Continuing Professional Development

This is the Online CPD for ASAR. Once you've logged in you will be able to review your current CPD on file and also submit CPD data to the registry.

Contents Preface CPD Programs Changing Programs Transfer of Points Accredited Student Sonographers ASUM Maintenance Of Standards In Professional Practice (MOSIPP) Program AIR CPD Program New Zealand Medical Radiation Technology Board ASAR CPD Program CPD Credits and Documentation Documentation for ASAR CPD Program Documentation Methods Certificates Registration Receipt Supervisor's Validation Form Meeting/Program/Workshop Brochures Self-Directed Learning Activity Statement Alternative documentation CPD Activity Report Entering CPD Activities via the ASAR Web-Site Meeting/Program Providers Applying for ASAR CPD Credits Certificate of Attendance Audit Audit Appeals Contact Details Voluntary Deactivation and Reactivation Removal From The Register, and Returning Appeals

Member Login to CPD MemberID: Password:   Don't know your password? Supervisor's Validation Form Self-Directed Learning Activity Report Credit Allocation Form Certificate of Attendance

1. Preface

Continuing Professional Development (CPD) programs are utilised by many professional organizations to ensure members of those professions maintain a high level of knowledge and skills throughout their professional life. The Council of the Australasian Sonographer Accreditation Registry (ASAR) recognises the importance of a CPD program to develop the ultrasound profession and to improve public confidence in the ultrasound service. The requirement to successfully comply with a CPD program for Accredited Sonographers (AMS, ABS and ACVS), in order to remain on the ASAR Register, forms part of the Medicare Australia legislation. Within Australia, the Medicare rebate or sonographic services is contingent upon the sonographer being on the ASAR Register.

Every accredited sonographers (except student sonographers) must therefore actively participate and comply with an ASAR-recognised CPD program that provides a formalised mechanism of documented professional development if they are to remain on the Register.

Points are allocated to various categories of CPD activities and a certain number of CPD points must be accrued within a three-year period. All accredited sonographers (except student sonographers) must meet the requirements of an ASAR approved CPD program each triennium. This booklet describes the process by which the sonographers can meet these requirements.

2. CPD Programs

ASAR currently recognises three CPD programs.

The AMS can report their CPD activities by participating in either:

• the Maintenance Of Standards In Professional Practice (MOSIPP) program conducted by the Australasian Society for Ultrasound in Medicine (ASUM) or
• the Australian Institute of Radiography (AIR) CPD program or
• the ASAR CPD program

*Prior to October 2005, Medicare Australia was known as the Health Insurance Commission.

Every AMS must participate in one of these CPD programs. During each CPD triennium, the sonographer must comply with the regulations of the chosen CPD program to ensure that all requirements governing successful compliance with that CPD program are met. The ASUM program operates on a year-by-year basis. The ASAR and AIR programs operate on a triennium (three-year) basis.

2.1 Changing Programs

Sonographers may select any of the three ASAR-recognised CPD programs to record activity points. However, changing to an alternative CPD program is only permitted at the beginning of each successive triennium. (The only exception to this would occur when a sonographer ceases membership of ASUM or AIR within the three-year cycle.) ASAR receives CPD data from ASUM and the AIR detailing an individual sonographer’s progress in these programs. Managers of each program conduct CPD audits; therefore all documentation must be kept and made available for audit if requested.

2.2 Transfer of Points

ASAR has entered into agreements with ASUM and the AIR to ensure CPD points accumulated with these organizations are automatically declared to ASAR. Any sonographer electing either the ASUM or AIR programs must ensure that they have authorised this transfer with the respective organization. If an individual fails to authorise points transfer, ASAR will be unable to access that individuals CPD history and this may result in a CPD default notice being issued by ASAR.

3. Accredited Student Sonographers

Accredited Student Sonographers (ASS) are not required to participate in a CPD program as ASAR recognises that individuals undertaking an ASAR accredited program are actively engaged in learning and therefore meet CPD requirements during their period of study. In order to maintain student accreditation, proof of enrolment in an ASAR accredited program is required for each year in which student accreditation is sought. Once the individual has obtained an ASAR accredited qualification and notified ASAR, the student sonographer is upgraded to a fully accredited sonographer (AMS, ABS or ACVS) and a new CPD triennium begins. The new triennium will commence on Jan 1^st in the year following entry onto the Register as an AMS. Points accrued as a result of any study as an Accredited Student Sonographer are not carried over into the new CPD triennium.

4. ASUM Maintenance Of Standards In Professional Practice (MOSIPP) Program

For ASUM members, all ASAR CPD requirements may be met through participation in ASUM’s MOSIPP program. Members selecting this CPD program must conform to its rules and regulations, and it is the individual’s responsibility to ensure that their records are current. ASUM provides information to ASAR on an annual basis detailing the performance of individuals participating in the MOSIPP program. Members selecting the ASUM MOSIPP program must complete a form (available from ASUM) authorising this transfer of information. For further information on the MOSIPP program, contact ASUM.

5. AIR CPD Program

For AIR members all ASAR CPD requirements may be met through participation in the AIR CPD program. Members selecting this CPD program must conform to its rules and regulations, and it is the individual’s responsibility to ensure that their records are current. When entering points within this program, individuals should label their records as “U” to denote ultrasound related activities. Only those points with a “U” classification are declared to ASAR. The AIR provides information to ASAR on an annual basis indicating the performance of individuals participating in the AIR CPD program. For further information on the AIR CPD program, contact AIR.

6.New Zealand Medical Radiation Technology Board

The ASAR CPD program has been approved by the New Zealand MRTB and therefore successful participation in the ASAR CPD program satisfies the NZMRTB requirements. More Information is available from their website.

http://www.mrtboard.org.nz/pdfs/APPROVED%20CPD%20PROGRAMMES.pdf

7. ASAR CPD Program

To fulfil the requirements of the ASAR CPD program, sonographers must accumulate 40 CPD credits in each triennium. The first triennium begins on 1st January of the year following the sonographer’s name being entered onto the Register. But CPD credits can be accumulated immediately following entry on to the Register.

7.1 CPD Credits and Documentation

The diversity of educational activities accepted by the Registry ensures that all sonographers have access to eligible CPD activities.

ASAR recognises 13 broad group of activities in which CPD credits may be acquired. Activities are allocated a number of CPD credits taking into account the duration and level of involvement in the activity. Certain activities have a maximum number of CPD credits which can be acquired in a given triennium. This capping of credits ensures a diversity of CPD activity. These activities as well as their CPD credits allocation are displayed in Table 1.

Some activities are not considered valid CPD activities as they demonstrate no professional development attributes.

For example:

• teaching student sonographers as part of your usual paid employment, unless it is in the form of formal in-house education meeting sessions
• speaking at career information nights or teaching general ultrasound principles to nursing groups, primary schools etc.

In addition, some activities which occur outside normal clinical practice do not constitute continuing professional development activities as these occur within the confines of a paid employment relationship.

For example:

• paid lecturing/tutorial positions at universities.

As a general principle, a valid CPD activity should be performed in a voluntary/honorary capacity. It should not represent part of your usual paid employment duties and it should expand your existing knowledge.

For audit purposes, the accredited sonographer must maintain a personal record of verifiable documentation for all CPD activities identified on the CPD Activity Report. ASAR recognises that there are numerous methods by which an accredited sonographer can verify their participation in a CPD activity. Accepted methods for documentation of CPD activities are described in Table 1.

Table 1: Summary of CPD activities, credit allocations and documentations
Activity Code	Activity	CPD Credits	Documentation
1	Attendance at national/ international meetings	1 per hour of educational activity	certificate of attendance or receipt of registration
2	Attendance at educational programs including live scanning workshops	1 per hour of educational activity	certificate of attendance or receipt of registration
3	Attendance at grand rounds and relevant in-house seminars	1 per hour of educational activity to a maximum of 15 credits per triennium	certificate of attendance or supervisor's validation form or self-directed learning activity statement
4	ASAR approved website activities available via www.asar.com.au	Credits as allocated upon completion of activity to a maximum of 15 credits per triennium	printed certificate from website or self-directed learning activity statement
5	Scientific or professional publication	30 (Peer reviewed, principal author*), 20 (Peer reviewed, non-principal author**) 15 (Non peer-reviewed principal author*) 10 (Non peer-reviewed, non- principal author**)	copy of published article including journal name, date and page numbers.
6	Works presented at national or international meetings	25 (for oral presentation where individual presenting work claims CPD credit) 25 (for poster presentation and defence by principal author*)	Meeting program documenting name of presenter and topic presented or letter of acknowledgement or thanks.
7	Works presented at local meetings including local professional association state branch meetings	10 (for presentation where individual presenting work claims CPD credit)	brochure documenting name of presenter and topic presented or letter of acknowledgment of thanks
8A	Presenting at in-house seminars including lectures, case studies and live scanning workshops	2 per event to a maximum of 20 credits per triennium	brochure documenting name of presenter and topic presented or letter of acknowledgement or thanks
8B	Works presented at international, national or local live scanning workshops	10	brochure documenting name of presenter and topic presented or letter of acknowledgement or thanks
9	Self directed learning to enhance patient outcomes and professional skills e.g. Peer reviews, library, research, reading relevant journal articles or texts	1 per hour to a maximum of 20 credits per triennium	self-directed learning activity statement
10	Enrolment in an ASAR accredited program e.g. Masters or ultrasound related post graduate subject	30 per subject	copy of university transcript or ASUM DMU enrolment letter
11	Any other honorary / voluntary documented educational or professional activity as approved by the Registry e.g. course convening, participation in relevant professional council meetings, examining within the profession, clinical program organizing	1 per hour to a maximum of 20 credits per triennium with a cap of 10 credits per activity.	time tables or letters of thanks or minutes from meetings listing attendees or brochures or certificates listing name
12	Preceptorships	2 per day to a maximum of 10 credits per triennium	Signed letter from individual providing the education outlining duration and purpose of the preceptorship

7.1.1 Documentation for ASAR CPD Program

For audit purposes, all sonographers must maintain a personal record of verifiable documentation for all CPD activities submitted on the CPD Activity Report. ASAR recognises that there are numerous methods by which accredited sonographers can verify their participation in a CPD activity. Accepted methods for documentation of CPD activities are described in Table 1. Accurate record keeping and careful storage of documentation for 12 months following the completion of a triennium is essential, as an ASAR CPD audit may be conducted at any time during this period.

7.2 Documentation Methods

All documentation MUST be retained for a minimum of 1 year after the completion of the triennium for auditing purposes.

7.2.1. Certificates

Most educational providers issue certificates of attendance. Certificates should include the following information:

• meeting/program title
• convenor's name
• date
• participant's name (may be handwritten)
• allocated CPD Credits
• ASAR Activity Code
• Postcode of location where the meeting was conducted

7.2.2. Registration Receipt

If certificates are not provided or you lose your certificate of attendance, a financial receipt of registration to educational meetings is sufficient. The receipt must clearly state the following information:

• meeting/program title
• participant's name
• date

7.2.3. Supervisor's Validation Form

The ASAR recognises that not all CPD activities include a certificate of attendance; for example, grand rounds and in-house seminars. Documentation of attendance at these meetings must be recorded on a Supervisor's Validation Form as outlined in Table 2. This form is available from the secretariat or can be downloaded from the ASAR website.

All entries in the Supervisor's Validation Form must be signed by the supervising sonographer or medical practitioner.

Table 2: Sample of Supervisor's Validation Form
Personal details: ASAR ID: 17846 Name: JANE CITIZEN Address: 17 Accreditation Street Mile End SA 5081 Telephone: 8121 1121 Email: jcitizen@littlepond.com.au
CPD Activity Code	Date of activity	Duration	CPD Credits (1 credit per hour)	Postcode	Supervisor's Name and Signature
					Print Name	Signature
3	1/11/06	1 Hour	1	5000	Dr Julia White	Julia White
3	8/11/06	1/2 Hour	0.5	5000	Dr Julia White	Julia White
3	15/11/06	1 Hour	1	5000	Dr Julia White	Julia White

7.2.4. Meeting/Program/Workshop Brochures

Brochures that document your name as a presenter of works presented at live scanning workshops or meetings will be accepted as evidence of participation in this CPD activity. Brochures must clearly state the following information:

• meeting / program name
• convenor
• date
• Title of presentation
• Name of presenter
• Duration of presentation
• Postcode of location where the meeting was conducted

7.2.5. Self-Directed Learning Activity Statement

A Self-Directed Learning Activity Statement is evidence of self-directed learning activity. A learning outcome is a statement, which reflects additional knowledge gained from the activity, which may be used to change or reinforce your current clinical practice. A template proforma as outlined in Table 3. This form is available from the secretariat or can be downloaded from the ASAR website.

Table 3: Sample of Self-Directed Learning Activity Statement
Personal details: ASAR ID: 17846 Name: JANE CITIZEN Address: 17 Accreditation Street Mile End SA 5081 Telephone: 8121 1121 Email: jcitizen@littlepond.com.au
Date of Activity	Duration	CPD Credits (1 credit per hour)	Postcode
3/11/05	1/2 hour	0.5	5000
Learning activity Research into a case of a solid parotid gland mass to establish a differential diagnosis list and to determine the most likely diagnosis based on the ultrasound appearances. Reference: Ahuja A, Evans R. Practical head and neck ultrasound. Greenwich Medical Media 2000; Ch2, 26-32
Summary of learning outcomes (brief summary of activity and impact on your professional development.) The most common parotid mass is the benign pleomorphic adenoma, making up 60-80% of parotid tumours. Other benign tumours include Warthins tumour, Oncocytoma, Lipoma, Haemangioma. Malignant possibilities include Muco-epidermoid carcinoma, Acinic cell carcinoma, Non-Hodgkins lymphoma and Metastatic tumour. The mass in our case is a well defined, 1cm diameter, hypoechoic, homogenous lesion demonstrating good through transmission with posterior acoustic enhancement. Colour Doppler demonstrated some internal vascularity. This mass is thought to most likely represent a benign pleomorphic adenoma and the medical specialist has suggested a fine needle aspiration for confirmation. For educational purposes I have suggested a copy of the pathology report to be sent to our department. (11/11/05) The pathology report has confirmed the presence of a pleomorphic adenoma.

7.2.6 Alternative documentation

Other verifiable documentation of participation in a CPD activity will be accepted at the discretion of the ASAR Council.

7.3 CPD Activity Report

The CPD Activity Report is the only documentation that should be regularly submitted to ASAR.

A CPD activity report is the method of logging CPD activities onto your personal ASAR CPD database. Activity reports may be submitted at any time during the triennium via the ASAR website. Alternatively, completed CPD activity reports can be faxed or mailed to the ASAR Secretariat.

The CPD Activity Report must include the following information:

CPD Category Code:

1. Attendance at national/international meetings;

2. Attendance at educational programs including live scanning workshops;

3. Attendance at grand rounds and relevant in-house seminars;

4. Website activities;

5. Scientific or professional publication;

6. Works presented at national or international meetings;

7. Works presented at local meetings including local professional association state branch meetings;

8A. Works presented at in-house seminars including lectures, case studies, and live scanning workshops;

8B. Works presented at international, national, or local live scanning workshops;

9. Self directed learning to enhance patient outcomes and professional skills;

10. Enrolment in an ASAR accredited program;

11. Any documented honorary / voluntary educational or professional activity as approved by the Registry;

12. Preceptorships (effective January 1st 2008);

Date:

Date of educational activity

Duration of the meeting:

Duration of the educational activity excluding meal breaks

CPD credits:

Many CPD activities will have certificates stating the number of CPD credits which have been allocated. Other CPD activities require the individual sonographer to calculate the number of CPD credits using the guidelines outlined in Table 1.

Postcode:

Postcode of the town/city where the CPD activity was conducted (required for demographic purposes only)

A template proforma is outlined in Table 4. This form is available from the ASAR secretariat or may be downloaded from the ASAR website.

Table 4: Sample of CPD Activity Report
Personal details: ASAR ID: 17846 Name: JANE CITIZEN Address: 17 Accreditation Street Mile End SA 5081 Telephone: 8121 1121 Email: jcitizen@littlepond.com.au
Only submit CPD activities that have not already been entered on the ASAR website
CPD Activity Code	Date of Activity	Duration	CPD Credits (1 credit per hour)	Postcode
1	17/5/06	9 hours	9	2145
10	3/11/06	1/2 hours	0.5	5000
3	1/11/06	1 hour	1	5000

7.4 Entering CPD Activities via the ASAR Web-Site

CPD activities can be entered directly into the CPD database by following the prompts on the ASAR website. You must retain documentation of all CPD activities for which you claim CPD credits regardless of the method used to submit these credits to your CPD database.

8. Meeting/Program Providers Applying For ASAR CPD Credits

Wherever possible the meeting / program provider is to calculate the CPD credits using the guide in Table 1. If this is not possible, a Request for a CPD Credit Allocation form is to be submitted to the secretariat for allocation of credits. This form is available from the secretariat or can be downloaded from the ASAR website.

CPD credit allocation is based on the duration, level of involvement and type of program. The co-ordinator / organiser may apply for a whole years’ program in advance. Application may be made for programs retrospectively but prospective applications are preferable.

8.1 Certificate of Attendance

It is desirable for co-ordinators/organisers to provide attendees with a certificate of attendance. This certificate should clearly state the following information:

• meeting / program title
• convenor's name
• date
• participant's name (may be handwritten)
• allocated CPD Credits
• ASAR Activity Code
• Postcode of location of meeting

A template proforma of a certificate of attendance is available from the ASAR secretariat or can be downloaded from the ASAR website.

9. Audit

A minimum of 10 percent of sonographers completing their CPD triennium will be selected for audit each year. Audit selection is random; therefore, all sonographers must ensure that documentation of their CPD activities is up-to-date and kept in a safe place.

It is the responsibility of the individual sonographer to maintain an accurate record of their CPD activities. Each sonographer must retain their original CPD documents that must be kept for 12 months following the completion of a triennium to allow ASAR time to perform audits as required. Under no circumstances should original documents be sent to ASAR. If documents are requested by ASAR as part of an audit process, certified copies must be forwarded to the ASAR secretariat within 30 days.

If a sonographer is unable to provide verifiable documentation of CPD activity that satisfies the requirements of the ASAR CPD program, this individual will be removed from the ASAR Register. The sonographer will be notified in writing that CPD default has occurred and Medicare Australia will be notified of the individual’s removal from the Register.

9.1 Audit Appeals

Any individual who wishes to appeal an audit outcome of CPD default must within thirty days after the receipt of audit outcome, lodge an appeal with the Registry accompanied by details of the grounds for the appeal and such fee as prescribed in the Appeal form. Appeal forms are available from the ASAR secretariat. All appeals must clearly state and provide evidence supporting the specific grounds for appeal. Upon receipt of a notice of appeal accompanied by the prescribed fee, the Registry will refer the appeal to a tribunal selected by ASAR Council. The tribunal, consisting of one academic councilor, one professional body councilor and one impartial expert advisor will determine the appeal as soon as practicable thereafter.

At the conduct of any appeal, the appellant:

• may appear before the tribunal, and
• may make such oral or written submissions, as he or she thinks fit.

The tribunal will provide a written document giving reasons for its decision. If a decision is in favour of the appellant, the application fee lodged with the notice of appeal will be refunded to the appellant and the Sonographer will be reinstated on to the Register. Medicare Australia will be notified on the reinstatement. However, if the review panel is convinced that the individual has not complied with the CPD requirements, the individual will remain removed in the Register.

A sonographer who has been removed from the Register due to CPD default can elect to re-apply to the ASAR Register in accordance with the Return to Register following CPD default removal procedures (Section 11.1).

A decision by the tribunal shall be final and binding on both the Registry and the appellant.

10. Contact Details

It is the responsibility of each accredited sonographer to ensure contact details provided to ASAR remain current. In the event of failure to locate a sonographer via the provided contact information for audit, the sonographer will be deemed to have defaulted on his/her CPD obligations and will be removed from the Register.

11. Voluntary Deactivation and Reactivation

Sonographers may request to be voluntarily deactivated from the Register by completing the prescribed form. To reactivate their registration, they must pay a prescribed fee to have their name placed back on to the Register.

If the period of voluntary deactivation is less than 12 months, the CPD triennium will continue unchanged. In this case, sonographers need to maintain a log of CPD credits while they are deactivated. However, if the period is greater than 12 months, a new CPD triennium will commence following reinstatement to the Register. Accrued activities will not be credited to the new triennium.

If the period of deactivation is 3 years or more, sonographers will need to comply with ASAR’s Return to Clinical Practice Policy in order to return to the Register.

Deactivation will begin on the date that the Registry receives request for deactivation from the sonographer. Similarly, subsequent reinstatement/reactivation will occur on the date that the Registry receives the application for reactivation. Medicare Australia will be notified when an individual’s name gets deactivated and reactivated on the ASAR Register. Deactivations and Reactivations cannot be back-dated. It is the individual sonographer’s responsibility to notify the Registry accordingly.

Deactivation and Reactivation forms are available from the ASAR website at <http://www.asar.com.au/forms.html>.

12. Removal From The Register

If a Sonographer does not comply with all of the requirements for continuation on the Register, the sonographer’s name will be removed. A reminder letter will be sent after the due date for either fee payment or CPD default. If the Registry receives no correspondence within the specified timeframe, the sonographer’s name will be removed from the Register and Medicare Australia notified accordingly.

Return To The Register Following CPD Default Removal

Return to the Register Following Removal Due to Non Payment of Fees

Forms for Reactivation are available from the ASAR website at <http://www.asar.com.au/forms.html>.

13. Appeals

Any person aggrieved by a decision of the Registry may, within thirty days after the receipt of communication of that decision, lodge the appeal form with the Registry, accompanied by an application fee as prescribed in the form. Upon receipt of the appeal form accompanied by the prescribed fee, the Registry will refer the appeal to a Tribunal consisting of one academic Councillor of the ASAR, one professional body Councillor and one impartial expert adviser, who will determine the outcome of the appeal as soon as practicable thereafter. At the conduct of any appeal, the appellant

• may appear before the Tribunal in person
• may appoint a representative to appear on his/her behalf
• may make such oral or written submissions, as he or she thinks fit.

A decision of the Tribunal shall be in writing and shall set out the reasons for the decision. If a decision is in favour of the appellant, the application fee lodged with the notice of appeal shall be refunded to the applicant. A decision by the Tribunal shall be final and binding on both the Registry and the appellant.