guidelines for cpd log book (1)

MINISTRY OF HEALTH

MALAYSIA

CONTINUING PROFESSIONAL

DEVELOPMENT (CPD)

PROGRAMME FOR MOH

PROFESSIONALS

GUIDELINES

FOR

CPD LOG BOOK

MOH CPD Programme Log Book - Jun 2007

CONTENTS

Page

Guidelines for CPD Log Book

1. Introduction & Objectives 2 - 3

2. Guidelines to the use of the log book 4 - 13

- General Guidelines 4 - 6

- Allocation of CPD points equivalent for

PTK – for Medical Officers, Dental

Officers & Pharmacists

4

- Instructions to Officers 6

- Instructions to Supervisors 7

- CPD Credit Points System for Medical

Officers, Dental Officers & Pharmacists

8-12

- Verification of CPD Points by

Supervisor

13

3. Flowchart of the CPD-PTK Information/Data

Collection & Management

Appendix – CPD 01 form

14

1

INTRODUCTION

The Continuing Professional Development (CPD) programme shares the same concept and principles of the Penilaian Tahap Kecekapan (PTK) assessment under the Sistem Saraan Malaysia (SSM). They are both integral in the medical and health professional development.

The CPD programme, which has been in existence for many decades, has recently undergone extensive revision. As a result of this revision, the CPD programme has a much wider scope that encompasses the current PTK assessments, and incorporates an extensive evaluation and competence development for the staff at Ministry of Health (MOH) in both the Kompentensi Khusus (Core/Clinical Competency) and to some degree Kompetensi Umum (Generic or Non-core Competency).

Hence it is logical to “merge” the PTK into the existing CPD programme and at the same time enlarge the CPD programme to include elements in the PTK currently not adequately covered. By integrating the MOH’s CPD programme with the PTK assessment it is possible to provide a comprehensive mechanism to evaluate its personnel more objectively and appropriately.

The major benefit of integrating the PTK with CPD is that it will enhance the objectives of the PTK, empowering individuals to manage their knowledge and competence, and thus produce the type of employees the Sistem Saraan Malaysia (SSM) programme and the government hope for.

All MOH staff are required to maintain a logbook, which shall record the CPD activities and PTK assessments and involvement of the individual. The supervising consultant or officer will certify the logbook, at least, at 3 monthly supervision sessions.

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OBJECTIVES

General Objective

To have a competent and excellent workforce

Specific Objectives

1. To provide a record for all health professionals on their CPD activities & PTK assessments.

2. To assist the officer and Head of Department to identify and plan the needs for training and personal development.

3. To enable the Head of Department and the individual to monitor CPD & PTK activities.

4. To provide documented evidence for the purpose of integration of CPD with PTK, annual appraisal and recertification.

GUIDELINES TO THE USE OF THE LOG BOOK

1. This log book is designed to guide health professionals in recording and updating whatever CPD activities and PTK assessment they have been involved in. Please refer to the relevant CPD Credit Points Point System (In this document, please see CPD Credit Points System for Medical Officers, Dental Officers & Pharmacists).

2. There is a requirement for annual minimum Credit Points achievement for each professional group. However there is no upper limit in acquiring points for CPD. The credit point system for PTK assessment use is outlined below:

3

Allocation of CPD points equivalent for PTK – for Medical Officers, Dental Officers & Pharmacists

PTK level

Competency Grading

PTK Equivalents

CPD Credit Points Equivalent (cumulative)

PTK 1 - 2

Poor Aras 1 < 10

Fair Aras 2 10-29

Good (can be considered for promotion)

Aras 3 30-40

Excellent (strongly considered for promotion and anjakan gaji - for purposes of increment)

Aras 4 > 40 with at least 10 of these point coming from either A3, A4 or A5 (or a combination)

PTK 3 - 5

Poor Aras 1 < 20

Fair Aras 2 20-39

Good (can be considered for promotion)

Aras 3 40-50

Excellent (strongly considered for promotion and anjakan gaji - for purposes of increment)

Aras 4 > 50with at least 10 of these point coming from either A5, A6, A11, B1 or B2 (or a combination)

PTK 6

To follow the existing system of PTK courses. CPD points will be used as part of the annual assessment.

4

3. As outlined in the CPD Credit Points Point System, a health professional may be involved in or attend many CPD activities of the same category, but only the maximum credit points of that category would be taken into consideration for the annual minimum. [For example, a person who has attended a congress twice in that year will be awarded 40 CPD points. However for the annual minimum credit points only a maximum of 20 CPD points will be taken into consideration for that year].

4. Each CPD activity undertaken must be recorded in the log book and be verified by the Supervisor or Head of Department with documented proof (see Verification of CPD Points by Supervision).

5. The Supervisor will be the first assessor for the annual assessment [Penilai Pertama untuk Sasaran Kerja Tahunan (SKT) dan Laporan Nilaian Prestasi Tahunan (LNPT)] or a senior officer appointed at the discretion of the Head of Unit or Jabatan (Discipline). The Head of Unit or Jabatan (Discipline) will issue a formal letter of appointment to the supervisor at the start of each year to indicate which officers is under her/his supervision.

6. At the end of the year (at the same time as submission of the annual assessment report/LNPT), an individual has to submit the completed and supervisor signed log book to the Head of Unit or Jabatan (Discipline) for evaluation and endorsement. The log book will then be submitted with the annual assessment report/LNPT to the Head of Department (Ketua Jabatan). The log book will be kept with the annual assessment report/LNPT and a summary sheet (see Document for Submission) which contains a summary of the relevant information will be submitted for use nationally. (see Figure 1 – Flowchart of the CPD-PTK Information/Data Collection & Management).

7. A CPD Committee at Hospital, District & State level will be responsible for ensuring the implementation of this revised system. The CPD committees will also be responsible to deal with any appeals from officers

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regarding disagreement on points awarded and the local verification process.

Integrating CPD and PTK

1. Under the revised system, the generic component of level 3, 4 & 5 of PTK courses will focus only on assessment. The duration of the course(s) will be shortened to two (2) or three (3) days. As such, candidates are required to acquire knowledge and prepare themselves prior to attending the course(s). This may be done via attending relevant CPD activities related to the subjects in the syllabus.

2. CPD points acquired for a particular year cannot be carried forward to the following year. However for the purpose of PTK, the points are cumulative and can be carried forward to the following year.

Instructions to Officers

1. Officers are encouraged to plan their CPD activities at the start of each year.

2. Please fill in Table 1 (Detailed Record of CPD Activities & Supervisor’s verification) on an ongoing basis.

3. Please show your log book to your immediate supervisor, appointed by the Head of Unit or Jabatan (Discipline), 3-monthly at least, to verify your CPD activities, document the points you have achieved and to plan further activities.

4. The certificates of attendance and relevant verification documents must be produced when showing your log book for CPD points to the supervisor.

5. Document all attendance at PTK courses in the log book in Table 2. This is cumulative i.e. you document them every year (previous years and present year courses).

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6. Any appeal regarding disagreement on points awarded or the verification process should be made to the local CPD committee.

Instructions to Supervisors

1. Please be proactive and review the officers log book at least 3 monthly to document the points she/he has achieved and to plan further CPD activities.

2. Please record the points in Table 1 at least 3 monthly. Awarding and verifying points for the officer can be done continuously.

3. Use the verification of CPD points (see Verification of CPD Points by Supervisor) as a guide on verifying the activity. The officer must provide documented proof of CPD activities when submitting the log book.

4. Please fill CPD-LB form in duplicate at the end of the year to determine the summary of CPD points achieved and the competency grading for PTK. The officer will therefore have two total points – one showing points achieved for CPD programme and another for annual PTK assessment (after correcting for maximum points allowed for each category). Submit the completed CPD-LB form together with annual assessment report/LNPT) to the Head of department.

5. The Head of Department will prepare the summary report using CPD-01 form, analyzed and submit the report to State Health Director (Chairman of State CPD committee).

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CPD Credit Point System forMedical Officers, Dental Officers & Pharmacists

CPD Category

CPD Activity Description

Points per Activity

Criteria / Explanatory Notes

Maximum Points for Annual Consideration

A1 Congress/Conference (Local/ international)

20 per conference

A conference should:

a. Be conducted not less than 3 full days, a full day being 5-8 hours.

b. Involve speakers of international standing.

c. Contain plenary lectures / symposia.

d. Allow presentation of free communication / poster, etc.

20

A2 Scientific Meetings of Chapters of Academy/ Universities/ Colleges/Association/Institutions/ Ministry of Health & othersa. Less than 2 hours b. 2-4 hours (1/2

day)c. 5-8 hrs (full day)d. 2 full dayse. 3 or more full

days.

1 point2 points

3 points6 points10 points

20

A3 Workshops/ Courses/ Fellowships/ attachment etc. (include hands-on & skills courses)a. Half day (2-4

hours)4 points

For professional attachment, credit points are awarded to participants from outside the place of work, e.g. Tertiary

30

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CPD Category


Points per Activity



b. Full day (5-8 hours)

c. 2 full daysd. 3 or more full

dayse. Skills accredited

structured courses by specific disciplines (e.g. ALS, PALS, NRP, MTLS)

f. Study Tour

6 points

10 points15 points

20 points

5 points

Hospitals, University Hospitals.

A4 CME sessions/ other professional activities e.g.Topic seminar, Forum, Lectures, Journal Club, Formal Ward rounds (teaching rounds), Clinic attendance, Hospital clinical meeting, Video show, Video conferencing, Reflective Notes, Morbidity and mortality reviews, Epidemiological reviews

1 point/ hour

For ward rounds credit points are awarded to participants from outside own hospital/ establishment, e.g. Private practitioners, verified by the CPD Chairman of that institution.

20

A5 Presentation at accredited meeting

- Plenary lecture/long paper (>45 min.) / Free paper / short paper

- Others lectures/ talks e.g. Visiting lecture, Hospital clinical meeting, CME sessions, Public meeting, Giving talk

10 points

5 points

These credit points are in addition to full delegate attendance at congresses, scientific meetings or workshops. Otherwise only credit points for presentation are attainable.Visiting lecture – Where one is officially invited to

20

9

CPD Category


Points per Activity



/public advice, Lectures to NGO/ radio or TV talk, Technical briefing/ update.

give a lecture at venue/ function away from one’s principal place of practice.

A6 Publication of articles in journal/ chapters in book /reports

a. Indexed/ Peer reviewed Journal (authors)

b. Non-indexed journal (authors)

c. Chapter in book - each chapter

d. Reports e.g. Technical report, working papers, etc.

20 points

10 points

10 points

10 points

An indexed journal is one which has international standing and is listed in the Index Medicus or similar indexing system.

Maximum for writing chapters in a book is 20.

30

A7 Self-study/ Group study/ Distance learning e.g.Reading scientific papers from indexed journals, Audio-visual, Organized group discussion under accredited co-coordinator

1 point/paper orsession

Documented evidence (with verification) needs to be produced e.g:

a) Self study – Self administered MCQ

b) Documented evidence in the form of synopsis/ evidence table

Each individual is personally responsible to source for and read relevant PTK materials.

20

10

CPD Category


Points per Activity



A8 CME Online 1 point/article or session

The CPD Board is ultimately responsible for accreditation of the providers.

20

A9 Post-basic courses

a. 1-2 weeksb. 2-4 weeksc. >1-3 monthsd. >3-6 monthse. >6 months – 1 yr

10 points12 points15 points20 points30 points

These should be:a. Conducted by

relevant recognized authorities - local or international

b. Verified by the CPD committee

c. Points are given only once, upon completion of studies.

30

A10 a. Degree, Masters Programs, Postgraduate programmes (for each stage of examination passed)

b. PhD/DrPHc. Advanced

Diploma/Subspecialty training

50 points

50 points50 points

Allowed to also get points from other categories / sections

50

A11 Involvement as committee or project membera. Quality Initiatives

eg. KMK, Innovations, TQM, Accreditation, ISO, etc

b. Research projects (as researcher/ collaborator)

c. Training activities (as facilitator/ trainer)

5 points for involvement in each area

20

11

CPD Category


Points per Activity



B1 EditorMember of Editorial BoardReferee/ reviewer (per article)

10 points5 points

5 points

Pertaining to production of journals, special reports, bulletins, newsletters etc.

10

B2 Other supporting activities related to personal development and self-improvement:Leadership, Management, IT, Organizing Committee/Secretariat, Innovation, Arts, music,Languages, Teamwork, Member of professional body, etc

a. Local level

b. State level

c. National level

d. International level

2 points /activity

3 points /activity

5 points /activity

10 points /activity

These activities are not restricted to MOH functions e.g. involvement in PIBG may also be considered.

Documented evidence (with verification) needs to be produced)

10

B3 Registered Members attending Professional Society Annual General Meeting

2 points Note ; For Pharmacists Only

A valid membership registration & proof of attendance must be provided and verified

2

Note: 1. Maximum points refers to maximum that will be accepted for each

category, and will be taken into account for the annual CPD/PTK points (e.g. attending 3 conferences in one year will only result in a maximum of 20 points being awarded).

2. For all activities, certificates of attendance, certified attendance lists, or other evidence for verification are required.

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Verification of CPD Points by Supervisor

CPD Category

Verification Accepted

A1 Proof of attendance


(certificate or letter of participation)


(certificate or letter of participation)

A4 Proof from attendance records

A5 Certificate or Letter of appreciation for activity conducted

A6 Verified presentation or publication in programme book, abstract book, proceedings or journal

A7 Proof from CME provider or synopsis of article

A8 Proof from CME-online provider

A9 Proof of post-basic or other diploma certificate

A10 Certificate or exam result

A11 Letter of appreciation or appointment for activity

B1 Documentation of position held from journal or editorial board, or Letter of appointment

B2 Certificate or Letter of appreciation/appointment for activity

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Figure 1: Flowchart of the CPD-PTK Information / Data Collection & Management

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Officer receives logbook at start of the year

Officer fills up logbook on an ongoing basis throughout the year

Officer shows logbook at least 3 monthly intervals to supervisor with relevant

verification documents

Supervisor (First assessor for SKT/LPT) appointed by Head

of Unit/Discipline

Supervisor review the officer’s log book every 3

months to verify & document pointsOfficer submits completed logbook

at end of the year

Supervisor does final review & documents total points achieved for CPD programme and grade

competency (PTK)

Duplicate Copy of individual summary CPD points (CPD-LB ) submitted to Head of

Department (Ketua Jabatan)* (individual kept their log book )

Head of Department (Ketua Jabatan) submits summary of CPD points (CPD-LB) with

annual assessment report (LNPT)

CPD points used for annual PTK assessment

& an evaluation of continuous professional

development

Head of Unit/Discipline evaluates & endorses the log book

Head of PTJ (Ketua PTJ) analyzed and submits summary sheet (CPD-01) to State Health Director

Appendix 1

CPD-01Document for Submission for PTJ to State CPD committee

To: Chairman State CPD Committee (State Health Director) ________________________________

Summary of CPD Points Achieved For the Year: _________________________________________

Name and address of PTJ : __________________________________________________________

__________________________________________________________

No. Name Position I.C No: Grade SalaryScale

Total Points Achieved

CPD PTK

MOH CPD Programme Log Book - Jun 2007

No. Name Position I.C No: Grade SalaryScale

Total Points Achieved

CPD PTK

Comments and suggestions:

_____________________ Head of PTJ Signature Head of PTJ Name:

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Date : Official Chop :

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