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

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

3. 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

4. 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

5. 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

6. 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)

7. 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

8. 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?

9. 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

10. 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

11. Tracking Trends

12. Tracking Trends (2)

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

14. Questions General enquiries & technical support
Mary Silcock,
Professional Advisor
Toni Lancaster,
Audit Manager