Before the registrar starts

Below are key tasks to perform 2-3 months before a registrar starts:

• Employment Documentation – Collect evidence of the registrar’s medical indemnity certificate of currency, Medical Board of Australia registration, Working with Children Check (if required), police clearance (if required), and conduct reference checks.
• Medicare Provider Number – Ensure the registrar has applied, via their RTO, for a Medicare provider number for their placement.
• Medicare Documentation – Download, complete and lodge required Medicare forms.
• PRODA – Encourage registrar to create a Provider Digital Access (PRODA) account and make the practice a delegate.
• HPOS – Encourage registrar to create a Health Professional Online Services (HPOS) account.
• PSIS – Encourage your registrar to create a Prescription Shopping Information Service (PSIS) account.
• AIR – Encourage your registrar to set up access to the Australian Immunisation Register (AIR) using their HPOS account.
• Workcover – Set up for Workcover and the Transport Accident Commission (TAC) or other, by State, as necessary.

Key Documents

	Employment contract	VIEW
	TEMPLATE: GP Position Description	DOWNLOAD
	National Terms and Conditions for the Employment of Registrars (NTCER)	VIEW
	Fair Work information statement	DOWNLOAD
	Superannuation standard choice form	DOWNLOAD
	Tax File number declaration	DOWNLOAD
	Personnel Form (Bank details, next of kin, address, etc.)

Medicare Documents

	Online claiming provider agreement (HW027)	DOWNLOAD
	Provider registration for Electronic Funds Transfer payments (HW029)	DOWNLOAD
	Bank account details for Online Claiming (HW052)	DOWNLOAD
	General practitioner 90 day pay doctor cheque scheme (HW074)	DOWNLOAD
	Practice Incentives individual general practitioner, nurse practitioner or health professional details (IP003)	DOWNLOAD
	Practice Incentives change of practice details (IP005)	DOWNLOAD
	General Practitioner Aged Care Access Incentive Payment banking details form (IP011)	DOWNLOAD

Below are key tasks to perform one month before a registrar starts:

• Meeting – Meet with the registrar to identify strengths and weaknesses, learning and personal needs/adjustments, before arrival.
• IT – Ensure appropriate IT infrastructure has been ordered / is available, setup the registrar with logins, passwords, email.
• Practice medical software – Setup the registrar in your practice’s medical software program, including an appointment book, ensure you have the registrar’s health identifier number.
• Electronic services – Ensure the registrar is registered to certain electronic services such as Safescript (in Victoria), eRx, etc. and access to pathology and radiology providers so that electronic results can get back to the Practice.
• Translation services – Ensure the registrar is registered for access to the Free Interpreting Service from the Department of Home Affairs.
• Registrar Profile – Obtain the registrar’s biography and a photo so that it can be put up on the practice’s website.
• Practice communications – Add new registrar to staff list, emergency response plan. Include in handbook should one be available.
• Rostering – Discuss roster with registrar. Ensure there there is in-practice formal structured teaching, send roster early to registrar – especially if working a Saturday etc. View scheduling tips here.
• Hospital – Arrange admitting rights and emergency department credentialing to the local hospital(s) if required. Prepare information on retrieval processes and preparations.
• Accommodation – Consider accommodation arrangements (if applicable)

Below are key tasks to perform 1 week before a registrar starts:

• Orientation pack/folder – Put together for the registrar.
• Bullying and Harassment – Provide all relevant policies to the registrar prior to their arrival, and then to ensure understanding, have the registrar complete a pre-work bullying and harassment questionnaire form.
• Consulting Room – Ensure appropriately equipped.
• Patient Booking – Make sure the registrar’s profile is available on any public/online booking system so that patients can actually book in to see the registrar.
  

Below are key tasks to perform on the first day your registrar starts:

• Orientation Checklist – Tick off things that have been completed, arrange and schedule further orientation for remaining items over the coming days / week.
• Practice Tour and Introductions – Conduct a tour of the practice, advise on building access, parking, lunch arrangements, introduce to other practice staff.
• Work Health and Safety – Go over key health and safety issues including the use of duress alarms, fire escapes, toilets, kitchen, first aid kits, defib location, etc.
• Consulting Room – Show registrar to their consulting room and allow time for familiarisation with the room, computer, etc.
• Medical Software – Make sure the registrar has access to training links for the medical software and establish and plan/schedule for the registrar to go through and complete all appropriate training/s so they start to become familiar with the software.

Key Documents

Orientation checklist

VIEW

Below are key tasks to perform by the fourth week of a new registrar starting:

• Plan Learning – Discuss your registrar’s learning needs and help them plan; develop a supervision and teaching plan.
• High Risk Consultations – Conduct a risk assessment of the registrar’s ability to deal with consultations known to be high risk, identify a clear ‘Call for Help’ list.
• Local Services – Visit local services and facilities such as pharmacy, pathology, radiology, physiotherapy.
• Hospital – Have the registrar attend an orientation to the local hospital including outpatients, accident and emergency and theatre, if appropriate.
• Treatment Room – Arrange a session with the practice nurse and familiarisation with the treatment room and equipment.
• Observation – The supervisor should observe the registrar’s consulting skills by sitting in for a few sessions.
• Consultations – Increase the number of consultations per hour according to the registrar’s ability and level of comfort.
• Employment Supervision and Pastoral Care – Meet using the recommended template. Discuss the format and schedule of the meeting, and what it seeks to achieve. Aim to have one of these meetings every month.
• Patient Billing – Ensure the registrar understands how patient billing works. Understanding how to bill requires dedicated time early on.
  
• Registrar Payslip – Go over a payslip with the registrar. Discuss how things were calculated, what each parts of the payslip mean, and discuss the difference between billings and receipts.
  
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Key documents

	GUIDE: GPSA Planning Learning Guide	VIEW
	GPSA Registrar 4R Learning Needs Self-Assessment Tool	VIEW
	GUIDE: GPSA Practice-based Teaching Guide	VIEW
	GPSA Teaching Plans	VIEW
	TEMPLATE: GPSA Random Case Analysis Template	DOWNLOAD
	TEMPLATE: GPSA ‘Call for Help’ List	VIEW
	TEMPLATE: GPSA Monthly Meeting and Pastoral Care discussion template	VIEW
	GUIDE: GPSA Guide to Giving Effective Feedback	VIEW
	GUIDE: GPSA Guide to Bullying and Harassment: Pursuing Zero Tolerance	VIEW