Q1.
The Pharmacy
Vocational Training
Scheme Stages 2,3 & 4
Frequently Asked Questions about the
VT e Portfolio
Version 2.0
7th April 2014
Review date February 2015
18 March 2016
Q1. Who is the VT e Portfolio intended for?
The VT e Portfolio is intended for those VT trainees who started the Pharmacy Vocational Training Scheme,
from 1st January 2013 onwards.
Q2. How will this change affect the trainee who started before January 2013?
We are not expecting people who started before January 2013 to use the e Portfolio because this would
mean that they would need to transfer too much evidence from paper to an electronic format. They would
need to ensure that their evidence was in line with the version of the competency framework that is within
the e Portfolio. This may mean a lot of work for the trainee.
Q3.What does the development of an e Portfolio mean to both tutors and trainees?
The e Portfolio is a safe and secure system in which trainees will develop and store all of their evidence for a
particular training programme. Tutors will be able to access the e Portfolio to review the evidence and
provide feedback prior to meetings. This will hopefully improve the effectiveness of regular meetings
between tutors and trainees.
Q4.How do tutors and trainees get started with the e Portfolio?
Once registered, both tutors and trainees will each receive a username and password within 1 week after the
closing date for registration. To get started with the e Portfolio, trainees should review the various forms that
are available within the e Portfolio and the resources section where there is guidance to help get them
started. Within the Personal Library section, trainees should set up the folders as per the various sections
outlined in the competency framework and ensure that the folders are configured correctly. Please note that
once any of the folders contains an item, it cannot be deleted or reconfigured unless the folder is emptied
first. It is advisable for the tutor to access the e Portfolio and help the trainee if required.
Q5.If the trainee has used the e Portfolio previously (e.g. pre-registration year), will it be necessary to
change the username and password?
The same username and password should be used. Only those who haven’t used the e Portfolio will be sent a
new username and password. To view the next aspect of training, the trainee will need to be registered onto
the relevant training programme by NES Pharmacy staff. Once access has been granted they should on
entering the e Portfolio remember to select the training available for a ‘registered pharmacist’ in order to see
the relevant VT curriculum. The trainee will also be able to access any previous e Portfolio and as they
progress through training any further training undertaken using e Portfolio.
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Q6.What is available within the e Portfolio?
All current forms and templates are available within the VT e Portfolio either under the ‘Logs’ or the ‘Forms’
section. There are also Care Plans that can be developed over time, saved and then emailed to the specialist
trainer for feedback. Furthermore, various resources e.g. the Competency Framework that the trainee needs
to access are available as are links to the NES website and documents in the resources section.
Q7.Within the e Portfolio which forms can be saved for editing prior to finally being saved?
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.
On the other hand, some forms are editable even after placed within 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.
However, some forms are non-editable and cannot be deleted e.g. VT record of meeting. Therefore, it is
necessary for trainees to ensure that this completed form is submitted (shared) within their e Portfolio.
Q8.What information should be omitted from the e Portfolio?
All information e.g. patient details, CHI numbers and any healthcare professional’s names that could be
traced back to a patient should be omitted from the e Portfolio. Templates have been developed and are
available within the e Portfolio to capture this information.
Q9.How do the ‘action logs’ and the ‘reflection logs’ differ from CPD records?
The action and reflection logs are standard templates that have been developed to be stored within the e
Portfolio. CPD records, in contrast, are hosted externally by the GPhC and need to be uploaded into the
Personal Library section of the e Portfolio. The formats of each type of log are quite similar with the action
log being a record of an action/activity that has been completed while the reflection log and CPD records are
a record of proposed learning i.e. learning needs.
Q10.Are action and reflection logs (in e Portfolio) interchangeable with CPD records?
Action and reflection logs are just a much shorter version of a CPD record. It is fine to complete a CPD record
instead of an action log but not vice versa as we prefer a much more detailed reflection as depicted in the
CPD record.
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Q11.How are CPD records imported from the GPhC website into the e Portfolio?
There are various ways in which the CPD records can be imported from the GPhC website into the e Portfolio.
There is a presentation that covers this. One way is to copy and paste the CPD record into a word document,
save it in a folder and subsequently upload it into the e Portfolio Personal Library. Alternatively, you can save
the CPD record as a PDF, save it in a folder and then upload it into the Personal Library. However, this can
only be done if a PDF creator is installed within the computer. On the other hand, the CPD record can be
saved as a webpage and uploaded directly into the Personal Library. However, please note that the e
Portfolio only support the webpage as the format of a single file Web Archive (*mht) that is only supported
by the Internet Explorer.
Q12.Where are completed pieces of evidence stored?
The various forms will be stored within the relevant section within the e Portfolio. The competency can be
linked to the piece of evidence and displayed as a list. This will help the tutor and trainee to identify any
learning needs and help develop a personal development plan to cover the competency.
Most of your evidence will be saved in a standard format within the main part of your e Portfolio (Logs and
forms section of e Portfolio, where there are a variety of forms but also action and reflection logs). There will
be pieces of evidence that you wish to include that may not be in a standard format and available as a word
document that you have created. This evidence should be uploaded into the Personal Library of your e
Portfolio. We suggest that the Personal Library needs to be formatted carefully and outlined as per the
competency framework prior to any evidence being uploaded. This is because once a folder contains even
just one item; the folder cannot be deleted or reformatted unless it is emptied first. There is a presentation Development of your e portfolio and a Guidance document that details how to do this effectively.
Q13.How can tutors and trainees learn to develop an online portfolio?
In addition to the presentation and VT e Portfolio Guidance document , there is a recording of a webinar with
a specialist demonstrating the various aspect of e Portfolio. This is available online within the VT pages of the
NES website here. It is important for both the tutors and trainees to watch the recording before starting to
develop an e Portfolio.
There is also a sample VT2 e Portfolio available here for you to view.
Username: mcmillan4984
Password: olivermac! Please note that the competency framework within this
presentation is not the most up to date version.
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Q14.If the trainee has used the e Portfolio during their pre-registration training, is it necessary to view the
webinar and read the Guidance?
Whilst there are some similarities between both the PRPS and the VT e Portfolio there are some differences.
Therefore, it will be beneficial if the trainee can view the webinar and get up to speed with the VT e Portfolio.
Q15.Can trainees download pieces of evidence from the e Portfolio to share with others?
Yes, there is a function to download the evidence as a PDF within the e Portfolio. This function would be
particularly useful if trainees wish to receive feedback on a piece of evidence e.g. care plan/case study from
their trainers or other healthcare professionals that would like to see the evidence before providing any
feedback through the ticketed feedback system.
Q16. a) How do trainees receive feedback from the tutor or specialist trainer signing off the evidence?
The trainee’s tutor is linked to their e Portfolio and can view any ‘shared evidence’ and provide comment. For
other specialists and trainers there is a ‘ticketed feedback system’ within the e Portfolio. Without having to
receive paper copies of the evidence, the tutor will be able to provide feedback easily within the e Portfolio
by adding signature or comment for each Log or Form that has been shared. Please note that this can be
done by clicking on the ‘add link’ button below each Log or Form.
For other specialists and trainers there is a ‘ticketed feedback system’ within the e Portfolio. This enables the
trainee to send the specialist/trainer a ‘ticket’ (an online feedback form or witness testimony) from the e
Portfolio on which they provide comments. The individual will be sent a specific code via their email address
and asked to provide feedback to a task that the trainee has undertaken. With the specific code, they can
access the NHS e Portfolio to view the specific piece of evidence – they cannot view any other pieces of
evidence.
Please note that once a ‘ticket’ is issued it is only available for feedback for 28 days from the date of issue.
Q16. b) How do I select the items from my e Portfolio to attach to the e mail for my tutor/specialist to
provide feedback?
To select the pieces of evidence from your e Portfolio for the specialist/trainer to view, use the ‘Profile’ tab
at the top of the screen. Select the ‘Down load portfolio ‘ button and then the link entitled ‘ items from my e
Portfolio to make into a PDF...’
To create a PDF, select the items from your e Portfolio in the left box and click the >> arrow to move them
to the box on the right hand side of the screen. Select the "Make PDF" button. The items will then appear as
a PDF that can be saved as a file and then e mailed to the specialist/ tutor.
The tutor can then provide feedback on the form that they access via the ticketed feedback system.
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Q16. c) How are the various forms and logs ‘signed’ by the specialist/tutor?
The various forms and logs are ‘signed’ by the tutor using the Links button at the bottom of the page. This
provides the opportunity to provide either a comment or a signature by selecting the appropriate
‘Comments’ or ‘Signature button’. The piece of evidence should be shared with the specialist for feedback
using the ticketed feedback system as described above. The feedback from the specialist can then be linked
by the trainee to the relevant competency and this will then be able to be viewed as part of the evidence for
the competency. The tutor can then ‘comment’ or ‘sign’ this piece of and this would all be viewed as part of
the piece of evidence.
Q17.How do trainees receive feedback on a care plan/case study? (See also Q16).
The process that is used to get feedback from a specialist is the Ticketed Feedback Form process as
mentioned above. Any comments received by the tutor/specialist may then be detailed in the reflective
element of the care plan/case study or the piece of evidence edited and re saved and shared. However, it
may be good practice to also send them a Witness Testimonial form to complete when you finalise the care
plan/case study so that you get their final sign off.
Q19.Is there a care plan document that trainees can populate on the ward prior to populating in the e
Portfolio?
Yes, there is a word document within the resources section of the e Portfolio and available on the VT pages
of the NES website that trainees can print off and use on the ward after which they should copy the
information into the e Portfolio.
Within the e Portfolio the various sections of the Care Plan can be edited several times prior to completion.
Once complete they should be amalgamated using the software within e Portfolio and saved as a PDF
document.
As an alternative to populating the different sections of the care plan and then amalgamating, a word version
of the care plan can also be completed electronically and uploaded into Personal Library.
Q20.What evidence is required for each competency?
This detail is in the competency framework which is available within the resources section within the e
Portfolio.
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Q21. How do I link the evidence to a specific competency?
Trainees can link their evidence e.g. action or reflection logs, feedback forms, witness testimony, files that
have uploaded into personal library, to the competency framework within the ePortfolio. Within each ‘logs’
or ‘forms’, there is a ‘links’ button. By clicking the ‘links’ button, trainees will be asked what would they like
to link to that particular piece of evidence. To link to the competency framework, trainees should click ‘link
with a curriculum item’ and select the curriculum e.g. VT2. A list of performance indicators that has
incorporated within the competency framework will appear and trainees can add links to the performance
indicators that they have achieved within the particular evidence.
Q22. How can Locality tutors or Educational Supervisors ‘sign’ off sections of evidence as the trainee
progresses?
The Completion of section form can be used by the Locality tutor /Educational Supervisor to indicate that the
section of the e Portfolio is finished and in effect ‘signed off’ and ready for submission for assessment.
Q23. How should I navigate around the ePortfolio website?
It is recommended that you use the bar at the top of ePortfolio for navigation rather than the back arrow.
Some people have encountered problems when using the back arrow.
Q24. What is the best way to request a Ticketed Feedback from a trainer, tutor or educational supervisor?
Once you have clicked on to the Ticketed Feedback ePortfolio webpage via the Forms section you should click
on the "Request Ticket" option and the click on "Request New Assessment". You should then follow the
instructions to send a request to your tutor, trainer or educational supervisor as appropriate. If you have
evidence to submit at the same time you should send this by email at the same time.
Q25. Once a Log Entry has been signed off, can it be altered?
It depends of the entry however many cannot be edited once they have been signed by the trainee and the
trainer or educational supervisor so be careful not to sign them off until they are fully completed
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Appendix A: Forms within the VT e Portfolio
Forms
Feedback Form
Witness Testimony
Ticketed?
Section
Y
Y
N
Y
N
Forms > Ticketed Feedback
Forms > Ticketed Feedback
Forms > Appraisal / Meeting Forms
Forms > Appraisal / Meeting Forms
Forms > Appraisal / Meeting Forms
N
Forms
Forms > Completion
CMS Care Plan
N
N
Y
Y
N
N
N
N
N
N
N
N
N
Reflection Log
N
Record of Completion (MCQ Scores)
Personal development form
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
Additional Action Plan
VT Appraisal
Weekly Review Meeting Record
VT Record of Meeting
Record of Completion of Section
VT Rotation Record
Case-based Discussion (CbD)
Mini-Clinical Evaluation Exercise (Mini-CEX)
Action Record
Scribble
Case study log
Medicines Information Activity and Reflection
Dispensing Services activity and reflections log
Aseptic services reflection log
Aseptic services activity log
Declaration of own work
Care Plan: Clinical Management
Care Plan: Continuity Of Care
Care Plan: Current Medication
Care Plan: Factors Affecting
Care Plan: Investigations
Care Plan: Medical and Drug History
Care Plan: Patient Details
Care Plan: Pharmaceutical Care Plan
Care Plan: Reviews
Care Plan: TDM
Care Plan: Summary
Care Plan: Reflection and learning
Care Plan: Feedback Form
Logs > Learning and Reflection
Logs > Learning and Reflection
Logs > Learning and Reflection
Logs > Learning and Reflection
Logs > Learning and Reflection
Logs > Learning and Reflection
Logs > Learning and Reflection
Logs > Learning and Reflection
Logs > Learning and Reflection
Logs > Learning and Reflection
Logs > Learning and Reflection
Logs > Learning and Reflection
Logs > Learning and Reflection
Logs > Learning and Reflection
Logs > Personal Development Plan
Profile > Care Plan
Profile > Care Plan
Profile > Care Plan
Profile > Care Plan
Profile > Care Plan
Profile > Care Plan
Profile > Care Plan
Profile > Care Plan
Profile > Care Plan
Profile > Care Plan
Profile > Care Plan
Profile > Care Plan
Profile > Care Plan
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