Postgraduate Medical Council Of Victoria Inc BPT1 and BPT2 Candidate User... · • Successfully...

Postgraduate Medical Council Of Victoria Inc

HMO, BPT1 and BPT2 COMPUTER MATCH CANDIDATE USER GUIDE2018-2019

CONTENTS

INTRODUCTION ............................................................................................................................................ 3

HMO, BPT1 AND BPT2 IN VICTORIA .............................................................................................................. 3

SCHEDULE OF DATES 2018/2019 .................................................................................................................. 4

COMPUTER MATCHING SERVICE .................................................................................................................. 5

ELIGIBILTY CRITERIA ..................................................................................................................................... 5

REFEREE ASSESSMENT FORM PROCESS ........................................................................................................ 6

SAMPLE REFEREE ASSESSMENT FORM ......................................................................................................... 8

CANDIDATE’S PRIORITY LIST (CPL) ...............................................................................................................10

APPLYING TO HOSPITALS/HEALTH SERVICES ...............................................................................................13

THE HOSPTIAL SELECTION PROCESS ............................................................................................................14

NOTIFICATION OF RESULTS .........................................................................................................................15

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.

3 | P a g e Postgraduate Medical Council of Victoria – HMO, BPT1 and BPT2 Match Candidate’s Guide 2018

INTRODUCTION

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 .

The JMO Forum

The JMO (Junior Medical Officer) Forum is a group of young doctors who are interested in representing junior

doctor’s interests in education and training. It was formed in 2006 with the support of PMCV.

This Forum is made up of young doctors from all across Victoria, ranging from medical students to registrars.

Meeting six times every year, participants in the Forum discuss issues affecting the needs and opportunities in

education and training. There is direct communication with PMCV subcommittees, and also with other external

groups.

To find out more about the JMO Forum, please visit the JMO Forum section of the PMCV website.

HMO, BPT1 AND BPT2 IN VICTORIA

Different hospitals offer different streams of disciplines at HMO level, such as General, Medical, Surgical, Critical

Care, GP training, etc. HMO training assists you in deciding your future career path while you are working under the

guidance of more senior medical staff and consultants.

Most HMO2 and a number of HMO3 positions in Victoria are allocated via the HMO, BPT1 and BPT2 Match.

BPT1 positions are for the first year of Basic Physician Training. These positions are sometimes listed as HMO Medical

positions.

BPT2 positions are for the second year of Basic Physician Training. Generally, you would only apply for a BPT2

position if you have completed or are in the process of completing a BPT1 year. There are some exceptions to this

rule however and you should seek advice from the BPT Coordinator at the hospital that you are interested in applying

to if you are not sure which position you should apply for e.g. some hospitals would prefer candidates at PGY3+ level

to apply for BPT2 positions, even if they have not completed at BPT1 year (this will vary from hospital to hospital)


HMO, BPT1 and BPT2 MATCH SCHEDULE OF DATES 2018/2019

Timeline Process

Saturday 28 April Medical Careers Expo Melbourne Convention & Exhibition Centre

Monday 11 June Match opens for:

• Registration

• Referee Nomination

• Candidate Priority List (CPL) – Submission (you can change your preferences until 22 July)

From 11 June Health Service Application Processes Open

Please check exact date that health services open for applications in the Health Service directory

Thursday 19 July

Match closes for:

• Registration

• Referee Nomination

Sunday 22 July

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 Health Services (please check Health Service Directory/Hospital websites

for exact closing dates)

Monday 23 July

Match Opens for Health Services to:

• Access the List of Candidates

Health Service access the list of all candidates who have nominated that health service on their CPL.

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

Monday 23 July – Friday

14 September

Health Service Selection Process

Friday 14 September Match closes for:

• Withdrawal from Match

• Deleting/Reordering of Preferences (existing preferences only)

Monday 17 – Friday 21

September

Health Services:

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

order)

Monday 24 September –

Tuesday 02 October

Computer Match take place

Wednesday 03 October

10.00am

Match Results Available

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

computer matching website (login required).

Friday 05 October

10.00am

List of Health Services with unmatched places released to public on matching website (no login

required – unmatched posts are filled by direct application to health services)

February 2019 General commencing date of employment at health services (including orientation period).


COMPUTER MATCHING SERVICE

Introduction

The Postgraduate Medical Council of Victoria Inc. administers the HMO, BPT1 and BPT2 Computer Matching

Service on behalf of the Victorian hospitals who offer positions and to candidates applying for these posts. The

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

The Matching Service provides a range of information for candidates and hospitals on its website

http://computermatching.pmcv.com.au .

ELIGIBILTY CRITERIA

The following persons are eligible to participate in the HMO, BPT1 and BPT2 Matching Service, provided they are

eligible for GENERAL medical registration in Australia by February 2019:

• Australian Trained (Permanent Resident) Graduate of a Victorian Medical Faculty

• Australian Trained (Permanent Resident) Graduate of an Interstate Medical Faculty

• Temporary Resident Medical Graduate of a Victorian Medical Faculty

• Temporary Resident Medical Graduate of an Interstate Medical Faculty

• Australian Medical Council Graduate (who has obtained Permanent Residency and is completing the

requirements for, or currently holds, GENERAL medical registration in Australia)

• New Zealand Medical Graduates (Permanent Resident or International full-fee student)

• International Medical Graduate (Australian permanent resident) who will complete 12 months of

workplace based assessment at an Australian hospital (Competent Authority pathway)

Important Information for INTERNATIONAL MEDICAL GRADUATES (IMG):

If you have do NOT have General medical registration in Australia or you will not have General Registration by

February 2019 then you are NOT ELIGIBLE for the HMO, BPT1 and BPT2 Match.

To be eligible under the category Australian Medical Council Graduate (Australian permanent resident) you must

meet the following criteria:

• Successfully completed both the Australian Medical Council (AMC) MCQ and the Clinical examination

• Hold Australian permanent residency or citizenship

• Hold General (unconditional) medical registration with the Australian Medical Board or currently

completing board requirements which will grant you General (unconditional) medical registration by the

beginning of February 2019.

To be eligible under the category International Medical Graduate (Australian permanent resident) who will

complete 12 months of workplace based assessment at an Australian hospital (Competent Authority pathway)

you must meet the following criteria:

• Meet the Australian Medical Board’s Competent Authority pathway eligibility criteria

• Hold Australian permanent residency or citizenship

• Hold general (unconditional) medical registration with the Australian Medical Board or currently

completing a period of 12 months of supervised practice (minimum of 47 weeks of full time service)

which will grant you general (unconditional) medical registration by the beginning of February 2019.

What to do if you do not meet the eligibility criteria:

Any person who does not meet the above eligibility criteria can apply for unmatched positions after the HMO,

BPT1 and BPT2 Computer Match is run.

Medical Registration:

If you have any enquiries about medical registration in Australia please visit the Medical Board of Australia website

http://www.medicalboard.gov.au/


REFEREE ASSESSMENT FORM PROCESS

Introduction

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

in the HMO, BPT1 and BPT2 Computer Matching Service have agreed to use a standardised Referee Assessment

Form. In 2018, all candidates participating in the HMO, BPT1 and BPT2 Computer Matching Service must ensure

that TWO (2) of the standardised 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 two (2) 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 nominated 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

References from Consultants are generally preferred by health services. At least one (1) Referee Assessment

Forms should be from a Consultant. A 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 Match please contact 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,

Mike Smith has nominated you as a referee in the PMCV HMO, BPT1 and BPT2 Computer Match 2018/2019.

The CLOSING DATE for submission of the Referee Assessment Form is 22 July 2018.

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 REFEREES19 July

• CLOSING DATE FOR REFEREES TO COMPLETE REFEREE ASSESSMENT FORM22 July


Sample Referee Assessment Form

You have been nominated as a Referee, for a Candidate participating in the HMO, BPT1 and BPT2 Computer Match 2018/2019 (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 wil l not use the information for any other purpose. This form is confidential; however, it wil l 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 dates for receipt of Referee Assessment Forms: 22 July 2018

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 29/07/2016) 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) *

Length of time you have known the candidate/Dates you

have worked with the candidate? (e.g. Oct- Dec 2017)*

Would you employ this candidate if the opportunity arose? *

(if No, please indicate why in the comment section below)

�Yes �No

Provide an overall comment t

regarding t h e candidate: *

Please select the appropriate areas.

Requires

substantial

assistance

(5% of

population)

Requires

further

development

Performance

just adequate Co

nsistent with

level of

appointment

Performance

better than

expected

Performance exceptional

(5% of population)

NA

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.

Research and presentation skills. Standard of res ear c

h, publications and presentation skills

Pro vid e an overall comment regarding t h e clinical

competency o f t h e candid at e:


VERBAL & WRITTEN COMMUNICATION SKILLS *

Colleagues, patients and /or family. Interacts

effectively, respectfully and sensitively toward

colleagues, patients and families / carers.

Verbal and written. Conveys clear and timely

information to colleagues and patients and maintains

comprehensive and accurate records.

Provide an overall comment regarding the

communication skills of the candidate:

PERSONAL AND PROFESSIONAL CONDUCT*

Professional responsibility. Demonstrates ethical

behaviours and professional values including integrity,

reliability, honesty, compassion, empathy and respect

for all patients, society and the profession.

Insight. Aware of professional and personal

boundaries.

Initiative. Ability to exercise appropriate initiative.

Teaching. Proactive in teaching other healthcare

professionals, patients and/or care providers.

Education and Training. Proactive in taking advantage

of learning opportunities and commitment to

professional development.

Time management skills. Is punctual and organises and

prioritises tasks effectively.

Teamwork and colleagues. Maintains positive

relationships. Works with and contributes effectively in

a team.

Provide an overall comment regarding the conduct of

the candidate:

Overall rating of candidate in relation to their cohort.

(Number between 1-10)

Declaration *

I declare that the information I have entered within this Referee Assessment form is true and correct.

Declared by: Date:


CANDIDATE’S PRIORITY LIST (CPL)

Submitting your CPL

The Candidate’s Priority List is your list of hospitals, in preference order, that you wish to be considered for in the

matching process. To submit your Candidate’s Priority List (CPL), login to the matching website and click on the

“View/Edit Application” button from the left hand menu bar or “Enter you CPL” from under the Actions section of

the home screen.

You will need to ensure you University, year of graduation, Medical Board registration number and employment

details are added before you can select your hospital preferences.

You can now select positions from the drop down menu. Click on Save and Continue then Submit after reviewing

your details. You must complete your Candidate’s Priority List (CPL) no later than 22 July 2018.

Changing Preferences

Between 23 July 2018 and 14 September 2018 you can reorder your existing preferences, delete preferences or

withdraw from the Match.

To change your preference; login, click on “View/Edit Application” to move preferences up, down or delete

preferences.

Withdrawing from the Match

You may decide you no longer wish to apply for a position in Victoria. If so you need to login and select “Withdraw

from Match” under the Actions sections of the home screen and complete the steps for withdrawal by 14

September 2018.

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 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 forms to any hospital/health service in which they wish to be matched. 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 (same positions in the same order)


Job-Share Candidates

If two (2) candidates wish to work together in a job-share arrangement, they 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 that

they wish to be matched to.

Any candidates wishing to submit a job-share application must both:

• submit a separate, but identical Candidate’s 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

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 Hospital’s Nomination

Form (HNF)

Want to add your details to job-share register?

Please email Computer Matching – [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


APPLYING TO HOSPITALS/HEALTH SERVICES

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

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

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

refer to the “HMO Hospital Application Information” and hospital websites for BPT2 application information to

ensure all hospital application requirements are met as there are different selection criteria for each hospital.


THE HOSPTIAL SELECTION PROCESS

Between 23 July – 14 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 (14 September 2018) approved Hospital Admin users

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

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

Between 17 September – 21 September:

Hospital Representatives:

• Login to Matching Website and rank candidates on Hospital’s Nomination Form (HNF)

• How do hospitals determine where to rank candidates?

◦ Individually determined by each hospital

◦ Rank based on hospital’s 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 Cand ID

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

Candidates who

have submitted a

paired application

or a job-share

application are

ranked

consecutively (e.g.

Paul Clarke and

Sarah Jones)

Candidate not ranked

The person ranked at

number one is the hospital’s

most preferred candidate


NOTIFICATION OF RESULTS

Candidates in the HMO, BPT1 and BPT2 Match can find out the results of the match via the Computer Matching

website from

Monday 3 October 2018.

You need to:

• Login in to your account

• Click the “Match Results” Link from the menu bar to the left of the screen.

FOR MATCHED CANDIDATES:

Match Results:

MATCHED CANDIDATES:

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

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

regarding an employment contract etc.

FOR UNMATCHED CANDIDATES:

Match Results:

UNMATCHED CANDIDATES:

You will be presented with a 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.


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 if you haven’t

previously done so. If you have entered a match in a previous year, you can use your existing username

and password.

� Read through the information in the “Hospital Application Information” and check the application

requirements for each hospital you are interested in.

� Nominated 2 referees to complete the Referee Assessment Form. Referees must be nominated before

19 July 2018.

�

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

requirements. Hospital Applications close - 22 July 2018 (see Hospital Application Information for

specific hospital dates).

� Logged in to your PMCV account and completed your CPL (i.e. listing in preference order all hospitals

you have lodged an application with) by 22 July 2018.

� Read the 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 - 22 July 2018

� Follow up any pending referee reports. Referee Assessment Forms must be submitted by 22 July 2018

– NO EXTENSIONS.

� If you decide to withdraw from the match then you must log into the website and withdraw by

14 September 2018.

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

confirmation email.

� After the match results are available, login and check (under “Match Results”) to view your match

result.

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