Your responsibilities as a training facility

As a training facility you are responsible for managing a number of key aspects of the registrar placements.

Roles of the training facility:

  • Capacity and placement preferences process
  • Employment contract in keeping with the National Terms and Conditions for the Employment of Registrars
  • Training Practice Agreements
  • Registrar Orientation
  • Accommodation for rural registrars if applicable
  • Registrar Patient Survey
  • Weekly teaching reports / invoices with the 60 day policy
  • Advise WAGPET of any changes in management or leave taken by supervisors on the program.
Employing a GP registrar

GP registrars must be an employee of the practice during their placement and have a signed employment agreement, which sets out the terms of that employment. Supervisors and practices should approach the employment of a registrar as they would any prospective employee and conduct an interview and review of professional documentation.

Registrars must maintain professional indemnity insurance cover throughout their training and should provide their supervisor with copies of:

  • Professional Medical Indemnity insurance
  • Medical Board registration
  • Curriculum vitae.  

Key points to be aware of:

  • Practices are required to meet the terms outlined in the National Terms and Conditions for the Employment of Registrars.
  • GP registrars should do the same range of work and keep similar hours as the other GPs at the practice, including weekend work, hospital and nursing home visits In accordance with the level of the registrar.
  • The Employment Agreement should describe the working hours, remuneration, leave arrangements, rental subsidy (rural placements only) and any other conditions of employment.
  • The registrar or practice must send a signed copy of the Employment Agreement to WAGPET.  Once this document is received the placement is confirmed.
Capacity and Placement Process

Every year WAGPET undertakes a complex placement process to match registrars with prospective training posts. Registrars and practices identify their top three preferred placements for the coming training year. A matching process is then undertaken to place registrars in training places for the following calendar year.

Key points

  • Capacity will be for the following 12 months.
  • Practice capacity is displayed for registrars on the WAGPET website
  • Registrars then contact the practice directly
  • Practices are encouraged to meet with any potential registrars to ascertain suitability before submitting preferences
  • Three preferences per placement for each semester may be submitted
  • Once a match has been by confirmed by WAGPET, a withdrawal from the placement by either the training facility or registrar will only be approved for exceptional reasons. For more information please refer to the Enrolment and Placement Policy.
  • Where a direct match is not possible, WAGEPT contacts training posts and registrars to discuss alternate placement options, however we cannot guarantee that an alternate placement will be available.
Training Practice Agreements

Before the start of each semester, WAGPET sends out a Training Practice Agreement to all practices which sets out the responsibilities of the three parties to that agreement: the supervisor, the training facility and WAGPET.  Once the signed agreement is returned to WAGPET along with supporting documentation, practice subsidy payments are able to commence.

The responsibilities for each party to the Training Practice Agreement are as follows:

Training Facility

  • Must be accredited with the appropriate college(s)
  • Ensure registrars are aware of who their supervisor/s are.
  • Support attendance at WAGPET education activity for the supervisor
  • Provide adequate consultation room and resources (i.e. library and internet access)
  • Provide appropriate caseload and case-mix for registrars to support training
  • Employ the registrar in keeping with the National Terms and Conditions for the Employment of Registrars
  • Ensure the registrar is released to attend external WAGPET education sessions both central and regional and online mandatory WAGPET education (OEP) 
  • Complete weekly in-practice teaching reports
  • Provide information on registrar patient numbers, types of consultations, teaching time, other education activities, leave taken by registrars and supervisors and any changes to management
  • Maintain adequate insurance levels as an employer
  • In the case of a rural placement, provide, or assist the registrar to find, appropriate furnished accommodation and contribute to the cost of accommodation in keeping with the WAGPET accommodation policy.

GP Supervisor

  • Must be accredited with the appropriate college(s)
  • Provide support and teaching as required for the registrar’s level of training,
  • Be on-site at the practice with the registrar as required for their level of training
  • Develop a learning plan with the registrar and monitor progress against this
  • Facilitate ECT visits
  • Undertake regular formative assessment and provide formal and informal feedback
  • Participate in education-based professional development
  • Maintain adequate professional indemnity.


  • Process payments of invoices in a timely manner
  • Ensure policies and processes are enacted and deal with any resulting grievances
  • Provide paid education sessions for supervisors and pay travel expenses for rural supervisors
  • Provide an accommodation subsidy for registrars placed rurally and fund relocation if required
Registrar Orientation

A thorough orientation to the practice and the region will greatly assist the registrar to settle in and become a valuable member of the team. Registrars with no previous practice experience will need additional support, particularly from the Practice Manager.

Administrative issues to be included in the orientation include:

  • Records – how to record all relevant information in an easily retrievable manner Prescriptions – the various forms, allowable items and costs
  • Referrals – who to use and what to include in a letter
  • House calls and Doctor’s bag – what to take and how to assess someone at home
  • Government forms – Worker’s compensation, nursing home admissions etc
  • Billing – the importance of accuracy, cost of items of service, Medicare forms etc.

Practice staff need to be aware of the training level of the new registrar and the support they will require during their placement. Reception staff may need to be reminded of the consultation capacity of the new registrar. Staff can assist by ensuring the registrar is not over-booked and that the supervisor is available to provide support.

As far as possible the patient load for registrars should be arranged so that they see a broad range of ages and cases. Generally registrars will start with patients booked every 30 minutes in their first semester with the aim to be seeing a patient every 15 minutes by the end of their second semester.  However it is important to ensure that registrars are not under-booked so that they see an adequate patient load to support their training

Accommodation for Rural Registrars

Rural Training Practices are required to either provide furnished accommodation or to assist the registrar to find suitable furnished accommodation before their placement starts.

WAGPET provides a travel and relocation subsidy to assist with the move to a rural location. As the accommodation must be furnished, there is no allowance for the transfer of furniture and whitegoods please refer to the WAGPET Rural Subsidies Policy for additional information. Please note that the current Rural Subsidies Policy is only effective through to 14 January 2017. For 2017 placements please refer to the Registrar Rural Support Payment Policy.

A copy of the rental agreement and agreed rental value must be submitted to WAGPET prior to the subsidy being claimed. WAGPET will pay the subsidy to the leaseholder of the property.

WAGPET provides an accommodation subsidy so that training practices and registrars are not unreasonably financially disadvantaged through their participation in the program. The average rental prices are reviewed regularly and the accommodation policy revised accordingly.

Registrar Patient Survey

During the first six months of a general practice term, registrars are required to undertake a patient survey assessing the patient perceptions of the registrar, their consultation skills and the outcome of their visit. This survey data will be collated and returned to the registrar along with a peer comparison.

This feedback gives registrars valuable information about their consultation skills, which general practitioner don’t often get. Registrars are encouraged to reflect on this data and discuss it with their supervisor.

If there are issues or problems identified from the survey, registrars may be required to repeat the survey in the second, six month general practice term.  Registrars may find this to be such a valuable source of feedback that they choose to undertake a second survey for their own benefit.

Training Facilities