GP registrar placement guide The placement process explained, including important dates, tips and FAQs.

ContentsAbout the placement process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Placement process key dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

The placement process flowchart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Get ready! Tips to help you with the process . . . . . . . . . . . . . . . . . . . . .7

How to apply for a placement: step-by-step guide . . . . . . . . . . . . . . . .8

FAQs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Advanced Specialised Training (AST)/Advanced Rural Skills Training (ARST)/Extended Skills Placement (ESP) . . . . . . . . . . . . . . . . . . . . . . . . .19

Extension Awaiting Fellowship term . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Placement support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

NTGPE wishes to acknowledge Aboriginal and Torres Strait Islander traditional owners and custodians both past and present across the lands that we live and work on . We acknowledge their protocols and practices and pay respect to their continuing cultures and the role they play in shaping our organisation’s approach to general practice training in the NT .

Final 2021 July 29

2

About the placement processThe process for choosing, applying for, and being offered placements can be complex . It is a good idea to understand the process and the different types of placements offered by training posts .

Where to learn about placementsplacemeNT is the NTGPE website that shows you all accredited placements available in the NT . It is advisable to review your completed/current placements through GP Tracks to make sure you are applying for placements that meet your outstanding training requirements .

How to apply for placementsApplications for placements can only occur during a placement period and must be done within the guidelines of the placement process . While placements are visible on placemeNT website all year round, they can and do change as circumstances in training posts change . Every effort is made to ensure the placement details do not change during the placement period . One of the most important tools is the placement process key dates document, which details all the required steps during placement period . See page 5 for placement process key dates, and the step-by-step guide from page 8 to understand the placemeNT placement process .

Types of placements MMM6/MMM7 posts: All NTGPE GP registrars are required to complete at least one six-month full time equivalent (FTE) post in a MMM7* region and/or at least one 12-month FTE post (or training posts) in a MMM6 region*, minimum three nights per week .

*includes community based ESP/AST/ARST terms but excludes hospital based terms . Review the Modified Monash Model (2019) to establish your placement classification .

Aboriginal health training: All NTGPE GP registrars are required to complete one six-month FTE Aboriginal health training post . If town-based Aboriginal Medical Service (AMS) or fly-in fly-out (FIFO) the placement must be minimum two days clinical per week for six calendar months .

Extended skills posts (ESP): A 6-month FTE post available to FRACGP GP registrars to improve their skills and competency in specific areas . Extended skills training can be undertaken in a variety of posts including specialised general practice posts, community posts, hospital posts, academic posts and non-clinical posts (minimum 50 per cent of concurrent clinical work is required within a non-clinical ESP) .Non-clinical extended skills posts must not be undertaken prior to completion of GP terms 1 and 2 without prospective approval from the relevant censor .

Advanced skills posts (AST/ARST): a 12-month FTE post for GP registrars to gain advanced skills necessary to practice in a rural or remote setting . Advanced skills training can be undertaken in procedural or non-procedural posts, disciplines include academic practice, adult internal medicine, anaesthetics, ATSI health, emergency medicine, mental health, obstetrics, paediatrics, population health, remote medicine, surgery (2 years) .

For ACRRM GP Registrars 12-month AST is a mandatory component of their training, GP registrarstraining towards FRACGP can do an optional additional year to undertake Advanced Rural Skills Training to gain the Fellowship of Advanced Rural General Practice (FARGP), details on the FARGP can be obtained via the RACGP website .

3

Mandatory requirements All NTGPE GP registrars are required to experience a broad range of training posts including:• 6-month FTE post in a MMM7* region and or 12-month FTE post (or training posts) in a MMM6 region* minimum three nights per week

• A minimum quota of community-based Aboriginal health training (AHT) (minimum of two days per week over a six-month calendar period)

• 6-month FTE mainstream placement is recommended .

*includes community based ESP/AST/ARST terms but excludes hospital-based terms . Review the Modified Monash Model (2019) to establish your placement classification .

Modified Monash Model

4

MMM2MMM5MMM6MMM7

Placement process key dates

Round 1Open to all GP registrars currently training with

NTGPE.

GP registrar placement preview period26 August – 8 September 2021

GP registrars are able to view available training post capacity for 2022 placements.

Round 1 applications open 9 September 2021 | 8.00AM

GP registrar placement applications to training posts must be submitted during this period.

Round 1 applications close 16 September 2021 | 4.30PM

Deadline for GP registrar placement applications to be submitted.

Training post selection period17 September – 15 October 2021

Training posts to shortlist, interview and make placement offers during this period. GP registrars

to accept or decline placement offers and complete placement approval forms during this period.

Deadline accept/decline offers18 October 2021 | 8.00AM

Deadline for GP registrars to accept or decline training post placement offers and submit placement approval

forms to NTGPE.

NTGPE complete placement confirmation letters

22 October 2021 | 4.30PM Deadline for NTGPE to send placement confirmation

letters to GP registrars/training posts.

Round 1 closed

Final roundOpen to all GP registrars from Round 1 without a

placement. No placement preview period.

Open for GP registrar applications, training post selection and offers

8 November 2021 | 8.00AMGP registrars have no limit on the amount of

applications they can make during this period and training posts can review and make offers as soon as

applications have been made.

Closes for GP registrar applications, training post selection and offers

26 November 2021 | 6.00PMDeadline for GP registrars and training posts to finalise

their placement applications and offers

Deadline accept/decline offers 29 November 2021 | 8.00AM

Deadline for all outstanding GP registrar placements for 2022 to be finalised and placement approval forms

have been submitted to NTGPE.

NTGPE complete placement confirmation letters

3 December 2021 | 4.30PMDeadline for NTGPE to send placement confirmation

letters to GP registrars/training posts.

Final round closed

Matched placing processOnly available to the accepted AGPT Intake 2 applicants.

All GP registrars currently training with NTGPE must secure and finalise 2022 placements in Round 1 and or

the Final round of the placement process.

2022 placement process key dates

Action by GP registrar Action by training post Action by NTGPE

Final 2021 April 8

5

GP registrars preview placements on placemeNT

GP registrars apply for placements (up to four per term in Round 1,

unlimited per term in the Final Round)

Training posts review applications via placemeNT

dashboard

Training posts interview applicants

Training post makes offer via placemeNT dashboard

Training post makes no offer, or declines an application

GP registrar declines offer via placemeNT dashboard

Training post can make offers to other applicants via placemeNT dashboard until selection period

closes

If GP registrar is unsuccessful in gaining a placement, they will proceed into the next round of

the placement process

GP registrar accepts offer via placemeNT dashboard

GP registrar submits placement approval form to NTGPE via the

placemeNT dashboard

NTGPE reviews placement offer based on training and college

requirements

NTGPE approves placement offer

GP registrar and training post respond to confirmation letters and

requirements outlined within

NTGPE sends confirmation letter to training post and GP registrar

NTGPE declines placement offer

If GP registrar is unsuccessful in gaining a placement, they will

proceed into the next round of the placement process

NTGPE contacts training post and GP registrar

The placement process flowchart

6

Get ready! Tips to help you with the processTraining requirements Familiarise yourself with your training term and training requirements, including MMM6/MMM7 and Aboriginal health training terms . Check GP Tracks and your cohort requirements as well as your college's requirements .

CV and cover letterUpdate your CV with your latest education and employment history and ensure it is presented to a professional standard . You will be competing with other GP registrars for places and your CV is how you make yourself stand out . Please make sure you have converted your CV and cover letter document to a PDF format prior to uploading on the application form.

Referees Contact your preferred referees, ask whether they would be happy to help, if they have any leave planned during the training post selection period and confirm their preferred contact details .

GP registrars can apply to a maximum of four training posts per term. Once the round opens you will have one week to choose your training posts and get your applications in before the round closes.

Registrar Liaison Officer tip!There are six additional standardised questions that form part of your

application . The best way to tackle these is to write your answers in a word document then copy into the free text fields . Double check spelling and clinic

names before submitting and save a copy just in case!

7

How to apply for a placement: step-by-step guideNTGPE uses the online platform placemeNT for receiving, reviewing, selecting and offering GP registrar placements . The following section provides you with a step-by-step guide on how to use placemeNT to complete the placement application process .

1. Log in to placemeNTYou will need to log in through placemeNT using your GP Tracks login . In the top right hand corner of the placement website you will see a ‘login’ button that will lead you to the login page . You will need to use your GP Tracks login details .

Alternatively, you can login through GP Tracks . You will then see a placemeNT button on the second menu bar . Clicking on it will log you in to placemeNT . You can then start applying to training posts .

Note: Internet Explorer (IE) is not supportive of the placemeNT site. If you cannot access placemeNT and your dashboard, ensure you check this first.

If you are unsure of your user ID and password, contact registrar@ntgpe .org to retrieve your login details .

From the placemeNT dashboard, you’ll be able to do the following:• View your applications• Review your placement history • Mark training posts as favourites• Search for available placements • Make and track applications• Accept and decline offers • Complete a Placement Approval Form .

8

Information for registrars can be found on the placemeNT homepage and appropriate tabs .

Information for Registrars• ‘Get Ready’ Tips • Important dates and process • GP registrar placement guide• NTGPE mandatory requirements• NTGPE subsidy policy • Placement types • Process feedback• Team supervision model• Interactive map

Support • Process feedback• FAQs • Contact details

9

2. Search for available training postsIf you know which training post you would like to apply for a placement with, you can search for it by typing the name in the ‘keywords’ field .

If you don’t have a specific training post in mind and would just like to browse the training posts to apply to, you can search by region, training post type and training level .

If you would like to peruse all training posts available, run a search query without filling in any of the search options .

Below is an example of a search results page for all training posts . You can use the filters to refine your results .

10

3. Prepare your supporting documentation Before making your applications through placemeNT, ensure you have:• updated your CV and saved it in PDF format• completed an application letter and saved it in PDF format .

There are also six standard training post questions that you are required to submit with each placement application .

1 . Do you have any area(s) of special interest?2 . How do you feel about working and living in a cross-cultural setting in the NT?3 . What, if any, experience have you had in Aboriginal and Torres Strait Islander Health and what

sparked your interest? 4 . Where do you see yourself at the completion of your GP training?5 . Have you ever been to the Northern Territory before and, if not, what is your perception of the

region?6 . Are you currently a 457, Temporary Skills Shortage (TSS) 482 or other visa holder?

Before you start the application process, we encourage you to make careful consideration to your training post preferences, as once you have applied, we are not able to change your application in any way .4 . Training post profile page – how to apply Once you’ve decided on a training post you would like to apply to, navigate to their profile page . From here, clicking on the ‘apply now’ button will take you to your application form to complete .

Ensure you have carefully reviewed the application before submitting as you will need to complete fields that are not prefilled, such as your application preference, if you are completing the placement full time or part time, if the placement is concurrent with another training post and what stage of your training you will be in during the term you are applying for .

You will also be prompted to upload PDF versions of your CV/resume and cover letter and complete the six mandatory application questions .

11

A summary of your applications is shown on the 'applications' tab on your dashboard .

5. Training post selection period: 17 September – 15 October 2021Once a training post has opened your application, you will be notified that it has been ‘viewed’ . This notification will be displayed on your dashboard where your application’s status will change from ‘submitted’ to ‘viewed’ .

During the training post selection period, training posts will shortlist, interview and make placement offers to registrars . Registrars are then able to proceed in the process by accepting and or declining placement offers and finish the placement application process by completing the Placement Approval Forms .

You may be required for interviews via phone or in person during the training post selection period, so please ensure you are available and contactable during this time . If you have an unavoidable absence, be sure to include this information in your application letter .

Ahead of the training post selection period, ensure you have contacted your referees to confirm their availability and willingness to provide a reference if required .

Please note: training posts manage their own recruitment process.

12

6. Deadline to respond to offersYou will receive an email from the training post indicating that you have been offered a placement, and you need to go to your dashboard to accept or decline the offer .

Training posts set an expiry date to their placement offer(s); ensure you do not miss this deadline, as the training post may offer your place to another registrar .

Please note: you can only accept one placement offer per term.

7. NTGPE Placement Approval Form Once you have accepted a placement, you will be automatically directed to complete the Placement Approval Form . This will notify NTGPE of your accepted placement .

The Placement Approval Form allows NTGPE to be notified of your accepted placement offer and this form will be reviewed to ensure it meets your training needs .

A placement cannot be declined or changed once you have accepted a placement offer through placemeNT .

13

8. Placement confirmationOnce NTGPE have received the Placement Approval Form, the Program Managers will review your accepted placement offer to ensure the placement you have applied for meets your training requirements .

Important points to remember• Round 1 is open to all GP registrars who are currently training in the NTGPE program or who have been accepted through AGPT Intake 1 and due to commence training in 2022 . You can apply for a maximum of four placements per term, and you will be required to rank your application in terms of preference (one being the most preferred and four being the least preferred) .

• All applications must be submitted through the placemeNT portal, except for: �Advanced Skills Training placements (ACRRM and RACGP) �Hospital or Core Clinical Training placements

• You must complete the appropriate applications, acceptances and confirmations within the placement process key dates timeline

• Only a limited number of training posts will accept part-time placements . If you are looking for a part-time placement, include this information in your application letter and negotiate these terms on interview . Do not accept the placement and attempt to renegotiate a position from full time to part time .

• Concurrent placements: working part time in two practices frequently occurs, particularly in the East Arnhem/Gove region . If you are planning on working under this structure, you will need to apply for a full-time placement and state in your application letter that you are seeking a concurrent placement . You will also need to select ‘concurrent placement’ on your Placement Approval Form .

14

FAQsHow do I log in to placemeNT?You will need to log in through placemeNT using your GP Tracks login . In the top right hand corner of the placement website you will see a ‘login’ button that will lead you to the login page . You will need to use your GP Tracks login details .

Alternatively, you can login through GP Tracks . You will then see a placemeNT button on the second menu bar . Clicking on it will log you in to placemeNT . You can then start applying to training posts .

How many training posts can I apply to?During Round 1 you can only apply for a maximum of four placements per each term . It is important to make sure you apply to placements that will meet your training requirements . Please discuss your training requirements with your training team in advance of the placement process . Please consider your placement applications carefully as you cannot change your applications once they have been submitted . You are also not able to accept placements other than those for the specific terms you have applied for .

Preferencing your applications to training postsYou are required to preference your applications to training posts . Consider your preference carefully and review before submitting your application . Once you have submitted your application to a training post it cannot be withdrawn and you cannot go back and change your preference .

Do I have to apply through the placement process?Yes, all accredited placements are available through the online portal placemeNT unless otherwise noted on their individual training post profile pages . Some placements (for example hospital based AST/ARST) are required to be organised outside of the formal process . These placements will not be approved through the portal and the GP registrar is required to provide a formal letter of offer of employment to NTGPE to confirm their placement and training time .

I am currently on a 457 or a TSS 482 visa; is this relevant to training posts I apply to? NTGPE supports GP registrars on a 457 or TSS 482 visas thanks to the willingness of our training posts to participate in sponsorship and employment of these visa holders . Being on a 457/TSS 482 visa does not limit or restrict your applications during the placement process, however, training posts need to be aware of your residency status as they will have to participate in your sponsorship . Please note: NTGPE does not manage or have involvement in your ongoing visa requirements or the process you must follow to achieve permanent residency . If you are on a visa it is your responsibility to ensure you have the appropriate visa and working rights, including employer nomination where required, in place at all times .

Can I contact the training posts directly?Yes, GP registrars are encouraged to contact training posts to discuss employment options and gather information about the suitability of the training post for their training needs . However, applications must be submitted through placemeNT, and interviews and employment offers must happen within the placement process timeline . Informal arrangements between GP registrars and training posts outside of this process will not be recognised nor endorsed by NTGPE .

15

Why am I unable to view specific training posts on the website?Training posts listed on placemeNT for the 2022 GP Registrar Placement Process have indicated they have capacity for GP registrar placements and are able to provide the appropriate accredited supervision and teaching requirements . If you are looking for a specific training post that is not listed the reasons may include:• The training post is not currently accredited for GP training• Uncertainty regarding accredited GP supervisor capacity, therefore their ability to take GP registrars is uncertain

• Renovations to the training post• The training post is authorized for direct application outside the process, for example hospital based positions for procedural AST/ARST

• The training post multi site falls under a main or ‘parent’ training post, through which all applications are processed .

Who knows about my application?Each training post will receive your application and will see how you have ranked them . They will not know which other training posts you have applied to . NTGPE will be able to run a report through placemeNT which identifies GP registrar applications to training posts . We will not provide this information to the training posts or to anyone else .

What paperwork do I need to provide with my application?You will need to supply an up-to-date CV and an application cover letter . Your CV should include relevant information about your training and the names and contact details of your referees . You should ask your referees if they are happy to be contacted before you provide their details .

What are my rights and responsibilities in the placement process?GP registrars are expected to behave in good faith and professionally throughout the placement process . This includes:• Provide accurate and honest information in your CV and cover letter• Apply only for placements you genuinely intend to accept if offered• Be available for interviews during the interview period• Discuss any restrictions to your availability for the position (such as planned leave, travel restrictions or intention to work part time) during the interview

• Promptly decline all other offers once an offer has been accepted .

Once you have accepted a placement offer there is an expectation that the GP registrar will undertake the placement . A GP registrar cannot withdraw from an accepted placement offer .

In return, training posts are also expected to behave in good faith and professionally throughout the process . This includes:• Have a documented system to receive, record and review GP registrar applications• Provide reasonable notice of interview times• Ask appropriate interview questions• Accurately describe the role and what it involves, including travel requirements and working expectations

• Provide an indication of employment arrangements and salary• Promptly notify unsuccessful candidates in order to allow other positions to be filled• Provide prompt offers of employment to successful candidates by email .

GP registrars and training posts should be aware that many of these issues are relevant to employment law in Australia .

16

How will I know whether my application has been received by the training post?You will be notified of the status of your application through the following mechanisms:

1 . placemeNT will generate an email advising you that your application has been sent to the training post . This means that the training post has received your application into their inbox

2 . On your placemeNT dashboard under 'applications' your application will be marked as ‘submitted’3 . When your application is opened by the training post the ‘submitted’ notification under 'applications'

will be changed to ‘viewed’4 . placemeNT will also generate an email advising you that your application has been viewed by the

training post .

I have been offered a placement; what should I do?placemeNT provides you with the ability to accept and decline offered placements from your dashboard .

Please promptly accept your preferred placement and decline offers from other training posts . Placement offers will only be valid for a specific period of time . The training post will indicate this at the time of offer . If you do not respond by the due date and time your offer will be automatically rescinded .

I have been offered a placement at a training post and I have accepted; what is my next step?Once you have accepted a placement, you will be automatically directed to complete the Placement Approval Form . This will notify NTGPE of your accepted placement .

Please note that your placement will not be confirmed by NTGPE unless you complete the Placement Approval Form within the appropriate timeframe.

The Placement Approval Form allows NTGPE to be notified of your accepted placement offer and the form will be reviewed to ensure it meets your training needs before you receive your formal confirmation of your placement .

I have been unsuccessful with my applications and have not received any offers of placement; what happens next?If you are unsuccessful in gaining a placement during Round 1 you will move into the Final Round of the placement process . This round will allow you opportunity to apply for positions at training posts that still have capacity remaining after Round 1 .

Does the Final Round differ from Round 1?Yes . During the Final Round you will only be able to apply to training posts that still have capacity remaining after Round 1 . You are not required to rank your applications, and are able to apply for as many suitable training posts as you would like . Again, it is expected that you only apply for placements you genuinely intent to accept if offered . It is expected that all registrars who progress to the Final Round will secure a placement during within the timeframes of this round .

17

What is the Process Feedback Form?The RLOs and NTGPE have developed a Process Feedback Form to collect information about the placement process experience . Similar to a clinical incident form, the process feedback form is designed to identify serious issues requiring urgent intervention (website failures, substantial shortcomings in professional behaviour) and patterns of minor issues (slow responses, procedural deviations) which can be improved in subsequent rounds .

GP registrars and training posts are encouraged to use this form to record issues in a standardised, transparent way . It is possible to provide anonymous feedback . Anonymous feedback cannot be followed up directly but may provide useful information for the future .

I have accepted an offer from a training post; can I change training posts if I receive another offer?Once you have accepted a placement offer there is an expectation that the GP registrar will undertake the placement . NTGPE will not support GP registrars to withdraw a previously accepted placement to accept a later placement offer from another training post . This is to ensure a fair process to both GP registrars and training posts .

What happens if I only want to work part time?There are limited options for part-time GP registrar placements advertised through placemeNT . Please indicate in your application letter and discuss your part-time employment with the training post during the interview . Please note: in line with the AGPT Training Obligation Policy 2020 all GP registrars requesting part-time placements must apply in writing to the NTGPE Program Managers on approval of placement .

Can I re-apply to the same training post in the Final Round if I was unsuccessful in Round 1? Yes, in the Final Round you are able to re-apply to the same training posts you had applied for in Round 1 .

18

Advanced Specialised Training (AST)/Advanced Rural Skills Training (ARST)/Extended Skills Placement (ESP)I can’t find the AST/ARST/ESP post I am interested in on placemeNT; what should I do?If the AST/ARST/ESP post is not listed on placemeNT it means it is either not currently accredited or the position must be applied to directly and not through placemeNT . Please note: hospital-based procedural AST/ARST are normally recruited via the hospital’s internal recruitment program .

There is possibility that ARSTs, ASTs and ESPs, including those tha have been previously completed by GP registrars, could be accredited and considered as part of training time . Past examples of these include;

• Aboriginal Alcohol Treatment Program• Addiction Medicine and Mental Health• Alcohol and Other Drugs• Dermatology• General Surgery• Palliative Care• Public Health/Aboriginal Health • Mental Health• Respiratory and Sleep Services• Women’s Health

If you are interested in completing an ARST, AST and ESP placement that is not listed on placemeNT, please contact the NTGPE GP Registrar Support Team on registrar@ntgpe .org .

Extension Awaiting Fellowship term I am expecting to complete my training time in 2022, do I need to apply for a placement for my Extension Awaiting Fellowship?Yes, you still need to apply for a training position through placemeNT for your ‘Extension Awaiting Fellowship’ . This is for a maximum of 12 calendar weeks in line with the AGPT Extension of Training Time Policy 2020 . The Extension Awaiting Fellowship period allows GP registrars to keep working under the AGPT program while waiting for the review of their fellowship application and the awarding of the fellowship certificate from their college .

In line with the AGPT Extension of Training Time Policy, GP registrars have the option to work or take leave for all or some of the 12 calendar weeks whilst awaiting fellowship . If you intend to take leave you are still required to apply for an Extension Awaiting Fellowship (NTGPE will contact you when this is due) and also complete a GP registrar Leave of Absence Form .

Securing an Extension Awaiting Fellowship placement will assist registrars negotiating a six-month ‘Extension for Assessment Purposes’ in the unfortunate scenario a registrar is not successful in passing their exams .

19

Placement supportGP Registrar Support teamThe GP Registrar Support team is your first point of contact for questions relating to your placements on registrar@ntgpe .org or 8946 7079 .

Pastoral care – relocation support The Pastoral Care Officers are here to help GP registrars with those tricky relocation questions and provide advice to help GP registrars and their families settle into their local community . They can also connect you with other GP registrars currently in the area or those who have previously worked there .

Sue Irvin sue .irvin@ntgpe .org0407 541 945

Janelle Melbourne janelle .melbourne@ntgpe .org0418 252 496

20