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RCEM ePortfolio

RCEM ePortfolio

The RCEM ePortfolio, is a platform that allows RCEM members with the appropriate category, to create a learning record that provides evidence of achievement to support their progression through a recognised training programme or provide evidence on their professional development for future use.

About RCEM ePortfolio

The RCEM ePortfolio is the official platform that allows RCEM members with the appropriate Membership Category, to create a learning record that provides evidence of achievement to support their progression through a recognised training programme or provide evidence on their professional development for future use.

 

Access to RCEM ePortfolio

+ Access to the RCEM ePortfolio

Access to the RCEM ePortfolio

The RCEM ePortfolio is used by a wide variety of Emergency Medicine Professionals and is available to members of the College who have the appropriate membership category.
You can Apply for a Membership category with RCEM ePortfolio access online via our membership pages. For further information about membership categories, application processes and fees please visit our membership pages.

Please visit RCEM ePortfolio which will take you directly to the Royal College of Emergency Medicine login page.

Following membership approval, you will be sent log in credentials to access the RCEM ePortfolio, overnight.

We are committed to providing you with a seamless, reliable, and efficient experience as you embark on your professional journey with RCEM ePortfolio. If you have any questions or require further assistance, please feel free to contact us.

+ Educational / Clinical supervisors

Educational / Clinical supervisors

Educational / Clinical supervisors, if you do not already have an ePortfolio account, please email the RCEM ePortfolio team via ePortfolio@rcem.ac.uk with the details below:

  • Full name
  • General Medical Council (GMC) number or GMC equivalent
  • email address
+ Post-Graduate Doctors in Training

Post-Graduate Doctors in Training

The RCEM ePortfolio is used by Post-Graduate Doctors in the run-through specialty training (st1-6), core specialty training (ct1-3), higher specialty training (st4-6), and those in Fixed Term Specialty Training Appointments (FTSTA) and Locum Appointed for Training (LAT) posts to record and store key documents for progression through training.

If you are an ACCS Post-Graduate Doctor in Training with parent specialties other than Emergency Medicine, please use the ePortfolio platform provided by your home college.

Access to the e-portfolio is also available for Post-graduate Doctors in Training in the Republic of Ireland, Iceland and those who particulate on the Emergency Medicine Foundation Programme (EMFP)

 

+ Emergency Care Advanced Clinical Practitioners

Emergency Care Advanced Clinical Practitioners

Advanced Clinical Practitioners working in Emergency Medicine, including Paediatric Emergency Care, are eligible to use the ePortfolio. The evidence collected through the ePortfolio will be used to supports an ACP’s credentialing application.

Access to the ePortfolio is included within your membership at no additional cost.

+ Specialist and Associate Specialist Doctors and Non-trainees

Specialist and Associate Specialist Doctors & Non-trainees

The RCEM ePortfolio is also used by other non-training professionals who work within Emergency Medicine. This is to collect evidence of their work within the Emergency Department, particularly if they:

  • Are considering entering a training programme in the future – DRE-EM or CESR-CP
  • Are considering applying to the GMC for UK Specialist Registration – CESR
  • Are collecting evidence to demonstrate their continuing professional development.
+ RCEM ePortfolio Login

Please visit RCEM ePortfolio which will take you directly to the Royal College of Emergency Medicine login page.

Frequently Asked Questions (FAQs)

+ HOW TO LOGIN TO RCEM ePortfolio - Step by step guidance

How to LOGIN

You should have received an automated email to your chosen email account with instructions on how to login and your login credentials (username and password).

Please click on the link in the email or visit rcem.ac.uk.

The Royal College of Emergency Medicine will be pre-selected as your organisation.


Enter your Username and Password and click on Login.

NB: Please note that once you are on your dashboard, the URL will change to “Kaizenep.com.” This is the default address for the platform’s dashboard interface. It is just the web address you see in your browser’s address bar when you are using the platform.

Forgot password/ link expired?

To reset the password anytime, please login to eportfolio.rcem.ac.uk and click on forgot password. e.g.

Browsers

This platform is not optimized for Internet Explorer. Please use one of the following browsers:

Browser Supported Versions
Chrome 2 most recent major versions
Firefox 2 most recent major versions
Safari 2 most recent major versions
iOS 2 most recent major versions
Android Versions 11, 12, 13
+ HOW TO ADD A POST - Step by step guidance

HOW TO ADD A POST – Step by step guidance

RCEM ePortfolio system (risr/advance) allows you to record your current placements/rotations via creating the “Add a post” event.

This is useful to keep track of the hospitals you are working for, specialities, grade, and, if you are a trainee, your clinical/training time (FT or LTFT percentages).

Important:

  1. Please add a new post only when the previous one has expired.
  2. Posts must not overlap. Otherwise, you won’t be able to select different data from the one recorded in a previous or overlapping post.
  3. We recommend adding posts no longer than one year. This is to avoid difficulties and because you are likely to change hospital long the line.
  4. If you are a trainee, adding a post and supervisors is a training requirement and will support your annual appraisal processes. This needs to be done each training year when a new grade/training year starts.

Step1. Log in.

Login to eportfolio.rcem.ac.ukwith your username and password.

Royal College of Emergency Medicine will be pre-selected as your organisation.

Step 2. Navigate to your dashboard and click on “Create event.”

Navigate through your dashboard, locate the Create event green button and click on it. This is on the main dashboard, on the right-hand side.

Tip: To create events, you can also use the plus sign button on the right-hand side in the upper part of the platform.

Step 3. Create an “Add a post” event.

In the list of events that will appear (in the “What would you like to create?” page), select “Add a Post” option.

Step 4. Set up date range of your supervisor access. IMPORTANT.

  • When the event opens, the first fields you encounter are:

Date occurred on” (start date of your current placement) and “End date” (end of your placement):

  • Set the “Date occurred on” to the start date of your placement.
  • Edit the “End date”: this is the end date for your placement.

NB: Select the dates from the calendar to ensure the end date is correctly set up!

Step 5. Add your placement details.

Continue filling out the event details completing the following fields:

  • Description: feel free to add here any information that adds information that is not captured into the fields that follow.
  • Location: please expand the relevant Deanery and Trust without flagging them. Select the relevant hospital only like in the screenshot below.

  • Grade structure: expand the relevant Grade category to flag only the relevant Grade as in the screenshot below.

  • Full time in training equivalence: if available, please expand and select the relevant percentage only.
  • Specialties: select the relevant specialty only.

Step 6. Review and Submit to Save.

Once you have reviewed your post details and you are happy with it, please click on “Submit” button.

Subsequentially, your post will be recorded in your “Timeline” and in your dashboard’s profile box under “Current Information” or under “Previous information”. This depends on whether the post is active, or it has expired.

Step 7: Event Expiration.

When the “End Date” expires, your post will still be recorded in your Timeline and in your dashboard’s profile box (under previous information).

Important!

  1. Please add a new post only when the previous one has expired.
  2. Please ensure posts do not overlap, otherwise you won’t be able to record a new grade or percentage of training.
  3. For further information on posts and common difficulties, please refer to your ePortfolio FAQs section and to the College website – ePortfolio section.
+ How to download your ePortfolio Data

How can I download my ePortfolio’s data?

To download your ePortfolio data, you can use one of the following methods:

REPORTS:

Access the reports available in Reports > Reports from the horizontal menu in the upper part of the screen.
This section includes several reports such as:

  • Download all ePortfolio
  • WPBAs
  • LOs/SLOS coverage Etc.

Important: Please note that not all events in risr/advance can be downloaded through reports and as such some items as Documents uploaded for instance will need to be downloaded manually.

For more details, please refer to the following FAQ 2) How can I download multiple PDFs at the same time? (download using Reports available in Reports>Reports), I cannot download a report as too large. What can I do?, and  I cannot download an event. Error message “File too large.”

DOWNLOAD PDF

When in your Timeline All events or relevant Timeline subcategory, you can download each event as follows:

  • clicking on their title to open the event.
  • Select the Download button located at the top right of the event.

For more details, please refer to the following FAQs How can I download a single event?, I cannot download an event. Error message “File too large.”

1) How can I download multiple PDFs at the same time? (download using Reports available in Reports>Reports)

When in your dashboard, access Reports > Reports from the horizontal menu. Choose an option like ‘Download entire ePortfolio,’ ‘WPBA report,’ or ‘Reflections.’ Additionally, you can download entrustment scale reports for each SLO/LO. Run the report and then save it as a PDF.

Note:

  • Certain items, like Documents in the ‘Documents’ section, require manual download
  • There is a system limit of 4MB maximum for PDF downloads from Reports

If you encounter an error, please refer to: I cannot download a report as too large. What can I do?

2) How can I download a single event?

Visit Timeline > Timeline All Events or other categories (e.g., Assessments):

  1. Click on the item’s title (avoid clicking on Preview) to open.
  2. On the upper right, click ‘Download’ to save the specific evidence.

NB: System limit: 4MB for PDF downloads from Reports or for each event.

If you encounter an error, please refer to: I cannot download a report as too large. What can I do?

1) I cannot download a report as too large. What can I do?

The System has a limit of 4MB for PDF downloads from Reports or from Timeline’s categories.

If you encounter an error:

  1. After generating the report, or opening the event, press ‘Ctrl’ + ‘P’ keys (‘Command’ + ‘P’ for mac users).
    Choose ‘Save as a PDF’ in the print options.
  2. Once fully uploaded, save to the desired folder.

2) I cannot download an event. Error message “File too large.”

You can download any file from the platform provided that is no larger than 4mb.

When the file it is too large to be downloaded, the system will give the following error message:

To download the file, follow these steps:

  1. Open the form by clicking on it in Timeline > Timeline all events. (Do not use Preview)
  2. Press “Ctrl” + “P” keys on your keyboard (or “Command” + “P” for Mac users)
  3. This will open the print page
  4. Wait for all pages to be displayed in your Print preview
  5. Choose “Save as PDF”
  6. Save the PDF to your preferred folder.
+ HOW TO ADD A SUPERVISOR Step by step guidance

HOW TO ADD A SUPERVISOR – Step by step guidance

Step1. Log in.

Login to eportfolio.rcem.ac.uk with your username and password.

Royal College of Emergency Medicine will be pre-selected as your organisation.

Step 2. Navigate to your dashboard and click on “Create event.”

Navigate through your dashboard, locate the Create event green button and click on it. This is on the main dashboard, on the right-hand side.

Please note that once you are on your dashboard, the URL will change to “Kaizenep.com.” This is the default address for the platform’s dashboard interface. It is just the web address you see in your browser’s address bar when you are using the platform.

Tip: To create events, you can also use the plus sign button on the right-hand side in the upper part of the platform.

Step 3. Create an “Add a supervisor” event.

In the list of events that will appear (in the What would you like to create? page), select “Add a supervisor” option.

Step 4. Set up date range of your supervisor access. IMPORTANT.

  • When the event opens, the first fields you encounter are:

“Date occurred on” (start date of your supervisor access) and “End date” (end of your supervisor access to your ePortfolio):

  • Set the “Date occurred on” to the start date of the event.

Your supervisor will have access to your ePortfolio from this point on and up to the end date of the event.

  • Edit the “End date”: this is the end date for supervisor access to your ePortfolio.

Important: Please set the End date as far as in the future as needed.

From this date on your supervisor will no longer have access to your account.

Select the dates from the calendar to ensure the end date is correctly set up.

Important! When the end date expires:

  1. You will not be able to send Educational meetings and other supervisor only forms to your supervisor.
  2. Your supervisor will not be able to view you nor complete forms for you!

Step 5. Add Supervisor Details

  • Continue filling out the event details using the relevant supervisors or college tutor roles fields
  • Kindly request your supervisors to provide the email address registered as primary in their RCEM ePortfolio account. Only use this email once it has been confirmed by your supervisors. This step ensures that you are adding the correct person and the correct RCEM ePortfolio account
  • Copy and paste the email in one of the fields available according to the desired role.

Important: Select your supervisor’s name when it appears.

If the supervisor has already been granted the supervisor role in RCEM risr/advance, the system should display their name and you will be able to select them.

*If your supervisor’s name does not appear, please contact eportfolio@rcem.ac.uk providing the team with the following details: supervisor’s full name, GMC number or equivalent, email address, desired role (Educational or Clinical supervisor or college tutor?).This is for a supervisor account to be created for them.

NB: you can add only one person per field. Should you have more than one supervisor with the same supervisor role, please create as many “Add a supervisor” events as needed.

ACP Educational supervisor field:

This field needs to be only used to add an ACP Educational supervisor that can sign-off an ACP ePortfolio for Credentialing. If you are an ACP, you will be able to type your supervisor’s name and select your supervisor only if they have been trained on the new RCEM 2022 ACP curriculum (ACP Educational supervisor Training Day ACP 2022 curriculum) and as such provided with the specific role the College. Should your ACP Educational supervisor’s name not appear in this field, and for more information, please contact acp@rcem.ac.uk.

Step 6. Submit to Save.

To save please click on “Submit” button. This will activate your supervisor’s access to your ePortfolio for the defined period.

Step 7. Supervisor Access During Date Range:

Supervisors assigned to the event will have access to the supervisee’s account only during the specified date range.

Within the date range They can view relevant information, complete relevant supervisors’ events, and provide necessary supervision.

Step 8: Event Expiration

When the “End Date” expires, the supervisor access to the supervisee’s ePortfolio will be automatically revoked. After this point, the supervisor will no longer have access to the supervisee’s account.

Supervisor access is time limited. When the Add a supervisor event’s “end date” expires your supervisor will not be able to view your ePortfolio nor complete supervisor’s forms for you. Please add them again extending the date range to provide them with ongoing access.

+ YouTube Channel for How to Use the Platform

Please visit our YouTube channel for videos on how to use the platform.

RCEM ePortfolio YouTube Playlist

RCEM ePortfolio (risr/advance) ARCP FAQs

For TPDs, HOSs, Deanery admin and ARCP panel members

+ How can I create an ARCP?

How can I create an ARCP?

To create an ARCP please login to eportfolio.rcem.ac.uk and when in your dashboard, select the relevant role (ARCP Panel member for instance).

Subsequentially, please follow the steps below:

  1. When in your dashboard type the name of the trainee in the Create a new event
  2. Select their name when it appears (please ensure you are selecting the correct person as there might be persons with the same name).

The system will display all events that can be created for that specific user and accordingly to the permission you have been granted. Select the relevant ARCP from the options presented.

TIP: You can also click on “Create” button when you are viewing a clinician’s ePortfolio via clicking on the Create green button in their dashboard.

To search for a trainee using their GMC number, please follow the steps below.

  1. When in your dashboard, select Users management>users in the horizontal menu (upper part of the screen)
  2. Search for the desired clinician using their GMC number or college number or the email recorded in their ePortfolio.
  3. Click on their name to open their profile.
  4. In their dashboard locate the Create green button and click on it.
  5. Click on the desired ARCP to start the event.

Important:
You can create an ARCP for an EM Doctor in training or an Annual review of Progress for an ACP only if you have an RCEM ePortfolio account that has been provided with the correct permissions. These authorizations are a specific role and a time limited location assigned to your RCEM ePortfolio by the College. For further information please refer to  “How can I grant ARCP panel members’ access to RCEM ePortfolio’s EM trainees?” and  “How can I grant ACP’s ARCP panel members’ access to RCEM ePortfolio’s ACPs?”

+ What is the difference between ARCP* and ARCP**?

What is the difference between ARCP* and ARCP**?

Please note that there are two types of ARCP forms, distinguished by the number of asterisks:

  1. ARCP*: one asterisk to highlight that this form can be created and completed by one person only.
  2. ARCP** (containing two sections): This form can be initiated by one person, who fills in the first section and optionally pre-fills the second. Subsequently, the form must be forwarded to another person for their input. This is achieved by entering the second person’s email at the bottom of the first section and clicking on “Submit”. The second person will then receive an email containing a link to access the form. Via clicking on the link, they can proceed to complete the second section, make any necessary changes, and then submit it.
+ Training posts are not appearing in the ARCP report. What to do?

Training posts are not appearing in the ARCP report. What to do?

Training Post Report: This report is integrated into the form but requires manual generation by the user. To ensure the post is accurately included in the report, the selected date range must encompass the entire duration of the post.

For example, if the trainee’s post recorded in risr/advance commenced on 01/08/2022 and concluded on 08/08/2023, please select 30/07/2022 as the start date and 09/08/2023 as the end date. It is important to choose these dates from the calendar manually, as automation is not supported.

Please note: If the clinician has not generated any “Add a post” event, the report will appear blank. This is acceptable. Please click on “Generate Report” to ensure submission of the form. If needed, you can manually record the post’s dates by adding a comment.

+ Where can I view a list of Training posts?

Where can I view a list of Training posts?

Placements are recorded by clinicians via the creation of the “Add a post” event. Subsequently, these events are viewable in the following ePortfolio’s sections:

Dashboard> user’s Profile Box

  • In the “Current Information” section, you will find up-to-date details regarding supervisors, posts, and programs. This section encompasses all ongoing posts.
  • In the “Previous Information” section, you will find historical data containing details of all completed posts.

In the clinician Timeline> “Training Post and Supervisor” section: this section includes all the “Add a supervisor” and “Add a post” events created by a clinician.

+ I am not able to submit the ARCP. What can I do?

I am not able to submit the ARCP. What can I do?

Users encountering difficulties submitting an ARCP may face various issues, including:

Mandatory Fields: Mandatory fields are denoted with a star. If any mandatory field is left incomplete, the system will display an error and highlight the field in red, preventing form submission.

Failure to Generate Reports embedded in the event:  Please make sure to click on the “Generate Report” button (coloured purple) which is a Mandatory field. Neglecting to do so will result in the system preventing submission of the event.

Person that needs to complete the ARCP form** not appearing in the list: If the person required to complete the ARCP form** is not listed, please note that this form can only be sent to individuals with the appropriate permissions. These permissions, denoted by roles assigned in risr/advance, are listed above the invitation field.

For more information on this please refer to the faq below: I am not able to send the ARCP** form to a panel member.

+ I am not able to send the ARCP** form to a panel member

I am not able to send the ARCP** form to a panel member

This might depend on:

Different email recorded in the ePortfolio: If the person has the correct permissions, the email used might not be recorded in the clinician’s ePortfolio. Please contact the panellist to ensure you are adding the correct email address to the invite field.

The panellist has not been provided with a role and location that allows completing the second section: ARCP panellists, TPDs, and HOS must have the correct permission active in their ePortfolio for them to be able to receive and complete an “ARCP**”.

These authorizations are a specific role and a time limited location assigned to the user’s RCEM ePortfolio. Please contact eportfolio@rcem.ac.uk should a permission be required for a user.

Please note: Permissions (roles and locations) are granted upon Deanery’s request via email to eportfolio@rcem.ac.uk. To prevent delays, please ensure you provide the following information:

  1. Full name of the individual requiring access to the event.
  2. Their GMC numbers.
  3. Their email address.
  4. Role: Examples include ARCP Panel Member, Head of School, Training Programme Director, Deanery Administrator.
  5. Deanery
  6. Access Duration: Specify the access period from D/M/YYYY to D/M/YYYY.

It is important to mention that bullet point f) applies to ARCP panel members whose access is time-limited and that this is done to avoid GDPR issues. Usually, access is granted for no longer than one month.

Access for TPD or HOS or Deanery admins is given for a duration of three years.

Important: These roles grant access to all EM trainees within the specified deanery. Ensure that panellist view only trainees that they have been assigned to (for the following business reason: participating and contributing to a specific trainee’s ARCP panel meeting).

+ How can I grant ARCP panel members’ access to RCEM ePortfolio’s EM trainees?

How can I grant ARCP panel members’ access to RCEM ePortfolio’s EM trainees?

Deanery can require ARCPs panel members’ access to EM trainees via sending an email to eportfolio@rcem.ac.uk. The email needs to be sent at least one month before the meeting.

When doing so please provide the ePortfolio team with the following information:

  1. Full name of the individual requiring access to the event.
  2. Their GMC numbers.
  3. Their email address.
  4. Role: ARCP Panel Member
  5. Access Duration: Specify the access period (from D/M/YYYY to D/M/YYYY).

Important: ARCP panel members’ access is time-limited to avoid GDPR issues. For this reason, access will be granted for no longer than one month.

+ How can I grant ACP’s ARCP panel members’ access to RCEM ePortfolio’s ACPs?

How can I grant ACP’s ARCP panel members’ access to RCEM ePortfolio’s ACPs?

Access to ACPs for ACPs’ ARCP panel members is granted upon request from Deaneries or ACP Programme leads. Please ensure to send an email to eportfolio@rcem.ac.uk at least one month before the scheduled meeting to request access.

Please provide the ePortfolio team with the following information:

  1. Full name of the individual requiring access to the event.
  2. Their GMC numbers.
  3. Their email address.
  4. Role: “ACP ARCP Panel Member”
  5. Deanery
  6. Access Duration: Specify the access period (from D/M/YYYY to D/M/YYYY).

Important:

  1. ACP ARCP panel members’ access is time-limited to avoid GDPR issues. Access will be granted for no longer than one month.
  2. For ACP on the new curriculum that intend to credential there is a new event that can be created: Annual Record of Progress (ACP 2022 curriculum).

 

+ Can an ARCP form be deleted or edited?

Can an ARCP form be deleted or edited?

Due to the formal nature of ARCPs, once completed, they cannot be edited or deleted. If errors or oversights occur, please create, and submit a new ARCP form. Thank you for your attention to this matter.

+ I am not able to view an RCEM clinician’s ePortfolio.

I am not able to view an RCEM clinician’s ePortfolio

If you have the correct permissions and they are active, you should be able to access a clinician’s ePortfolio.

To do so, please login to RCEM ePortfolio (eportfolio.rcem.ac.uk) using your RCEM login details. Once logged in, select the appropriate role (such as ARCP panel member, Deanery admin, TPD, etc.), navigate to “User Management” > “Users”, and utilize the search field to locate the trainee by entering their GMC number/equivalent or their email or their name.

Should you not be able to view an EM Post-Graduate Doctor in Training or an ACP, please contact eportfolio@rcem.ac.uk  providing the team with the following data: your full name and role, the clinician’s full name, GMC nr or equivalent, email and Deanery location. This data is necessary for you to be quickly supported by ePortfolio team. Thank you for your collaboration.

+ Where can I see evidence collected and curricula coverage?

Where can I see evidence collected and curricula coverage?

Should you have the correct permission, you should be able to review a clinician’s evidence as follows.

  1. Login to RCEM ePortfolio
  2. Select the relevant role.
  3. Got to Users Management> Users (in the white horizontal menu, upper part of the screen).
  4. Search for the clinician using their GMC number/equivalent, or email address/ name (attention: there can be homonyms!).
  5. Click on the clinician’s name to view their ePortfolio.
  6. Click on “Timeline” and select the relevant Timeline’s Category in their menu:

For instance, select:

  • “Timeline”> “Timeline (all Events)” to search for and view all the events created on the clinician’s ePortfolio.
  • “Timeline”> “Assessments”: to view all the WPBAs completed or submitted.
  • “Timeline” > “Educational review and meetings”: to view ES meeting, educational supervisor reports, MCR/MTRs, existing ARCPs etc.

To view curricula coverage:

  1. Please navigate through the dashboard to reach the clinician’s Goals
  2. Click on Goals and select the relevant curriculum (e.g. ACCS trainee).
  3. Subsequently, select a curriculum item and click on “Show more” under evidence.

i.e. as in the screenshot below

The system will show any evidence successfully attached to that curriculum item (KC)

  1. Click on the desired evidence to view its content.
+ Resources

Resources

RCEM website: https://rcem.ac.uk/

RCEM 2021 curriculum website:

https://rcemcurriculum.co.uk/ and  https://rcemcurriculum.co.uk/resources/

FAQs section in risr/advance: https://kaizenep.com/#/faqs

+ Contacts:

Contacts:

For ePortfolio technical difficulties that are not addressed in this document, please contact: eportfolio@rcem.ac.uk

For information on training/curriculum requirements and CCT dates, please contact: training@rcem.ac.uk

 

Document Library

+ Document Library

Document Library

ACCS Specific Forms

Assessments

Supervision Forms

Management

Procedural Log & Reflections

Teaching, Education, Research & Audit



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