New Trainee Portfolio - Frequently Asked Questions

When is this coming in?

We plan to launch the new ePortfolio nationally in August 2020. The pilot of the new portfolio was launched in February 2020 in the Wessex Deanery.

How will this affect me?

The ePortfolio will look different. The core functionality will remain the same although we plan to enhance many of the features. Please check our overview and a video walkthrough to learn more about the new system.

Why do we need a new Portfolio?

The current ePortfolio is now outdated. We were getting many requests for enhancements that were not possible on the old system. The new Portfolio allows us much more control as well as new features such as an app.

What benefits are there for me?

The new Portfolio is easier to use and will save time for both trainees and trainers. There are new features that you will benefit from, including a mobile app to add and edit log entries. You can also create log entries from emails. Assessments will be much better managed. These are just a few of a whole host of improvements.

  • Easier to use: Built around a modern Portfolio platform that is used by thousands of GPs across the UK.
  • Mobile app: Record learning logs and review existing entries on the go. Even if you don't have an internet connection.
  • Track your progress: Are you on track for your next ESR? Have you demonstrated all the required capabilities? See all this at a glance on your new Dashboard.
  • Powerful features: Built-in artificial intelligence which automatically scans your entries for sensitive data that shouldn't be included.
  • Save time: Fewer pop-up boxes to read, and fewer clicks to access key areas of the system.

Do I need to change to the new system?

We expect that everyone will be changing to the new system in August 2020.

Will my data be safe on the new Portfolio?

Yes, the new Portfolio provider is ISO certified which requires them to maintain the highest standard for data protection and information security. All data is stored on UK servers and backed up.

Can I sign up now?

Please note that the new Portfolio is not due to be launched nationally until August 2020. FourteenFish offer a "try before you buy" policy for other products and services they offer like their Appraisal Toolkit. This does not include the new RCGP Trainee Portfolio.

Will this coincide with the WPBA changes?

Yes, it will, since we can’t easily implement the new assessments in the current Portfolio. However the trainee is halfway through a year we may not force them to switch. More discussions needed in the WPBA group. More information about the new WPBA developments can be found here.

Will I need a new login?

If you have an existing RCGP login, this will transfer to the new Portfolio. 

I am a Wessex Portfolio user. What do I need to know about the pilot?

On Wednesday 5 February, Wessex was moved to the new Trainee Portfolio as part of a pilot for the RCGP. Every trainee was transitioned on the same day (irrespective of where they were in their training programme). The only trainees that were not transitioned are those that have applied for an inter-deanery transfer (IDT) or those that are part of the Forces Deanery.

There was a lockout period for Wessex trainees between 9pm on 3 February and 9am on 5 February. This means that trainees were not be able to look at their portfolio, add anything, complete ESRs etc.

Trainees were asked to complete and submit any open MSF or PSQs. This means that trainees need to have closed the MSF – if trainees don't have enough entries, they are able to add more on the new system. If they had a PSQ in progress, they needed to make sure it was completed and submitted by the 2 February. As the PSQ is changing, any questionnaires collected and not added to the Portfolio before 2 February will not be able to be added to the new system unfortunately.

We recommended to complete an ESR if they were part way through it but it's possible to complete any ESR in the new system without any problems.

Some things we asked users to note:

  • All of your data will be migrated onto the new system.
  • When you login through the current ePortfolio, you will redirected to FourteenFish login page.
  • Trainees will use their existing Trainee ePortfolio login details, since logging in to FourteenFish will be done via myRCGP. If you already have a FourteenFish login with the same email you use on MyRCGP, then the accounts will merge. If the emails are different, then FourteenFish can always merge the accounts after the migration.
  • We do not have a test environment for you to go on to have a look around, but there are several videos available with walkthroughs that you can look at now.
  • When trainees first log in, you may want to spend a few minutes changing the titles of your PDP items as these are being generated automatically as PDP entries on the current Trainee Portfolio do not have titles. PDP items will be linked to review periods going forwards so the list will be smaller than you currently see. There is no need to change the titles for PDP entries in previous review periods.
  • The ‘Personal Library’ is being removed as this caused confusion. All files can now be seen under ‘All files’ and you should be able to see if they are linked to a learning log or not. If they are not attached to a log then no one (other than yourself) will be able to see them. To make sure they are viewable by others then make sure they are attached to a log.
  • You will also notice that several of the assessments will look different as well as the learning log types. This is due to improvements to WPBA which we are also piloting in preparation for a full roll out in August. Requirements will remain the same despite the assessments looking different.

With any new system and especially when doing a pilot, there are likely to be some teething issues. It is important that we are made aware of these so that we can make improvements so there will be a help area where these issues can be reported. We assured users that their data is backed up and the RCGP & selected Wessex staff have access to the old system (if required) so the CCT won’t be delayed as a consequence of software issues.

Information for trainers & supervisors

  • Trainers were given new logins for FourteenFish, unless they already had a FourteenFish account using the same email address that they use to access the Trainee Portfolio in which case their existing account was used. Again, FourteenFish can merge trainer accounts after the migration if users end up with two accounts because they use different emails.
  • From 3 February, any trainees migrated to the new Portfolio are not accessible through the RCGP Trainee ePortfolio

< Back: New Trainee Portfolio

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