Pharmacy
The Pharmacy Vocational
Training Scheme
A guide through the VT
ePortfolio
Quality Education for a Healthier Scotland
Aim: To provide an overview of the VT ePortfolio.
Pharmacy
Objectives:
•
•
•
•
•
•
To demonstrate
Key sections within ePortfolio - Profile, Competencies, Forms,
Logs , Help and Resources.
How to use the Personal Library to upload evidence.
How to upload CPD records from the GPhC website to your
ePortfolio.
Examples of the logs and forms which are available in
ePortfolio.
How to receive Feedback within ePortfolio
and to provide an insight into the Resources section of the VT
ePortfolio
Quality Education for a Healthier Scotland
Introduction to ePortfolio
Pharmacy
•
ePortfolio is intended for those undertaking Vocational Training (VT)
who started the pharmacy vocational training scheme, from 1st January
2013 onwards.
• This programme allows trainees to develop and store the evidence they
need for their portfolio.
• Tutors are able to access the ePortfolio to review the evidence and
provide feedback prior to meetings.
• The aim of the e Portfolio is to improve the effectiveness of regular
meetings between tutors and trainees by providing information
remotely.
• All current forms and templates are available within the VT ePortfolio
- ‘logs or the ‘forms’ section.
• Care plans can be developed over time, saved and emailed to the
specialist for feedback.
• Various resources are available either as links to the NES website or
documents in the resource section.
Quality Education for a Healthier Scotland
Log in page to ePortfolio – both trainees and tutors will have a username and
password for their account.
How do we complete the portfolio?
E portfolio
This is where
you are
granted
access to all
of your
evidences,
logs, forms
competencies.
Quality Education for a Healthier Scotland
Pharmacy
ePortfolio Home Page - there is a drop down tab system at the top of the screen.
Profile – this tab allows you to look at and edit your: Personal Details, Our
Programme, Personal Library, Download Portfolio and My Filled Forms.
Pharmacy
E portfolio is
easy to use..
Drop down
menu from
the top tool
bar
Download
Portfolio –
ability to
send
evidence to
specialists!
Personal
Library –
upload CPD
records and
evidence for
your tutor to
see!
My filled forms
– shows any
completed
ticketed or
non-ticketed
feedback!
Quality Education for a Healthier Scotland
ePortfolio Home Page - there is a drop down tab system at the top of the screen.
Competencies – this tab shows all the competencies and standards which are
required by the trainee to achieve!
Pharmacy
These
competencies are
targeted for
pharmacists
undertaking VT2.
Quality Education for a Healthier Scotland
ePortfolio Home page - there is a drop down tab system at the top of the screen.
Summary over view shows an overview of the work completed, Ticketed
Feedback is how specialists give feedback, appraisal/meeting forms, completion
of section forms, target timeline (rarely used).
Pharmacy
E portfolio is
easy to use..
Drop down
menu from
the top tool
bar…
Messages,
quick links
such as SEA
and Audit,
resources,
personal
library…..
Quality Education for a Healthier Scotland
ePortfolio Home page - there is a drop down tab system at the top of the
screen. Logs - Trainees use Learning and Reflection logs as evidence and
can be seen as “mini CPDs”. Also in the logs section, the trainee can fill out
patient care plans and personal development plans (PDP).
Pharmacy
VT Care Plan
Learning and
Reflection Logs
PDP
Quality Education for a Healthier Scotland
ePortfolio Home Page - there is a drop down tab system at the top of the screen.
Help– this tab gives extra information to the trainee on how to use ePortfolio to
its full capacity.
Pharmacy
Blank Forms – gives
the trainee the
option to print off
the forms which are
within ePortfolio.
For instance, you
can fill out a Care
Plan using the Blank
and then upload it to
ePortfolio
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ePortfolio Home page - there is a drop down tab system at the top of the screen.
Resources - This where you can find webinars, documents and other educational
resources to guide and help you.
Pharmacy
Quality Education for a Healthier Scotland
Personal Library
Pharmacy
The Personal Library is used for uploading pieces of evidence to your
Portfolio as proof that you have completed certain tasks.
CPD records are excellent pieces of evidence that can be used to
prove that you are participating in ongoing learning and using the
SMART objectives.
Remember that any evidence uploaded onto ePortfolio should omit
certain information e.g. patient details, CHI numbers and doctor’s name
that could be traced back to a patient. Templates have been developed
and are available within ePortfolio to capture this information.
Quality Education for a Healthier Scotland
This is the Personal library section!
You can upload information, articles and evidence into folders. The folders need formatted and should be
organised before uploading pieces of evidence. Only empty folders can be deleted
Pharmacy
Organise folders
before uploading
info!
Can only delete
folder if contains
no files or
information. The
records need to
clearly labelled
with the codes of
the competency
framework.
The personal
library is for
storing CPD
records and
evidence that are
not available in a
pre-determined
format within
ePortfolio.
Click select
to choose
what file
you want to
upload
Clearly
labelled
folders!
Quality Education for a Healthier Scotland
Personal Library: How to upload your files!
Pharmacy
To upload your file….
Highlight the correct folder
(previously created) e.g. A
PERSONAL COMPETENCIES
Click on the SELECT button,
click on the SHARED option
or the PRIVATE option if it is
not ready to share.
Put the file name as the
description- be specific and
use a personal ref number.
Press UPLOAD FILE.
The file will upload into the
chosen folder within your
personal library.
Upload
file
button
Quality Education for a Healthier Scotland
Pharmacy
How to upload a GPhC CPD
record into your ePortfolio
Quality Education for a Healthier Scotland
There are several ways in which you can save a
CPD record into your Personal Library
•
Save as a web file using Internet Explorer (not
supported by Google Chrome).
•
Copy and paste the info from the CPD page into
a word document, save as a word file.
•
Save the CPD page as a PDF file and then
upload the file into your personal library!
The following slides show how to save the CPD page
as a web archive file page and then the process for
uploading the file into your ePortfolio.
Quality Education for a Healthier Scotland
Pharmacy
Continuing Professional Development - how to save CPD records as a
web archive onto your computer to be uploaded on ePortfolio. This is a
CPD record on the GPhC website.
Pharmacy
This is the CPD
record that I wish
to save in my
personal library
within my
ePortfolio
Quality Education for a Healthier Scotland
Continuing Professional Development - how to save CPD records as a
web archive onto your computer to be uploaded on ePortfolio!
Pharmacy
Save this CPD page
by clicking on’ FILE’
and ‘SAVE AS ‘
as you would to save
a word document but
save it as a WEB
PAGE e.g. Web
archive page.
Use the competency
framework code and
the topic e.g. A23
Equality and
Diversity and your
unique ref code
Quality Education for a Healthier Scotland
Continuing Professional Development – How to save CPD records as a
web archive onto your computer and then uploading them to
ePortfolio.
Pharmacy
Save as
a web
archive
file .
Save in one of your
files on your computer
and when you are
ready you can upload
several CPD records
into your e portfolio at
the one time
ePortfolio only support
the webpage as the
format of a single Web
Archive (*mht) that is
only supported by the
Internet Explorer.
Quality Education for a Healthier Scotland
Continuing Professional Development – How to save CPD records as a
web archive onto your computer and then uploading them to
ePortfolio.
Pharmacy
Example of saved
CPD records in a
computer file. Note
the form of file
saved.
Quality Education for a Healthier Scotland
Continuing Professional Development – Uploading CPD records onto
ePortfolio!
Pharmacy
Uploading to your
personal library .
Ensure that your
folders of screen are
set up correctly.
Ensure that the
various sections of
the competency
framework have a
folder and that each
is separate and NOT
a sub folder of
another one.
Folders that
you have
previously
created
SELECT
BUTTON
Description –
be specific
use your own
personal ref
number
based on the
CF codes
A23 E and D
ref A1.1
Shared
or
private
options
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How to ‘download’ your ePortfolio
Pharmacy
This is an excellent function which allows you to download evidence
from your ePortfolio into PDF format which then can be sent to those
who do not have access to your ePortfolio.
The only other person who has access to ePortfolio is your tutor.
Thus, this is useful when receiving training from a specialist or
someone who is not linked to your ePortfolio and you want to prove to
them that you have completed a certain competency or task.
This is the best way to share a piece of evidence and receive feedback.
Quality Education for a Healthier Scotland
How do I share a piece of evidence for
feedback?
Pharmacy
To show an individual who is not ‘linked’ to you such as a specialist or
trainer, who can testify that you have accomplished the task in hand.
‘Download e portfolio - select evidence for sharing – e mail to specialist
Generate a ‘ticket’
Specialist can then view piece of evidence and provide feedback via
the ‘ticket’.
Quality Education for a Healthier Scotland
Home Page – How to send evidence to a specialist
Pharmacy
This is how you
select evidence to
share with a
specialist....
Select Down load
portfolio tab....
Quality Education for a Healthier Scotland
Home Page – How to send evidence to a specialist
Pharmacy
After selecting
the link… You
reach this
page….
2. Any pieces of
evidence from your
current curriculum that
you have developed
…appear in this box
with a box to tick next
to the title of the
evidence….You tick the
box if you want to
select it … a bit like the
GPhC process for when
you select and submit
your CPD records…
1. If you have done an
e Portfolio before you
will need to select your
current Year or post….
4.Once the items are
over in this box you can
sort them using the ‘up’
and ‘down’ buttons…
so that the first item
you wish the specialist
to see is at the top….
Select the ‘make a PDF’
button and the
evidence will be
presented as the one
document, a PDF.
3.Once ticked you can
pull the piece of
evidence over to this
box….. And then sort
the pieces depending
on the priority….
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What do I link my evidence to?
Competencies
In Vocational Training (2&3) there are standards and competencies
which have to be fulfilled to complete the training.
When you think you have achieved a competency, then the
competency should be linked to a piece of evidence or a log and
reflection which could be seen by your tutor.
The tutor will then be able to sign off the evidence that corresponds to
the specific competency and provide comments.
Quality Education for a Healthier Scotland
Pharmacy
Some Programmes that are in ePortfolio. There are different competency
frameworks for different training e.g. PRPS (Pre-registration Pharmacist
Scheme), Vocational Training 2 and Vocational Training 3.
Pharmacy
List of
competency
frameworks
within e
portfolio
The Pharmacy
Leadership module is
a little outdated and
this should be
refreshed .
Quality Education for a Healthier Scotland
This can be used to help gauge how much evidence is still required to be collected
to complete the training for example Vocational Training 2.
INFORMATION
Pharmacy
Competencies linked to different forms of
evidence
A piece of evidence for can be ‘linked’ to
the curriculum. There is a button at the
bottom of the screen when you finish a log
/form...it asks you what you wish to link
the item to...
You can also link from the competencies
to a piece of evidence in your personal
library by clicking on the blue icon next to
the information icon ( See C24 on LHS of
the screen).
Quality Education for a Healthier Scotland
Linking from the curriculum to an item in your personal library. Click on the blue ico
Select what you wish to link the competency to e.g. Link with a File in The Personal
Pharmacy
Quality Education for a Healthier Scotland
This shows at the top of the page that competency A21 is linked to the VT2 update
Pharmacy
Quality Education for a Healthier Scotland
This is how the competencies and the pieces of evidence linked to a specific comp
The icon at the end of the row indicates that a piece of evidence has been linked to
Pharmacy
This icon
indicates there
is evidence
linked to the PI
The competency
tree…
See the
competencies that
have evidence
linked to them…
Useful for
planning and
identifying areas
that need
attention….
Quality Education for a Healthier Scotland
What forms are available to me?
Forms
Pharmacy
This tab allows the trainee to request ticketed feedback to be sent out
so they can receive feedback and confirmation of their
accomplishments from others apart from their tutor.
The appraisal and meeting forms allows the trainee to fill in and record
all the meetings they had with their tutors and trainers as well as the
comments and feedback from their appraisal.
The summary overview is the most used out of that tab and it provides
what the name describes – an overview of all the forms that have been
completed such ticketed feedback, witness testimony, appraisal
meetings and weekly meetings.
Quality Education for a Healthier Scotland
The majority of forms are editable.
Some forms have the ability to be saved as a draft prior to sharing
e.g. Aseptic services activity and reflection log, dispensing services
activity and reflection log, medicines information activity and
reflection log.
Some forms are editable even after placed in the ‘shared area’ e.g.
Personal development plan, record of completion form, VT2 rotation
record, VT action log and reflection log.
This function allows trainees to share their personal development
plan with their tutor prior to meeting and make any necessary
changes following the meeting.
Some forms are non-editable and cannot be deleted e.g. VT record
of meeting.
It is necessary for trainees to ensure that completed form is
submitted.
Quality Education for a Healthier Scotland
Pharmacy
How can I see a
summary of records within my e portfolio ?
Pharmacy
Using the Summary overview tab....
Using the Summary
overview tab provides
you with an over view
of evidence developed
and ‘shared’ to date…
Some may remain
private…
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How can I see an overview of the work
completed and ‘shared’ to date…..?
The different types of
evidence completed to
date is displayed…..
Quality Education for a Healthier Scotland
Pharmacy
What are Logs?
Logs
This tab offers the Learning and Reflection logs, VT care plan and
personal development plans (PDP).
It is these logs which form the bulk of what is considered as evidence
and are linked up with competencies that have been achieved due to
those actions described in the logs.
A Learning and Reflection Log are almost interchangeable with a
Continuing Professional Development (CPD) record. Difference being
that a CPD record are found and completed using the GPhC website.
Both have similar structures except that CPD’s are more detailed and
therefore it is acceptable for a CPD to be uploaded instead of
completing a Learning and Reflection Log.
Quality Education for a Healthier Scotland
Pharmacy
How do I receive feedback from others?
Feedback within e Portfolio
Tutors and Educational Supervisors are ‘linked’ with the trainee and
therefore can view records that have been placed in the shared folder
and can offer provide feedback.
However, Trainers cannot view the trainee records since they are not
linked specifically to a trainee.
Feedback can be offered the trainee linking a ‘comment’ to a specific
competence. The trainee then generates a ‘ticket’ which is e mailed
automatically to the trainer/specialist/tutor.
A Feedback form or witness testimony will be filled out by the
trainer/specialist to confirm that the trainee has achieved that
competence and also give feedback.
Quality Education for a Healthier Scotland
Pharmacy
Learning and Reflection logs – The set up of these logs are similar to CPD
records. These can be linked to a range of items such as assessments,
curriculum items, PDPs, files from the Personal Library, adding Comments and
Signatures.
L
Pharmacy
To
request a
ticketed
feedback
Quality Education for a Healthier Scotland
Personal Development Plans (PDPs) – these are to set out what you are planning
to achieve through the use of SMART objectives. These to can be linked to
competencies and professional standards.
Pharmacy
Quality Education for a Healthier Scotland
Vocational Training (VT) Care Plan – a paper copy can be printed off the blank
form sections which can be taken into the ward, completed and then uploaded
into the Personal Library.
Pharmacy
Quality Education for a Healthier Scotland
Here is an example of a log - this is the aseptic services activity log which is
completed during VT2.
Pharmacy
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This is the reflective section of the form for the aseptic services section for your
VT2.
Pharmacy
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This is the template used to record prescription information from dispensing
services (VT2).
Pharmacy
Quality Education for a Healthier Scotland
This is the Medicines Information (MI) activity and reflections log where you record
your MI enquiry details (VT2).
Pharmacy
Quality Education for a Healthier Scotland
What does the Help tab offer?
Help
This tab offers a range of support and aid if you have queries about
ePortfolio.
The Help section includes FAQs on ePortfolio and a Support tab which
gives you the chance to give feedback on the system.
The Blank forms section has a wide range of forms that can be filled
out and used within the hospital such as Care Plan forms. These are
useful if you are having difficulty in filling out the online forms and
instead you could download a Blank form, fill it in, scan it to your
computer and then upload it your Personal Library.
Quality Education for a Healthier Scotland
Pharmacy
This is an admin view of the various forms that are in e Portfolio
If the Care plan doesn’t work for you then you can use the word
document on the website instead and upload into your personal
library.
Pharmacy
List of
forms and
logs within
e portfolio
Quality Education for a Healthier Scotland
This is an example of a care plan. Care plans can be edited and be made into a PDF
within your ePortfolio. These can be then emailed to the specialist for comment
using the ticketed feedback system within your ePortfolio (VT2).
Pharmacy
Quality Education for a Healthier Scotland
What does the resource section offer?
Resources
The resources section offers a whole range of webinars, documents
and information which will help guide the trainee throughout their
training.
The resources section will be constantly updated so that the trainee is
provided with the most up to date training. This will include dates for
training events and updated modules.
Quality Education for a Healthier Scotland
Pharmacy
Resources section. This where you can find webinars, documents and other
educational resources to guide and help you.
Pharmacy
Resources
section
Links to website,
PDFs..... All info
is here....
Quality Education for a Healthier Scotland
These are the resources provided for VT2 guidance
Pharmacy
Listing of
resources
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Tips for Tutors
Pharmacy
As well as having the rights to the trainee’s ePortfolio they are also
expected to sign off pieces of evidence, add comments and signatures
as proof of confirmation.
When the trainee completes a section from their resources the tutor will
have to complete a “record of completion form”, which can be found in
the blank form section.
Quality Education for a Healthier Scotland
An example of a record of completion which is filled out by your tutor
Pharmacy
Quality Education for a Healthier Scotland
How do we add signatures to sign off evidence?
Pharmacy
The Links button is key to this…..
The trainee can link to the curriculum and it will
show in the competency listing as a piece of
evidence….
The Tutor/specialist can add a comment or a
signature….
Quality Education for a Healthier Scotland
How do I ‘Sign off ‘ evidence ?
Pharmacy
Using the electronic signature within e Portfolio
This is how a
piece of
evidence is
signed off
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As a trainer/specialist...
how do I add a comment?
Pharmacy
Adding using the links button....
Link to a meeting, a
competency, a file in the
personal library.
Add a comment or your
electronic stamp
(signature) – allocated by e
Portfolio
Quality Education for a Healthier Scotland
Aim: To provide an overview of the VT ePortfolio.
Pharmacy
Objectives:
•
•
•
•
•
•
To demonstrate
Key sections within ePortfolio - Profile, Competencies, Forms,
Logs , Help and Resources.
How to use the Personal Library to upload evidence.
How to upload CPD records from the GPhC website to your
ePortfolio.
Examples of the logs and forms which are available in
ePortfolio.
How to receive Feedback within ePortfolio
and to provide an insight into the Resources section of the VT
ePortfolio
Quality Education for a Healthier Scotland