If you're new to Portfolio Online, this article is for you.
To get started building the Royal College of Psychiatrists' ePortfolio, you'll need to register for a Portfolio Online account. You can choose from two types of portfolio, a Specialty Training Portfolio or a Non-training Portfolio.
Portfolio Online is free for registered members, affiliates or pre-membership psychiatric trainees of the Royal College of Psychiatrists. If you are not already a member of the College, you'll need to register as a member first. This is because we need your RCPsych membership number to give you a Portfolio Online account.
As part of the Portfolio Online registration process, you will be asked a series of questions such as the name of your Training Programme Director or named Educational or Clinical Supervisor. It's important that you add supervisors to your online portfolio as this is how they access the information they need to successfully fulfil their role. Supervisors new to the ePortfolio should read our article The Supervisor Role on Portfolio Online.
Once you're done registering for your Portfolio Online account, our 'Portfolio Advisor' will prompt you with what to do in your portfolio next such as add a new training level folder or add a career entry. If you're not in a GMC approved training programme, but use Portfolio Online to store activities for your annual appraisal, you'll need to add a new appraisal year folder for each appraisal year rather than training year.
Once you've finished setting up your portfolio & you've had your first meeting with your supervisor, you can request they write up notes about your induction meeting by requesting a review, or you can write up some notes yourself by adding an activity to your portfolio and using the 'supervision' proforma.
With the induction meeting all done, you'll have some agreed objectives with your supervisor and can start adding learning objectives to your online portfolio. These can be linked to the competencies in the curriculum you're following.
When the time comes for an assessor or supervisor to do a Work Place Based Assessment for you, you can request an assessment from them. Information about the College's multi-source feedback (MSF) assessment or '360 degree assessment' (called the 'mini-PAT'), can be found in the online article Undertaking a mini-PAT. If you want to know how many assessments you should complete at each level of training, have a look at the GMC approved curricula on the Royal College of Psychiatrists' website.
There'll be times when you'll want to record an activity in your portfolio other than one of the Work Place Based Assessments (WPBA). You can do this by adding an activity to your portfolio. This is how you add things such as reflections which can be used to demonstrate reflective practice or log a case. All activities, including assessments, can be organised into categories or be given tags.
With the exclusion of case logs, all activities including assessments, can be mapped to curricula. It's imperative in specialty training that you map activities to competencies because this is how you evidence competency. Find out more in our article mapping activities to competencies and in our video explaining mapping to the curriculum in Portfolio Online.
You will, of course, have regular meetings with supervisors. Notes from these sessions can be submitted by you or your supervisor in the same way as your induction meeting; by requesting a review. Other online reviews include the Psychiatric Supervisor Report, the ARCP Educational Supervisor Report & the Form R.
Every year specialty trainees undergo an Annual Review of Competence Progression (ARCP). Deaneries schedule the ARCP online for trainees and any past and upcoming ARCPs are displayed in a trainees's portfolio. Portfolio Online automatically populates ARCP Outcome Forms with any relevant data along with the folders & reviews that fall in the ARCP review period. It also gives automatic access to ARCP reviewers 14 days prior to a scheduled ARCP.
Deanery Administrators new to Portfolio Online might find the article The Deanery Administrator Role on Portfolio Online helpful.
If you need assistance using Portfolio Online our dedicated team are on hand Monday-Friday, 9-5 (excluding bank holidays). Mail us on firstname.lastname@example.org or call +44 800 987 1008. If you need help out of these hours, head to our online articles and guides at Building a Portfolio or watch out video tutorials on YouTube. We also post news, updates and advice regularly on social media, @PortfolioOnline on Twitter or @portfolioonline.co.uk on Facebook.
The Portfolio Online Team