RCPCH ePortfolio (Kaizen) guidance for trainees

Paediatric trainees and your educational supervisors can use ePortfolio to record learning in all its forms and settings, and to monitor progress through the curriculum. It is is mandatory for all run-through and non run-through paediatricians in UK training posts.

Find out how to use it with our guidance and instructional videos.
Last modified
25 September 2018

RCPCH ePortfolio is your online portfolio. It facilitates your development, and offers structure and evidence to support your training. It is easy to use and stores everything you do in your timeline.

Log in to ePortfolio

RCPCH Progress in ePortfolio

Most trainees transfer from the 2010 curriculum to RCPCH Progress, as of 1 August 2018. We have worked hard to make the new curriculum as user friendly as possible in ePortfolio. Here are some tips:

  • We have mapped the tags from the 2010 curriculum to Progress. As they are substantially different, you may want to review your tagged events.
  • You can change a tag or add a tag to a previous event - see our help video. We advise you do not delete tags that have been moved unless necessary, as they are bulk grouped and deleting them will remove them all.
  • SLO means Specialty Learning Outcomes - this is only visible to Level 3 trainees undertaking a sub-specialty (Grid).
  • You cannot tag the illustrations in ePortfolio. They are for reference only to guide how you might demonstrate some of the key capabilities and learning outcomes.
  • Due to an earlier error, the 2010 generic curriculum has never displayed correctly in ePortfolio. You will need to re-tag anything tagged against the generic curriculum at the appropriate level. Please accept our sincere apologies.
  • New webinars will be scheduled for September and October giving more information on how to use the ePortfolio.

How to get an account

If you are a trainee paediatrician in the UK, you will need to be registered for training with us, as well as be an active member. Find out your membership / training type and apply.

If you need access with the RCPCH ePortfolio for a different reason, please contact ePortfolio@rcpch.ac.uk.

You can then access your ePortfolio by signing in to your RCPCH online account.

Your timeline

Your timeline hosts all of your activities in one place. This includes workplace assessments, reflective logs, skills logs, curriculum comments, training posts, supervisors added and ARCP (Annual Review of Competence Progression) forms.

You can also start your forms from this area to demonstrate your progress against your curriculum.

Your To do list

This is indicated by the red bell at the top of your screen, including the number of items pending.

It shows requests to complete assessments for other trainees, or assessments that have been returned by your assessors for your reflective practice.

Your dashboard and profile

This is your landing page. Within here you can create new events, review how many assessments or skills logs you have completed, see your details and read announcements from the RCPCH and Kaizen developers on changes to the system.

  1. A summary of your Training Programme, Training post, Locations and Supervisors as well as the dates which apply to these. This also contains any previous information on these and the dates which they covered. Also listed are your details, such as your GMC (General Medical Council) number, RCPCH number and email address.
  2. An overview of your curricula. You can click on title of the curriculum you wish to view, and see how many events have been tagged. Click on view to go to the Curriculum area and see what is tagged.
  3. Kaizen HQ. This has links to the new upcoming features and the new features on the system.
  4. Reports. These give you an overview of the assessments you have done since 1 August 2016 and if you have uploaded your Life Support certificates as an event. This now includes the ability to preview the events on your timeline.
  5. A summary of your Skills and Development logs in a graph.

Tag and bulk tag events

You can tag events.

You can also bulk tag events.

Update for Progress! You may need to manually re-tag past evidence so it best meets the new curriculum requirements, as you see fit.

Add a supervisor

  • Go to your dashboard
  • In Create new event, select Add your educational and/or clinical supervisor
  • Add a start date and end date to cover the period for which your supervisor needs to be connected with you. If you don't add a different end date, this will add them for one day only.

Send an assessment to an assessor

Once you have completed your part, you can send to your assessor.

  • From your timeline, select New event
  • Select Event type and choose an assessment
  • Complete all relevant fields (the mandatory fields are marked with a red star)
  • In Specify next responsible person, start typing the name of your assessor and select the right name (scroll down to see what to do if the name is not listed)
  • Click Submit to send to your chosen assessor

If your assessor is with you

You can select Fill in on the same device. The assessor section will display at the bottom of the event. They can complete their part and click Submit, which will send your assessment over to your assessor’s To Do list for authorisation. (They will need to log in to their account to authorise the event.)

Remind your assessor

You can click Remind to send an automatic reminder email to the assessor. This includes a link to log in and complete the assessment.

If the assessor's name is not listed

Most of the time, your assessors will have an RCPCH ePortfolio account, and you will be able to find them by name. It is important that you do this so that they get your assessment.

However if you cannot find their name, you can invite them to join RCPCH ePortfolio by entering their email address. They will get an automated email from no-reply@kaizenep.com.

We are aware that some Trusts are automatically filtering these emails. In these cases, please ask your assessor to speak with their IT department to allow these emails.

Multi source feedback (MSF) event

Add and access documents

You have a document library into which you can add documents. This might be necessary for a particular research project where you want to keep documents from other sources with your ePortfolio.

  • To manage your document library, select Documents from the top of the screen.
  • To add a new folder, select New folder.
  • You can upload documents and move these as you need to do so.

Send a trainee-led supervision report

This works in the same way as any other assessment you start.

You get the opportunity to refer to your workplace assessments and skills logs throughout the training post and demonstrate your progress against a PDP and your curriculum.

  • Select the form, Supervision - Trainee-led supervisor report
  • Complete your parts of the form first

For events

  • Right click on the screen and select print
  • Select the option to print or save as PDF

For reports

The system does not currently allow you to download reports to PDF. However, you can save each report as a PDF individually through your browser.

For example, in Google Chrome:

  • Right click anywhere in the event and select Print
  • Select Change
  • Change the destination to Save as PDF

Guidance - privacy and using ePortfolio

Introduction

The purpose of this guidance note is:

  1. to inform trainees and trainers of circumstances under which the College may be asked to disclose information held on ePortfolio to a third party without consent
  2. to provide guidance to trainees and trainers on how to enter information on ePortfolio whilst retaining the educational value.

Legislative background

There are two legislative frameworks which govern the way that we process data held on ePortfolio: General Data Protection Regulation (GDPR) 2018 and Medical Act 1983.

We are governed by the GDPR principles outlined by the Information Commissioner's Office (ICO) - see our membership privacy notice and the ePortfolio privacy statement below. To find out more about your rights, visit the ICO website or to make a request please contact the Data Protection Officer on information.governance@rcpch.ac.uk or writing to: Data Protection Officer, RCPCH, 5-11 Theobalds Road, London WC1X 8SH.

Section 35A of the Medical Act 1983 states that, for the purpose of assisting the General Council or any of their committees in carrying out functions in respect of a practitioner’s fitness to practice, a person authorised by the Council may require a practitioner or any other person to supply such information or produce such a document which appears relevant to the discharge of any such function. 

Disclosure of information

Under our legislative requirements, there may be certain circumstances where we are asked to disclose information to a third party without the consent of the data subject because a Data Protection exemption applies. It is important that you are aware of these:

  1. Under section 35A of the Medical Act 1983, the GMC may ask us to release information held on ePortfolio in a case of fitness to practice.
  2. We may receive a court order or coroners request to release information.
  3. The Police may request that we release information on ePortfolio for crime prevention purposes.
  4. We may be asked to release information by a patient subject access request, if the patient is identifiable.

Advice on using ePortfolio

  • Keep reflective notes, as fully anonymised as possible. Other practitioners, patients, parents and staff should not be named or be readily identifiable from the information you provide. For example, instead of referring to patient Jane Smith, refer to them as patient X. Never include the patient ID number or name. Avoid including date of birth (if necessary refer to the patient’s approximate age), addresses or any unique condition or circumstance of that patient which may allow someone to identify them when used in conjunction with other information they have access to. Occasionally it will be unavoidable as the condition of a particular patient will be unique, but try and minimise the patient identifiable information that you provide. 
     
  • Word the reflective notes in terms of:
    • Brief Description: what are you reflecting on? Outline the circumstance in general terms. Ensure that you anonymise data. You can describe a situation without including identifiable data. For example, use ‘patient x’ or ‘Dr S’ instead of names or patient numbers.
    • Feelings: what were your reactions or feelings to the event in general? Try not to be judgmental, both to yourself and others, particularly when your reactions and feelings are still raw.
    • Evaluation: what was the outcome? What was good and could have been done differently about the event?
    • Analysis: what have you learnt? What steps will you now take on the basis of what you have learnt? – This is the most important section and will allow the other sections to be brief, generic and unidentifiable. This section will demonstrate both the learning outcome and reflection.
    • Take advice from a senior, experienced colleague when writing reflection about cases that may be contentious or result in an investigation.

Most importantly, ePortfolio is an educational tool and not a medical record. It is important that trainees and trainers continue to participate openly and meaningfully with the appraisal process by continuing to use ePortfolio for genuine and detailed reflection that adds value to learning. However, this should be done without including patient identifiable or personal data. In the event you are referred to the GMC (a rare event, but more likely than a criminal prosecution), they will want to see evidence of refection. Good reflective learning will support you.

Over emotional reflections, written in the heat of the moment should be avoided, as should criticism of others or discussion of personal differences.

If you are unfortunate enough to be involved in an incident with a serious outcome, it is helpful to set out the narrative on paper immediately so that the events are recorded while still fresh in your mind, but formally documented reflection is probably better done after some consideration.

  • Data regarding trainees will be held by RCPCH for five years following achievement of certification of completion of training or five years after trainees have left the programme in line with GMC guidance and best practice. After this retention period, the records will be destroyed. If you need to retain any information after this period, you will need to ensure that you have downloaded the records.
     
  • If a request to release portfolio information is made directly to a trainee, advice should be sought from the Head of School or Regional Advisor and the Trainees Defence Society.
     
  • Reflections following a SUI are important but a detailed description of the incident does not need to be stored in the e-portfolio. For a trainee could reflect on an incident with their Educational or TPD. The discussion, reflection and learning points could then be recorded in the ePortfolio without a need to include the identifying clinical details either as a reflective log or using a workplace-based assessment tool such as Case Based Discussion.

Contact

For any help you need, queries you have or suggestions for improvements with your ePortfolio, please do contact ePortfolio@rcpch.ac.uk