't want to crease your good work.

3: Layout: Reference the evidence to the HCPC Standards (either on the evidence itself or in the booklet with your justifications). Not only will this help your TO to ensure all Standards are met, it makes it easy for the verifier too.

4: Evidence: Variety is key. Your TO will advise about suitability, appropriateness, level of knowledge required etc. But this is YOUR portfolio. Set Q&A's are great to confirm knowledge and understanding of a particular Standard/Topic/Principle.

5: Evidence: Examples may include: - case studies - competency / training records - audits - maintenance records - reflective learning statements - presentations - scenario based questions - annotated results.

*IMPORTANT * Must be appropriately annotated & reflected on.

6: Evidence: The verifier is there to confirm that all the required Standards have been met, not just by the trainee, but also to ensure the training lab's suitability for training.

7: Evidence: Handwritten v Typed? Personal preference is a little bit of both. Some will argue that handwritten adds authenticity, but there are plenty of opportunities to add notes and reflections throughout your evidence.

8: Evidence: Annotated maintenance records, EQA reports, worksheets, sets of results... Plenty of scope for something handwritten.

9: Evidence: You've put so much time and effort into your work that you want it to look pristine... We understand. But verifiers also need to see evidence of feedback etc. So if your TO asks for corrections/expansion on a piece of evidence, leave that in.

10: Evidence: Leaving in your TO feedback allows you to expand and reflect. Would you do something differently now? TO: your feedback must be more than a signature at the bottom of each page. Did you meet regularly with trainee? When? Show me evidence?

11: Evidence: Also don't be afraid to revisit your evidence to add further thoughts/information at a later date. E.g. You may have answered set Q's about a section before rotating through it. Add a little reflection on how your knowledge and understanding has increased.

12: Evidence: Your portfolio is a work in progress. Don't be afraid to show this. Learning is continuous. It's also an opportunity to for you to highlight involvement in any research projects, validation plans, mutlidiscipline case reviews, team meetings.

13: Evidence: Appropriately annotated photographs, diagrams, maintenance logs, EQA, risk assessments, competency assessments will break up a lot of text, so don't be afraid to include these.

14: Personal favourites: photographs of the trainee performing tasks. E.g. Air flow measurements in a safety cabinet, correct v incorrect use of PPE. Adds to the individuality of the portfolio and also highlights how the trainee integrated into the laboratory.

15: Tour: This really is your time to show the verifier how you have integrated into the laboratory. You've spent the last 12 months or longer there, this is your lab, be comfortable in it and lead the verifier in the direction you want to go.

16: Tour: Practice, practice, practice! Take a colleague around, then another one. You don't have to do the full tour with them (because that's cringe doing that with people you work with everyday), but by practicing you'll soon find the best way to present your tour.

17: Tour: "Ice Breakers" - point out fire routes & explain there are no scheduled alarms today. Grab a disposable lab coat for your verifier and explain clean and dirty areas if applicable. - describe authorised access to secure building (swipe cards, visitors book).

18: Tour: Chances are your verifier will be from a different discipline to the one you'll be taking them through. They may ask questions, sometimes because they've liked a piece of evidence and would like to hear more, sometimes pure curiosity as to how things work.

19: Tour: Sometimes if something wasn't clear in your evidence they may ask you to elaborate. Be honest if you don't know the answer but explain how you would find out the answer e.g. Consult SOP, ask senior member of staff.

20: Tour: Make it personal. Was there a section you particularly enjoyed? Was there anything challenging about certain procedures? Explain how you spent your time to the verifier, what did a normal day consist of.

21: Tour: The verifier isn't these to examine your knowledge. It's important to let them know that you are aware of what happens within in lab, why things are done in certain ways and how different analysers and techniques are used.

22: Tour: Don't be afraid of pointing out records with your name/initials on them. E.g. Maintenance logs and explain when and how you have contributed to this, EQA schemes that you have participated in and explain the significance of the returned report.

Good luck trainees!

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