cms bpt candidates guide 2015

Basic Physician Matches

Candidates User Guide

2015

1 | P a g e PMCV Computer Matching: BPT Match Candidates Guide 2015

CONTENTS BPT MATCHES

INTRODUCTION - PMCV .................................................................................................................................................. 2

BASIC PHYSICIAN TRAINING IN VICTORIA ....................................................................................................................... 2

BPT MATCH SCHEDULE OF DATES ................................................................................................................................... 3

COMPUTER MATCHING SERVICE .................................................................................................................................... 4

ELIGIBILITY CRITIERIA ...................................................................................................................................................... 4

REFEREE ASSESSMENT FORM PROCESS .......................................................................................................................... 5

CANDIDATES PRIORITY LIST (CPL) .................................................................................................................................. 8

UPLOADING YOUR CV ONLINE ...................................................................................................................................... 11

APPLICATIONS TO HOSPITALS ....................................................................................................................................... 12

THE HOSPTIAL SELECTION PROCESS ............................................................................................................................. 13

NOTIFICATION OF RESULTS ........................................................................................................................................... 14

HOSPITAL DIRECTORY BPT2 & BPT3+ ......................................................................................................................... 15

BPT MATCH APPLICATION CHECKLIST........................................................................................................................... 16

Disclaimer:

The material presented in this Guide is presented as an information source only and is correct at time of publication. The

information is provided solely on the basis that readers will be responsible for making their own assessment of matters

presented herein.


INTRODUCTION - PMCV

The Postgraduate Medical Council of Victoria

Established in August 1999, The Postgraduate Medical Council of Victoria (PMCV) supports the education,

training and career development of hospital medical officers in their first two postgraduate years, and those in

later years not in vocational training programs. PMCV has a number of subcommittees to facilitate the

objectives of PMCV:

Accreditation Subcommittee

Education Subcommittee

International Medical Graduates Subcommittee

Workforce & Planning Subcommittee

HMO Managers Subcommittee

For further information about PMCV, please visit the website: www.pmcv.com.au or email [email protected]

BASIC PHYSICIAN TRAINING IN VICTORIA

This Guide contains information about how to use the Computer Matching service to register for the Basic

Physician Training Match. You will find the Schedule of Dates, Eligibility Criteria, Referee Nomination Process, CV

Process and Notification of Match Results. A checklist is included at the end of this Guide. For further information

about participating Victorian Hospitals which offer BPT2 & BPT3+ training positions, please visit the Computer

Matching Services website at http://computermatching.pmcv.com.au.

The Department of Health published Consortium Guidelines for Basic Physician Training - Pilot Consortia Model in

2005. All BPT candidates should read the Guidelines before registering with Computer Match for BPT2 or BPT3+

positions. You can assess the Guidelines by visiting the Computer Matching website: How to Guide

(http://computermatching.pmcv.com.au/public/howto/index.cfm) BPT Match Consortium Guidelines.


BPT MATCH SCHEDULE OF DATES 2015

Date Process

Saturday 23 May

Medical Careers Expo

Medical Careers Expo, Skyline Room Melbourne Park Function Centre (Melbourne Tennis Centre)

Monday 01 June Match opens for:

Registration

Referee Nomination

Candidate Priority List (CPL) Submission (you can change your preferences until 18 August)

Upload of CV to PMCV Computer Matching website

Early June Health Service Application Processes Open

Please check exact date that hospitals/health services open for applications in the Hospital

directory

Tuesday 11 August Clinical Exam results are released by RACP

Friday 14 August Match closes for:

Registration

Referee Nomination

Upload of CV to PMCV Computer Matching website

Tuesday 18 August Last day to:

Submit Referee Assessment Form (last date for referees to complete online Referee Form)

Submit Candidate's Priority List (CPL)

Submit Applications to Hospitals/Health Services (please check Hospital Directory/Hospital websites for exact closing dates)

Wednesday 19 August Match Opens for Health Services to:

Access List of Candidates

Hospitals/Health Service access list of all candidates who have nominated that health service

on their CPL. (NB: Candidate preferences are not disclosed to health services).

Wednesday 19 August Friday 11 September

Hospital/Health Service Selection Process

Date Unknown Supplementary Clinical Examination Results released by RACP

Friday 11 September Match closes for:

Withdrawal From Match

Deleting/Reordering of Preferences (existing preferences only)

Monday 14 September

Wednesday 16 September

Hospitals/Health Services:

Hospital Nomination Form period (i.e. Health Services must submit list of candidates in rank order)

Thursday 17 September

Tuesday 22 September

Computer Match take place

Wednesday 23 September

10.00am

Match Results Available

Computer Matching results are available to candidates and hospital administrators via the PMCV

computer matching website (login required).

February 2016 General commencing date of employment at hospitals (including orientation period).


COMPUTER MATCHING SERVICE

INTRODUCTION

The Postgraduate Medical Council of Victoria Inc. administers the Computer Matching Service on behalf of the

Victorian hospitals who offer Basic Physician Training (BPT) positions and to candidates applying for these posts.

The Service is conducted at the request of the Department of Health, Victoria.

ELIGIBILITY CRITIERIA

Basic Physician Training 2nd Year (BPT2 Match)

Trainees applying for the 2nd year of Basic Physician Training should apply for the BPT2 Match. For most trainees

this will be their 3rd postgraduate year. However trainees, who have worked in positions which are not recognised

for Basic Physician Training, may be in their 4th or subsequent postgraduate year.

Australian/New Zealand -trained medical graduate holding "general" medical registration and completed

a minimum of 2 years fulltime medical employment post MBBS graduation; or

International Medical Graduate (i.e. Medical practitioners who have obtained their primary medical

degree outside Australia or New Zealand) holding "general" medical registration and completed a

minimum of 1 year of fulltime medical employment in Australia

Basic Physician Training 3rd year and above (BPT3+ Match)

Trainees applying for the 3rd year of Basic Physician Training should apply for the BPT3+ Match. For most trainees

this will be their 4th postgraduate year. However trainees who have worked in positions, which are not recognised

for Basic Physician Training, may be in their 5th or subsequent postgraduate year. Trainees who have completed

Basic Physician Training but have not yet passed the FRACP clinical exam should also apply for the BPT3+ Match.

Australian/New Zealand -trained medical graduate holding "general" medical registration and completed

a minimum of 3 years fulltime medical employment post MBBS graduation; or

International Medical Graduate (i.e. Medical practitioners who have obtained their primary medical

degree outside Australia or New Zealand) holding "general" medical registration and completed a

minimum of 2 year of fulltime medical employment in Australia


REFEREE ASSESSMENT FORM PROCESS

Introduction

The PMCV has a centralised referee collection and distribution process. All hospitals/health services participating

in the BPT Computer Matching Service have agreed to use a standardised Referee Assessment Form. In 2015, all

candidates participating in the BPT Computer Matching Service must ensure that THREE (3) of the standardised

BPT Match - Referee Assessment Forms are submitted to the PMCV Matching Service.

Process Overview

1. Candidates nominate referees via their account on the matching website (Referee Support area).

2. Referee automatically receives an email with link to unique URL.

3. Referee completes the form and it is saved at the Matching Website.

4. Hospitals/Health Services you have nominated a preference for have access to completed referee reports.

IMPORTANT:

You CANNOT nominate more than THREE (3) referees so please give careful consideration to your

choice of referees

PMCV DO NOT chase up referees to complete the Referee Assessment Form, it is your responsibility

to ensure your nominate referees complete the form on time.

Some emails can be lost to spam filters etc. Once you have nominated a referee online check with

them directly to ensure they have received the email.

PMCV can re-send referee email request (please email [email protected] if you

would like a Referee Assessment Form email request to be re-sent).

Who can complete Referee Assessment Forms

At least two (2) Referee Assessment Forms should be from Consultants. Registrar may complete one (1).

Where to get more information/advice on who to nominate as referee

If you are still unsure about who to use as a referee in the BPT Match please contact hospitals/health services

directly. The PMCV does not assess referee reports therefore we cannot advise you as to who is a suitable referee.

What information is needed when nominating referees

Referee's title Full name Phone number Current email address Position Held Hospital where Referee is currently employed

How to tell if nominated referees have completed the form

Once the Referee submits the online form, both the Candidate and Referee automatically receive an email to

indicate the form has been successfully submitted.

There is also a notice on your account to indicate whether or not a referee has completed the form (via the

Referee Support area).


Sample Referee Assessment Form email request:

Dear Dr Peter Referee

John Smith has nominated you as a referee in the PMCV BPT2 Computer Match 2015/2016.

The CLOSING DATE for submission of the Referee Assessment Form is 18 August 2015.

To complete a Referee Assessment Form for this candidate, please click here.

Once you have submitted the Referee Assessment Form online, an email will be automatically sent to the

candidate and to you, to indicate the form has been successfully lodged.

This is an automated email sent from the PMCV Computer Matching Service.

CLOSING DATE TO NOMINATE REFEREES 14 August

CLOSING DATE FOR REFEREES TO COMPLETE REFEREE ASSESSMENT FORM

18 August


Sample of the Referee Assessment Form

You have been nominated as a Referee, for a Candidate participating in the BPT Computer Match 2015/2016 (Candidate details below).

Please complete the Referee Assessment form below. Please note, that once the form is submitted, this cannot be edited or changed. Please

ensure that you have submitted this form by the closing date. If you were not aware that you had been nominated as a Referee for this

Candidate, or have any concerns in regard to completing the Referee Assessment Form, contact PMCV.

PMCV collects the information contained in this form for the purposes of conducting the Computer Match. It will not use the information for any other purpose. This form is confidential; however, it will be available to the appropriate Hospital Committees considering the appointment of the candidate. It may also be accessed by the candidate under the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

Important Dates

Closing date for receipt of Referee Assessment Forms: 18 August 2015

C a n d i d a t e D e t a i l s

Candidate: Peter Parker

R e f e r e e D e t a i l s The following details were entered by the Candidate.

Referee: Dr Peter Smith Radiology Consultant Austin Health [email protected] 040146484

Instructions to Referee:

1. Complete the details below; rating the applicant according to the criteria by selecting the appropriate option, mindful of the applicant's ability expected at his/her particular level of training. All questions are mandatory and must be completed. 2. Complete the declaration at the bottom of the screen, to declare that the information you have entered is correct by entering the date you completed the form (e.g 29/05/2014) 3. Click the "Submit" button, once you are satisfied that the information you have entered is complete.

In what capacity did this person work for you or is known to you?(eg. medical student, intern, HMO) *

Relationship to this candidate(eg Head of Dept, clinical dean ,supervisor )*

When? (year, eg. 2008)*

Would you be prepared to have this applicant work with you again?*

Yes No N/A

No of observed clinical encounters while this candidate was working with you?*

less than 5 5 to 10 more than 10

Additional Comments

Please select the appropriate areas.

Requires substantial assistance

(5% of population)

Requires further

development

Performance just

adequate

Consistent with level of appointment

Performance better than expected

Performance exceptional

(5% of population)

N/A Unable

to assess

CLINICAL COMPETENCY *

Knowledge base. Demonstrates adequate knowledge of basic and clinical sciences.

Clinical skills. Elicits and records accurate, complete history and clinical examination findings.

Clinical judgement and decision making. Organises, synthesises and acts appropriately on information; applies sound knowledge.

Self-awareness. Recognises limits of own skills & knowledge, and actively seeks feedback & assistance to continuously improve.

Procedural skills. Performs procedures competently.

VERBAL & WRITTEN COMMUNICATION SKILLS *

Patients and family. Interacts effectively and sensitively with patients and families / care givers.

Medical records / Clinical Documentation. Provides clear, comprehensive and accurate records.

PERSONAL AND PROFESSIONAL CONDUCT*

Professional responsibility. Demonstrates punctuality, reliability, honesty and self-care.

Teaching. Proactive in teaching other healthcare professionals, patients and/or care providers.

Time management skills. Organises and prioritises tasks in an effective manner.

Teamwork and colleagues. Works with and contributes effectively within a team.

Declaration

* I declare that the information I have entered within this Referee Assessment form is true and correct. Declared by: Dr Peter Smith Date:


CANDIDATES PRIORITY LIST (CPL)

Submitting your CPL

To submit your Candidates Priority List (CPL), login to the matching website and click on the Manage My

Application link from the yellow navigation bar at the top of the screen and select Edit My CPL

You can now select positions from the drop down menu. You must complete your Candidates Priority List (CPL) no

later than 18 August 2015.

It is compulsory for candidates in the BPT Match to rank all nine hospitals/consortia on their CPL.

Changing Preferences Between 19 August 2015 and 11 September 2015 you can alter your preferences or withdraw/defer from the Match. To change your preference; login, click on Manage My Application - Edit CPL to move preferences up or down. Withdrawing from the Match

Candidates wishing to withdraw from the BPT Match must do so by 11 September 2015. To withdraw from the

Match login to your account and click Manage My Application and Withdraw/Defer from Match.

Paired Candidates

If two (2) candidates wish to work together (paired) and obtain appointments at the same hospital or health

service, you are advised to first discuss this matter with the HMO Manager of the hospitals/health services

concerned. It is important that both candidates state this quite clearly on their application forms to any

hospital/health service in which they wish be so matched to. You should understand that if you are successful in

being appointed to the same hospital / health service as paired candidates that this does not guarantee that you

will receive identical rotations.

A candidate wishing to be considered as a paired candidate must lodge their Candidate's Priority List (CPL) and

both candidates must:

Enter the Candidate ID, Surname & Other Names of the person you wish to pair with

Have identical hospital preference listings


Job-Share Candidates

If two (2) candidates wish to work together in a job-share arrangement, they are must first discuss this matter with

the Manager of the Medical Workforce Unit of the hospitals/health services concerned.

It is important that both candidates state this quite clearly on their application to any hospital/health service in

which they wish to be so matched.

Any candidates wishing to submit a job-share application must lodge their Candidate's Priority List (CPL) and both

candidates must:

submit a separate Candidates Priority List (CPL)

select the option to apply as Job-Share Candidates

enter the Candidate ID, Surname & Other Names of the person they wish to job-share with

have identical hospital preference listings (same positions in the same order)

Responsibility of Candidates:

Find job-share partner

Discuss job-share intentions with Hospitals/Health Services

Apply directly to Hospitals/Health Services

Apply as job-share candidates via the matching website

Responsibility of Hospitals/Health Services:

Assess job-share candidates direct applications

Discuss job-share arrangements with candidates

If applicants are considered for a position, they are ranked consecutively on the Hospitals Nomination

Form (HNF)

Want to add your details to job-share register?

Please email Edwina Snowdon [email protected] with your name, contact details and provide permission

for your details to be shared with other candidates seeking job-share places.


CPL Status

After you enter your preferences your CPL status will change from Access Approved, to CPL Pending.

Once the PMCV has verified your eligibility and your application is approved for inclusion in the match, your CPL

status will change to CPL Approved.

CPL status must be CPL Approved to be included in the match (please note at peak times it can take 2-3 days to

approve CPLs).

CPL Status Definitions:

CPL Status Definition Participating in Match

Access Approved: Candidate has applied for access to the site but has not entered preferences

(i.e. CPL has not yet been submitted) NO

CPL Pending: Preferences entered (i.e. CPL submitted) Awaiting PMCV approval NO

CPL Approved: CPL submitted and CPL Approved for Participation in match YES

Withdrawn: Match application was withdrawn at the request of candidate NO

Deferred: Match application was withdrawn at the request of candidate NO

Not Eligible: Candidate applied to participate but did not meet the eligibility criteria. NO


UPLOADING YOUR CV ONLINE

As part of the Basic Physician Training Match all candidates are required to submit a current copy of their CV via

the Computer Matching website. The CV can be uploaded into the system as either a Microsoft Word document or

Adobe Acrobat PDF and can be up to 2 MB in size.

To upload your CV:

You need to be logged in your Computer Matching account using your username and password.

You can only submit your CV in either Microsoft Word (.doc and .docx) or Adobe Acrobat PDF (.pdf) format.

You can log in to the system at any time after the match open date (01 June 2015) to submit your CV

Your CV does not need to be uploaded at the time of ranking hospitals on your CPL, it can be attached at any

time up until the closing date (18 August 2015).

Note: You will only have one opportunity to upload your CV into our system, so please ensure that your CV is

complete and the correct file is attached.

To attach the CV enter the complete path and filename of the file to upload in the box below, or use the

'Browse' button to navigate to the file on your system.

After you have entered the path and filename, press the 'View/Upload CV' button.

After the CPL submission closing date (18 August 2015), all hospitals listed on your Candidates Priority List (CPL)

will have access to both your electronic CV and your three completed online Referee Assessment Forms.


APPLICATIONS TO HOSPITALS

As well as submitting your Candidate Priority List (CPL) via the Computer Matching website, you are also required

to make an application to each hospital you have nominated on your CPL. Hospitals require a range of information

(e.g. application form, application letter, etc.) and may offer an information session for you to attend. Please refer

to the Hospital Directory section in this Directory and ensure all hospital application requirements are met as

there are different selection criteria for each hospital.

Please note: You cannot participate in more than one match in one year.

If you would like to apply for positions in the BPT Match as well as applying for HMO2 positions via the HMO

Match, you will need to make a decision about which match you would like to participate in. It is suggested you

discuss your situation with the hospitals you are applying to. For example, seek advice from HMO Managers,

Directors of Physician Training, etc. if you need to transfer from either match, please contact PMCV on (03) 9419

1217 or email [email protected]

You can register for either HMO or BPT Match (NOT BOTH)

Discuss your application with relevant hospital staff (HMO Managers, Directors of Physician Training)

Apply for HMO or BPT positions directly to hospitals

Contact PMCV if you need to transfer HMO to / from BPT Match by 11 September 2015.


THE HOSPTIAL SELECTION PROCESS

Between 19 August 11 September:

Hospital Representatives (e.g. HMO Managers/HR/MWU staff):

Should have received your direct application (CV, etc.)

Login to Matching Website to access:

List of all candidates who have nominated them as a preference (DO NOT have access to your

preferences Candidate preferences are CONFIDENTIAL!)

Referee Assessment Reports

Most interviews will be conducted in this period (please note some hospitals/health services do not

conduct interviews)

THE HOSPITALS NOMINATION FORM (HNF)

After the closing date for change of preferences/withdrawals (11 September 2015) approved Hospital Admin users

login to the PMCV Computer Matching Website and submit their Hospitals Nomination Form (HNF). Hospital

Nomination Form is a list of candidates in rank order. Candidates are ranked on merit.

Between 14 September - 16 September:

Hospital Representatives:

Login to Matching Website and rank candidates on Hospitals Nomination Form (HNF)

How do hospitals determine where to rank candidates?

Individually determined by each hospital

Rank based on hospitals selection criteria which can include CV and cover letter, performance at

interview, referee reports etc.

HOSPITAL NOMINATION FORM (HNF)

For information about how the computer matching algorithm works, please visit the About Computer Matching area of the

website http://computermatching.pmcv.com.au/public/about/index.cfm.

RANK Cand ID Surname First Name Paired

4 888 Jones Sarah 771

919 Smith Michelle

6 799 Nguyen Ben

3 771 Clarke Paul 888

856 Lee Chin

5 647 Singh Praveen

2 901 Chen Sally

941 Carey Jess

1 983 Lee Ji

Any paired candidates / Job-share candidates are ranked consecutively (e.g. Paul Clarke and Sarah Jones)

Candidate not ranked

The person ranked at number one is the hospitals

most preferred candidate


NOTIFICATION OF RESULTS

Candidates who participated in the BPT Computer Matching Service can find out the results of the match via the Computer

Matching website from 23 September 2015. You need to:

Login in to your account

Click the Match Results Link from the yellow navigation bar at the top of the screen.

FOR MATCHED CANDIDATES:

BPT2 / BPT3+ Match Results:

MATCHED CANDIDATES:

If you have been successfully matched to a hospital/health service you will be presented with a screen showing

which to hospital/health service you have been matched, this hospital/health service will then contact you

regarding an employment contract etc.

FOR UNMATCHED CANDIDATES:

BPT2 / BPT3+ Match Results:

UNMATCHED CANDIDATES:

You will be presented with screen advising that you were not matched and if there are vacant hospital positions

you will be presented with a list of hospitals / health services who have unmatched places. You will need to make

contact with these hospitals / health services directly. Hospitals / health services who have unmatched places are

also provided with a list of unmatched candidates so they may contact you directly.


HOSPITAL DIRECTORY BPT2 & BPT3+

The table below sets out the hospitals in each consortium. The hospital(s) responsible for recruitment in each consortium

are in bold. There may be more than one hospital in each consortium who has responsibility for recruitment.

Compass 6 Alfred/ Peninsula

Consortium*

Greater Western

Basic Physician

Training Consortium

Central North-West

Consortium

Greater South

Eastern Consortium

Barwon Health

Geelong Hospital

Alfred Health

Caulfield Hospital,

Sandringham

Hospital,

The Alfred

Ballarat Health

Service

Austin Health

Austin Hospital

Heidelberg

Repatriation Hospital

Royal Talbot

Rehabilitation Centre

Bairnsdale Regional

Health

Central Gippsland

(Sale)

Calvary Healthcare

Bethlehem

Melbourne Health

Melbourne Extended

Care and

Rehabilitation Service

Royal Melbourne

Hospital

Bendigo Health Eastern Health

Angliss Hospital

Box Hill Hospital

Healesville Hospital

Maroondah Hospital

Peter James Centre

Mercy Hospital for

Women

(Werribee campus)

Goulburn Valley

Health (Shepparton)

Wangaratta Hospital Echuca Regional

Health

Latrobe Regional

Hospital (Traralgon)

St Vincent's Health

St Vincent's Hospital

Caritas Christi Hospice

St George's Health

Service

Mildura Base

Hospital

Western Health

Sunshine Hospital

Western Hospital

Williamstown

Hospital

Northern Health

The Northern Hospital

Broadmeadows

Health Service

Bundoora Extended

Care Centre

Craigieburn Health

Service

Southern Health

Monash Medical

Centre - Clayton

Monash Medical

Centre - Moorabbin

Dandenong Hospital

Kingston Centre

Casey Hospital

South West

Healthcare

(Warrnambool)

Peninsula Health

Frankston Hospital

Mount Eliza Centre

Rosebud Hospital

Albury Wodonga

Health

Wimmera Health

Care Group

(Horsham)

West Gippsland

Health Service

(Warragul)

Western District

(Hamilton)

Swan Hill and District

The sites in blue script are sites that will offer employment to BPTs and serve as base sites within the consortium

(unless other arrangements are made) and must all be ranked on your preference listing.


BPT MATCH APPLICATION CHECKLIST

Read the eligibility criteria section - ensure you meet the criteria prior to registering for the Match.

Registered for a username and password at http://computermatching.pmcv.com.au

Check the application requirements for each hospital you interested in.

Nominated 3 referees to complete the Referee Assessment Form (see How to Guide for more

information). Referees must be nominated before 14 August 2015.

Lodged an application with each hospital listed on your Candidate's Priority List (CPL) as per their

requirements. Hospital Applications close - 18 August 2015.

Logged in to your PMCV account and completed your CPL by 18 August 2015.

Read the regulations, code of conduct and privacy statement of the matching service in the About

Computer Matching area of the website.

Made sure your CPL has been approved (i.e. CPL Approved) before the closing date - 18 August

2015.

Follow up any pending referee reports. Referee Assessment Forms must be submitted by 18

August 2014 NO EXTENSIONS.

If you decide you would to withdraw from the match then you have logged into the website and

withdrawn by 11 September 2015.

Candidates, who have withdrawn from the match, checked that you have received a withdrawal

confirmation email.

After the match results are available, login and check (under Match Results) to see which

position you have been assigned to.

cms bpt candidates guide 2015

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