ePortfolio Audit Process OTBNZ Webinar Toni Lancaster, Audit Manager Mary Silcock, Professional Advisor 2 July 2019

Objectives Background Selection Process Conflict of Interest Deferrals What do we audit? Things to watch out for Possible Outcomes What happens next? Useful resources

Background Health Practitioners Competence Assurance Act 2003 Section 41 – 43 covers recertification programmes Board has set ePortfolio as its Recertification Programme Measures ongoing competency as an occupational therapist Reveals practitioners’ knowledge and skills Provides opportunity for personal feedback and suggestions Targets 20% of practitioners for yearly audit

Selection Process If you are on the register and have a current practising certificate then you may be selected for an audit. Develop a list of practitioners that meet this criteria: Remove all that have previously been audited Randomly select number required for the round Allocate an Auditor Notification sent to practitioners

Conflict of Interest A conflict of interest has the potential to undermine the impartiality of a person and/or a process; Recognise it Report it Allow us to manage it audits@otboard.org.nz

The definition of a deferral is the postponement of an action or event Deferrals The definition of a deferral is the postponement of an action or event It depends on the reason for your deferral as to the length of postponement Reasons: Extended Leave Not currently working as an occupational therapist Maternity Leave Illness (Personal or Family) audits@otboard.org.nz

What do we audit? All competencies have a current self-assessment Competency One includes a brief picture of your professional journey Feedback is obtained from a wide range of sources Peers, Supervisor, Manager, Clients Each competency has a goal Goals relate to your current position/practice environment Goals and development activities are connected Outcomes are written as statements of completed goals Goals that have been discontinued or put on hold are well documented Critical reflection shows consideration of impacts On practice, client groups and yourself

Things to watch out for Is your work history complete? Is there evidence that you are engaged in supervision? Your Supervisor must complete the statements of your engagement in ePortfolio Are all acronyms and jargon clearly defined? Does client-related information protect the individual’s privacy? Is there evidence of using ePortfolio over a period of time?

Possible Outcomes ... in this order… Practitioner meets the standards Practitioner is provided with guidance and feedback Given 10 working days to meet the standards If the standards are not met after 10 working days a referral is made to OTBNZ We provide an enabling and supportive process to educate and assist you to achieve your ePortfolio standards We work with you until you reach the standards required

What happens next? We document and record all actions taken in relation to each practitioner and by each Auditor Protecting an individual’s privacy is important and confidentiality is paramount Reports provided to the Board: Contain statistics only – no names, no registration numbers Time and costs of audit process Number of practitioners who passed at first attempt Number of practitioners who passed on re-audit Number of practitioners who passed with OTBNZ support Trends and any specific problems

Tracking Trends

Tracking Trends (2)

Useful Resources Competencies for Registration and Continuing Practice Code of Ethics ePortfolio Handbook ePortfolio User Guide Audit Standards Audit Tool OTBNZ Staff

Questions General enquiries & technical support enquiries@otboard.org.nz 0800 99 77 55 Mary Silcock, Professional Advisor mary@otboard.org.nz Toni Lancaster, Audit Manager audits@otboard.org.nz