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Medical Graduate Recruitment
INTERNSHIP APPLICATION
USER GUIDE
2020 Clinical Year
27/03/2019; Version-2.0 TRIM | DOC14/4540
Table of Contents MEDICAL GRADUATE RECRUITMENT PATHWAY DIAGRAM ......................................... 1
INTERN RECRUITMENT ...................................................................................................... 1
HOW TO APPLY ............................................................................................................................... 2
APPLICATION DATES FOR 2020 CLINICAL YEAR ............................................................................. 2
WHO IS ELIGIBLE TO APPLY ............................................................................................................ 3
SUPPORTING DOCUMENTATION ...................................................................................... 4
SUPPORTING DOCUMENT CHECKLIST ........................................................................................... 4
GETTING YOUR DOCUMENTS CERTIFIED ....................................................................................... 6
RECRUITMENT PATHWAYS ............................................................................................... 7
KEY RECRUITMENT DATES ............................................................................................... 8
REGISTRATION PROCESS ................................................................................................. 9
STEP 1 – ELIGIBILITY ..................................................................................................................... 10
STEP 2 – PERSONAL INFORMATION ............................................................................................. 11
STEP 3 – EDUCATION .................................................................................................................... 12
STEP 4 – ADDITIONAL INFORMATION ......................................................................................... 15
STEP 5 – PREFERENCE SELECTION ................................................................................................ 16
STEP 6 – QUESTIONNAIRE ............................................................................................................ 17
STEP 7 – DOCUMENTATION ......................................................................................................... 18
STEP 8 – PAYMENT ....................................................................................................................... 20
STEP 9 – REVIEW ........................................................................................................................... 21
LAST STEPS .................................................................................................................................... 22
MANAGING APPLICATIONS AFTER PTAP CLOSING DATE .......................................... 23
NATIONAL INTERN DATA PROCESS .............................................................................. 24
NATIONAL LATE VACANCY MANAGEMENT PROCESS ................................................ 24
JUNIOR DOCTOR TRAINING PROGRAM – PRIVATE HOSPITAL STREAM (PHS) ........ 25
INTERN ALLOCATION ALGORITHM ................................................................................ 25
NETWORK AND ACCREDITED FACILITIES .................................................................... 26
INFORMATION FOR PART TIME AND JOB SHARE APPLICANTS ................................ 31
EXTENUATING CIRCUMSTANCES .................................................................................. 33
PRE-EMPLOYMENT CHECKS .......................................................................................... 34
TERM DATES FOR 2020 CLINICAL YEAR ....................................................................... 35
INTERNSHIP OFFERS – MYTHS AND MISCONCEPTIONS ............................................. 36
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MEDICAL GRADUATE RECRUITMENT PATHWAY DIAGRAM
INTERN RECRUITMENT
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Website http://www.heti.nsw.gov.au/nswinternship/
Email [email protected]
Phone (02) 9844 6562
HOW TO APPLY Medical Graduate Allocation in NSW is managed by the Medical Portfolio at the NSW Health Education and Training Institute (HETI). Applications for intern positions are completed online via the Prevocational Training Application Program (PTAP) – https://ptapplications.heti.nsw.gov.au/Login.
APPLICATION DATES FOR 2020 CLINICAL YEAR
Applications open - Wednesday 8 May 2019
Applications Close - Friday 7 June 2019 - 5pm
Please note: Applicants applying via the Rural Preferential Recruitment Pathway must complete an online application via PTAP as well as apply online at the JMO e-Recruit Recruitment https://nswjmo.erecruit.com.au/ Applicants must complete a separate application for each rural hospital.
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WHO IS ELIGIBLE TO APPLY Each eligible applicant will fall into one of the six priority categories of the NSW Health Priority list for intern recruitment.
NSW Health Priority List for Intern Recruitment for 2020 clinical year
Priority Category
Definition
1 Medical graduates of NSW universities who are Australian/New Zealand citizens or Australian permanent residents (Commonwealth Supported Place and Domestic Full Fee paying). This priority category is guaranteed an intern position in NSW.
2
Medical graduates of interstate or New Zealand universities who completed Year 12 studies in NSW who are Australian/New Zealand citizens or Australian permanent residents (Commonwealth Supported Place, Domestic Full Fee paying or NZ equivalent).
3
Medical graduates of interstate or New Zealand universities who completed Year 12 studies outside of NSW who are Australian/New Zealand citizens or Australian permanent residents (Commonwealth Supported Place, Domestic Full Fee paying or NZ equivalent).
4 Medical graduates of NSW universities who are not Australian/New Zealand citizens or Australian permanent residents and who hold a visa that allows them to work or are able to obtain a visa to work.
5 Medical graduates of interstate or New Zealand universities who are not Australian/New Zealand citizens or Australian permanent residents and who hold a visa that allows them to work or are able to obtain a visa to work in Australia.
6
Medical graduates of Australian Medical Council accredited universities with campuses that are located outside of Australia or New Zealand who are not Australian/New Zealand citizens or Australian permanent residents and who hold a visa that allows them to work or are able to obtain a visa to work in Australia.
CRITERIA PRIORITY CATEGORY
1 2 3 4 5 6
Aus/NZ citizen or Australian PR Y Y Y N N N
Graduates of NSW Y - - Y - -
Graduates of NZ or interstate university - Y Y - Y -
Year 12 in NSW - Y N - - -
Visa requirement - - - Y Y Y
Graduates of AMC accredited campus outside Australia
- - - - - Y
Y = Yes; N = No; dash (-) = Not Applicable
Please note:
Applicants who do not meet criteria in any of the six Priority Categories, will not be able to apply for internship via HETI.
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SUPPORTING DOCUMENTATION Applicants are required to upload certified copies of all documentation to support their applications. Before commencing an application, please refer to the supporting documents checklist. This checklist contains detailed information on the mandatory and additional documentation required by applicants.
SUPPORTING DOCUMENT CHECKLIST
University Completion Letter
Certified copy of a letter from the graduating university. The letter must include all of the following information:
Medical school campus where degree was undertaken
Applicant’s Medical Internship Placement Number (MIPN)
Applicant’s commencement date and expected date of completion of medical degree.
High School Certificate (if you are a Category 2 applicant)
Certified copy of NSW secondary school leaving qualification (not a statement of results) issued by the education department e.g. diploma, certificate, Baccalaureate.
Please note:
Applicants who have graduated in a previous year will provide a certified copy of their
medical degree.
Applicants studying medicine in New Zealand do not require an MIPN number on their
university completion letter.
Evidence of Australian/NZ Citizenship or Australian Permanent Residence
Certified copy of ONE of the following documents:
Australian Citizenship Certificate
Australian Passport
Australian Permanent Resident Visa
New Zealand Citizenship Certificate
New Zealand Passport
Please note:
Australian Citizens who do not have an Australian Citizenship Certificate or Australian Passport
can prove their citizenship by providing a certified copy of: Australian full birth certificate (if born
on or before 19 August 1986), OR Australian full birth certificate (if born on or after 20 August
1986) together with proof that at least one parent was either an Australian Citizen or Australian
Permanent Resident at time of birth.
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Applicants living in or outside of Australia
Certified copy of the following documents:
Current passport from country of origin – photo page
Please note:
Additional documentation may be required from some applicants.
Any applicant whose current passport has expired can provide the copy of their expired
passport provided it is within 12 months from the date of submission of document.
Aboriginal Medical Workforce pathway – Completed application form and certified
supporting documents that address the requirements as per Aboriginal Medical Workforce
Pathway procedure.
Extenuating Circumstances – Completed Extenuating Circumstances application form and
certified supporting documentation that address the requirements as per the Extenuating
Circumstances procedure.
International Medical Student on scholarship - Letter from scholarship funding agency that
confirms sponsorship AND provides you with clearance to undertake prevocational training for
2 years.
Change of Name certificate – required if all your documents do not have the same name as
your primary legal document. It is acceptable if your middle name is only on your primary legal
document and not on other documents.
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GETTING YOUR DOCUMENTS CERTIFIED Copies of ALL supporting documentation uploaded to PTAP must be certified by an appropriate official as listed below within the last 12 months and submitted with the application by the closing date. Applications with missing documentation cannot be submitted.
Please note: Names on applicants’ all supporting documents must be consistent. Any variation to names must be supported by a change of name certificate.
Supporting documentation must only be certified by the following officials:
Documents from within Australia will be certified by a Justice of Peace. Certification of a true copy of an original document by a Justice of Peace (JP) must include full name of the JP, JP registration number, date and signature.
Applicants from Queensland and Tasmania can have documents certified by a registered Justice of the Peace or Commissioner of Declarations of the States. Certification of a true copy of an original document by a JP or Commissioner of Declaration must include their full name, registration number, date and signature.
Applicants who are having documents certified in a country other than Australia must have documentation certified by a Notary Public within the previous 12 months. Certification of a true copy must include the Notary of Public seal, with their name, registration number, date and signature.
JPs/Commissioner of Declarations and Notaries of Public can certify electronic documents as per guidelines in their handbook. An immediate relative of the applicant or a person residing at the same address as the applicant cannot undertake certification. All certification will be checked by HETI against the Attorney General and Department of Justice registers. Find a registered Justice of the Peace in NSW http://jp.lawlink.nsw.gov.au/public/welcomePublic.do
To find a registered Justice of the Peace in all States and Territories in Australia
http://www.australia.gov.au/information-and-services
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RECRUITMENT PATHWAYS There are four recruitment pathways to obtain a prevocational training position in NSW. Applicants can apply through any of the four pathways depending upon their eligibility. These four pathways are:
Aboriginal Medical Workforce: This recruitment pathway provides support for Aboriginal and/or Torres Strait Islander medical graduates aiming to build the capacity of Aboriginal doctors in the NSW health workforce. For more information please click the link below: https://www.heti.nsw.gov.au/education-and-training/courses-and-programs/medical-graduate-recruitment/aboriginal-medical-workforce
Rural Preferential Recruitment: The RPR pathway is a merit based recruitment process that facilitates recruitment of rural cadets and other medical graduates to prevocational training positions in rural hospitals within NSW. For more information please click the link below: https://www.heti.nsw.gov.au/education-and-training/courses-and-programs/medical-graduate-recruitment/rural-preferential-recruitment
Direct Regional Allocation: The DRA pathway facilitates recruitment of medical
graduates to positions in regional NSW and outer metropolitan Sydney prevocational training networks. For more information please click the link below: https://www.heti.nsw.gov.au/education-and-training/courses-and-programs/medical-graduate-recruitment/direct-regional-allocation
Optimised Allocation: This is the main recruitment pathway and all eligible
applicants can apply via the Optimised allocation pathway. For more information please click the link below: https://www.heti.nsw.gov.au/education-and-training/courses-and-programs/medical-graduate-recruitment/optimised-allocation
Applicants can apply via one or more pathways. For detailed information on each pathway applicants must refer to the procedure for each pathway which can be found at - https://www.heti.nsw.gov.au/education-and-training/courses-and-programs/medical-graduate-recruitment
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KEY RECRUITMENT DATES Key recruitment dates lists all important dates for recruitment in 2020 including application opening and closing dates:
Monday 1 April 2019 Medical graduate recruitment information available on website
Wednesday 8 May 2019 Medical graduate applications open on HETI website
Wednesday 8 May 2019 Rural preferential recruitment applications open on NSW Health Jobs website
Friday 7 June 2019 Rural preferential recruitment applications close
Friday 7 June 2019 Medical graduate applications close at 5pm
Wednesday 26 June 2019 National Audit of Applications commences
Monday 24 June 2019 Rural Preferential Recruitment interview period commences
Friday 5 July 2019 Rural Preferential Recruitment interview period concludes
Friday 5 July 2019 (by 5pm) Rural Preferential Recruitment applicants preference deadline on PTAP and
eRecruit by 5pm
Tuesday 9 July 2019 (by 10am) Rural Preferential Recruitment hospitals ranking deadline on eRecruit by 10am
Monday 15 July 2019 National Offer Period 1 commences
Monday 15 July 2019 Aboriginal Medical Workforce pathway offers made
Monday 15 July 2019 Rural Preferential Recruitment pathway offers commence
Monday 15 July 2019 Direct Regional Allocation offers commence
Wednesday 17 July 2019 Optimised Allocation offers commence
Friday 2 August 2019 Last round 1 offers
Tuesday 6 August 2019 1st National Audit of Acceptances and Unplaced Applicants commences
Thursday 15 August 2019 Offer Period 2 commences
Friday 6 September 2019 Offer Period 2 closes
Tuesday 10 September 2019 2nd National Audit of Acceptances and Unplaced Applicants commences
Thursday 19 September 2019 Offer Period 3 commences
Friday 11 October 2019 Offer Period 3 closes
Tuesday 15 October 2019 3rd National Audit of Acceptances and Unplaced Applicants commences
Thursday 24 October 2019 Offer Period 4 commences
Friday 15 November 2019 Offer Period 4 closes – National Intern Recruitment Close Date
Tuesday 19 November 2019 4th National Audit of Acceptances and Unplaced Applicants commences
Monday 25 November 2019 –
Friday 20 March 2020 National Late Vacancy Management (LVM) Process
Please note:
HETI does not accept any late applications.
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REGISTRATION PROCESS To register on PTAP go to https://ptapplications.heti.nsw.gov.au/Login
Once you have clicked on the ‘Apply via PTAP application’ you will be directed to the screen below. In order to proceed with your registration you must read and accept the “terms and conditions”. You will then be directed to the “register” button.
Please note: Throughout the application process an asterisk (*) denotes a MANDATORY question - which must be completed in order to proceed.
Once you have registered and nominated a user name and password, you have unlimited access to enter and edit your application until the closing date for applications.
Click to apply for internship
Login back here with your user name and password
Click on ‘Register’
Click here to ‘change your password’ or if you have ‘forgotten your password’
Read and accept ‘terms and conditions’
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STEP 1 – ELIGIBILITY You will be directed to the following screen.
An email will be sent to the email address you provided. The email will contain your PTAP ID number which is made up of a four digit number, unique to an applicant, followed by a two digit suffix; for example 0123/20.
Ensure to use an email address that you will be able to access
until March 2020.
Click on ‘Next’ to proceed
Keep your ‘user name’ and ‘password’ safe to allow you to log back into your application
Enter details as applicable
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Please note:
Keep your PTAP ID number safe as this will be needed when corresponding with HETI.
Keep your user name and password safe as you will need this to log back into your
application.
If you forget your password, then you need to enter your user name and click on forgotten
password. An email will be sent to you with a new password.
Ensure that your email address and phone number is kept up to date on PTAP.
If you need to change your password click on ‘change password’.
Remember to click on ‘save’ on any changes you make in your application.
Locked out of your Account? Email - [email protected]
STEP 2 – PERSONAL INFORMATION
Once you complete the Eligibility page, you will proceed to the Personal information page. Complete this page by entering the relevant information in each field
Information required:
o Personal details (name, gender, date of birth, phone contact) o Home address o Postal address o Emergency contact details
Please note:
Names on all your supporting documents must be consistent with your application. Any
variation to names must be supported by a change of name certificate.
Ensure that your details are kept up to date on PTAP.
Throughout the application process you can also click on ‘Save & Complete later’ if you
wish to complete your application at a later time.
Once you have completed all the mandatory fields click on ‘Next’ to proceed to the next screen.
Complete later
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STEP 3 – EDUCATION You will then be directed to the following screen.
Information required:
o Secondary education o Medical school details o Intern Placement (AHPRA) Number o Applying via RPR or Aboriginal pathway o Visa details o Work eligibility
The document must be submitted according to the SUPPORTING DOCUMENTATION. Category 2 applicants must answer the following question as “Yes” and provide documents to support their claim.
Please note: From 2019, HETI will not be collecting evidence of English Language Skills as part of the PTAP internship application process. All applicants must ensure that they can meet the English Language requirements specified by AHPRA in order to obtain provisional registration. AHPRA standard available at https://www.ahpra.gov.au/Registration/Registration-Standards/English-language-skills.aspx
Applying via Rural Preferential Recruitment (RPR) Pathway If you wish to apply through the Rural Preferential Recruitment (RPR) Pathway, you need to refer to the Procedure on HETI’s website: https://www.heti.nsw.gov.au/education-and-training/courses-and-programs/medical-graduate-recruitment/rural-preferential-recruitment You also need to login to JMO e-Recruit Recruitment to complete a separate application for each rural hospital you wish apply at https://nswjmo.erecruit.com.au/
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The link for each application can also be accessed from HETI’s RPR webpage: https://www.heti.nsw.gov.au/education-and-training/courses-and-programs/medical-graduate-recruitment/rural-preferential-recruitment When you select ‘yes’ to applying via the RPR pathway, you will be asked to preference the Rural Hospitals in order of your choice. Rural Cadets – you will be asked if you are a rural cadet. You are a rural cadet if you have received funding for the last 2 years of your medical degree from the Rural Doctors Network (RDN).
Please note: You do not have to preference the RPR hospitals in the same order as you preference the networks in Step 5. They are entirely separate and independent of each other.
Use these buttons to Preference the RPR hospitals in order of
your choice
If you have been attached to a Rural Clinical School for 4 weeks or more than answer yes to this
Rural Cadets = funding received for last two
years of medical degree from RDN
Use these arrows to select and remove
hospitals
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Work Eligibility Applicants not holding a visa currently or holding an expired visa must enter the details of their last visa.
Once you have completed all the mandatory fields click on ‘next’ to proceed to the next
screen
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STEP 4 – ADDITIONAL INFORMATION You will then be directed to the following screen.
There will be additional Equal Opportunity Employment Questions at the end of this page. These questions are optional.
Please note
All applicants applying for extenuating circumstances must read the Extenuating Circumstances Procedure. https://www.heti.nsw.gov.au/education-and-training/courses-and-programs/medical-graduate-recruitment/extenuating-circumstances
Joint and Job Share applicants must be from the same Priority Category. Applicants must read the joint and job share section of the Medical Graduate Recruitment Procedure: https://www.heti.nsw.gov.au/education-and-training/courses-and-programs/medical-graduate-recruitment. Part-time applicants will be contacted by HETI following the application close date in order to determine if two part-time applicants can be paired.
International students on a scholarship are to provide a letter from the funding agency that provides sponsorship, providing clearance to undertake prevocational training in NSW for two years.
Once you have completed all the mandatory fields click on ‘Next’ to proceed to the next screen.
In this section text boxes will appear for you to provide
additional information if you answer yes to a question
Joint applicants must enter the PTAP ID of
their joint partner
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STEP 5 – PREFERENCE SELECTION You will then be directed to the following screen. Drag and drop your preferences from the ‘Selection List’ to ‘My Preferences’.
All 15 prevocational training networks must be ranked in order of preference to proceed with your application. To see a complete list of hospitals in each network, click on NETWORK AND ACCREDITED FACILITIES.
Follow this if you have issues with drag & drop
Drag and drop preferences
here
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Please note:
Applicants applying via the RPR Pathway: The networks you preference can be different to the RPR hospital preference that you select. The allocation of positions are entirely separate and independent of each other.
Applicants applying via the Aboriginal Medical Workforce Pathway – Your first network preference in PTAP must be the same as the preference you put on the Aboriginal Medical Workforce pathway application form. You can then preference the other networks as you choose.
Applicants applying via the Direct Regional Allocation pathway – You must preference a regional network as your first choice in PTAP. The Regional networks are - networks 2, 4, 7, 11, 12, 14 and 15. You can then preference the other networks in order of your choice.
Joint and Job share applicants must have the same network preferences.
Applicants can edit their network preferences up until the close of PTAP applications.
Applicants using an Apple computer may have issues with the drag and drop function and will need to use another compatible device.
Once you have preferenced all the 15 prevocational Training Networks click on “next “to
proceed to the next screen
STEP 6 – QUESTIONNAIRE You will then be directed to the following screen. Completion of this questionnaire is optional.
Answering these questions will help HETI
understand the demographics and
interests of medical graduates
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STEP 7 – DOCUMENTATION You will then be directed to the following screen. This screen will list a number of questions that you need to answer first before uploading your documents.
Certification of documents You will be required to provide details of the official who has certified your documents. If your documents have been certified by more than one official then you need to provide details of just one official. For information on how to certify your documents refer to supporting documentation and go to the section Getting your documents certified. Names on documents If your names are different on some of the documents, you will need to provide a change of name certificate.
Please note:
You must ensure that your legal name is on all the documents you provide. Your
first and last name must be correct on all documents. It is acceptable if your middle
name is not on all the documents provided.
If you have changed your surname after marriage, please provide a marriage
certificate as evidence.
Enter details of official certifying your documents. If more than one official has certified documents – provide details of ONE only.
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Please note:
Malaysian passport holders have names displayed using the person’s customary naming
practice as per the identity card (MyKad) or birth certificate. Surname and given name fields
are not differentiated, use the naming convention on the passport. The placement of the
surname is not consistent. In this case HETI will match the names on the applicant’s
passport with other documents provided to ensure that the same names are listed despite
the placement of the surname on the passport.
Uploading Documents You are required to upload supporting documentation depending on your application category and the pathway you apply to.
Once you have completed all the questions and uploaded all the required documents, click on ‘Save and Continue’ to proceed to the next screen.
Once you have uploaded your document it will
show in your application
You can delete documents by clicking here
1. Browse and choose the document from your file
Add more documents in a section
2. Click to save
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STEP 8 – PAYMENT You will be directed to the following screen if you are applying for extenuating circumstances. A non-refundable administration fee of $170 AUD is required from applicants applying for extenuating circumstances.
This payment will be made via BPAY. Click on ‘view invoice’ to get a copy of your invoice. Once you have made the payment, enter the BPAY number in the text box.
If you have not applied for extenuating circumstances then you will not be required to make a payment click ‘next’ to proceed to Step 9.
Enter BPAY number and click next to
proceed
You can check your invoice by clicking here
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STEP 9 – REVIEW
This is the final step of your application. You must read and check that the information you have provided is correct. Check that you have uploaded correct documents as requested and the documents have been certified correctly.
Please note:
If there is any error in your application, this is the time to correct it, as after submitting your application you will only be able to:
Edit your network preferences up until the closing date and time of applications.
Edit your contact details
You can edit your application
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LAST STEPS If you have applied for Extenuating Circumstances then you must read the Extenuating
Circumstances Procedure and tick the declaration that you have read and understood the procedure.
Read and accept the ‘Terms and Conditions’.
Click on ‘Submit Application’.
An email will be sent to the email address you provided confirming that you have successfully submitted your application. The email will contain information on when your application will be reviewed.
Read and accept if applying for extenuating circumstances
Submit application read and
understood procedure
Read and accept both ‘terms and
conditions’
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MANAGING APPLICATIONS AFTER PTAP CLOSING DATE Accessing your application Once you have submitted your application you will only be able to:
Edit your contact details.
Edit your network preferences up until the closing of PTAP applications. Remember to always click on ‘SAVE’ for any changes you make. Withdrawing your application If you wish to withdraw your application you can do so by logging back into your application and clicking on ‘withdraw application’ at the bottom of the page.
Verification of Application After submission of applications, documentation will be verified prior to offer period 1, if you:
Are a Priority Category 1 application
Applied through the Aboriginal Medical Recruitment pathway
Applied through the Rural Preferential Recruitment pathway
Applied for extenuating circumstances All other applications will be verified if you have been offered a position. Rejected documentation All incorrect documents will be rejected. An email will be sent to you with the reason for the rejection of the document. The email will explain the correct document required and the timeframe you need to provide this by. Upload the correct documents in your PTAP application by the given timeframe and click on “SUBMIT APPLICATION”. Offers Offers to all applicants in each category will be made during National offer periods according to the priority pathway order. All offers will be made via email. When you receive an offer you will need to log back into your application to accept or decline the offer.
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For information on offers for each pathway please click on RECRUITMENT PATHWAYS.
Provisional Registration Relevant information regarding the provisional registration process can be found on the Australian Health Practitioner Regulation Agency (AHPRA’s) website at www.ahpra.gov.au/Registration/Graduate-Applications.aspx. Depending on the information provided regarding your ability to meet a registration standard or a declaration relating to criminal history or impairment, you may require consideration by the Board. In these circumstances, AHPRA recommends that applications, including supporting documentation, are submitted as soon as possible after October (generally six weeks before completing your course) to ensure your application is finalised in time for you to commence your internship on the scheduled date.
Please Note:
You will need to review the requirements to demonstrate your English language proficiency as part of your AHPRA registration; HETI no longer collects this information.
You do not need to wait for an internship offer before applying for provisional registration with AHPRA.
To avoid delays in commencing internship on time all medical graduates are strongly recommended to apply for provisional registration early. If you do not have provisional registration you cannot commence your internship which can result in your offer being rescinded.
NATIONAL INTERN DATA PROCESS For information regarding the National Intern Data Audit please refer to: https://www.heti.nsw.gov.au/__data/assets/pdf_file/0007/483982/2019-National-Audit-Flyer.pdf
NATIONAL LATE VACANCY MANAGEMENT PROCESS For information regarding the National Late Vacancy Management Process please refer to: https://www.heti.nsw.gov.au/__data/assets/pdf_file/0007/483982/2019-National-Audit-Flyer.pdf
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JUNIOR DOCTOR TRAINING PROGRAM – PRIVATE HOSPITAL STREAM (PHS) The Junior Doctor Training Program - Private Hospital Stream is designed to increase the nation’s capacity to train junior doctors. This includes supporting training opportunities in private hospitals and in rural and regional locations across Australia. HETI does not coordinate this process. For information regarding this process please refer to: http://www.health.gov.au/internet/main/publishing.nsf/Content/work-junior-doctor-training-program-private-hospital-stream
INTERN ALLOCATION ALGORITHM
The “optimised preference program” is designed to ensure auditability, the fairest result for all applicants in the same priority group, and discourage gaming of the allocation.
The allocation of applicants to prevocational training positions is optimised so that it maximises more applicants receiving the best preference possible. The allocation is performed using an algorithm that executes a simulated annealing approach to optimisation. It incorporates a pseudo random number generator (PRNG) with a configurable seed to ensure a fair approach to randomisation. The following steps are undertaken by the algorithm.
1. Reads input files that specifies the prevocational training networks and positions available, the list of applicants and their preferences, and the seed for the pseudo random number generator. A different seed is used for each allocation.
2. Establishes whether there are more applicants than positions. In rounds where there are more applicants, the list of applicants is randomly shuffled using the PRNG. Applicants who are shuffled below the position cut off are removed from the allocation.
3. Applicants in the allocation are then initially randomly allocated to positions using the PRNG.
4. The algorithm then rates the quality of the allocation by adding all the applicant preference allocations. A first preference scores zero, second preference scores one and so on.
5. A simulating annealing algorithm iteratively searches millions of allocation permutations to minimise the total preference score for all applicants. Its objective is to get as close to zero as possible, if everyone receives their first preference the total preference score is zero.
6. Writes a result file the outputs the applicant and their allocated preference.
JOINT APPLICANTS
Joint applicants are run through the algorithm in the same way as all other applicants. Once the allocation is complete the computer program checks to see if joint applicants are in the same prevocational training network. If this is the case no further processing is required, however, if joint applicants have been allocated to different networks, the program searches to identify other allocated applicants who would benefit most from a swap with one of the joint applicants.
In situations where there are more applicants than positions, one of the joint applicants can be randomly removed from the allocation and not offered a position.
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In situations where positions are limited, it is possible that the algorithm will not allocate joint applicants to the same network. This will occur when the algorithm determines that any swap would disadvantage another applicant.
JOB SHARE APPLICANTS
The computer program creates a single “virtual” applicant for job share applicants and the virtual applicant is allocated using the algorithm.
EXTENUATING CIRCUMSTANCES AND CHANGE IN PERSONAL CIRCUMSTANCES APPLICANTS
Prior to allocation, the applicants’ networks for allocation are limited meaning they will not be allocated to networks not on their limited preferences list. The applicant’s limited preferences then run through the algorithm with other applicants. Applicants with limited networks need to recognise that they can be allocated to the lower prevocational training network preferences that they chose in their application with the same likelihood as any other applicant. The preferences of an applicant granted extenuating circumstances are given the same weight as any other applicant and within their list of limited preferences, meaning they are no more or less likely to receive a good offer than anyone else. For instance, if an applicant, who has been granted Extenuating circumstances, submitted 10 preferences (instead of the normal 15) it is possible for the applicant to receive the 10th preference as an offer with the same probability as any other applicant with similar set of network preferences. In situations where there are limited positions and networks it is possible that the applicant will not be allocated. In this situation HETI will notify the applicant.
NETWORK AND ACCREDITED FACILITIES
Networks Accredited Prevocational Training Provider
LHD/ Provider
Classification Accredited until
Network 1
Inner West and Western Plains
Dubbo Base Hospital WNSW LHD T5 March 2022
Royal Prince Alfred Hospital SLHD
T5 November 2020
Balmain Hospital OT
Network 2 Bankers and Campers
Bankstown-Lidcombe Hospital SWSLHD T5 July 2020
Bowral & District Hospital (PGY2 only) SWSLHD R February 2020
Campbelltown/Camden Hospital SWSLHD T5 August 2020
Network 3 Concord, Canterbury & Broken Hill Base Hospitals
Broken Hill Base Hospital FWLHD T3 July 2019
Canterbury Hospital SLHD T3 April 2021
Concord Repatriation General Hospital
SLHD T5 June 2021
Network 4
Fairfield Hospital
SWSLHD
T3 May 2019
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South West Sydney, Tweed Heads
Braeside Hospital Private OT
Liverpool Hospital SWSLHD T5 July 2019
The Tweed Hospital
NNSW LHD T5
June 2019 Byron District Hospital
OT
Networks Accredited Prevocational Training Provider
LHD/ Provider
Classification Accredited until
Network 5 North Shore & Port Macquarie
Port Macquarie Base Hospital
MNCLHD
T5
April 2020 Kempsey District Hospital OT
Wauchope District Hospital (PGY2)
OT
Royal North Shore Hospital NSLHD
T5 June 2021
Greenwich Hospital OT
Ryde District Hospital NSLHD T3 March 2020
North Shore Private Hospital (CMI) Private R November 2019
Network 6 Hornsby & Northern Beaches
Hornsby Ku-ring-gai Health Service NSLHD
T5 November 2023
Hornsby & Brooklyn GP Unit OT
Northern Beaches Hospital** NSLHD T3 October 2019
Sydney Adventist Hospital Private R October 2023
Mona Vale Hospital NSLHD R November 2019
Network 7 Central Coast Network
Gosford District Hospital CCLHD T5 May 2021
Wyong Hospital CCLHD T3 November 2019
Network 8 St George, Sutherland, Albury & Griffith Hospitals
Albury Wodonga Health AWH T5 Accredited by Victoria - PMCV
Griffith Base Hospital MLHD R April 2021
Sutherland Hospital SESLHD T3 November 2019
St George Hospital and Community Health Service
SESLHD
T5
June 2020 Calvary Health Care Kogarah OT
Kirketon Road Centre OT
The Forensic Hospital, Malabar Justice Health
OT
Network 9 Lismore Base Hospital NNSWLHD T5 July 2019
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From Coast to Coast
The Prince of Wales Hospital
SESLHD
T5
October 2020 Sydney Children’s Hospital OT
Royal Hospital for Women OT
The Langton Centre, Surry Hills OT
Networks Accredited Prevocational Training Provider
LHD/ Provider
Classification Accredited until
Network 10 Eastern to Greater Southern
Wagga Wagga Base Hospital & Community H.S
Coolamon Shire Medical and Dental Clinic
MLHD
T5
May 2019 OT
St Vincent’s Private Hospital Private CMI October 2021
Mater Hospital Sydney (CMI) SVHN T3 November 2019
Calvary Riverina Health Care (CMI) SVHN R October 2021
St Vincent’s Hospital
SVHN
T5
April 2022 War Memorial Hospital (PGY2
only) OT
Network 11 Oceans 11
Wollongong Hospital ISLHD T5 August 2021
Shoalhaven District Memorial Hospital ISLHD
R May 2021
Milton General Practice OT
Shellharbour Hospital
ISLHD
T3
March 2020 Bulli Hospital OT
Coledale Hospital (PGY2 only) OT
Port Kembla Hospital OT
Network 12 Hunter New England
Armidale Rural Referral Hospital HNELHD R May 2021
Belmont District Hospital HNELHD T3 June 2021
Calvary Mater Newcastle HNELHD T3 November 2019
Hunter New England Mental Health HNE HD R December 2020
John Hunter Hospital and Royal Newcastle Centre
HNELHD T5 November 2019
The Maitland Hospital HNELHD
T5 November 2020
Kurri Kurri District Hospital OT
Manning Rural Referral Hospital HNELHD T5 August 2021
Tamworth Rural Referral Hospital HNELHD T5 August 2022
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Networks Accredited Prevocational Training Provider
LHD/ Provider
Classification Accredited until
Network 13 Westnet
Auburn Hospital WSLHD R May 2021
Macquarie University Hospital Private
CMI October 2019
Lady Davidson Hospital OT
The Children’s Hospital at Westmead (PGY2 only)
SCHN R December 2019
Coffs Harbour Health Campus MNCLHD T5 May 2019
Westmead Hospital WSLHD
T5 November 2019
Cumberland Hospital OT
Orange Health Service WNSWLHD T5 March 2022
Network 14 Nepean & Blue Mountains
Blue Mountains District ANZAC Memorial Hospital
NBMLHD R August 2022
Hawkesbury District Health Service NBMLHD R March 2021
Nepean Hospital NBMLHD
T5 June 2021
Lithgow Hospital OT
Network 15 Central West
Bathurst Base Hospital WNSWLHD R September 2020
Blacktown Hospital/Mt Druitt Hospital WSLHD T5 May 2021
**Provisionally accredited prevocational training provider
For enquiries regarding NSW Prevocational Training Networks and Accreditation please email: [email protected]
Prevocational Training Provider Classification
T3 3 Term Home Hospital Prevocational Training Provider (T3)
T5 5 Term Home Hospital Prevocational Training Provider (T5)
R Rotation Hospital
OT Offsite Term
Abbreviations
PGY1 Post Graduate Year 1
PGY2 Post Graduate Year 2
CMI Commonwealth Medical Internships
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INFORMATION FOR PART TIME AND JOB SHARE APPLICANTS
Job share and part time employment is where applicants are seeking to work less than full
time hours.
After the initial position offer is made the applicants and employer will negotiate the
request to complete internship part-time. It is unlawful to have a blanket policy refusing all
part time applications. The Anti-Discrimination Act (NSW) 1977 prohibits unlawful
discrimination against a person with responsibilities as a carer. Employers are required to
review each applicant’s request on an individual basis where the person has such
responsibilities and determine whether they can accommodate the applicants request to
complete their internship part-time. “Responsibilities as a carer” is defined in section 49U of
the Act.
Employers can decide not to allow the applicant to work part time if they can show that
it would create an unjustifiable hardship on the hospital or network. “Unjustifiable hardship” is
defined in section 49U of the Act. Where the applicant is refused part time work, the reasons
must be clearly documented against the criteria in this section.
In negotiating the hours that part-time and job share interns will work, the employer should
advise the intern that if they do not work at least 0.5FTE per week they will not complete the
internship requirements within the two year contract period.
For further information regarding flexible work practices please see:
NSW Public Service Commission's Flexible Work Practices Policy G1995_001
Strategies for Flexible Workplace Arrangements Guidelines G2000_001
Flexible Working Online Toolkit Circular B2011 _003.
PART TIME:
Considerations: APHRA allows internship to be completed on a part-time basis.
Accommodating a part-time intern may require reorganisation of the way that medical
cover is managed in the terms to which they are assigned. It may be easier to do this in
some terms compared to others.
Emergency Medicine is an example of a term where a part timer may be more readily
accommodated than others as there is less chance of it interfering with ongoing patient
care and all medical staff work a rotating shift roster.
The ease in rotating part timers to smaller hospitals within the network may be influenced
by considerations as to team size, hospital size, supervision, accommodation etc
There may be limited room for failure of a term within the two year contracts issued to
interns, which could result in difficulties gaining general registration within the two year
contract period.
The request to work part time does not of itself provide a requirement that a contract be
extended, even if internship requirements are not completed within the contract period.
Where an employee wishes to work part time, approval of any contract extension would
be at the discretion of the LHD taking into account its service and other obligations.
Interns employed part time are required to perform the duties of the position description
however described for the (pro-rata) hours they are employed. This would include an
expectation that they attend education, work a combination for days, evenings and nights,
and participate in the afterhours roster on a pro-rata basis.
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Possible arrangements that may assist in accommodating Part Timers:
Part time work in Emergency Medicine may be accommodated more readily than in some
other areas with the possibility that the trainee could work back to back terms in order to
fulfil the requirements for general registration. Other terms that are purely shift based and
not requiring ongoing patient care may possibly also be completed using this arrangement.
In certain terms it may be possible to accommodate part timers if the team has more than
one intern or PGY2 and where there is sufficient coverage for when the part timer is not
working.
Medical and surgical terms, where possible, may be best completed full time. Hospitals
may find it easier to accommodate part timers who are able to agree to this arrangement.
Alternatively medical and surgical terms may be completed in shorter continuous bursts,
i.e. 5 weeks on, 5 weeks off, 5 weeks on, 5 weeks off, with relief cover provided for the
time the part time intern does not work.
Working one term on and one term off may also be a good way to accommodate part
timers as it allows the trainee access to all terms with few restrictions arising from the need
for ongoing patient care.
Part-timers may often act as effective relievers in terms.
Part timers may be allocated to GP terms where agreed with a GP practice, particularly
where there was agreement to the trainee being allocated for two consecutive terms.
JOB SHARE:
Additional considerations over and above those applying to part time internship:
It is extremely important for job sharers to establish a good handover in order to have this
arrangement succeed so must be able to have a good professional relationship and be
able to coordinate their handover.
It is generally considered good practice for job-sharers to have a period of formal handover
each week; however this may place an additional cost on the employer.
More accommodation may be required where job sharers are rotated to other hospitals
within the network.
Each intern in the job share arrangement will need to work 0.5 FTE to ensure that each
intern meets requirements for general registration within the two year contract period.
There may be limited room for failure of a term within the two year contracts issued to
interns, which could result in difficulties gaining general registration within the two year
contract period
Job sharers must attend 50% of the education sessions held at the hospital. Where there
is an arrangement for the trainees to work a 2 day week then a 3 day week, this may affect
which day of the week is shared.
Both job sharers must participate in the after-hours roster. Working out of normal hospital
hours is important to gain experience in different situations.
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Some arrangements that may more readily accommodate Job Share:
To account for each applicant working 0.5 FTE, job sharers may generally benefit from
being allocated to a term for two consecutive terms to ensure they are able to fulfil the
requirements for general registration.
Job Share may work as a week on week off scenario.
Where job sharers are completing a surgery term, the trainees must be able to attend
theatre. If theatre is a set day of the week, this may need to be the day that they alternate
from week to week.
Taking leave at the same time may make managing job share easier to accommodate.
Alternatively where leave is to be taken separately, taking leave during a relief term may be
more readily accommodated.
RURAL PREFERENTIAL RECRUITMENT (RPR)
Due to successful applicants being determined after an interview process, job share applicants
are not included in this recruitment pathway.
EXTENUATING CIRCUMSTANCES
The Health Education and Training Institute (HETI) recognises that some applicants seeking
prevocational training position may have extenuating circumstances that can limit their ability
to work in one or more of the prevocational Training Networks in NSW. The circumstances
may exist at the time of application or may develop after applications close. These applicants
can apply to have their circumstances assessed for extenuating circumstances and/or change
in personal circumstances. The applications for extenuating circumstances are assessed by
the Extenuating Circumstances Committee.
The criteria for applying to HETI for extenuating circumstances are limited to:
The applicant having major health problems requiring frequent and ongoing highly
specialised treatment only available in certain locations, and/or
Separation of the applicant from a dependent during prevocational training that would have
significant negative impacts on the functioning of the applicant and/or dependent..
Applicants that believe that they have such circumstances as outlines in the criteria above can
apply to have their Extenuating Circumstances application assessed during the allocation and
recruitment process. Refer to the https://www.heti.nsw.gov.au/education-and-
training/courses-and-programs/medical-graduate-recruitment/extenuating-circumstances for
information and definitions and complete the Extenuating Circumstances application form
PDF, 176.42 KB that needs to be uploaded to your PTAP application with supporting
documentation.
A non-refundable administrative fee of $170 (inclusive of GST) is payable to HETI by BPay for
an Extenuating Circumstances application.
Positions will only be offered to applicants that have been granted extenuating circumstances
when positions are available in line with the Medical Graduate Recruitment Process.
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Non-guaranteed applicants – priority categories 2 to 6
The availability of positions in each training network in NSW is reduced each time a round of
position offers are made.
An applicant in one of the lower categories in the NSW Ministry of Health Priority List or an applicant applying for extenuating circumstances based on a change in personal circumstances after HETI has commenced offering positions are at greater risk of not achieving a position offer in the preferred networks, receiving a lower preference or not receiving an offer in NSW.
PRE-EMPLOYMENT CHECKS
It is your responsibility to be work ready by 21 January 2020. The following is not required for
your application to HETI however, should you receive and accept a position offer you will not
be able to commence work until you have completed the following:
1. A Working with Children Check clearance number, obtained from the NSW Commission
for Children and Young People (see https://www.kidsguardian.nsw.gov.au/.This process
will take 4 weeks, we recommend this is completed by September.
2. You must have an appropriate Vaccination status in accordance with current NSW Health
policy.
(See http://www1.health.nsw.gov.au/pds/ArchivePDSDocuments/PD2011_005.pdf)
3. You must obtain registration with the Australian Health Practitioner Regulation Agency
(See https://www.ahpra.gov.au/). This is likely to take 6 weeks. Applications for
registration open in October.
4. You must satisfactorily clear the following checks. The associated documentation for these
checks will be provided to you by the hospital once your offer has been finalised and your
information has been distributed to the hospital (which will commence in October).
National Criminal Record Check
NSW Health Service Check Register
These checks take time so it is important that you return your completed documentation and
contracts to the hospital as soon as possible.
You must attend the compulsory orientation (including e-orientation) and complete all
mandatory training in January.
You will be recruited under the NSW Public Hospital Medical Officers Award as an intern. The
base salary currently payable for the position of intern is $67,950 AUD per annum.
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TERM DATES FOR 2020 CLINICAL YEAR The clinical year for all medical officers, except interns, commences the first Monday in February. Interns commence two weeks before this date. The first week of the intern year will be orientation and in the second week interns will commence on the wards. For term dates up to clinical year 2026, please refer to the TERM DATES document on https://www.heti.nsw.gov.au/education-and-training/courses-and-programs/medical-graduate-recruitment
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INTERNSHIP OFFERS – MYTHS AND MISCONCEPTIONS SUMMARY After undertaking an evaluation of the internship application pathways over the last three clinical years, HETI wishes to address a number of myths and commonly held misconceptions about medical graduate recruitment. 1. THIS ISN’T STACKING UP: “Stacking my preferences will ensure the outcome of the algorithm is in my favour.”
- MYTH It has been claimed that by stacking the network preference list this will improve an applicant’s chances of being allocated to a favorable Network. This is NOT the case. Conversely, selecting networks by stacking can have a negative impact on the percentage of applicants receiving offers to preferences 1 – 6. HETI strongly advises that you preference networks in descending order according to where you most want to work. It really is that simple! 2. “I have received and accepted my offer but I think I’ll defer until next year.” – MISCONCEPTION Unfortunately this is not an option. Offers are made annually, if you do not want to commence internships in the clinical year you have been offered a position for you need to decline your offer. You will still be eligible to apply for following clinical year intakes within three years of graduating from your degree. 3. “I can change my preferences after the application deadline.” - MISCONCEPTION You must select your network preferences by the application deadline. Preferences cannot be altered after the deadline. 4. “If I accept my interstate offer I won’t receive an offer from NSW.” – MYTH If you accept an offer from another State, this will not impact your eligibility to receive an offer in NSW. If you do receive an offer in NSW and wish to accept this offer you will need to decline your interstate offer before the national audit. 5. “I can swap my intern position offer with another NSW applicant by contacting HETI.” – MISCONCEPTION Swapping offers is not facilitated by HETI. The New South Wales Student Medical Council can facilitate a swap via the intern forum; http://www.nswmsc.org.au/internship-2018.html. 6. “I don’t want to go to the Network where I have accepted my offer. I can swap my internship with a vacant position in NSW.” – MYTH You will only receive one internship position offer in NSW and remaining vacancies are offered to applicants who have not yet received an offer. These offers are made as per the NSW Health Priority List. It is therefore not possible to swap a position that has been accepted with a vacant position that has not yet been filled. 7. “My friend has accepted an NSW offer and an Interstate offer. I can swap my position with their NSW offer.” – MISCONCEPTION In this situation, if the applicant decides to accept their interstate offer their NSW offer becomes vacant and can no longer be swapped. Applicants are only able to negotiate a swap through the NSW Student Medical Council provided both applicants have accepted positions to commence internship in NSW. If, at a later date, an agreed swap does not proceed all applicants involved will be allocated back to the original Network where they accepted their position.
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8. “If I decline my Interstate offer I can still be part of the late vacancy process in NSW.” – MISCONCEPTION The purpose of the late vacancy management process is to manage any vacancies that arise after 9 November 2018. This process will run from Monday 19 November 2018 - Friday 22 March 2019. Applicants will only be eligible for this process if they have not yet been offered an intern position (this applies regardless of whether an applicant has declined an offer or if an offer has been made from another state/territory). There is no separate application process for the late vacancy management process. If you have made an application with either the Commonwealth, States or Territories and you have not been offered an intern position you will be contacted by the national audit data manager to confirm that they wish to participate in the late vacancy management process. 9. “I have achieved a high GPA in my medical degree so I will receive an offer from the Network I have preferenced 1st based on merit.” – MYTH The algorithm used by HETI to allocate applicants to positions does not make distinctions between applicants based on meritocracy. The focus is on the whole cohort rather than individuals and as such the algorithm works to give as many applicants as possible an offer according to their highest possible preference. 10. “It is July and I still haven’t received an offer, does this mean I won’t receive an offer in NSW?” - MYTH Offers can be made up until the close of Late Vacancy Management period in March. HETI does not guarantee that any applicants below category 1 will receive an offer. Please try to be patient. As soon as an offer is made an email and SMS will be sent. Applicants are encouraged to regularly check emails for updates during offer period rounds. 11. “I have submitted an extenuating circumstances application. If I am successful this will increase my chances of receiving an offer from my 1st network preference.” - MISCONCEPTION This is not the case. If the extenuating circumstances application is granted, your network preference list will be reduced based on the circumstances of your application and an assessment of travel time to the home hospital. You may not be guaranteed an offer from your first network preference as the algorithm does not make distinctions between applicants based on extenuating circumstances. 12. “HETI can provide me with an update on network position numbers during the offer rounds.” - MYTH HETI does not provide this information until the annual report is released at the end of the recruitment process.