Arranging an IOCA

The steps below are applicable to trainees / partially comparable SIMGs, independent assessors and principal supervisors when arranging an IOCA. 

1. Trainee or Partially Comparable SIMG initiates the IOCA  

If a trainee or partially comparable SIMG would like to undertake an IOCA during a rotation, they need to initiate an IOCA under the Forms tab (Initiate WBA option) in InTrain. Their principal supervisor will be notified when the request has been submitted. 

See how this works in InTrain: 

• How to initiate an IOCA in InTrain - trainees (video)
• How to initiate an IOCA in InTrain - SIMGs (video)
  

2. Principal supervisor identifies a suitable patient   

Principal supervisors need to identify a suitable patient for the IOCA. The patient must not be well known to the trainee or partially comparable SIMG participating in the IOCA. 

• Do not share any information about the patient or assessor with the candidate before the IOCA.

Patient consent form

• Obtain the patient’s written consent before the IOCA is conducted using the patient consent form [PDF; 121KB].
• Patient consent form should be stored and maintained by the health service as part of their clinical documentation.

3. Principal supervisor enters IOCA details in InTrain

Once a patient has been selected, the principal supervisor enters the following details into the InTrain IOCA form: 

• patient and setting information
• brief description of case
• proposed assessment date, time and location / mode (in-person, online, hybrid).

The next step is to allocate an independent assessor to the IOCA. 

4. Principal supervisor finds an independent assessor

There are two ways to find an independent assessor to conduct the IOCA – by nominating someone or requesting someone via InTrain. Independent assessors must meet the eligibility criteria. 

• Nominate an independent assessor

Principal supervisors can nominate an eligible independent assessor by searching for and selecting their name in the InTrain IOCA form. 

The independent assessor will receive a notification on their InTrain dashboard if they have been nominated and can accept or decline the request. 

• Request an independent assessor via InTrain

If the principal supervisor doesn’t know an eligible independent assessor, they can request one on the IOCA form in InTrain. Independent assessors can view a list of IOCAs currently without an assessor. 

College staff will actively monitor independent assessor requests submitted by principal supervisors to ensure all requests are met. 

See how this works in InTrain:

• Principal supervisor arranges IOCA (video)

5. Independent Assessor picks up unallocated IOCA in InTrain 

Independent assessors can view a list of all pending IOCA requests requiring an assessor in InTrain. 

They can view the proposed date, patient and setting information for the IOCA before deciding whether to accept the request. When they accept, their contact details are shared with the principal supervisor, who coordinates the assessment. 

See how this works in InTrain:

• IA picks up unallocated IOCA (video)

Principal supervisor is the central contact point 

Principal supervisors (or their delegate) act as the key point of contact between the independent assessor, patient, and trainee or partially comparable SIMG, to help ensure the assessment runs smoothly. Principal supervisors can edit the IOCA form via InTrain until the form is in ‘Completed’ status.

Location / mode

Where and how an IOCA is done (online or in-person) depends on the circumstances. If the independent assessor is unable to attend in-person, the IOCA may be done online, over Microsoft Teams or Zoom.

Help

View frequently asked questions about arranging an IOCA.

Learn more about the IOCA structure and assessment process. 

Contact assesshelp@ranzcp.org for assistance.