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 is a behaviour-based interview involving scripted questions the assessor will ask. For each question you should have a real situation in mind to talk about. This style of interview allows you to show how you have applied knowledge in a specific situation.

The preparation for this interview creates a learning opportunity for physiotherapists by reviewing the standards, reflecting on patient care and considering how the standards are applied in their 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 required 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

Assessment

The assessment provides a comprehensive look at your practice. The assessment is conducted by a College assessor and includes a chart review of 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 to help support you in your practice.

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:

Here’s a quick breakdown of the assessment process:

• Review your screening interview results to identify the problem areas. This will help you focus your preparation for the assessment. Verify your employment information in the PT Portal.
• You will be matched with a new assessor and complete the conflict of interest step as you did for the 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.
• Use the TitanFile link you received by email and securely submit five patient records, your written policies and completed policy checklists up to 10 days before your scheduled assessment. For the patient records, let us know which records include controlled acts or care you have assigned to physiotherapist assistants.
• Complete your assessment interview – don’t forget to test your technology beforehand and schedule 15 minutes of extra time in case your assessment goes longer than two hours and 30 minutes.

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 your records based on these factors:
  • At least one record for each authorized activity (controlled act) you are on a roster to perform.
  • If you work with physiotherapist assistants, submit at least one record where care has been assigned and supervised.
  • One record representing a patient you discharged from treatment, if possible.
  • Try to provide a selection of files from the different funding models you access (e.g. Workplace Safety and Insurance Board, motor vehicle accident claims, bundled care, etc.).
• Privacy and Access to Patient Records:
  • Follow the instructions you will receive by email to securely share patient records.

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