Screening Interview & Assessment

Screening Interview & Assessment

An opportunity for physiotherapists to reflect on their practice and continually improve.

Conducting screening interviews and assessments as part of the Quality Assurance program is one of the ways the College serves the public interest by supporting physiotherapists in the delivery of safe, high-quality care.

Most physiotherapists selected to participate in the quality assurance process will only complete the screening interview. However, a small number of physiotherapists will be asked to complete a second, more comprehensive assessment, depending on the results of their screening interview.

Both the screening interview and the assessment can be completed in English or French.

Screening Interview

The screening interview is a one-hour behavior-based interview between a physiotherapist and a College assessor. The interview takes place remotely by video conference.

Eligibility

Physiotherapists who have been registered in independent practice for at least two years and who provide patient care are eligible to be selected for the screening interview. A number of PTs are selected each week.

You will receive an email from the College if you have been selected for a screening interview.

How the Screening Interview Works

The screening interview involves you and the assessor discussing practice examples in a behaviour-based interview. This style of interview helps the assessor learn how you have applied knowledge to your practice.

The assessor will not coach you or provide feedback on your practice. The goal of the screening interview is to identify PTs who may require a more in-depth assessment of their practice.

After the screening interview, the assessor completes a scored report that is submitted to the College. If the College needs more information about how you apply knowledge of the rules and standards to your practice, you will be asked to complete an assessment.

Below is a breakdown of the screening interview steps. Please be sure to click on the “+” sign beside each step to learn more.

Resources for your Screening Interview

After the Screening Interview

Two to three weeks after the screening interview, you will receive an email from the College letting you know your results are available in the PT Portal. Your results will indicate if you need to complete the more comprehensive assessment, or if you’re finished with the process.

If you’re finished, you won’t be asked to complete another screening interview until all PTs have gone through the process, which should take approximately 10 years.

Remember: The screening interview is an opportunity for you to reflect on your practice. The educational value is in the preparation, completion of the self-audit of a patient record and moments of self-reflection after the interview.

Assessment

The assessment provides a comprehensive look at your practice. The assessment is conducted by a College assessor and includes a chart review of three to five patient records, a review of your written policies against checklists, and a two-hour video interview where the assessor asks a series of behaviour-based questions.

The purpose of the assessment is to collect more information about your practice to help identify gaps in your knowledge, skills or judgement, and determine what follow-up action is required.

Who Completes the Assessment?

Physiotherapists whose screening interview results indicate that the College requires more information about their practice will be required to complete the assessment. It’s estimated that five to 10 per cent of physiotherapists who complete the screening interview will also complete the assessment.

You will receive an email from the College if you are to complete an assessment.

How the Assessment Works

The assessment includes three parts:

You will receive detailed information by email, but here’s a quick breakdown of the assessment process:

• Review your screening interview results and verify your employment information in the PT Portal.
• You are matched with a College assessor and asked to confirm if there is a conflict of interest, like an existing personal or professional relationship. It will not be the same assessor who completed your screening interview.
• The assessor contacts you to schedule the assessment.
• There are several resources available to help prepare, including the questions you will be asked during the assessment and a video example of a behaviour-based interview question.
• Select and securely submit five patient records, your written policies and completed policy checklists up to 10 days before your scheduled assessment.
• Complete your assessment – don’t forget to test your technology beforehand and schedule 15 minutes of extra time in case your assessment goes longer than two hours.

Resources for your Assessment

How to Choose Patient Records for Practice Assessments

• Choose five records that best reflect your current practice. Ideally, the records should be from the last year or two of your practice.
• Gather the entire physiotherapy record. A complete physiotherapy record can include the following:
  • clinical notes (e.g., assessments, progress notes, reassessments, etc.)
  • financial documents (e.g. copies of receipts for payment, if applicable),
  • notes completed by the physiotherapist assistant (PTAs), including exercise tracking sheets
  • attendance tracking sheets
  • copies of exercise sheets (if any)
  • forms signed by the patient
  • reports sent to or received from others
• Include everything in the physiotherapy record. Don’t worry if the documents include notes created by other team members. The assessor is only reviewing your physiotherapy notes. You will not be evaluated based on entries created or edited by other team members, except in cases where you assigned and supervised the physiotherapy care to others (i.e. physiotherapist assistants)
• Select at least one record for each authorized activity (controlled act) you are on a roster to perform. For example, if you perform acupuncture and spinal manipulation, the assessor should review records that include these activities as part of patient care.
• If you work with physiotherapist assistants, submit at least one record where care has been assigned and supervised.
• Find at least one record representing a patient you discharged from treatment, if possible.

After the Assessment

You will receive your assessment report approximately two to three weeks after your assessment. After you receive the report, you have 30 days to respond and provide additional information. Your response and the report are then reviewed by the Quality Assurance Committee. Your response is optional but can help the Committee better understand your practice and assessment results.

The Committee will consider outcomes to support you in addressing any gaps identified during the assessment. Results of the assessment are not shared with employers or other areas of the College.

Remember: The assessment is meant to be supportive and educational.

Possible Outcomes of an Assessment

The Committee can direct you to take additional learning to address identified gaps in your practice. This could include meeting with a practice coach, submitting a review of standards and resources, or completing courses. These activities are intended to help address learning needs in the areas identified in the assessment report.

After the Committee reviews the assessment results and written responses, they usually close the file or propose additional learning. In rare cases they can refer you to the Inquiries, Complaints and Reports Committee (ICRC) or ask the Registrar to place terms, conditions or limitations on your practice.

For decisions that result in additional learning, restrictions on practice or a referral to ICRC, you always have a second opportunity to respond to the proposed decision. The Committee will consider your response before making a final decision.

Continuing Professional Development