Monitoring Data and Teaching Log

• Practices that have GP Registrars in the first 12 months of GP Term placements (previously known as Basic and Advanced GP Terms) are required to submit to CSQTC details of the GP Registrar’s patient consulting data and practice-based teaching time for each week during the placement.  This information must be submitted to CSQTC on a monthly basis.
• This information is to be recorded on the Monitoring Data and Teaching Log (MDTL).
• Practices must ensure that a completed and signed MDTL form accompanies each invoice submitted to CSQTC claiming for practice subsidy and teaching allowance. NB. Both Trainer and Registrar signatures are required.
  
• Payment of an invoice requires submission of its associated MDTL form.

• The practice may opt to complete the form either by hand or electronically.
• It is recommended that the data be recorded on the form on a weekly basis, for each month of the placement. 
• The practice must submit a monthly form to CSQTC (along with a tax invoice for the period) by the 20th calendar day of the following month – the scheduled dates for by which CSQTC expects these forms to be submitted are published on the Practice Managers calendar on the CSQTC website.
  
• IMPORTANT NOTE:  It is the responsibility of the Practice to ensure that accurate teaching data is recorded on these forms prior to submission. There will be no opportunity to make amendments to the teaching data on these forms once they have been submitted to CSQTC and invoices for the corresponding teaching allowance have been paid.
• The Monitoring Data & Teaching Log SAMPLE can be accessed via the Forms and Documents page on the CSQTC website.

1. Download/print the MDTL Proforma from the Forms and Documents page on the CSQTC website.
2. Prior to submission of the form, ensure that the GP Registrar and Trainer have reviewed and signed the form.

1. Download the MDTL Proforma from the Forms and Documents page on the CSQTC website and save the document to your hard drive.
2. Use the document as a master copy and at the start of each month, choose the SAVE AS option to save the document for that month.
3. This form is an excel spreadsheet and has been formatted so that the tab button takes you through to each field that requires data.
4. Tab through to each field and type the data in.  Two of the fields (term type and term status) are check boxes which require you to click your selection.
5. The table which contains the educational levels of servicing for GP Registrars automatically keeps totals of the practice-based teaching column.
6. The form should be printed at the end of the month and be reviewed to ensure that it documents the learning and teaching that occurred for the applicable period, and signed by the GP Registrar and Trainer prior to submission to CSQTC.

• The invoice is not accompanied by the corresponding MDTL for the applicable period.
• The accompanying MDTL is incomplete (eg. if the form does not have the required data and if it is not signed by both Trainer and GP Registrar).

1. Complete the GP Registrar, practice and term details at the top of the form.
2. Record the Month and Number of Weeks for which the data is being submitted.
   • Each MDTL form should record the data for each calendar month of the GP Registrar’s placement.
   • Example:  if the GP Registrar’s Basic GP Term placement commences 16 January 2006, then one MDTL form should be completed for January and should record the data for a two week period (ie. 16/01/06 - 5/02/06).
3. Record the ‘Teaching total prior to this period’ in the top cell of the ‘Practice-based Teaching’ column. The Practice Monitoring Spreadsheet emailed to you by the CSQTC finance department will provide this information.  Or you can refer to your previous completed MDTL forms.
4. Record data for the purposes of the monitoring of educational levels of servicing for GP Registrars
   • Week commencing:  Record the date of the Monday for the week commencing.
   • Consulting time:  Record, in hours, the time that the GP Registrar is available to see patients.
     
     • Include scheduled consulting time plus actual patient contact time whilst on call.
       
     • Exclude meal breaks, educational release programs/activities, required practice-based teaching, and other educational activities.
   • Number of patients:  Record the number of patients seen by the GP Registrar.  If one patient has additional services (eg. ECG, spirometry) included in the consultation, this is recorded as one patient.  If a patient requires follow up consultations without a new Medicare claim, each consultation should be counted separately.
   • Number of Services:  As of September 2009, this data no longer has to be provided on the MDTL form.  Please see our SAMPLE MDTL form.
   • Educational Activities:    Record, in hours:
     1. Practice-based teaching time, which should include accurate data on formal set aside teaching as well as opportunistic/incidental teaching;
     2. CSQTC educational release programs/activities;
     3. Other educational activities additional to the required practice-based teaching, such as divisional activities, CME lectures, ECT visits.
5. Record ‘Total teaching this period’ and ‘Cumulative teaching to date’ in the ‘Practice-based Teaching’ column.  If using the form electronically, the totals will be automatically inserted.
6. Record details of GP Registrar’s and Trainer’s leave (if any), and the name of the replacement Trainer where applicable.
7. Teaching Log – this is a record of the practice-based teaching, support and discussion in which the GP Registrar and Trainer have participated. Record the date, duration, content & method and the number of hours of joint teaching (if there is 2 GP Registrars and if applicable) of the teaching activity.  The time of day and location is optional data that can be provided on the form.  A minimum of 1 hour per week of practice-based teaching must be provided in the form of protected, contiguous face to face teaching and discussion with the GP Registrar.
   
8. Form must be signed by both the Trainer and the GP Registrar.
9. Practice should retain a copy of the completed, signed form for its records.
10. Form should be submitted to CSQTC on a monthly basis together with the invoice for subsidy and teaching allowance for that period, by the due data published by CSQTC.