Clinical Physiologists Registration Board

Professional Portfolio Guidelines

A professional portfolio is a record of your professional development as a clinical physiologist. The portfolio belongs to you, is maintained by you, and is your responsibility to keep up to date.

It can be used as part of an interview for a clinical physiologist role, as part of your performance review with your employer, and to demonstrate ongoing clinical competence and professional development for professional society membership or professional registration.

All queries about portfolios or audits should be directed to our Portfolio Manager via email: portfolio@cprb.org.nz

A professional portfolio template is available here which meets the minimum requirements for APC renewal by CPRB. A portfolio is the property and responsibility of it's owner, and may be organised differently or contain more than the following elements. The portfolio can be kept as a hard copy paper format,  saved electronically in folders, or in purpose designed portfolio applications (e.g. Mahara), according to personal preference. However it is kept, it must be made available on request to CPRB. The elements of this portfolio are:

1.     Curriculum Vitae

2.     Professional Declarations

3.     Professional Society Memberships

4.     Annual Practicing Certificates

5.     Continuing Professional Development (CPD) Activities


CPD minimum requirements

CPD is demonstrated via completion of learning outcome forms (aka CPD form), whereby registrants briefly reflect on the learning that occurred and demonstrate the learning outcome of the CPD activities they engage in. A one page summary describing the type of activity, date, and learning outcome should be kept for CPD activities where relevant learning occurred. 

CPRB has mandated a minimum level of learning activities in order for continuing issuance of an APC, however we encourage registrants to engage in reflective learning as often as possible. Learning should be directly related to your scope of practice. If you are registered in 2 or more scopes of practice, CPD should be undertaken over both scopes. CPD should also be appropriate for your level of experience in it's relevance and complexity. 

The minimum requirements are:

  • 1 Activity per year from Group A: Workplace learning
  • 1 Activity per year from Group B: Structured learning
  • 1 Activity per year from Group C: Self-directed learning
  • A minimum of 18 activities over a 3 year period
The portfolio may be requested at any time as part of the CPRB auditing process. In this instance, the prior 3 years of CPD activities, declarations, memberships, certificates, and an up to date CV will be requested.

Templates

Professional Portfolio Template: Professional Portfolio CPRB 2021.docx
CPD activities table: CPD Activity table 2021.docx
Learning Outcome form: 2019 CPD form template.docx

Portfolio Audits 2021- guidelines

Portfolios should now be uploaded directly to CPRB.

(For due dates after 31st May 2021)

Uploading a Paper-based Portfolio Organise your documents so that:

1)      CPD form is followed by its accompanying evidence
2)      Separate the forms for each calendar year into 3 bundles.
3)      Run the bundle through a document scanner to create a single PDF file for that year. Check the file size is < 20MB. If too large, split the bundle and re-scan.
4)      Repeat for each year. You should have 3 files in total.
Rename the PDFs for each year with an identifying filename. e.g. 2019 CPD
    Uploading an E-Portfolio
    For portfolio documents stored on computer files or in a cloud storage folder e.g. Dropbox, Google drive, Onedrive etc… or in a dedicated portfolio storage program:
    1) Ensure files are named as being group A, B or C and the year in the filename
    e.g. B – presentation from conference 2019 (this will keep all of the same group together).
    2) Ensure any CPD forms with evidences are scanned together as a single file. If they are 2 separate files you will need to ensure you upload the evidence immediately after the related CPD form so they appear together in order.
    Upload to your CPRB profile:
    • Login to the CPRB website at www.cprb.org.nz with your email and password.
    • Go to your CPRB profile by clicking on the link of your name in the top right corner. Click on 'Edit profile'.
    • Upload an up to date CV in the Document Upload section.
    • Check all your details are completed and correct.
    • Upload your CPD PDFs in the Portfolio Documents Section, under the correct year tabs.


    Notify the Auditor
    The notification emails sent at 3 months and 1 month prior will have a link (a green button labeled Register) to a short Audit registration form. This notifies the auditor that your portfolio is ready to be audited.


      New graduates, trainees or others enrolled in post-graduate qualifications: the same minimum number of CPD learning forms is required (18 over 3 years). You can include learning from the structured course you are enrolled in which has particular relevance to your practice as a Physiologist. As learning from structured courses is only one type of CPD activity (Group B), you will also need to provide evidences of workplace learning and self-directed learning (Group A and C).

      Audit Process

       If CPRB requests to see your portfolio as part of a routine audit, you will be notified by email. You will get 3 months warning, and a 1 month reminder. Read this carefully for specific instructions.

      Upload the previous 3 years of contents.

      •  e.g. CPD activities from the last 3 calendar years
      •  Professional society memberships from the last 3 years

      Do not upload:
      • APC Declarations - CPRB already has this information.
      • CPRB payment receipts - we already have this.
      • Full PowerPoint presentations or other extremely large file size documents. Print to Pdf.
      • Entire educational content of presentations attended – in general 1 page for an evidence is sufficient.
      • Performance reviews, bank statements or other personal documents.
      • Anything with patient identifiers.
       
      If you have not yet been practicing or registered for 3 years, send in what you have completed to date.
       
      If you have been on extended leave over that period of > 6 months (e.g. parental leave) inform the Registrar and an individual arrangement can be made.
       
      Audit Outcomes:
      •  Passed Audit – you will receive an email advising the audit was passed. It may provide suggestions or feedback to improve your portfolio.
      • Resubmission – you may be asked to provide more information.
      • Failed Audit – you may be given an opportunity to provide more information in a set timeframe, or a request to re-audit in 1 year with suggestions for improvement.
      Failure to submit or resubmit a portfolio when requested, may result in loss of your APC.


      Completing CPD forms 

      CPD forms are designed to capture the learning outcomes for you from a variety of educational resources and experiences.
      A form should only be completed if an activity resulted in learning that is relevant to your practice as a Physiologist in terms of appropriateness to your scope of practice, your level of experience, your ability to apply the learning to your practice.

      For example:
      A lecture is given by an industry representative about the latest technology available from their company, how to use it correctly, and how it differs from a prior version.
      • A new graduate may find this lecture too complex for their current understanding, and therefore not fill in a form. They may undertake further self directed learning on the subject to help their understanding, and fill in a form related to this (Group C - self directed learning).
      • A physiologist may find this lecture repeats a lecture they heard at a recent conference, so may not choose to fill in a form. They may however be reminded of a research study which they investigate to consolidate their knowledge at a higher level, and fill in a form related to this (Group C).
      • A physiologist may find this lecture very informative and helpful to improving their practice when using this company's equipment, and therefore they fill in a CPD form (Group B - structured learning). 
      • The industry representative may be a registered physiologist, and learnt new information when researching and preparing the lecture, so may fill in a form (Group C). They may practice their lecture in front of other registered colleagues, who in turn learn new information and fill in a CPD form (Group B - structured learning).
      • A Physiologist may use the equipment at a later time and encounter a clinical situation described in the lecture. They may review the situation with another colleague and apply the learning to resolve the situation, and having learned an important new concept, fills in a form (Group A - workplace learning).
      • A Physiologist may attend the lecture only to find it was not related to their current practice, therefore they do not fill in a form.
      In all situations except the last, the process of briefly revising the information learned while completing a CPD form, not only creates a record for the physiologists portfolio' , but improves retention of the information and therefore application of the learning in their practice. 

      As you can see, it is not required that a form is completed for every educational attendance. 
      Forms should directly relate to your individual learning, not only from structured learning such as conferences or lectures, but other learning from self-directed activity, or learning experiences in the workplace.
      If a lecture or paper is not relevant to your practice, is too difficult for your current level of experience, or information you already know thoroughly, then it is not appropriate to complete a CPD form.

      Portfolio Tips

      NO patient identifiers: Ensure that no documents in your portfolio, in particular presentations or case studies contain the name of any patient under your or another health professional’s care. All patient identifiers must be deleted or covered.

      NO staff identifiers: Where possible do not identify any other health professional without their written permission, or use a reflection of an incident or event to bring any other health professional or profession into disrepute.

      Organise CPD by calendar year.

      A, B Cs:  Within each year, group the types A B and C forms separately from each other. An activity can only be for one group  – not multiple groups.

      CV: Update your CV annually, and upload to your profile.

      Upload: Upload CPD documents to your CPRB profile in the Portfolio Documents section at any time. it will make a portfolio audit less stressful if most of the work is already done.

      Evidences:

      •  Keep with CPD form: File or scan evidences such as certificates with the related CPD form.
      •   No evidence? Get it signed: If no evidence can be provided, you must have your clinical supervisor sign the CPD form.
      •   Powerpoints – shrink!: For PowerPoint presentations you created, print to PDF with 6 slides/page. Do not send other’s presentations.
      •   Only 1 evidence needed: One type of evidence is sufficient, e.g. for a conference attendance either an attendance certificate, OR a program, OR a registration receipt is sufficient – not all 3.
      •  Keep it secure: Do not file bank account statements identifying your account number. Do not keep flight details and bookings, or accommodation receipts in your portfolio.


      Methods of Portfolio Storage

      When choosing how to store your portfolio documents, keep in mind how easy it will be for you to upload these documents to CPRB if you are audited. Your decision may also depend on what technology is accessible to you, for example, do you have access to a multipage document scanner, a Dropbox account, a photocopier scanner, PDF combining software. Choose a storage method that is both convenient for you as you collect forms, and convenient when you need to share the documents with CPRB.

      Portfolio documents must be able to be uploaded to CPRB. 

      You can upload documents to your CPRB Profile in the Portfolio Documents Section at any time, whether your portfolio is being audited or not. 

      Keeping a paper based Portfolio

      • The portfolio template can be printed, and pages 1-6 used as Section dividers.
      • Paper copies of any documents can be kept organised in each section.
      • Don’t use staples – you will need to scan it all one day if you are audited.
      • File CPD by calendar year.
      • Keep CPD evidences with the relevant CPD learning outcome form, not separately.
      • Within each year, group types A, B and C forms separately.


      Keeping an E-Portfolio 

      This is a paper free portfolio, with documents stored on a computer or cloud storage.

      • Make folders named after Sections 1-6.
      • Save CPD forms and evidences by calendar year.
      • Scan the CPD form together with the evidence in a single PDF file.
      • Forms requiring signatures, i.e. those with no evidence, must be first printed and signed, then scanned and stored. Electronic signatures are not accepted.
      • Consider file size – High resolution files are not required. Many PDF printers allow you to reduce the density. Files should be < 20MB.
      • Do not store photographs (jpeg, png etc…) of documents.

      • Name the files to stay organised, e.g. in the 2019 folder, label all A activities with a filename beginning with the letter A. 
       e.g.
      A – lecture by J Smith

      A – Training session 12.2.2019


      Copyright Clinical Physiologists Registration Board Inc.
      Powered by Wild Apricot Membership Software