Practices
Employment and Practice Support
Registrars are employees, and like any employer/ employee relationship, conflict can arise that leads to disputes.
GPRA and GPSA encourage early and open dialogue between the parties, in the hope that disputes can be resolved to the satisfaction of both parties. A new section has been added to the NTCER Agreement to address the dispute resolution process for practices and registrars.
WHAT TYPES OF DISPUTES ARE COVERED BY CLAUSE 18 OF THE NTCER?
If a dispute arises that cannot be resolved internally, or through the various channels GPSA has created for our members such as online FAQs and other resources, peer discussions on the Community platform, or contacting us directly with a question, clause 18 of the NTCER sets out the dispute resolution procedure that needs to be followed.
This procedure is available for disputes over terms and conditions covered by the following sections of the NTCER:
6 Leave Entitlements
6.1 Annual Leave
6.2 Annual Leave taken in advance of accrual
6.3 Payment for Annual Leave
6.4 Personal/Carers Leave
6.5 Personal/Carer’s Leave taken in advance of accrual
6.6 Payment of Personal/Carer’s Leave
6.7 Compassionate Leave
6.8 Parental Leave
6.9 Study/Exam Leave
6.10 Public Holidays
6.11 Family and Domestic Violence Leave
10.3 Ordinary Hours of work
10.4 Ordinary hours for full-time registrars
10.5 Ordinary span of hours
10.8 Ordinary hours for part-time registrars
10.9 Additional Ordinary Hours of Work
10 Basis of Employment
20 Termination
Schedule A – Remuneration (AGPT).
WHAT DO WE DO IF THERE IS A DISPUTE BETWEEN THE REGISTRAR AND THE TRAINING PRACTICE THAT CANNOT BE RESOLVED INTERNALLY?
If the registrar and their supervisor cannot resolve the issue, other members of the practice team such as the practice manager should be involved. If you still cannot reach a resolution, and the issue relates to one of the above clauses, the registrar should be directed to contact GPRA while the practice / supervisor contacts GPSA for assistance with the issue(s).
In the meantime, all parties should use best endeavours to continue working in harmony in order to maximise the registrar’s training outcomes and their patients’ health outcomes.
I HAVE ALWAYS RECEIVED REALLY GOOD ADVICE WHEN I CONTACT THE GPSA STAFF. CAN I STILL CONTACT THEM FOR HELP OR DO WE HAVE TO FOLLOW THIS FORMAL PROCESS?
The services that have previously been provided are still available. Referring to FAQ’s, taking the opportunity to discuss your issue with experienced practice managers and other GPSA staff, and raising your question in the GPSA Community Practice Manager group are all resources that should be utilised BEFORE a formal dispute resolution process is undertaken.
The formal dispute resolution process is available for the unlikely situation where all general options have been exhausted.
WE CANNOT REACH A RESOLUTION INTERNALLY, AND IT IS CAUSING PROBLEMS IN THE REGISTRAR’S RELATIONSHIP WITH THE SUPERVISOR. CAN WE ASK THE REGISTRAR NOT TO COME IN UNTIL THIS IS RESOLVED?
You must not stand a registrar down for raising a concern or presenting their interpretation of an entitlement.
Clause 18.2 of the NTCER requires both parties to continue to work in an appropriate and professional manner whilst the dispute resolution process is undertaken.
CAN WE HAVE SOMEONE REPRESENT US AT THE INTERNAL DISCUSSIONS?
All parties to a dispute may be represented in any discussion or formal process under this clause by a person, organisation or association of their choice including but not limited to GPRA, GPSA, their Registrar Liaison Officer (RLO) or their Supervisor Liaison Officer (SLO).
We suggest that informal attempts are made to resolve the dispute prior to asking others to formally be involved.
HOW DO I FIND OUT WHO THE RLO/SLO IS?
The supervisor and registrar can log into the TMS for contact details for their respective liaison officers.
WHAT IF WE HAVE FOLLOWED ALL THE STEPS, INCLUDING ESCALATING THE ISSUE TO INVOLVE GPRA AND GPSA, AND WE STILL CANNOT REACH AGREEMENT?
If a resolution is not reached after following the steps included in clauses 18.3 and 18.4, either party to the dispute or, if permission is provided, their representative may refer the matter to the Fair Work Commission (FWC).
At this stage, the FWC will take over the conciliation process and both parties are bound by any decision made.
EXAMPLES OF USING THE DISPUTE RESOLUTION PROCESS UNDER CLAUSE 18?
No formal dispute resolution required:
Scenario
Jenni is a part time (0.5FTE) registrar whose hours of work are Monday x8 hours, Tuesday x6 hours, Wednesday x5 hours = 19 hours/week.
Jenni has aalready taken 1 week (19 hours) of annual leave and has requested to have the next 3 Mondays off work as the balance of her annual leave entitlement.
Jenni’s main supervisor has passed this request to Felix, the practice manager, as he handles the appointment books.
Felix advises Jenni that she is not entitled to 3 Mondays off.
Issue
Jenni believes that she is entitled to 3 days off as she works a 3-day roster.
Felix considers Jenni’s request to exceed her annual leave balance as her standard Monday roster is for 8 hours, so 3 full Mondays off would amount to 24 hours onstead of the 19 hours she has available.
Following the NTCER procedure
Before entering into a formal dispute resolution process, Jenni is advised to contact GPRA for clarification of her entitlements. The practice manager contacts GPSA to confirm their understanding is correct.
GPRA informs Jenni that she is entitled to 19 hours annual leave only. As this information has come from the peak body representing registrars, Jenni accepts their response.
Outcome
Jenni and the practice do not need to pursue a formal dispute resolution process. Felix and Jenni agree that Jenni will take 2 full Mondays for annual leave (totalling 16 hours) and come in 3 hours later than her normal starting time on the 3rd Monday.
Both parties are happy with the outcome. As Jenni and the practice maintained their professionalism whilst independent advice was being obtained, the working relationship has not deteriorated. Win/win.
Formal dispute resolution required:
Scenario
Tuan is a GPT4 registrar. He has undertaken the majority of his training on a part-time basis and has been placed at a total of 6 practices, including the one he is currently with (on a full-time basis).
Tuan and the practice principal, Ash, have both indicated that there may be an opportunity for Tuan to stay at the practice once he has Fellowed.
The practice typically shuts down over the Christmas period, and this year plans to shut from COB on Friday 20 December and re-open on Monday 6 January. As the business will be closed, Tuan has been told that he will be required to take annual leave over this time.
Issue
Tuan requests 3 days annual leave in January. This is denied as he had 2 weeks off over Christmas – the full entitlement for a 6 month placement. Tuan disputes this as 3 of the days were Public Holidays.
Both Tuan and Ash make further enquiries and, despite being advised that Tuan is entitled to 3 additional days, the practice continues to refuse his annual leave, stating that they have never paid any other staff for Public Holidays during a shut-down period and they are not going to start now.
Following the NTCER procedure
As the employer and Tuan cannot come to an agreement, the formal dispute resolution process is invoked.
Ash rejects the advice provided by GPSA and the matter is escalated to the Fair Work Commission – where Tuan is awarded the 3 days of annual leave owing to him, and the employer is fined for repeatedly failing to meet their obligations under the Fair Work Act 2009 (FWA) not only with respect to Tuan’s entitlements, but also that of their other employees.
Outcome
The escalation of Tuan’s dispute has impacted both on Tuan’s training outcomes and his relationship with the practice.
The practice bears all the obligations of an employer under the FWA and must keep informed of their responsibilities at all times. A number of online modules are available on the Fair Work website along with tempates and guides to support best practice eployment.
While GPSA and GPRA provide answers to frequently asked questions specifically about the employment of registrars, and interpret the NTCER to ensure compliance with this industrial instrument, practices are advised to seek legal advice about any employment-related issues about wich they are uncertain.
WHAT DO WE DO IF THE ISSUE IS OUTSIDE THE NES?
Clause 19.3 of the NTCER sets out the steps that should be taken to resolve a dispute concerning issues outside the NES.
Note that all efforts must be made by both parties to resolve issues prior to undertaking this formal dispute resolution clause.
WHAT IS AN EXAMPLE OF A DISPUTE THAT FALLS UNDER SECTION 19?
Sammy, a CGT1 RG registrar, has been arguing with the practice because Sammy wants to change consulting rooms as they find the room they have been allocated to have less than adequate equipment.
The practice maintains that the equipment is older but in perfectly functional working order and refuses Sammy’s request.
The dispute cannot be resolved within the practice as both parties are adamant they are correct.
They do however agree to try and find a resolution following the process set down in the NTCER.
Step 1 – Sammy speaks to GPRA about their issue; the practice manager discusses the matter with GPSA
Step 2 – GPRA and GPSA prepare a brief report based on their respective discussions
Step 3 – The reports are exchanged between GPRA, GPSA, and the relevant RLO and SLO
Step 4 – GPSA and GPRA set up an online meeting with Sammy, the supervisor and practice manager as well as the RLO and SLO
Step 5 – GPSA and GPRA liaise to objectively look at both parties’ interests
Step 6 – After consultation, GPSA and GPRA prepare recommendations to resolve the dispute
Step 7 – The recommendation to update some of the equipment that has in fact been having issues is agreed to by the practice and Sammy is happy to return to their allocated room for the remainder of their training term.
If the dispute had not been resolved, the next step would have been to take the matter to the training provider or relevant agency and then written advice following these meetings would be forwarded to the practice and to Sammy.
Fatigue management is important in all employment situations, but especially so where the impact of fatigue can be poor patient health outcomes.
Under the NTCER, GPRA and GPSA have enshrined the management of registrar fatigue as a responsibility that needs to be shared equally between the registrar and the training practice.
Training practices and supervisors are charged with responsibility for the safety of not only their registrars but also that of the registrar’s attending patients.
HOW DO WE MANAGE FATIGUE IN THE PRACTICE?
The practice manager, supervisor and registrar should work together to develop a relationship that encourages open communication and feedback.
The registrar should be encouraged to speak with their supervisor and/or practice manager about ways they can manage workload and study and still maintain a healthy work life balance.
Supervisors should model a healthy work/life balance to the Registrar.
OUR REGISTRAR IS REALLY STRESSED ABOUT THEIR UPCOMING EXAMS AND TELLS THEIR SUPERVISOR THAT THEY ARE STUDYING EVERY NIGHT FOR AT LEAST 5 HOURS. HOW CAN WE HELP THEM SO THEY DON’T BECOME FATIGUED?
Fatigue management is important in all employment situations, but especially so where the impact of fatigue can be poor patient health outcomes.
Under the NTCER, GPRA and GPSA have enshrined the management of registrar fatigue as a responsibility that needs to be shared equally between the registrar and the training practice.
Training practices and supervisors are charged with responsibility for the safety of not only their registrars but also that of the registrar’s attending patients.
The supervisor and other newly Fellowed GPs have much to offer from their own experience of exam pressures and juggling a variety of priorities.
GPSA has resources to help members of the supervision team guide the registrar to employ better study habits and improve their time management skills.
IS THE REGISTRAR REQUIRED TO LET US KNOW IF THEY HAVE ANOTHER JOB?
Yes – the NTCER emphasises the need for open and respectful communication between the practice and registrar, and clause 16.2(c) requires the registrar to advise the practice manager of any work they are doing outside of their engagement with the training practice.
It is important that the practice manager shares this information to ensure there is a whole-of-practice approach to monitoring the registrar for any impact on their performance or health.
WHAT SHOULD WE DO IF THE REGISTRAR TAKES ON ANOTHER JOB? DO WE HAVE TO SUPPORT THEM IN THIS?
Registrars and training practices should consider themselves a team, with each wanting the best outcome for the other.
Whilst the registrar is responsible for their own behaviours, training practices can assist with fatigue management when they are aware of the issues the registrar faces.
Consider the following example:
Kelly, a GPT3 registrar, has just bought a new home and the mortgage impact has hit hard. In the middle of her 6-month employment contract with Seaside Medical, she decides to take on occasional extra weekend shifts at the local hospital. She lets her practice manager know immediately about her decision and advises when the shifts will be happening and for how long.
Kelly’s practice manager considers the patient demand, room availability, access to supervisors and consulting profile of other GPs at Seaside and finds that there is the option for her to change her normal day off on Tuesdays to Mondays instead. This is a win/win: assisting the registrar in managing their time and fatigue, with no detrimental impact on business operations and patient access. More importantly, the practice’s willingness to accommodate her scheduling needs has enhanced Kelly’s training experience and elevated Seaside Medical as a potential long-term fit post-Fellowship.
OUR HOURS ARE 7.00AM–10.00PM, MONDAY TO FRIDAY. CAN I ROSTER A REGISTRAR TO FINISH AT 10.00PM AND THEN START AT 8.00AM THE FOLLOWING MORNING?
This is question that needs to be considered on a case by case basis – applying logic and open communication with the registrar. Remember the point of fatigue management is not to be restrictive for either the practice or registrar, but to facilitate patient safety and registrar and wellbeing.
Clause 19.2(e) of the NTCER requires a clear period of rest of no less than ten hours between the registrar’s shifts. Although this clear rest period is achieved in the example provided, the practice needs to be mindful of any travel time the registrar might incur between work and home.
We would suggest that this roster not be a regular occurrence but happen only in the case of an emergency or workforce shortage.
OUR REGISTRAR IS WORKING AT THE LOCAL HOSPITAL IN E.D. AND HAS COME TO WORK SOME MORNINGS WITH LITTLE OR NO SLEEP... IS THIS OK? WHAT ARE OUR OBLIGATIONS HERE? WHAT ARE THE OBLIGATIONS OF THE REGISTRAR?
Under clause 16.2(f) of the NTCER, the registrar is responsible for ensuring that they have a clear rest period of no less than 10 hours between shifts, including those worked at the training practice and any other workplace. This is for the protection of the registrar, the registrar’s patients, and the training practice.
The registrar has a responsibility to prioritise their commitment to the training practice over other employment – clause 19.2(g). Treating the training practice as their principle place of employment, the registrar must refuse any shifts with another employer that they know or suspect will impact on a clear 10-hour rest period before a rostered shift at the practice. An exception to this would be an on-call shift, which should be considered on a case by case basis and treated with a logical approach and open communication between practice and registrar. In many instances, an on-call shift might result in a 20-minute attendance at the hospital – if this is in the middle of the night and involves travel time, this could have the same effect as a full shift in terms of fatigue; if the same call-out happens only an hour or two before the start of the registrar’s shift in the practice, or mid-evening, this may have no impact on their fatigue and be perfectly acceptable.
If a registrar does attend the training practice and advises you that they are struggling after having an inadequate rest period, together the practice and registrar should undertake a risk assessment to determine if the registrar is safe to consult. Where the decision is that the registrar is not safe to consult, the practice must direct them to return home and take the day off drawing on annual leave (paid or unpaid), or to make up the missed hours throughout that pay period.
THE HOSPITAL HAS ROSTERED THE REGISTRAR ON A SHIFT THAT FINISHES AT MIDNIGHT, BUT THE REGISTRAR IS ROSTERED TO COMMENCE AT THE PRACTICE AT 8.00AM THE FOLLOWING DAY. WHAT HAPPENS IN THIS SITUATION?
We all know there need to be a few options for every scenario…
A) The registrar acknowledges their responsibility under Section 19.2(e) of the NTCER, namely to ensure they always have at least 10 clear hours of rest before commencing work at the practice, and declines the hospital shift; or
B) The registrar advises the practice of their dilemma – the hospital is short-staffed and patient waiting times are blowing out – and the practice agrees to reschedule the registrar’s appointments for the first 2 hours of their day to later in the week when a member of the supervision team runs an after-hours clinic; or
C) When the registrar advises the practice of their dilemma, they are asked to take the first session off as annual leave so that a locum can be brought in to attend patients who can’t be rescheduled.
Do I pay the registrar when they are on mandatory educational release?
Yes – subject to 9.2(a) of the NTCER, which refers to educational release after hours, mandatory educational release forms part of the registrar’s ordinary hours.
Do I pay the registrar for their admin, teaching and orientation time?
Yes – in-practice teaching and administration time are part of a registrar’s ordinary hours and must be paid at the base rate of pay.
Orientation at the commencement of a semester should be undertaken during the registrar’s normal working hours. If orientation takes place on a day that is not part of the registrar’s normal roster, they must be paid at their base hourly rate AND receive a day off in lieu. Whenever possible, orientation should be undertaken on the first day of employment.
What is the ‘top up’ payment and why is it necessary?
Whilst some Fellowed GPs are paid a salary, they are by far, the minority. The income of most GPs is determined by the patient revenue they generate.
The NTCER provides a base wage for registrars at the different stages of their training. The base wage is lowest for a GPT1/CGT1 and increases for GPT2/CGT2. The base wage for a registrar increases again at GPT3/CGT3 and then remains the same for the remainder of the training period.
The NTCER allows for registrars to earn above the base rate of pay IF the agreed percentage of in-hours, after hours and on-call gross billings or receipts (‘the percentage’) is greater than the base rate of pay.
By building this into the NTCER, registrars earn a guaranteed minimum, but like their Fellowed colleagues, they have the opportunity to positively influence their income. This is an important part of the registrar’s training. Our health system is currently built on a ‘fee for service’ model. Having potential income reliant upon good time management, a willingness to ‘squeeze in’ an extra when there is time, and having a working understanding of the MBS and billing rules assists the registrar in becoming an efficient and financially viable independent GP in the future.
There are so many different reports in our Practice Management Software – what figure do I use to calculate if the registrar is entitled to a ‘top up’ payment?
Clause 11 of the NTCER relates to Remuneration and requires a decision regarding whether payment will be calculated with reference to billings made or receipts received.
This decision needs to be made and recorded in the employment contract PRIOR to the registrar commencing at the practice.
We pay on billings – how do I work this out?
For the purposes of calculating the gross billings amount to be used for wage calculations, practices should refer to the definition of gross billings in the NTCER.
Gross billings: all fees generated by the registrar’s clinical work at the practice in which they are training minus adjustments for reversals, rejections and write-offs
Therefore, if the practice is required to reverse an account and rebill it to Medicare, both the reversal and the re-billed amount are included in the calculation of gross billings. The net effect of this is that the incorrect billing is excluded completely from the figure on which remuneration is calculated.
Write-offs that are due to practice billing policies – eg. Billing at the practice rate regardless of what the insurer will pay, are also used to reduce the billings figures as it is known that these amounts will never be paid.
Write-offs: any portion of the fees that have been billed by the registrar for which the practice will never receive payment – the reduction of the registrar’s gross billings by write-offs only applies where this is the result of relevant state/ Commonwealth legislation; write-offs for bad debt are to be borne by the practice.
Why might billings be adjusted or unpaid?
The reasons for this are varied:
- The patient may depart the practice without paying, resulting in a potential bad debt.
- The practice policy may be to raise an invoice to the insurer for the full practice fee. In many cases, this is greater than the legislated amount the insurer will pay. The difference between these 2 amounts is generally written off at the time payment is made.
- Medicare or the Department of Veterans Affairs may reject a payment. There are many reasons for this to occur, but the most common is that an item number is charged outside of the time period allowed. E.g. a 75+ Health Assessment (Item 707) is charged less than 1 year since the last 707 was last charged.
If a patient leaves without paying, and despite every effort being made by the practice to collect the money, the account is never paid, a decision may be made to write this amount off. Whilst it would be unusual to make this decision within 12 months of the account being raised, if this course of action is followed, the registrar’s billings MUST NOT be reduced by this amount. They are entitled to be paid for this work. The write off is the result of a breakdown in practice procedures, and has nothing to do with the provision of service by the registrar.
Why would you choose receipts instead of billings?
By including a definition of gross billings in the NTCER, ambiguity regarding billings has been removed. As the only difference between billings and receipts is bad debts written off – and these are not deducted from the registrar’s billings for the purposes of pay calculation -, billings and receipts will be the same figure. The only difference is when the income is recognised.
For practices with cash flow concerns, calculating top up payments on receipts ensures that the cash is available to pay wages and superannuation. However, as the receipts method requires additional calculations to be performed at 3- and 6-month intervals after the end of the semester, practices may determine that billings is an easier and cleaner option – from both a calculation perspective and a payroll processing perspective. Whichever method you choose, make sure it is clearly communicated to the registrar and defined in the employment contract.
The registrar has asked for a % greater than the minimum set out in the NTCER - What % ‘should’ we pay them?
We cannot answer this question for your business.
We can, however, confirm that you cannot pay any less than the % in the NTCER which is currently 44.79%.
Whatever % you negotiate with the registrar, it is essential to note that superannuation is paid ON TOP of this; i.e. whatever % you negotiate, it is ‘plus super’. Failing to recognise and communicate this clearly in your contract can be costly.
What is the difference between ‘plus super’ and ‘superannuation inclusive’?
- The minimum percentage of billings/receipts is 44.79% before superannuation.
Some practices have, for consistency, offered the registrar the same net percentage as independent GPs earn. Paying this amount, without adjusting for superannuation, will cost you money and perhaps the goodwill of the other GPs in the practice.
For transparency and full compliance with employment laws, agreed percentages in a modern employment contract should be ‘plus superannuation’. For the employment of registrars, this makes it very clear to everyone that there is another cost component on top of the base % negotiated.
As annual leave, personal leave and public holidays are also paid entitlements, you may find that the registrar is the highest paid GP in the practice.
When do I need to perform the calculation to see if the registrar is entitled to a ‘top up’ payment?
Schedule A of the NTCER relates to remuneration for AGPT registrars.
Registrars must be paid their base rate of pay no less regularly than fortnightly. You may pay weekly if you prefer.
Any top up required to bring the base rate of pay up to the agreed % must be paid no less frequently than monthly. This is a change from the 13 weeks that was previously in the NTCER.
‘Monthly’ means a calendar month. This makes a neat 6 billing cycles across a 6-month contract, but is likely to be a stand-alone calculation you need to perform outside the normal pay cycle. Before you choose a 4-weekly calculation as the ‘easier’ option, bear in mind that this has its own inherent issues.
For the mathematicians among us, dividing a 26 week Semester into 4 weekly periods begs the question “what do you do with the 2 weeks left over?”! As long as you perform the calculation no less frequently than monthly, you may decide which 2 weeks will be ‘stand alone’. Of course, you may choose 2 weekly or 3 weekly calculations… 2-weekly will be easily divided over the semester – 13 calculations per semester -, but 3-weekly will still leave you with 2 weeks left over. Payment cycles must be decided in advance and agreed in the contract signed by the registrar. There can be no ‘picking and choosing’ according to the registrar’s pattern of work throughout the contract term.
How do I perform the calculation to see if the registrar is entitled to a ‘top up’ payment?
GPSA creates a spreadsheet calculator to assist with this process, however it is always important to have an understanding of the process behind the calculations. This will help you to double check that the wages you are paying are correct.
Scenario 1
Jo is a GPT1 registrar working 38 hours/week. Jo and their practice have negotiated 45% + super, to be calculated on a 4-weekly cycle, using billings. Jo is paid the base rate of pay on weekly intervals.
Week 1 – Jo had 2 days education release this week, plus a full day of orientation
Gross Wages paid for weekly hours: $1,705.82
Gross Billings: $1,000.00
Week 2
Gross Wages paid for weekly hours: $1,705.82
Gross Billings: $4,000.00
Week 3 – Jo had 1 day of mandatory education
Gross Wages paid for weekly hours: $1,705.82
Gross Billings: $3,200.00
Week 4
Gross Wages paid for weekly hours: $1,705.82
Gross Billings: $4,000.00
(A) Total Gross Wages for period: $6,823.28
(B) Total Gross billings: $12,200.00
(C) % of billings for top up calculation $12,200 x 45% = $5,490.00
(C) – (A) = -$1,333.28 = no top up payment
i.e. as Jo’s gross wages for 4 weeks is greater than their % of billings for the same time period, there is no top up payment due.
Scenario 2
Louis is a GPT4 registrar working 38 hours/week. Louis and his practice have agreed upon the NTCER base % of 44.79% + super, to be calculated on a fortnightly cycle, using billings. Louis is paid the base rate of pay fortnightly.
Week 1
Gross Wages payable for weekly hours: $2,190.32
Gross Wages paid for fortnight: $0.00
Gross Billings: $5,500.00
Week 2
Gross Wages payable for weekly hours: $2,190.32
Gross Wages paid for fortnight: $4,380.64
Gross Billings: $5,000.00
- (A) Total Gross Wages for period: $4,380.64
- (B) Total Gross billings: $10,500.00
- (C) % of billings for top up calculation $10,500 x 44.79% = $4,702.95
(C) – (A) = a top up payment of $322.31
Scenario 3
Jane is a GPT3 registrar working 4 hours a day across a 5-day week (20 hours in total). Jane and her practice have agreed upon the NTCER base % of 44.79% + super, to be calculated on a monthly cycle, using receipts. Jane is paid the base rate of pay fortnightly.
As the pay cycle is fortnightly, but the calculation period is monthly, there is a little more work to be done to determine whether or not a top up payment is due.
We will assume that both the pay cycle and the current 31-day month commence on a Monday.
1st – 7th
Gross Wages payable for weekly hours: $1,152.80
Gross Wages paid for fortnight: $0.00
Gross Billings: $3,100.00
8th – 14th
Gross Wages payable for weekly hours: $1,152.80
Gross Wages paid for fortnight: $2,305.60
Gross Billings: $2,800.00
15th – 21st
Gross Wages payable for weekly hours: $1,152.80
Gross Wages paid for fortnight: $0.00
Gross Billings: $2,400.00
22nd – 28th
Gross Wages payable for weekly hours: $1,152.80
Gross Wages paid for fortnight: $2,305.60
Gross Billings: $3,000.00
29th – 31st
Gross Wages payable for part-week: $691.68
Gross Wages paid for fortnight: $0.00
Gross Billings: $1,900.00
- (A) Total Gross Wages for period: $5,302.88
- (B) Total Gross Billings: $13,200.00
- (C) % of Billings for top up calculation $13,200.00 x 44.79%: $5,912.28
(C) – (A) = a top up payment of $609.40
Note:
The billings on which the % has been calculated include all 31 days in the month; the wages earned in the same period will not be paid in full until the next pay cycle but are included for the purpose of determining the registrar’s ‘top up’.
We have a registrar in Semester 1. If my pay cycle starts on the 10th of July, when do I increase their wage for any indexation to the MBS?
Clause 11.1 of the NTCER refers to Indexation.
Any increase due to indexation of the MBS will take effect in the next full pay period immediately following 1 July.
The ‘old’ pay rate would be paid for the 1st pay run in July and then the new rate would apply from 10 July onwards.
How do I know if I am paying the correct wage for my part time registrar?
Registrars are employed on either a full-time or part-time basis for fixed term contract periods. If they are part-time, their hours will represent a fraction of the full-time hours (38).
If a registrar is 0.5FTE, they are working 50% of a 38 hour/week – 19 hours/week.
If the registrar is 0.75FTE, they are employed for 75% of a 38 hour/week – 28.5 hours/week.
Schedule A of the NTCER contains a table which breaks down the rate of pay for each registrar level into annual, fortnightly, weekly and hourly rates. We suggest you determine the number of hours per week the registrar is employed (based on their fraction of FTE) and multiply this by the appropriate hourly rate.
Example:
Alex is a part-time GPT2 registrar training at 0.5FTE which equates to 19 hours/week. Alex is paid fortnightly on the inimum terms set out in the NTCER.
To calculate Alex’s wage, we would look at the GPT2 base hourly rate in Schedule A of the NTCER for the current training semester, which is $53.97/hour.
19 hours/week x $53.97/hour = $1,025.43/week. As Alex is paid fortnightly, his base rate of pay excluding superannuation is $2,050.86/fortnight.
Registrar Remuneration FAQs
Unsurprisingly, calculation and payment of wages is one of the most frequent reasons for disputes between practices and registrars. Different interpretations and methodologies can lead to different results.
In drafting the most recent version of the NTCER, GPSA and GPRA worked hard to make the calculation of pays as straightforward as possible. In case you still have some queries, we have provided responses to what we think will be the most Frequently Asked Questions.
Do I pay the registrar when they are on mandatory educational release?
Yes – subject to 9.2(a) of the NTCER, which refers to educational release after hours, mandatory educational release forms part of the registrar’s ordinary hours.
Do I pay the registrar for their admin, teaching and orientation time?
Yes – in-practice teaching and administration time are part of a registrar’s ordinary hours and must be paid at the base rate of pay.
Orientation at the commencement of a semester should be undertaken during the registrar’s normal working hours. If orientation takes place on a day that is not part of the registrar’s normal roster, they must be paid at their base hourly rate AND receive a day off in lieu. Whenever possible, orientation should be undertaken on the first day of employment.
What is the ‘top up’ payment and why is it necessary?
Whilst some Fellowed GPs are paid a salary, they are by far, the minority. The income of most GPs is determined by the patient revenue they generate.
The NTCER provides a base wage for registrars at the different stages of their training. The base wage is lowest for a GPT1/CGT1 and increases for GPT2/CGT2. The base wage for a registrar increases again at GPT3/CGT3 and then remains the same for the remainder of the training period.
The NTCER allows for registrars to earn above the base rate of pay IF the agreed percentage of in-hours, after hours and on-call gross billings or receipts (‘the percentage’) is greater than the base rate of pay.
By building this into the NTCER, registrars earn a guaranteed minimum, but like their Fellowed colleagues, they have the opportunity to positively influence their income. This is an important part of the registrar’s training. Our health system is currently built on a ‘fee for service’ model. Having potential income reliant upon good time management, a willingness to ‘squeeze in’ an extra when there is time, and having a working understanding of the MBS and billing rules assists the registrar in becoming an efficient and financially viable independent GP in the future.
There are so many different reports in our Practice Management Software – what figure do I use to calculate if the registrar is entitled to a ‘top up’ payment?
Clause 11 of the NTCER relates to Remuneration and requires a decision regarding whether payment will be calculated with reference to billings made or receipts received.
This decision needs to be made and recorded in the employment contract PRIOR to the registrar commencing at the practice.
We pay on billings – how do I work this out?
For the purposes of calculating the gross billings amount to be used for wage calculations, practices should refer to the definition of gross billings in the NTCER.
Gross billings: all fees generated by the registrar’s clinical work at the practice in which they are training minus adjustments for reversals, rejections and write-offs
Therefore, if the practice is required to reverse an account and rebill it to Medicare, both the reversal and the re-billed amount are included in the calculation of gross billings. The net effect of this is that the incorrect billing is excluded completely from the figure on which remuneration is calculated.
Write-offs that are due to practice billing policies – eg. Billing at the practice rate regardless of what the insurer will pay, are also used to reduce the billings figures as it is known that these amounts will never be paid.
Write-offs: any portion of the fees that have been billed by the registrar for which the practice will never receive payment – the reduction of the registrar’s gross billings by write-offs only applies where this is the result of relevant state/ Commonwealth legislation; write-offs for bad debt are to be borne by the practice.
Why might billings be adjusted or unpaid?
The reasons for this are varied:
- The patient may depart the practice without paying, resulting in a potential bad debt.
- The practice policy may be to raise an invoice to the insurer for the full practice fee. In many cases, this is greater than the legislated amount the insurer will pay. The difference between these 2 amounts is generally written off at the time payment is made.
- Medicare or the Department of Veterans Affairs may reject a payment. There are many reasons for this to occur, but the most common is that an item number is charged outside of the time period allowed. E.g. a 75+ Health Assessment (Item 707) is charged less than 1 year since the last 707 was last charged.
If a patient leaves without paying, and despite every effort being made by the practice to collect the money, the account is never paid, a decision may be made to write this amount off. Whilst it would be unusual to make this decision within 12 months of the account being raised, if this course of action is followed, the registrar’s billings MUST NOT be reduced by this amount. They are entitled to be paid for this work. The write off is the result of a breakdown in practice procedures, and has nothing to do with the provision of service by the registrar.
Why would you choose receipts instead of billings?
By including a definition of gross billings in the NTCER, ambiguity regarding billings has been removed. As the only difference between billings and receipts is bad debts written off – and these are not deducted from the registrar’s billings for the purposes of pay calculation -, billings and receipts will be the same figure. The only difference is when the income is recognised.
For practices with cash flow concerns, calculating top up payments on receipts ensures that the cash is available to pay wages and superannuation. However, as the receipts method requires additional calculations to be performed at 3- and 6-month intervals after the end of the semester, practices may determine that billings is an easier and cleaner option – from both a calculation perspective and a payroll processing perspective. Whichever method you choose, make sure it is clearly communicated to the registrar and defined in the employment contract.
The registrar has asked for a % greater than the minimum set out in the NTCER - What % ‘should’ we pay them?
We cannot answer this question for your business.
We can, however, confirm that you cannot pay any less than the % in the NTCER which is currently 44.79%.
Whatever % you negotiate with the registrar, it is essential to note that superannuation is paid ON TOP of this; i.e. whatever % you negotiate, it is ‘plus super’. Failing to recognise and communicate this clearly in your contract can be costly.
What is the difference between ‘plus super’ and ‘superannuation inclusive’?
- The minimum percentage of billings/receipts is 44.79% before superannuation.
Some practices have, for consistency, offered the registrar the same net percentage as independent GPs earn. Paying this amount, without adjusting for superannuation, will cost you money and perhaps the goodwill of the other GPs in the practice.
For transparency and full compliance with employment laws, agreed percentages in a modern employment contract should be ‘plus superannuation’. For the employment of registrars, this makes it very clear to everyone that there is another cost component on top of the base % negotiated.
As annual leave, personal leave and public holidays are also paid entitlements, you may find that the registrar is the highest paid GP in the practice.
When do I need to perform the calculation to see if the registrar is entitled to a ‘top up’ payment?
Schedule A of the NTCER relates to remuneration for AGPT registrars.
Registrars must be paid their base rate of pay no less regularly than fortnightly. You may pay weekly if you prefer.
Any top up required to bring the base rate of pay up to the agreed % must be paid no less frequently than monthly. This is a change from the 13 weeks that was previously in the NTCER.
‘Monthly’ means a calendar month. This makes a neat 6 billing cycles across a 6-month contract, but is likely to be a stand-alone calculation you need to perform outside the normal pay cycle. Before you choose a 4-weekly calculation as the ‘easier’ option, bear in mind that this has its own inherent issues.
For the mathematicians among us, dividing a 26 week Semester into 4 weekly periods begs the question “what do you do with the 2 weeks left over?”! As long as you perform the calculation no less frequently than monthly, you may decide which 2 weeks will be ‘stand alone’. Of course, you may choose 2 weekly or 3 weekly calculations… 2-weekly will be easily divided over the semester – 13 calculations per semester -, but 3-weekly will still leave you with 2 weeks left over. Payment cycles must be decided in advance and agreed in the contract signed by the registrar. There can be no ‘picking and choosing’ according to the registrar’s pattern of work throughout the contract term.
How do I perform the calculation to see if the registrar is entitled to a ‘top up’ payment?
GPSA creates a spreadsheet calculator to assist with this process, however it is always important to have an understanding of the process behind the calculations. This will help you to double check that the wages you are paying are correct.
Scenario 1
Jo is a GPT1 registrar working 38 hours/week. Jo and their practice have negotiated 45% + super, to be calculated on a 4-weekly cycle, using billings. Jo is paid the base rate of pay on weekly intervals.
Week 1 – Jo had 2 days education release this week, plus a full day of orientation
Gross Wages paid for weekly hours: $1,705.82
Gross Billings: $1,000.00
Week 2
Gross Wages paid for weekly hours: $1,705.82
Gross Billings: $4,000.00
Week 3 – Jo had 1 day of mandatory education
Gross Wages paid for weekly hours: $1,705.82
Gross Billings: $3,200.00
Week 4
Gross Wages paid for weekly hours: $1,705.82
Gross Billings: $4,000.00
(A) Total Gross Wages for period: $6,823.28
(B) Total Gross billings: $12,200.00
(C) % of billings for top up calculation $12,200 x 45% = $5,490.00
(C) – (A) = -$1,333.28 = no top up payment
i.e. as Jo’s gross wages for 4 weeks is greater than their % of billings for the same time period, there is no top up payment due.
Scenario 2
Louis is a GPT4 registrar working 38 hours/week. Louis and his practice have agreed upon the NTCER base % of 44.79% + super, to be calculated on a fortnightly cycle, using billings. Louis is paid the base rate of pay fortnightly.
Week 1
Gross Wages payable for weekly hours: $2,190.32
Gross Wages paid for fortnight: $0.00
Gross Billings: $5,500.00
Week 2
Gross Wages payable for weekly hours: $2,190.32
Gross Wages paid for fortnight: $4,380.64
Gross Billings: $5,000.00
- (A) Total Gross Wages for period: $4,380.64
- (B) Total Gross billings: $10,500.00
- (C) % of billings for top up calculation $10,500 x 44.79% = $4,702.95
(C) – (A) = a top up payment of $322.31
Scenario 3
Jane is a GPT3 registrar working 4 hours a day across a 5-day week (20 hours in total). Jane and her practice have agreed upon the NTCER base % of 44.79% + super, to be calculated on a monthly cycle, using receipts. Jane is paid the base rate of pay fortnightly.
As the pay cycle is fortnightly, but the calculation period is monthly, there is a little more work to be done to determine whether or not a top up payment is due.
We will assume that both the pay cycle and the current 31-day month commence on a Monday.
1st – 7th
Gross Wages payable for weekly hours: $1,152.80
Gross Wages paid for fortnight: $0.00
Gross Billings: $3,100.00
8th – 14th
Gross Wages payable for weekly hours: $1,152.80
Gross Wages paid for fortnight: $2,305.60
Gross Billings: $2,800.00
15th – 21st
Gross Wages payable for weekly hours: $1,152.80
Gross Wages paid for fortnight: $0.00
Gross Billings: $2,400.00
22nd – 28th
Gross Wages payable for weekly hours: $1,152.80
Gross Wages paid for fortnight: $2,305.60
Gross Billings: $3,000.00
29th – 31st
Gross Wages payable for part-week: $691.68
Gross Wages paid for fortnight: $0.00
Gross Billings: $1,900.00
- (A) Total Gross Wages for period: $5,302.88
- (B) Total Gross Billings: $13,200.00
- (C) % of Billings for top up calculation $13,200.00 x 44.79%: $5,912.28
(C) – (A) = a top up payment of $609.40
Note:
The billings on which the % has been calculated include all 31 days in the month; the wages earned in the same period will not be paid in full until the next pay cycle but are included for the purpose of determining the registrar’s ‘top up’.
We have a registrar in Semester 1. If my pay cycle starts on the 10th of July, when do I increase their wage for any indexation to the MBS?
Clause 11.1 of the NTCER refers to Indexation.
Any increase due to indexation of the MBS will take effect in the next full pay period immediately following 1 July.
The ‘old’ pay rate would be paid for the 1st pay run in July and then the new rate would apply from 10 July onwards.
How do I know if I am paying the correct wage for my part time registrar?
Registrars are employed on either a full-time or part-time basis for fixed term contract periods. If they are part-time, their hours will represent a fraction of the full-time hours (38).
If a registrar is 0.5FTE, they are working 50% of a 38 hour/week – 19 hours/week.
If the registrar is 0.75FTE, they are employed for 75% of a 38 hour/week – 28.5 hours/week.
Schedule A of the NTCER contains a table which breaks down the rate of pay for each registrar level into annual, fortnightly, weekly and hourly rates. We suggest you determine the number of hours per week the registrar is employed (based on their fraction of FTE) and multiply this by the appropriate hourly rate.
Example:
Alex is a part-time GPT2 registrar training at 0.5FTE which equates to 19 hours/week. Alex is paid fortnightly on the inimum terms set out in the NTCER.
To calculate Alex’s wage, we would look at the GPT2 base hourly rate in Schedule A of the NTCER for the current training semester, which is $53.97/hour.
19 hours/week x $53.97/hour = $1,025.43/week. As Alex is paid fortnightly, his base rate of pay excluding superannuation is $2,050.86/fortnight.
Training Requirements under the NTCER (AGPT)
Teaching Time
WHAT AMOUNT OF SUPERVISION ARE WE REQUIRED TO PROVIDE? CAN ONLY ACCREDITED SUPERVISORS PROVIDE SUPERVISION?
The training practice is required to provide supervision in accordance with the AGPT guidelines. These differ for each level of training and according to whether the registrar is full time or part time. The competency of the registrar must also be considered.
There should be a supervision team, comprising not only accredited supervisors but also other GPs, the practice manager, nursing, reception and administration staff. Supervision is not a one-person task.
DOES THE SUPERVISOR HAVE TO BE AVAILABLE ALL OF THE TIME?
Dependent upon the level of the registrar, the supervisor does not need to always be on site when the registrar is consulting.
The supervisor will generally not attend RACF or home visits with the registrar. However, Section 9.1 states that the supervisor or a delegate should be available to attend in person within a reasonable time frame when requested, or in the case of an emergency.
The registrar should be aware of who to call and how to contact them if their supervisor is not on site.
Educational Release
DO I HAVE TO PAY THE REGISTRAR THEIR WAGES WHEN THEY ATTEND COMPULSORY COLLEGE WORKSHOPS HELD DURING CONSULTING HOURS?
Mandatory educational release forms part of the registrar’s normal working hours, and therefore should be paid at the registrar’s base rate of pay.
MY PART TIME REGISTRAR HAS BEEN TOLD BY THEIR ME THAT THEY SHOULD BE ATTENDING EDUCATIONAL RELEASE ON A FULL TIME BASIS. DO WE HAVE TO PAY THEM FOR THIS?
The Colleges encourage registrars to attend educational release on a full time basis, however the employer is not required to pay for more than the pro-rata total of the training provider’s mandated hours.
Clause 9.2(e) of the NTCER refers to this issue.
Practices are only required to pay and provide time off for the number of hours that equates to their FTE fraction, i.e. if a registrar works 19 hours per week, they are entitled to paid educational release of 50% of the total mandated education hours.
MY PART TIME REGISTRAR HAS BEEN TOLD BY THEIR ME THAT THEY SHOULD BE ATTENDING EDUCATIONAL RELEASE ON A FULL TIME BASIS. DO WE HAVE TO GRANT THEM LEAVE TO ATTEND?
As with payment, there is no obligation for the employer to provide time out of practice for the part time registrar to attend educational release on a full time basis.
If the registrar requests time out of practice, the employer and the registrar should negotiate how this could be achieved. This may result in the registar swapping their consulting day or taking paid annual leave.
Should the registrar request leave without pay to attend educational release, they should ensure that they have discussed this with their College and understand the implications that this may have on their training time.
MY REGISTRAR IS ROSTERED TO WORK 9 HOURS ON A DAY OF EDUCATIONAL RELEASE. THE MANDATORY EDUCATION SESSION IS SCHEDULED FROM 9AM–5PM, WITH A HALF HOUR LUNCH BREAK. HOW MANY HOURS DO I PAY THEM FOR?
This is tricky, and a lot comes down to practicality and the relationship you would like to have with your registrar.
The educational release day is for 7.5 hours so what do you do with the other 1.5 hours? Do you ask the registrar to make the time up another day? Do you ‘dock’ their wages the 1.5 hours? Do you simply pay the 9 hours because the registrar has no control over the difference in hours?
Whilst the NTCER states that the hours must be paid at the base rate of pay Section 9.2 (j) , Section 9.2 (l)(a) states that whilst the registrar is entitled to be absent for the entire day, the amount that they should be paid should be UP TO the average daily hours over a 5 day/38 hour week. This equates to 7.6 hours.
Therefore, the answer is that in this situation, there is 1.4 hours that the registrar could be asked to make up on another day; alternately, they could draw on annual leave to make up any shortfall. How this is managed is a matter for the registrar, supervisor and employer to determine.
OUR REGISTRAR WORKS A 4 DAY WEEK AND THEIR EDUCATIONAL RELEASE DAY FALLS ON THEIR DAY OFF. DO WE HAVE TO GIVE THEM ANOTHER DAY OUT OF THE PRACTICE?
Yes – clause 9.2(m) covers this situation. It is important to note that the alternate day off should ideally be on the day immediately before or immediately after the educational release day.
These days cannot be ‘banked’ for use at another time.
OUR REGISTRAR HAS BEEN ADVISED THAT THEY NEED TO ATTEND 8 X1 HOUR WEBINARS AND THESE ARE SCHEDULED AT 8PM ON A WEEKNIGHT. THEY HAVE ASKED FOR A DAY OFF IN LIEU OF THIS TIME. DO I HAVE TO PROVIDE THIS?
Educational release is not paid time when it occurs ‘after hours’, i.e. outside the hours of 8.00am–8.00pm Monday to Friday and 8.00am–1pm on Saturday.
As these webinars are scheduled in the after hours period, you are not required to provide time off in lieu. Clause 9.2(a) of the NTCER covers this.
WE HAVE HAD OUR REGISTRAR FOR 2 WEEKS AND THEY HAVE ASKED IF THEY CAN CHANGE FROM 0.5FTE TO 0.75FTE. IF WE ACCOMMODATE THIS REQUEST, WILL WE RECEIVE A HIGHER PAYMENT? DO WE HAVE TO PROVIDE THEM WITH EDUCATIONAL RELEASE BASED ON THE NATIONALLY CONSISTENT PAYMENT WE RECEIVE OR THEIR ACTUAL EMPLOYMENT?
As you are only 2 weeks into a 26 week Semester, this is a very valid question.
It is unlikely that an increase in rostered hours after the commencement of the training term will result in an increase in your practice subsidy under the National Consistent Payment (NCP). However, if the employment contract is amended to a fraction of 0.75, then the registrar is entitled to paid educational release at 0.75 also. Whether you accommodate this request will be a business decision as you will not be compensated through the AGPT program for the additional out-of-practice hours.
THE REGISTRAR HAS A ½ DAY WEBINAR TO ATTEND AS PART OF THEIR MANDATORY EDUCATIONAL RELEASE. IT GOES FROM 9AM–12NOON. THEY NORMALLY START AT 8AM AND FINISH AT 5PM ON THIS DAY AND LUNCH IS FROM 12-1PM. THEY HAVE ASKED IF THEY CAN ‘ATTEND’ THE WEBINAR AT HOME AND THEN COME TO WORK AS THEIR COMPUTER SYSTEM AT HOME IS ‘BETTER’.
Clause 9.2(l) states that if an education session is 4 hours or less, it will be treated as 4 hours or a half day against their normal hours that day. As this day is normally 8 hours, they are entitled to ‘miss’ the 8am-9am hour and commence work at 1.00pm.
WE HAVE A REGISTRAR WHO IS WORKING FULL TIME OVER 2 PRACTICES. WE EACH HAVE THE REGISTRAR FOR 19 HOURS, BUT THEY WORK WITH US FOR 2 LONG DAYS AND WITH THE OTHER PRACTICE FOR 3 SHORTER DAYS. EDUCATIONAL RELEASE FALLS ON ONE OF THE DAYS THEY WORK WITH US? WHY SHOULD WE PAY FOR ALL OF THE EDUCATIONAL RELEASE AND THE OTHER PRACTICE PAY FOR NOTHING. WE ARE PAYING THEIR SHARE.
It is important when interviewing for a part time registrar that you are aware of their total commitment to the training program.
Clause 9.2(h) states that if a registrar is doing full time training through more than one employer, the registrar has a responsibility to use their best endeavours to ensure that the educational release is shared equitably.
This would mean that the registrar should provide the practice manager and/or supervisor of both practices with each other’s contact details and work flexibly within the two practices to accommodate any adjustments that are required. There is also an expectation of the employers that they will behave equitably in this situation also to optimise the registrar’s training experience.
Administration Time
WHAT IS ADMINISTRATION TIME? HOW MUCH IS ALLOWED AND WHY DO REGISTRAR’S RECEIVE THIS?
Administration time of 30 mins/half day – up to a maximum of 5 hours per week is provided for every registrar under clause 9.3 of the NTCER.
Like all GPs, registrars have work to complete that falls outside of normal appointments – checking results, speaking with other specialists or accessing appointments on their patient’s behalf. This work should be done within their 38 hours of paid time, and therefore allowance must be made in the appointment schedule for this.
OUR REGISTRAR HAS ASKED FOR THEIR ADMINISTRATION TIME TO BE FIRST THING IN THE MORNING AND LAST THING AT NIGHT – BUT THEY ARE COMING IN LATE AND LEAVING EARLY. THEY HAVE ASKED FOR EXTRA ‘CATCH UP’ APPOINTMENTS DURING THE DAY. THIS DOESN’T SEEM RIGHT.
Administration time is expected to be spent on site, and to be used for appropriate purposes.
This allowance is not to enable the registrar to leave early, or arrive late. Neither can it be ‘banked’ and utilised for a ½ day off per week – even if this time is spent during administrative tasks.
The whole purpose of administration time is to assist the registrar with managing their time effectively, to promote an appropriate work/life balance and to assist with registrar – and patient – safety. For these reasons, it is important that the guidance provided in clause 9.3 of the NTCER is followed.
Practice Orientation
OUR REGISTRAR STARTS ON MONDAY, BUT OUR PRACTICE MANAGER IS GOING INTO HOSPITAL FOR A PROCEDURE THAT DAY. CAN WE ASK THE REGISTRAR TO COME IN FOR ORIENTATION THE WEEK BEFORE? DO WE HAVE TO PAY THEM FOR THIS IF IT IS BEFORE THEIR CONTRACT STARTS?
Clause 9.4 states that the registrar is required to attend orientation after they commence their employment with the practice. In certain circumstances, this is not possible.
Clause 9.4(a) states that if the registrar is asked to attend prior to employment commencing, they must be paid at their base rate of pay for these hours.
OUR GPT1 REGISTRAR HAS COLLEGE EDUCATIONAL RELEASE ON MONDAY AND TUESDAY OF THEIR FIRST WEEK. THE PRACTICE MANAGER DOESN’T WORK WEDNESDAYS, AND CANNOT CHANGE EVEN THIS ONCE, AS THEY LOOK AFTER THEIR GRANDCHILDREN. EVEN THOUGH THE REGISTRAR DOESN’T NORMALLY WORK WEDNESDAY, CAN WE ASK THEM TO COME IN THIS TIME FOR ORIENTATION?
Hopefully you would have advance notice of the mandatory College educational release days in advance. If so, we would suggest that you have a specific roster for Week 1 that includes Wednesday and provides Friday off instead (so that the registrar is able to consolidate what they learn at Wednesday’s orientation on the Thursday).
If this is not possible, Section 9.4(b) states that the practice must pay the registrar for the orientation hours at their base rate of pay and provide the next rostered day – in this case Thursday – off in lieu.
Date reviewed: 27 January 2026
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