Quality Assurance News

Working within the statutory requirements established for all Health Regulatory Colleges in Ontario; the College views its Quality Assurance Programs as a means of supporting members in maintaining their knowledge and skills throughout their careers. While adhering to the rigorous legislative requirements, the College’s Quality Assurance Programs have been designed to be supportive rather than investigative. Whenever participation in Quality Assurance leads to the identification of the need for remediation; information about this remains confidential as member-specific information about Quality Assurance involvement is not publicly available.

Declarations Due Soon

The time to make one’s Quality Assurance Declarations is approaching. Please watch carefully for messages from the College about which Declarations you are required to make at the end of June 2022 as per the following chart.

Declarations are due, according to one’s Registration Certificate Number, no later than Thursday, June 30, 2022.

Certificate Type	Self-Assessment Guide (SAG)	Continuing Professional Development
Autonomous Practice	Even Certificate Number Only	Even Certificate Number Only
Supervised Practice	Both Odd and Even Certificate Numbers	Even Certificate Number Only
Interim Autonomous Practice*	Both Odd and Even Certificate Numbers	Even Certificate Number Only
Retired	None	None

* Members with a Certificate of Registration Authorizing Interim Autonomous Practice who are in compliance with the Self-Assessment and Continuing Professional Development requirements of their home jurisdictions may attest to the fulfillment of those requirements, in lieu of those of the College. If a member is not in compliance with the requirements of their home jurisdiction or if the jurisdiction does not have Self-Assessment or Continuing Professional Development requirements, the member must complete the College’s Self-Assessment Guide and Continuing Professional Development requirements and declare that they have done so. 

PEER-ASSISTED REVIEWS (PAR)

Physical distancing measures necessary to decrease the spread of COVID-19 led to the postponement of in-person Peer Assisted Reviews in March 2020, more than two years ago.  Beginning at that time, the College gave those selected to participate in a PAR the choice to do so virtually, or to defer the Review until it could be conducted in-person, after the threat of transmission of the virus subsided. Most members opted to defer the Review.

The Quality Assurance Committee has carefully considered how to address the significant, two-year backlog of Reviews. As reported in the January 2022 issue of HeadLines, the Committee decided to require all members selected for Review to participate via technology, going forward.  The Committee made this decision with the knowledge that the Reviews conducted virtually had gone smoothly. The Committee also considered that over the past two years, most members have adapted successfully to interacting virtually. The 61 members whose reviews remain on hold due to pandemic restrictions have been notified and these reviews are currently being arranged.

While still encouraging members to participate in a Review via technology, in circumstances where all participants independently and voluntarily indicate an interest in participating in an in-person Review, this will be permitted.

SELF-ASSESSMENT

During the third quarter, December 1, 2021 to February 28, 2022, the Quality Assurance Committee considered eight matters related to Self-Assessment requirements, all following members’ failure to make their Declarations of Completion by the due date. In three cases, the Committee could not determine whether all requirements had been met and further information was requested.  In three completed matters, the members appeared to have met all of the Self-Assessment requirements.  In one case, the member received remedial feedback concerning a disparity between their understanding of their authorized areas of practice and those areas listed on the College’s Public Register. In one additional case, the member was referred to an Assessor pursuant to s.81 of the Health Professions Procedural Code being Schedule 2 of the Regulated Health Professions Act, 1991 in order to assist the Committee in determining the nature of the member’s difficulties in meeting the CPD requirements.

New Items on the Self-Assessment Guide related to Equity, Diversity, and Inclusion

The Committee has made some changes to the Self-Assessment Guide which will be available soon to members on the College website. These changes include additional requirements related to Equity, Diversity, and Inclusion. All members should be aware of the change and those who are not required to complete the SAG in 2022 are encouraged to voluntarily consider the following declarations:

CONTINUING PROFESSIONAL DEVELOPMENT

Changes to Continuing Professional Development (CPD) Requirements and CPD Tracking System

The Quality Committee has reviewed the responses to surveys completed by members who have completed their first CPD cycles and considered observations from the first two CPD cycle audits. In response to the many helpful comments received, the College is making some changes to the program.  For members beginning a new two-year cycle in July 2022, the methods for classifying and counting credits will be simpler than they have been to date. There will also be an additional requirement to earn at least five of the 50 CPD credits in activities related to Equity, Diversity, and Inclusion.

It was hoped that revisions to the online tracking system would be completed before the next cycle, which begins on July 1, 2022.  Due to changes being made to the College’s IT systems, unfortunately the tracking system will not be available at the start of the new cycle. The College will be providing a simple tracking sheet for member to use until the new online tracking system is operational. This tracking sheet, and instructions for use, will be posted on the College website by July 1, 2022.

Members with Odd-Numbered certificates, who will be halfway through their CPD cycle on July 1, 2022, may satisfy the requirements of the CPD program according to the existing system for the remainder of their current cycle, or if they prefer to, may adopt the changes outline above earlier than required.  Members using the current online tracking system are encouraged to make their own copy of the current tracking sheet for ease of reference.

Continuing Professional Development Program Audits

The Quality Assurance Committee conducts audits of member participation in the mandatory CPD program. Members are selected at random to participate in the CPD audit.  In addition, audits are also conducted on all members who did not meet the deadline for submitting their Declaration of Completion.

During the last quarter, 20 CPD audits were completed. In 14 cases, the Committee determined that the members had completed all requirements successfully. In five cases, members received remedial messages, which included feedback concerning:

• improved organization of CPD documentation to assist in effectively monitoring completion of requirements
• the understanding that CPD is a non-exemptible requirement for all members except those with a Retired Certificate of Registration
• the need for long-standing members to be aware that Declarations of Completion are due at the same time every second year.  While the College endeavours to send out reminders which members should read, it is the members responsibility to complete the Declarations nonetheless.
• de-identification of client information in CPD records provided, where client identification is not required.

One member was referred to the Inquiries, Complaints, and Reports Committee for apparent lack of compliance with the Quality Assurance Program.