How to Prepare for Audit

1. How to Prepare for Audit Claire Hardiman Chair of IPEM’s Professional Development Panel (PDP)

2. What is CPD? • Continuing Professional Development

3. CPD • Trust Appraisal, KSF and personal development plans (PDP) • Health Professions Council (HPC) state registrants must undertake CPD to stay registered and have now set standards for CPD • IPEM scheme-been around sometime and recently revised to fit with HPC requirements

4. HPC CPD • The emphasis of the HPC is • continued ability of the individual to maintain skills • develop within their scope of practice. • HPC use the term 'reflective practice' to describe CPD activity – "What have I learned that I can use to maintain or improve?" • important fact to record following the completion of any learning activity • attendance on a training course, • scientific meeting, • private study, • participation in a workplace discussion, • attainment of a National Occupational Standard • Testing of new equipment.

5. By taking part in scheme run by professional body Scheme run by employer or any other organisation Structure one’s own scheme CPD scheme should Be useful Relevant Help one to develop Has a structure that enable HPC standards to be met IPEM scheme meets requirements How to meet requirements

6. IPEM CPD Scheme • The Institute’s new CPD scheme has now been running since 2006. • The main changes to the new scheme • move away from a points collection towards 'learning outcomes' • wider range of topics which may be considered valid for professional development

7. IPEM CPD Scheme • Directs registrants to record learning outcomes, and therefore the quality of the CPD • Retains the ability to record quantity through the time spent on individual activities. • Useful for some registrants who use the IPEM scheme to record CPD activity for other purposes such as RPA2000 re-accreditation.

8. IPEM CPD Scheme • A further feature of the new scheme is its flexibility. • Although it has been designed to meet the requirements of the HPC • Scheme can be used by all members of the Institute whether scientists, engineers or technologists, in academia as well as in the health service. • Should be regarded simply as a vehicle to record development activity.

9. IPEM CPD Scheme • Members of the Institute who are regulated by the HPC are reminded that they must maintain a record of CPD. • Every two years from 2008 onwards the HPC will be auditing a sample of CPD records from those on their register. (2009/2010 for Clinical Scientists)

10. IPEM CPD Scheme • The beginning of 2007 was the date for return of the new Form D “Application for CPD Certification” • this form confirmed the registrant’s participation in CPD for 2006. • Signed by Registrant and line manager/CPD mentor • This form is currently being redesigned (www.ipem.ac.uk)

11. Selection for Audit • 31st January return of all completed Form D • IPEM randomly selects proportion of registrants for audit. • March - selected registrants receive a letter informing them of this decision and requesting a CPD summary. • Registrants will have 28 days from the date of the letter to return this summary to IPEM office. • If IPEM has not received this evidence within 28 days a reminder letter will be sent to the registrant, informing them that if the relevant information is not submitted within a further 28 days that they will be automatically pre-selected for audit the following year.

12. Why Audit? • In line with requirements of other bodies; e.g. UKEC and Science Council, an audit was carried out. • Inspections and audits are undertaken both • to enable advice and guidance to be given to individual registrants, • and enable evidence of good practice to be promulgated throughout the profession.

13. The “letter” • Those selected for audit of their CPD record were informed that : • The evidence required may be the Form C2 or equivalent and may be submitted in paper form or electronically • And that: • The audit process will follow the assessment criteria laid out by HPC (Pg.13 “Continuing professional development and your registration” http://www.hpc-uk.org/registrants/cpd/)

14. Form C2 Summary of CPD Activity (form currently under revision www.ipem.ac.uk)

15. You may even have filled in one of these. (form currently under revision www.ipem.ac.uk)

17. Selection for Audit • 67 lucky members registered on the IPEM CPD scheme were randomly selected for audit (5% of those registered). • 7 replied giving following reasons for non returns: • 4 on maternity leave during the audited period • 1 had left the profession • 1 had retired • 1 withdrew from the scheme • 7 did not respond despite 2 requests, these are to be pre-selected for audit of their 2007 returns (www.ipem.ac.uk) • 53 summaries were audited by the Professional Development Panel (PDP) on 22nd May 2007. • All returns were considered satisfactory

18. The returns were audited against the HPC standards (1-4) • Standard 1:Maintain a continuous, up-to-date and accurate record of CPD activities • Standard 2: Demonstrate that CPD activities are a mixture of learning activities (for full list see Appendix 1 of http://www.hpc-uk.org/registrants/cpd/ ) relevant to current or future practice. • Work-based learning • Professional activities • Formal/educational • Self-directed learning • Other • Standard 3: Seek to ensure that CPD has contributed to the quality of practice and service delivery. • Standard 4: Seek to ensure that CPD benefits the service user.

19. The Findings- Standard 1 • Standard 1: Maintain a continuous, up-to-date and accurate record of CPD activities • Very variable records • Some very clear, some very muddled • All acceptable • How to improve? • Activity should be spread over the year

20. The Findings- Standard 2 • Standard 2: Demonstrate that CPD activities are a mixture of learning activities relevant to current or future practice: • Work-based learning • Professional activities • Formal/educational • Self-directed learning • Other • Often not a good mixture of activities • Too much emphasis still on courses and meetings attended • A lot of other activities could be recorded which were not e.g. an attainment of a competency could be recorded as learning by doing under Work-based learning. • Form C2 has now been adapted to enable registrants to record their CPD under these headings.

21. Work based learning

22. Professional Activity

23. Mixture of activities • Professional activity • Lecturing or teaching • Member of special interest group • Representing the department/section at internal/external meetings

24. Formal / Educational

25. Mixture of activities • Formal/educational • Attending conferences • Courses • Updating engineering, technical and measurement skills • Manual Handling• Management development• Health and Safety• Communication skills• Quality assurance • Writing papers • Distance learning

26. Self-directed learning Other

27. Mixture of Activities • Self directed learning • Reading journals • Updating knowledge through internet • Other

28. The Findings- Standard 3 Standard 3: Seek to ensure that CPD has contributed to the quality of practice and service delivery. • Sometimes not clear how the activity had benefited themselves and the service • Benefits to Personal Development • Competencies • Improved understanding • New area • New role • Benefits to Service, leads to improvements in: • Accuracy • Efficiency • Patient care • Safety

29. Revised Form C2 - Summary of CPD Activity

30. The Findings- Standard 4 • Standard 4: Seek to ensure that CPD benefits the service user. • In the majority of returns this was not stated, but could be inferred in some cases. • In part due to the IPEM forms which need to make requirements clearer • To Service, leads to improvements in: • Accuracy • Efficiency • Patient care • Safety

31. Benefits to Service User

33. Revised Form C2 - Summary of CPD Activity

34. Observations from IPEM audit • Very variable records • Some very clear, some very muddled • Often not a good mixture of activities • Sometimes not clear how the activity had benefited themselves and the service • Rarely clear how the CPD had benefited the service user • In part due to the IPEM forms which need to make requirements clearer

35. What is missing? • Mixture of activities • Contribution to practice and service • Benefits to service user

36. Revised Form C2 - Summary of CPD Activity

37. Lessons learnt by IPEM. • Some suggestions of how learning outcomes and benefits can best be recorded. Forms to be redesigned to enable more relevant recording of CPD • Form C2 (Summary of CPD Activity),which is form recommended to be supplied for audit has been redesigned to better support recording of reflective practice and HPC standards • Guidance Notes revised to better support recording of reflective practice and HPC standards • Suggested format for future summaries

38. Relax • You probably have been doing a range of CPD activities, perhaps you just didn’t realise it!