Filling in your foundation portfolio

The portfolio is a central feature of Foundation Programme training. An empty portfolio can seem like a scary prospect but it is designed to be an official record of what you’ve learned – knowing how to fill it in can help your training to progress more smoothly. It is an excellent way to turn your chaotic experiences into small daily achievements.

Finding your way around the portfolio

Be clear on the big picture and know exactly what is required to pass the year. You should refer to the guidelines provided by your foundation school. This might include specific courses, regular appraisals with supervisors, evidence of reflection and completion of assessment tools such as CbDs (Case-based Discussion), mini-CEX (Clinical Evaluation Exercise), DOPS (Direct Observation of Procedural Skills) and mini-PAT (Peer Assessment Tool). You might be required to show evidence of your abilities in areas such as acute care, good documentation, audit, teaching, communication with patients and teamwork. Think of the sort of evidence you will need to collect and you will be ready when the opportunity arises at work. 

Always have your assessment forms at hand and be ready to seize the chance to do an assessment when there is a temporary lull in workload or a senior is free. The reality is that these opportunities may be few and far between. You can almost always spare 15 minutes to get an important mini-CEX done or to have a procedure observed and signed off. Be careful not to lose these important pieces of evidence once you have completed them. Scan some of your irreplaceable documents into your computer and photocopy everything!

Collecting evidence

Here are some examples of how to use all your experiences to demonstrate you’ve fulfilled the core competences:

• Informal teaching – you might have the opportunity to listen to a medical student’s clerking, give feedback and then review the patient together. You will both have a record of the teaching in the form of your entries in the patient notes. If allowed, do a DOPS for your immediate juniors and get a photocopy of their assessment form as well.
• Time management – if you have worked in A&E, you might be able to find out from computer records the exact number of patients you’ve seen in a shift as evidence of effective time management skills. You could also keep a detailed diary of how you have spent your time at work and reflect on how you could improve your performance.
• Information technology – you may be required to attend a local teaching session on how to use the X-ray computer systems. Keep the handout and get your teacher to date and sign the top of it. It is a good idea to save all written materials that are given to you at work as they are often relevant to your portfolio.

Let others know your goals

Tell your seniors and other staff members about your foundation year programme and what the programme requires of you. They might be interested to know what it is all about and how the assessments work. This makes it easier for them to help you, for example, by pointing out clinical situations that are potentially interesting assessments or reflections. Good working relationships also make the whole process smoother. 

Dr Kian Tjen Tan is a foundation house officer 2 at Gloucestershire Hospitals NHS Foundation Trust.