DIPLOMA OF FELLOWSHIP OF THE FACULTY OF GENERAL DENTAL PRACTICE (UK)

FFGDP(UK)

CANDIDATE’S GUIDE

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CANDIDATE’S GUIDE TO THE DIPLOMA OF FELLOWSHIP OF THE FACULTY OF GENERAL DENTAL PRACTICE (UK)

Contents Section 1 - An Introduction to the Diploma of Fellowship of the Faculty of

General Dental Practice (UK)

A. Preface - ‘The Final Hurdle?’ B. The Fellowship, its History and Place within the Career Pathway C. The Fellowship Practitioner – Recognising Achievement D. A Brief Outline of the Fellowship E. The Fellowship Mentor F. Mentor and Candidate Pairing G. Selection of Mentors and Fellowship Assessors Section 2 - Preparing for the Fellowship Assessment; A Step-by-Step Guide Step 1. Eligibility Step 2. First contact with your Mentor Step 3. The Practice Questionnaire Step 3a. Patient Records Step 3b. Practice Survey Step 4. Clinical Competencies Step 5. Audit Step 6. The Reflective Commentary Step 7. Mentor’s Visit to the Practice Step 8. After the Practice Visit Step 9. Submission of Evidence Step 10. Before the Assessment Step 11. The Assessment Discussions Step 12. The Review. The Final Step? – Not Really! Section 3 - Appendices

A. Guidelines for Selection and Suitability of Cases as Evidence for the Clinical Competencies B. Reflective Commentaries on the Clinical Cases C. Summary of Mentor Tasks D. Mentoring Problems E. Mentor Payment and Expenses. F. Letter to Patients from the Faculty G. Administrative Arrangements for the Assessment H. Submission Checklist for Candidates

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Section 1

An Introduction to

The Fellowship of Faculty of General Dental Practice (UK)

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A. Preface. – The Final Hurdle? I am delighted to introduce the new route to Fellowship via our Career Pathway. The Faculty of General Dental Practice (UK) awards the Fellowship to those dentists who participate in and successfully meet the requirements of the Career Pathway and submit to a final assessment process undertaken by their peers. Some of you reading this document will be just about to embark on the Career Pathway, others may have reached the end of Stage 2. Whatever your position on the Career Pathway, you will find this guidance useful, and we would encourage those of you participating in the Pathway, to refer to it at frequent intervals. This is particularly important at Stage 2 of the Pathway when for example you will be undertaking clinical cases and practice visits as part of a taught programme. It is hoped that much of the work you complete at Stage 2 can be carried forward as part of your final portfolio of evidence. You may also wish to start and add to the practice questionnaire documentation as you progress along the Pathway. For those who have completed Stage 2 of the Pathway you will have striven to improve the standard of care you are able to provide to your patients, through a process of self-development. The final assessment process takes this a stage further. Its purpose is to ensure that the highest standards of patient care are being provided continually in all aspects of your practising life. You may feel this is a tall order and we make no apology for setting our standards high. However, I am sure it is within your reach. To aid your progress, a specialised mentoring system has been developed and is available to you when you formally submit to the final Fellowship assessment. The mentors, like the assessors, have been through the assessment process themselves and therefore have good insight into the needs and demands of primary dental care. Full details of the process involved in preparing and presenting for the Fellowship are in the attached guidance documentation. Also included are details of the mentoring process. I am sure this will be a rewarding process for you, your practice and your patients. I look forward to welcoming you as a Fellow of the Faculty of General Dental Practice (UK). Yours Sincerely

Andrew Hadden Chairman, Fellowship Assessors, FFGDP(UK)

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B. The Fellowship, its History and Place within the Career Pathway History 1. Like the MGDS and the DGDP(UK) (now MFGDP[UK]), the FFGDP(UK) was created with specific aims:

• To improve patient care. • To give dentists the opportunity to evaluate themselves and their practice

against criteria of best practice. • To give patients evidence of a dentist’s skill and dedication. • To provide a structure to achieve the above. • To provide a clinical qualification pertaining to, and for those in, general

practice as opposed to secondary care. 2. Whereas the MGDS and DGDP(UK)/MFGDP(UK) were summative assessments to mark attainment of a certain level of ability, the Fellowship was developed to ascertain that, having obtained a high level of skills in all areas of dental practice, these skills were being provided routinely to the benefit of all patients, staff and colleagues. The Fellowship is thus an assessment of clinical dental practice as it pertains to the individual dentist, their practice, and their patients. 3. The Fellowship Assessment is an evaluation of the evidence provided to confirm that a given list of competencies is being achieved and that the candidate possesses a thorough understanding of the underlying principles. 4. It seeks to assess the dentist working in a primary care environment, evaluating all aspects of the dentist’s practising life, both clinical and non-clinical. 5. The process of assessment rather than examination was chosen to make the process as approachable as possible to dentists, staff and patients. It allows for a gradual process of attainment, improving each area of practising life at a speed that suits the individual. A mentoring process, together with the opportunity for assessment and re-assessment, facilitates this. The Career Pathway and the Fellowship 6. The Career Pathway aims to provide general dental practitioners with lifelong learning and career-long support leading to the attainment of the Fellowship. The Fellowship is the third stage in the Career Pathway framework. The Career Pathway Regulations say of the Fellowship Assessment: “The Fellowship Assessment will demonstrate that all that has been learned is being put into practice for the benefit of patients.” With the advent of a Career Pathway for general practice, the raison d’être for the Fellowship has become evident. It does not mark the end of a process of self-improvement, as this is a process that should continue throughout a professional’s working life. Rather, it indicates the attainment and continuing

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practice at a level of mastery across all aspects of that individual’s practising life). The Fellowship Assessment: As Part of the Career Pathway 7. As part of the Career Pathway, the Fellowship Assessment needs to fulfil its aims whilst promoting the concepts of learning and personal development within the Career Pathway. 8. As part of the Career Pathway, the Fellowship Assessment will: -

• Be based upon a regularly updated list of competencies. • Assess all aspects of a dentist’s practice. • Assess to a level appropriate to Stage 3 of the Career Pathway. • Not reassess those areas/competencies that have been previously

assessed to the required level. Exemption from assessment of certain competencies may be given where appropriate, provided evidence is forthcoming of satisfactory assessment as part of an approved postgraduate programme.

• Assess equally candidates who have progressed to Stage 3 of the Career Pathway by the taught or experiential routes. The requirements for both these groups, in terms of evidence required and opportunities for exemption from any competencies, is the same.

• Assess all aspects of patient care. Extent and Limitations of the FFGDP(UK) 9. Within the Faculty of General Dental Practice (UK), the award of the Fellowship is seen as the highest accolade the Faculty can award one of its dentist members. 10. The FGDP(UK) is the collegiate home for those dentists in general dental practice. This includes those dentists working in other primary care environments such as:

• The armed forces. • NHS dental practices. • Community service practices. • Dental practices owned by corporate bodies. • Practices where the range of treatments offered are restricted by the

special interests of the dentist. 11. Dentists from all these groups are eligible to develop through the Career Pathway and present for Fellowship Assessment. 12. The Fellowship has been developed as an assessment of clinical practice within a primary care environment. As such, the range of competencies that are assessed reflects the breadth and depth of skills required to provide care to the highest level.

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13. It is therefore appropriate that all candidates are required to provide evidence that they satisfy all the competencies as laid down in the Faculty’s Fellowship Curriculum. This documentation gives guidance as to how best the evidence for each competency may be provided. 14. The evidence may be written, verbal, photographic, artefact or patient-based, depending on the competency. The assessment is an ongoing process undertaken by the candidate and the mentor during preparation for the Fellowship, together with final assessment discussions undertaken on submission of the required evidence. 15. Exemption from the provision of evidence is not given. However, alternative evidence may be accepted such as the satisfactory completion of clinical cases as part of a previous assessment to the required standard. As the Faculty considers it unnecessary to re-examine to the same level of attainment, evidence provided in this manner will not be reassessed. 16. However, the Faculty does require validation of evidence to ensure the current, continuing and consistent provision of dental care to the required level. 17. Programme organisers may apply to the Credit Transfer Committee (working in conjunction with the Fellowship assessors) to request that candidates who complete their course satisfactorily are granted an allowance in the presentation of clinical cases. 18. As an outcome of their particular Career Pathway, many who submit for Fellowship Assessment will have exceeded the required level of evidence for some of the competencies. However, this does not earn exemption from the need to reach the required standard in all competencies and to provide the necessary evidence, based on the individual’s clinical practice.

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C. The Fellowship Practitioner - Recognising Achievement. “In inviting applications for the Fellowship, the Faculty of General Dental Practice (UK) wishes to identify and reward the practitioner who, having progressed through Stages 1 and 2 of the Career Pathway, has reached a standard of excellence in their everyday practice which merits this ultimate accolade.” We are looking for a mature,

experienced, all-round General Dental Practitioner

who has the skills to lead and manage a practice and its clinical team. At a CLINICAL LEVEL, above all, the practitioner will demonstrate a patient-centred commitment and a thoroughly professional attitude and philosophy. Such a practitioner will: - 1. Have an outstanding breadth and depth of knowledge of dental subjects, both

clinical and non-clinical (including managerial), probably having acquired some areas of special interest and skills;

2. Have a very high level of clinical skill; 3. Have a very high level of personal skills; 4. Actively continue to maintain and enhance both knowledge and skills; 5. Have acquired extensive experience in general dental practice or equivalent

primary dental care setting; 6. Be highly competent – as a result of the above extensive clinical knowledge,

experience and personal skills as well as an expression of a professional philosophy – to take a balanced overview of, and manage, in the patient’s best interests, any of the problems or conditions that are likely to present in the primary dental care environment.

7. Will be able to guide, inform and advise an individual patient – in a comprehensive and balanced way and in the patient’s best interests – through an understanding of the clinical conditions and the possible options, to a strategy for achieving, and maintaining throughout life, an acceptable standard of oral health.

8. May choose to arrange appropriate delegation or referral for advice or treatment but the practitioner will be capable of guiding the patient through the different options and conflicting advice gained from multiple sources (the

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practitioner, referral practitioners, the internet, friends, etc.) in a manner that will allow the patient to select a solution most appropriate to their needs and preferences.

9. Will play a responsible and proactive role in the profession and the community, promoting good oral health and professional philosophy and standards.

At a MANAGERIAL LEVEL, the practitioner will demonstrate ability and experience in establishing and running an appropriate professional practice

environment and leading a clinical team. Such a practitioner will: -

1. Have a knowledge and understanding of the issues to consider in establishing, designing and equipping a practice.

2. Have a knowledge of legislation and guidelines that have a bearing on

• Establishing and running of a business,

• Employing staff, including colleagues and DCPs

• Good clinical practice. 3. Have acquired appropriate business and management skills. 4. Demonstrate the creation and updating of systems and protocols for

the appropriate running of the practice, including clinical procedures, reflecting the demands of current legislation and current best practice.

5. Have a commitment as an employer to providing a high standard of teamwork and good working conditions.

6. Have a commitment to continuing personal and professional development which includes other members of the practice team.

7. Have a commitment to the provision of the highest standards of clinical care and patient services.

8. Monitor performance through audit, patient satisfaction surveys and other forms of feedback, making appropriate changes in the light of the findings of such exercises.

9. Uphold an appropriate professional standard in the community through the use of well-prepared practice literature and marketing material.

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D. A Brief Outline of the Fellowship 1. The aim of the Fellowship Assessment is to verify the candidate’s successful demonstration that all that has been learned from a programme of structured continuing postgraduate education and training has been put into practice and that practitioner and practice are delivering the highest standards of patient care. 2. The assessment is evidence-based. Each candidate will be able to collect the evidence they need to demonstrate to the Fellowship Assessors that they have achieved all the standards of competence set out in the Fellowship by Assessment in General Dental Practice Curriculum. This evidence will collectively form the Portfolio of Evidence and consists of the following sources of evidence:

a. Full CPD record for the last 5 years b. An up to date curriculum vitae c. A copy of the personal development plan, covering a minimum of 5

years and showing any agreed alterations d. A completed practice questionnaire, including record cards, signed

off by the mentor e. Four clinical cases, each consisting of a reflective commentary plus

supporting evidence (See Appendix II, Assessment of Clinical Cases, Regulations Relating to the Assessment)

f. Details of two recent audits (completed within the last five years) with a summary of findings and actions taken

g. A reflective commentary of no more than 1000 words on a learning experience(s) that changed the way the candidate practises

3. The Fellowship has been developed as an assessment of clinical practice within a primary care environment. As such the range of competencies that are assessed reflects the breadth and depth of skills required to provide care to the highest level. To assist candidates, the curriculum highlights the level to which a candidate will be expected to demonstrate each competency i.e. to mastery level or to competence level. The curriculum also distinguishes between those competencies considered to be essential and those important. 4. The evidence of competence may be written, verbal, photographic, artefact or patient-based, or a combination, depending on the competency. 5. Much of the evidence will be drawn from work already completed as part of your participation in the Career Pathway. 6. Candidates will also be expected to elaborate on points that enhance their portfolio in a structured discussion and demonstrate a depth of understanding of the principles behind the competencies. 7. The curriculum provides guidelines as to which sources of evidence are appropriate to demonstrate each standard of competence. Each competency

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that needs to be assessed is listed down the left side and the recommended sources of evidence to help you demonstrate that you have achieved that level of competence are listed down the right side. 8. Candidates are required to provide evidence that they have achieved an appropriate level of attainment (see above) of all the competencies as laid down in the Fellowship by Assessment in General Dental Practice Curriculum. 9. However, candidates who have prepared clinical cases as part of a Faculty accredited programme, where these cases have been formally assessed may be eligible for full or partial exemption from this part of the Fellowship Assessment. 10. Candidates will have 1 (if no clinical cases need to be presented) or 2 (If clinical cases are being presented) discussions, each with 2 Assessors, where they will have the opportunity to confirm and elaborate their written evidence. Further, the candidate will be required to demonstrate a deep understanding of the processes involved in satisfying the Standards of Competence and the provision of the highest standards of patient care. 11. For further details, please refer to this document, the Regulations Relating to the Fellowship of the Faculty of General Dental Practice (UK) and the Application for Accreditation of a Postgraduate Programme towards the FGDP(UK)’s Pathway. The Curriculum and the Standards of Competence 12. Standards of competence in postgraduate dentistry can be described at 3 levels: Under supervision indicates that a competence is actively being developed; that the dentist still needs the assistance or guidance of a supervisor, having not yet fully attained the level of performance necessary for independent, unsupervised practice. Competent means that the practitioner has developed a skill to the level expected for safe, high quality, unsupervised practice. Mastery indicates a level of expertise beyond competence, where the dentist would serve as a role model of high quality practice and might, for example, teach and supervise junior colleagues, contribute to the literature in the field, give presentations or demonstrations, or demonstrate excellence in other ways.

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E. The Fellowship Mentor Mentor – An experienced and trusted adviser. (Oxford English Dictionary) 1. The role of a Fellowship mentor is essential in two ways. You will depend on the mentor for guidance as they ensure your practising life meets fully the exacting standards required of a Fellow. Similarly the Faculty will depend on the mentor to ensure its standards are maintained. The Fellowship Mentor – Your ‘Critical Friend’ 2. The relationship with your mentor is essential to your progress through the Fellowship process. The mentor is a colleague who will have successfully submitted for the Fellowship Assessment. They therefore have intimate acquaintance with the process and the experience and will be able to guide you towards your goal. 3. The role is best described as a ‘Critical Friend’, in that the mentor is helping you achieve your aims. However, to do this, the mentor must be prepared to tell you where you do not achieve the required standards. This will mean reviewing all clinical and managerial aspects of your practising life. It is essential that you be prepared to receive – even welcome - this ‘constructive criticism’. The mentor can then advise on the necessary action to take. 4. In order to work effectively with you the mentor will need to know how your practice works, how you undertake and record your dentistry and how you can make the changes necessary to achieve the Faculty standards. 5. In order to prepare them for their role your mentor will: -

a) Have received training in mentoring techniques, especially in the skills and techniques required for the delivery of ‘constructive criticism’ to ensure uniformity of approach

b) Be familiar with guidelines as to the Faculty’s Fellowship standards - to ensure uniformity of standards

c) Have demonstrated an ability to establish a rapport with the Candidate. d) Be prepared to be a ‘Buddy’ and a ‘Critical Friend.’

The Rapport Between Mentor And Candidate 6. It is essential that you and your mentor feel comfortable with each other and with the process. The mentor must be able to be open in his/her feedback and you need to take this constructive criticism in the correct manner. The process requires total openness between the two parties. If either should feel uncomfortable undertaking this process with the other, the Faculty must be notified immediately. You would then be assigned another mentor. (See Appendix D, Mentoring Problems). A GOOD MENTOR will be critically observant and tactfully frank.

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A GOOD CANDIDATE accepts such “constructive criticism” in the spirit it is given and acts upon it. The Mentor as the Faculty’s Representative 7. The mentor is also the representative of the Faculty. They can represent the Faculty’s view and requirements to you. The mentor represents to you the Faculty’s aim to ‘Foster the highest possible standards in general dental practice’. This is separate from their role as your critical friend but is complementary to it as they represent to you the Faculty’s desire to support you as a Fellowship candidate and help you to attain the standard of excellence that will bring you the award of the Fellowship. Validation of Evidence. 8. The Faculty owes a duty of care to patients and the profession to ensure the evidence submitted and assessed is a true reflection of the candidate, their practice and their patient care. The mentor undertakes this duty on behalf of the Faculty. It is a quality assurance measure undertaken in a purely factual and non-judgemental way. It does not impinge on the mentoring process in any way. The mentor takes no part in the assessment process. 9. The mentor will sign the declarations at the end of the practice questionnaire; to the effect that the evidence submitted is a true reflection of you, your practice and your patient care. The declarations cover all the evidence submitted but specifically: -

• Evidence submitted to support the practice questionnaire. • The clinical records selected from the candidate’s files for perusal by the

assessors form a representative sample of your record keeping.

• If clinical cases are to be discussed, that the patients were seen to confirm the evidence submitted is a true reflection of the care provided.

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F. Mentor and Candidate Pairing 1. The Faculty will attempt to pair a mentor with a candidate from the same area in order to facilitate communication and reduce travelling time to a minimum. 2. If either the mentor or the candidate is in any way uncomfortable with a pairing proposed by the Faculty, they should inform the Examinations Office immediately. The candidate will then be provided with an alternative mentor (see Appendix D, Mentoring Problems). 3. Candidates should be aware that there are a limited number of mentors and that the use of a mentor is an integral part of the final preparation for the Fellowship and is a pre-requisite of the actual Fellowship Assessment. 4. Mentors will normally have one candidate at a time to mentor. 5. If two or more candidates wish to prepare together, then they should inform the Faculty. As long as it is possible to place a suitable mentor with the group, the Faculty will do so. However, the Faculty reserves the right to place each candidate with a different mentor and recommends no more than four candidates take part in such a group. 6. All candidates, including those who prepare together are advised to consult the Faculty’s document concerning plagiarism. Payment of the Mentor 7. Part of the fees paid by the Fellowship candidate covers the cost of one practice visit by your mentor including travelling expenses. 8. If your mentor and/or you deem a further visit necessary, the candidate should recompense the mentor directly for their time. The Faculty recommend that a single session of the BDA guild rate should be paid in addition to travelling expenses. Please see Appendix E – Mentor Payment and Expenses.

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G. Selection of The Fellowship Mentor And Assessor The Fellowship Mentor 1. The Fellowship mentor is selected by the Faculty from members who:

• Hold a FFGDP(UK) by Assessment. • Have received appropriate training. • Remain actively involved in clinical practice.

The Fellowship Assessors

2. Fellowship Assessors are appointed by the Faculty from members who:

• Hold a FFGDP(UK) by Assessment. This excludes those awarded by the ‘honorary process’.

• Have mentored Fellowship candidates. Feedback from candidates will be collected after the mentoring process is complete and this will be taken into account.

• Remain actively involved in clinical dental practice.

3. Candidates and mentors can therefore be reassured that the assessors have been through the same rigorous process as they have and will have the same insight into the nature of general dental practice.

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Section 2.

Preparing for the Fellowship Assessment

A Step-by-Step Guide

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Preparing for the Fellowship Assessment; A Step-by-Step Guide Introduction to the Step-by-Step Guide. 1. You will have approached the Fellowship either: -

• by the taught Career Pathway route or • by the experiential Career Pathway route or

• by a combination of the two Details of these routes are in the Regulations relating to the Career Pathway, the Fellowship and other associated documents. 2. The Assessment process is the same for all candidates from both routes, as is the mentoring process. 3. The following is a step-by-step guide to the process. You should read this in conjunction with the Fellowship regulations and associated documentation. If you have any queries regarding the process, please consult your mentor in the first instance for clarification. 4. You are advised to return to this document and the other Faculty Fellowship documentation at intervals during the process to ensure you are fully conversant with the process and that no misinterpretations occur. 5. Check the Faculty website periodically for notification of any changes to the process. 6. Also ensure you are aware of any legal and regulatory changes that affect your practice. It is your responsibility to respond to these and the assessors will expect you to have evidence that any changes required will have been introduced.

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Step 1: Eligibility.

A) As a prospective candidate, you will have submitted the following: 1. Proof of Eligibility

• Evidence to demonstrate that you have achieved 180 credits on the FGDP (UK) Career Pathway.

• You will normally be required to produce evidence that you have worked in a Primary Dental Care environment for no fewer than five years.

• You will also be required to confirm that you currently work in a Primary Dental Care environment and will continue to do so through the Assessment process.

2. Personal Details

• An up to date Curriculum Vitae, proof of attending 50 hours’

verifiable CPD within two years prior to application and a completed application form.

• The Curriculum Vitae should contain information on the following:

a. Details of primary qualification including date, University, and whether LDS/BDS or overseas equivalent.

b. Details of postgraduate qualifications held including clinical and non-clinical. Include details of awarding Institution and date obtained.

c. Other education with details of when, where and qualification(s) received.

d. Employment history with details of posts and dates. e. Membership of professional bodies/specialist societies. f. Publications g. Any other information of professional interest

Note: Copies of certificates are required for a - c above. 3. Payment

• A first payment as indicated in the Faculty Examination Calendar is required at this time. Also see Appendix G – Administrative Arrangements for the Assessment.

B) Confirmation of Eligibility

• You will receive confirmation that you are eligible to proceed to Stage 3 of the Career Pathway.

• If not eligible, you will be informed of the additional requirements in order for you to proceed.

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• If not eligible, your payment will be returned, less a small administrative charge for processing your submission.

• This will be waived if you complete your eligibility within 3 months.

C) Mentor • You will be sent the name and email address of your Mentor.

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Step 2: First Contact with your Mentor The Mentor will contact you by telephone.

• Possibly, a brief call to make an ‘appointment’ for the important first discussion to ensure convenience and freedom from time pressures.

• Opportunity for the mentor to introduce themselves. • The first substantial discussion should be preferably at home in the

evening, so there are no patient pressures and you are able to discuss the forthcoming process in general terms.

• Arrange to forward a copy of your Personal Development Plan, full CPD record for the last 5 years and an up to date Curriculum Vitae to your mentor.

• Arrange that future telephone contacts will be outside surgery hours and agree mutually convenient times as well as inconvenient times. These need not be limiting but help reduce the amount the process will inconvenience both mentor and candidate.

The Mentor is there to give advice and reassurance. You will have recently received a large amount of documentation and may have a lot of questions or may be a little daunted at the prospect of working through everything.

• Arrange for questions and answers to be sent via email. This will allow time to give a considered response. Please allow time for these replies.

• A written reply is less likely to be misunderstood or forgotten. • Keep copies of all correspondence. These are useful for you both to refer

to. • Both parties should always use email unless very urgent. • There will be occasions when the mentor may be uncertain as to the

correct answer to give. Each mentor will be assigned to a Fellowship assessor who will be available to give advice (the candidate will remain anonymous).

• If there is still uncertainty as to the correct answer to a candidate’s question, the core group of assessors will be available for further advice. The mentor, not the candidate, will contact the core group.

• See also Appendix D, Mentoring Problems.

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Step 3: The Practice Questionnaire

1. This is the main document involved in the mentoring process. 2. Your mentor will advise that you start working through this document immediately. 3. It, along with the supporting evidence, also provides evidence to satisfy many of the competencies and helps to form the basis for the final assessment discussion. 4. Although in a yes/no format, written or photographic evidence is often required to support the answer. It is recommended that photographs are a minimum of 7”x 5” (18x13cm). 5. The questionnaire covers the physical structure of the practice and compliance with legal requirements, record keeping, and best practice. Some of this will have been covered by Key Skills in Primary Dental Care at the entry to the Career Pathway and then developed further as best practice. 6. It is suggested that you obtain the current Faculty guidelines (which can be obtained as a package) as well as other practice guidelines such as those available from the specialist societies, where appropriate 7. You are advised to take your time and work though the questionnaire steadily, collecting the required evidence as you proceed. 8. If there are questions where you cannot provide the required evidence, you should mark these for Discussion and notify the Mentor before their visit. 9. The practice questionnaire should be completed as far as possible prior to arranging the mentor’s visit to your practice. 10. Copies of the completed questionnaire and supporting evidence should be sent to the mentor WELL IN ADVANCE of the practice visit to enable it to be reviewed and a written report prepared. Do not send original documents. 11. The mentor will send you a written report in advance of the practice visit, Through this, the mentor will review your initial evidence and advise on its suitability and make suggestions as to any additions or changes you may wish to consider. It also gives the mentor the opportunity to answer any questions you have concerning the questionnaire. This can then be discussed further at the practice visit. 12. The purpose of the visit is to check that the questionnaire is completed satisfactorily and supporting evidence has been assembled and is in place. It should not be necessary during the visit to search around the practice for evidence. 13. The mentor will produce a post-visit written report. It will highlight any changes and additions that the mentor advises should be made to the evidence collected so far. It is also an opportunity to give you further advice on any areas of uncertainty.

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Step 3a: Patient Records. 1. Part of the evidence required for the practice questionnaire is in the form of five sets of patient clinical records to demonstrate your standard of record keeping. Your mentor will view a larger number with you and offer guidance on selection of an appropriate and representative sample for submission to the assessors. 2. These are separate from the submissions relating to the clinical standards of competence detailed in Step 4. Those selected for Step 3a should be different patients from those selected for the clinical Competencies. They are used as evidence regarding the competencies relating to record-keeping on a routine, day-to-day basis. (See Fellowship by Assessment in General Dental Practice Curriculum; Standards of Competence). 3. The mentor should ensure that your current record-keeping (including radiographs, treatment planning, estimates etc.) meet the standards required for the Fellowship Competencies. 4. The mentor will sign a declaration that the patient records submitted by the candidate are a true reflection of the general standard of their record keeping. Step 3b: Patient Survey 1. Question 13.2 asks about patient surveys. Feedback from patients is an essential part of a practice’s quality assurance and practice surveys should be undertaken regularly. 2. Candidates are required to provide evidence of a recent survey carried out within the last 2 years. 3. Evidence should be submitted in the form of the survey summary detailing the following:

• Aim of the survey • Areas of questioning and size of sample • Summary of results • Action taken • Result of action taken on practice.

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Step 4: Clinical Competencies 1. You are required to present evidence that you have attained appropriate levels in the clinical competencies1. The evidence will be presented in the form of four clinical cases. This may be achieved in one of two ways, or in combination. Option 1 2. As part of your taught Career Pathway, you may have already presented a case or cases of patient treatment that comply with the Fellowship regulations. If such case(s) have been satisfactorily assessed as part of a Faculty approved postgraduate programme and you have passed the course, you may submit this as evidence that you have demonstrated an appropriate level of attainment of the relevant clinical Competencies. 3. The Faculty produces a list of postgraduate programmes eligible for this exemption. If you completed such a programme, you should inform the Faculty Examination Office immediately providing evidence of satisfactory completion of the course and stating the number of clinical cases. Please see the Fellowship Regulations and Application for Credit Rating of a Postgraduate Programme for the FGDP(UK)’s Career Pathway for full details. Exemption from presenting these case(s) for re-assessment is then granted by the Faculty who will inform the candidate and the mentor. It is not the mentor’s role to determine the suitability of these case(s). Candidates may have between 1 and 4 clinical cases assessed in this way. If less than four have been previously assessed in this way, then the balance will be presented using the second method below, in order to make up the total number of cases presented to four. Option 2 4. The second method of demonstrating mastery of appropriate clinical competencies1 involves the selection and presentation of cases for discussion with the Fellowship Assessors. Depending upon how many, if any, cases have previously been presented at Faculty approved programmes, you may need to select up to 4 clinical cases. 5. For each of these cases, you will need to write a reflective commentary of a maximum of 500 words and submit this together with the original notes, radiographs, photographs, models, etc. Photographic evidence is essential. The evidence submitted will need to comply with Fellowship regulations. Only material relating directly to the patient should be included. Note: that if Step 4 Option 2 clinical cases are submitted, these cases will be discussed with two Fellowship Assessors (see Step 11, The Assessment - Clinical Competencies Discussion). Participants at Stage 2 of the Career Pathway are encouraged wherever possible to seek advice from the Examinations Office in relation to suitability of cases prior to formal entry to the Fellowship.

1 Please refer to the FFGDP(UK) Curriculum: Standards of Competence documentation for full details of the clinical competencies. For ease of reference these are listed as A1-10,12-18, C1-3, D1,4,5,E4,5,F1-4,G1,3,6.

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Clinical Cases - The Role of the Mentor. 1. Your mentor will help you: -

• Ensure that you have selected the correct number of cases and have all relevant records, models, radiographs, photographs etc.

• Ensure adequate photographic evidence is available. Pre and post treatment photographs are considered essential.

• Advise you on the selection of cases as necessary. • Ensure patient consent has been obtained. • Advise you on the writing of a reflective commentary for each case. • Arrange to review copies of the patient records and reflective commentary

as soon as possible, singly if necessary. This is in order that the mentor can continue to advise on the suitability of the case. This is a high priority. Early action allows for an alternative selection of case(s) if deemed necessary.

• Before proceeding to write your reflective commentary, you should send brief details of each case for an initial assessment as to their suitability.

2. Your mentor needs: -

• To see the above paperwork prior to the practice visit. • To ensure records are anonymised before submission. • To see the patients selected to confirm that the evidence submitted is a

true reflection of the patient’s condition and management. Validation by the Mentor 3. See page 13 of Section 1 - An Introduction to the Fellowship in General Dental Practice for an overview and Step 7 – Mentor’s Visit to the Practice for more details of this process. 4. As part of the validation process, the mentor is required to review cases as presented for discussion . Please note, although the mentors will advise on the suitability of cases, as well as validate the evidence submitted, they will NOT assess the clinical dentistry. 5. Be aware that the clinical cases selected under Step 4 and presented as evidence for the clinical competencies will be used as a basis for the clinical discussion held with two assessors. It is not an examination of the visible dentistry but an assessment of the whole process of patient treatment and care. 6. Please review the separate section Appendix A for selection and suitability of cases, together with guidance on producing the Reflective Commentaries at Appendix B.

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Step 5: Audit. 1. You are required to present two audits completed within the last five years, with a summary of actions taken as a result. The audits may be carried out through the local LAPRAP committee, but independently arranged audits may also be shown. Whichever is chosen, the presentation style must accord with Faculty Guidelines. In particular it is important to ensure that a full audit cycle has actually been completed. 2. The mentor will:

• Advise on the suitability of subjects proposed for audit. • Ensure that the audits comprise a complete audit cycle. • Review two completed audits to ensure they are written according to the

Faculty’s guidelines Step 6: The Reflective Commentary

1. This is an opportunity to reflect on a learning experience that changed the way you practice. 2. This is perhaps best left until near the end of the preparation for the assessment when you will have completed most of the work involved. It gives you the opportunity to stand back and examine your self, as a dentist. 3. It is the area where the mentor can give least support as the reflective writing piece provides the best opportunity to demonstrate, in your own words, your experiences and what you have learnt from them. 4. Plagiarism in any part of the Fellowship is prohibited and a copy of the Faculty plagiarism policy can be obtained from the Examinations Office on request.

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Step 7: The Mentor’s Visit to the Practice Summary of Action PRIOR to Mentor’s Practice Visit

1. The mentor will have contacted the candidate and given advice as needed.

2. The candidate will have completed the practice questionnaire and assembled all the supporting evidence. Included with the practice questionnaire should be a passport photograph of the candidate. Your mentor will then need to sign and date the photograph at the visit to certify that the photograph represents a true likeness of you.

3. The practice questionnaire will be sent to the mentor in advance of the practice visit.

4. If time allows, the mentor will have sent a written report based on the practice questionnaire and accompanying evidence received from the candidate. This will advise of any changes and additions that need to be made, based upon the information so far seen. Action subsequent to this can be reviewed at the practice visit.

5. If the candidate is required to present clinical cases in accordance with Step 4, Option 2, then the appropriate number of patients – up to four - will have been selected and their treatment plan will be completed or nearing completion. Supporting evidence will have been prepared in accordance with Faculty guidelines. Patient consent will have been obtained.

6. The mentor will have seen the copies of the supporting evidence for the proposed Step 4 Option 2 clinical cases prior to the practice visit and given initial advice as to their suitability. Further advice can be given when the patients are seen at the practice visit.

7. The candidate will have selected the clinical records to be submitted to the Assessors (Step 3a), and ensured that the day sheets for the last month are available at the practice visit in order to facilitate the selection of further records to review. At the practice visit, the mentor will confirm that the records submitted are a representative sample of the records maintained by the candidate and a true reflection of the general standard of record keeping.

8. For the purposes of advice as to suitability of cases for presentation and validation by the mentor, the candidate will have arranged for up to 4 patients to be seen during the practice visit. This will include all patients whose records are being submitted as evidence for the clinical competencies (those with reflective commentaries) as required for Step 4, Option 2. Patients to be seen by the mentor should be sent the Faculty letter (Appendix F.).

9. The candidate will have confirmed that two audits will be prepared, if not already produced.

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10. The candidate will have confirmed that a reflective commentary will be produced for any patients presented to demonstrate clinical competencies (Step 4, Option 2.).

The Mentor’s Practice Visit 1. To gain the most from this visit, you are encouraged to have as much evidence as possible prepared and to send copies to your mentor in advance. See Summary of Action PRIOR to Mentor’s Practice Visit above. Remember, the help your Mentor can give you is limited by the amount of information you provide and your acceptance of their advice. 2. It is recommended that a minimum of half a day is set aside. Give yourself plenty of time as there is a lot to do - this cannot be rushed if you are to benefit from the visit. 3. The visit should be undertaken when clerical and nursing staff are available. This allows for easy retrieval of documentation and patient record cards whilst the candidate and mentor can focus on preparing for the assessment. The nurse can also act as a chaperone for patients. 4. Start with a tour of the practice to allow the mentor to gain further insight into your practising life. 5. In a quiet area, set aside for the whole session, the mentor can take you through the practice questionnaire and the evidence produced since you received the mentor’s written report. 6. All areas requiring further action or evidence can be discussed and the agreed action noted in writing. 7. The mentor must review specifically: -

• Emergency resuscitation equipment and drugs. • Practice/staff manuals including induction protocols for new staff. • Areas of the practice covered by photographic evidence to ensure the

photographs are a true representation of the Candidate’s practice. • That clinical records comply with the Faculty’s Clinical Examination and

Record-Keeping: Good Practice Guidelines

8. Using day sheets from the past month, the mentor should select a number of patients at random and review the record cards/computer records to ensure the Candidate is complying with the highest standards of record-keeping and that the patient records selected for submission reflect the standard of record-keeping as a whole. 9. Any areas where record-keeping does not match the Faculty guidelines should be reported by the mentor and alterations agreed and noted in writing.

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Confirmation that the alterations have become standard practice will be required at a later date. 10. If major changes in record-keeping are required, the mentor should advise the candidate that the Faculty will require a six month period to elapse and that a further visit will be required to review further record cards to ensure Faculty guidelines are being followed in full. This is for the benefit of the candidate and patients. 11. Reviewing Patients.

• The mentor (prior to the visit) should see copies of patient notes, other documentation and the reflective commentaries.

• The original documents, radiographs, models etc. should be available on the day.

• Patient consent should have been obtained. • Patients should be asked to attend during the session where you and your

mentor will review the case(s) together. 12. It is the mentor’s role to:

• Advise the candidate of the suitability of each case for the purpose of providing evidence that clinical competencies have been satisfied.

• Confirm to the Faculty that the evidence submitted gives an accurate impression of the patient’s condition and the treatment provided.

• Advise the candidate of any potential problems and recommend alternative case(s) be selected if necessary.

13. It is not the mentor’s role to assess the clinical cases. In signing the required declaration, the Mentor is merely confirming to the Faculty that the evidence submitted is accurate. While the mentor should advise the candidate on the suitability of the cases, it is the Fellowship assessors who will assess the evidence submitted to satisfy themselves that appropriate standards in the relevant competencies have been attained. 14. It is advisable that the mentor and candidate spend a brief period together prior to seeing the patients when the mentor can raise any specific points. These can then be addressed immediately on seeing the patients and the time the patients need to spend at the practice can be kept to a minimum. A nurse should be with the patient during his/her time in the surgery. 15. Please be assured that the mentor will maintain a professional approach throughout the time spent with the patients.

16. At the end of the practice visit, the candidate and mentor should:

• Agree on any further action to be undertaken by the candidate, including

the production of further evidence.

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• Agree if a further visit is necessary to review any changes. If major changes to record keeping are required, the Faculty stipulates that a six month period should elapse and a further visit is then required to ensure new routines are firmly established. If further clinical cases are to be selected, it will be necessary for the mentor to see these patients at a further visit.

• Agree that the mentor will provide a written report with the action points listed.

• Agree on the evidence to be submitted for the assessment.

If a second visit is agreed to be necessary, the candidate should recompense the mentor directly for their time. The Faculty recommend that a single session at the BDA Guild rate should be paid, in addition to travelling expenses (See Appendix E).

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Step 8: After the Practice Visit 1. Following receipt of the mentor’s report, undertake the necessary action. 2. Arrange for a further practice visit if required. 3. Once the mentor is satisfied that you have assembled all the required evidence for the Fellowship assessment, the mentor will sign the relevant declarations and you may then submit the complete portfolio of evidence to the Faculty Examinations Office. 4. The Examinations department will arrange for the Fellowship Assessment discussion(s) at the next available opportunity, subject to the examination office timetable. 5. It is advised you should keep a written record of all contacts with the mentor and all decisions made. This will act as an aide-mémoire later in the process. The record is for your personal use and should not be submitted with your portfolio of evidence. Step 9: Submission of Evidence 1. Having agreed with the mentor that all your evidence is ready for submission, you should send your evidence in full to the Faculty Examination Office. Please use a secure method of delivery. 2. Please use the attached checklist (Appendix H) to ensure you submit all the necessary documents. 3. Keep a copy of all your submissions as well as the checklist. 4. Do not send originals of patient clinical notes, radiographs or other important documents in the post. These should, however, be brought to your Assessment as the Assessors must see the original records. 5. All patient and staff sensitive material should be anonymised. 6. The Faculty will acknowledge your submission and inform you of the date of your assessment. The exact timing of your assessment will be forwarded to you nearer the time when the exact scheduling is completed. 7. All outstanding fees should be sent with your submitted evidence.

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Step 10: Before the Assessment 1. Ensure the original documents and patient records are available and collected together well before the assessment date. Also models and other artefacts should be safely packed for transport. 2. If necessary, arrange hotel accommodation and transport. 3. Check with your mentor any aspect of the process you may be unsure or concerned about. 4. On the day, allow plenty of time to reach the Royal College of Surgeons of England. The assessment day runs to a very tight time schedule and it may not be possible to accommodate late arrivals. If a candidate then has to return at a later date this will require an additional payment, unless there are exceptional circumstances.

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Step 11: The Assessment Clinical Competencies Discussion 1. This is a discussion between the candidate and two assessors (neither of whom has mentored the candidate). This discussion will only take place if clinical cases are being presented at the Fellowship Assessment (Step 4, Option 2.). 2. The discussion may include but will not be limited to:

• Submitted evidence for these competencies1. This will include a reflective commentary for each case together with the patient records, radiographs, models, photographs etc.

• Your practising philosophy with respect to these competencies. 3. Depending on the number of cases submitted, the discussion will normally be between 30 and 60 minutes. It will be no longer than 1 hour.

4. The clinical competencies will be assessed primarily through the process of reviewing clinical cases submitted for this interview. Candidates should be aware however that these competencies may be touched upon during the natural course of the discussion by reference to other evidence submitted. Similarly, evidence provided for the ‘clinical competencies’ may reflect on other competencies. Final Discussion

5. This is a discussion between the candidate and two assessors neither of whom has mentored the candidate or taken any other part in their assessment. The discussion will normally be between 45 and 60 minutes. It will be no longer than 1 hour. The candidate’s final portfolio of evidence will have been viewed by these assessors prior to the assessment and will form the basis of the discussion. 6. The discussion may include but will not necessarily be limited to:

a. Submitted final portfolio of evidence including submitted practice documentation.

b. Candidate’s practising philosophy. c. Patient/dentist communication. d. Visual photographic evidence.

7. This discussion will aim to cover all competencies linked in the Standards of Competence document that have not been covered by the clinical competence discussion. However candidates should be aware that some overlaps may occur as mentioned above. 1 Please refer to the FFGDP(UK) Curriculum: Standards of Competence documentation for full details of the clinical competencies. For ease of reference these are listed as A1-10,12-18, C1-3, D1,4,5,E4,5,F1-4,G1,3,6.

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8. It is anticipated that the candidate will take an active role in the discussion. 9. Candidates will be informed of the outcome of their assessment on the day of the discussion.

Step 12: The Review 1. After the discussion the assessors will require a time to consider the evidence you have provided, both written and verbal. 2. You will then be invited to return to the assessors who will review the evidence and discussion(s) with you. 3. If the assessors are satisfied by the evidence put before them that you have demonstrated an appropriate level of mastery of all the competencies they will recommend that you be awarded the Fellowship. Further Evidence 4. The Fellowship assessors may require a candidate to produce further evidence prior to being able to recommend the award of the Fellowship. This may require some or all of the following:

• Written evidence on specific points. • Submission of one or more clinical cases and further discussion on the

clinical competencies. • A further general discussion on specific competencies.

5. Candidates will not be reassessed on competencies deemed to be satisfactory at the first assessment. You would only be reassessed on competencies where further evidence was deemed necessary. You and your mentor will receive a written report from the Fellowship assessors listing their specific requirements and the competencies to be reviewed by the further submission. You should ask your mentor to review any further evidence required prior to its submission. If further evidence is required, you have not failed the assessment. The assessors just need more evidence for specific competencies before they can recommend you for the Fellowship. You are nearly there!

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The Final Step? – Not Really! The Ceremony This is an enjoyable day at the Royal College for the presentation of your hard-earned Fellowship. It’s a chance to celebrate with your family as well as a chance to meet with your colleagues who have travelled along the same path. We hope you will then become one of our mentors and pass on your expertise to the next generation of Fellows. You will be invited to a training day and given full support through the process. The ethos behind the Fellowship is one of continued self-development, of helping others to achieve and maintain the highest standards of patient care.

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Section 3

Appendices

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Appendix A

Guidelines: Selection and Suitability of Clinical Cases 1. Clinical cases should cover the full breadth and depth of the candidate’s normal clinical practice. This will vary from dentist to dentist and will reflect the nature of their practice. However, whether the dentist is a generalist covering many aspects of care, or a specialist working in a restricted field such as periodontics, orthodontics etc., it is possible to reflect on different forms of treatment and different types of problem. 2. Notwithstanding 1. above, the individual cases should demonstrate as wide range of disciplines as possible given the candidate’s normal practising sphere. There should be evidence of problem solving in different areas. 3. Candidates should bear in mind that the Fellowship Assessment is Stage 3 of the Career Pathway. The Assessors will be looking for evidence of mastery of the clinical competencies, and evidence of the highest standards of patient care will therefore be expected. 4. Cases where minimum care has been required would not normally be suitable, as they do not usually provide evidence that the competencies have been attained to the level required for the Fellowship. Though they may well reflect on the candidate’s care for that patient, they do not provide sufficient evidence for the purposes of the Fellowship Assessment. Cases of this more straightforward nature have been assessed earlier in the Career Pathway and will not therefore be reassessed as part of the Fellowship Assessment. 5. It is a fact that, despite the advances in patient care and oral awareness, many patients need – or want - advanced and complex dental care. For each case, this may be interpreted as advanced or extensive treatment in one dental discipline or dental care across 2 or more disciplines. The Fellowship Practitioner must show, along with many other attributes, an ability to provide this level of care to those patients who require it. 6. However, the clinical cases will not be assessed solely on the visible dentistry, no matter how complex or extensive it may be. Rather, the assessment will consider all aspects of the clinical care of that patient and how the cases demonstrate appropriate mastery of the clinical competencies. Hence the reflective commentary is an important piece of evidence as it should illustrate the thought processes behind the treatment provided and will form the basis of the clinical discussion with the assessors. 6. Potential cases should be discussed with the mentor at the earliest opportunity and reviewed at the mentor’s practice visit.

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Appendix B

Reflective Commentary on Clinical Cases 1. A reflective commentary should accompany each clinical case submitted as evidence of satisfying the clinical competencies (Step 4, Option 2.). Each should be a maximum of 500 words. 2. The reflective commentary is not a reiteration of the patient’s treatment - as this is to be found in the patient’s records - nor is it an exposition of the wonders and skills of the dental technician and assorted medical devices. Instead, it is an opportunity to go beyond the written notes and consider the care of the patient, and how it reflects on their wellbeing and your abilities as a Fellowship Practitioner. 3. In reflecting on this, the candidate may consider the following aspects, though this list is not intended to be limiting or restrictive: -

• Needs, wants and preferences of the patient. • Aims of the dentist. • Achievements. • Problems. • The future. • Supportive experience/research evidence (by reference, not exhaustive

quotation). 4. The purpose of the reflective writing is to give the assessors further insight into the thought processes behind the candidate’s patient care. These will form the basis for the assessment discussion, together with the other evidence submitted. 5 Plagiarism in any part of the Fellowship is prohibited and a copy of the Faculty plagiarism policy can be obtained from the Examinations Office on request.

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Appendix C Presentation of Evidence There is a large volume of evidence to be submitted and the assessors will read and review it all. Candidates, as a courtesy to the assessors, are required to submit their evidence in line with the guidance below. This will ensure ease of reading and that evidence can be located easily, benefiting both the candidate and the assessors. Guidance on Presenting Evidence 1. Folders containing clear plastic sleeves capable of holding A4 pages

should be used. 2. Each sleeve should hold two pages, one facing each way. Your portfolio

should be able to be read like a book. 3. Each page should be printed on one side only. 4. Assessors should NOT have to remove pages from the sleeves. If a ‘two

sided document’ is used, this should be placed in a sleeve without a backing page to allow both sides to be seen.

5. Use a clear, easy to read typeface and a font size no smaller than 12. 6. Evidence should be placed sequentially for each major document.

Eg: CPD record CV PDP Practice questionnaire and Record cards Clinical cases

Audits Reflective commentary 7. Each page should be clearly labelled and numbered. 8. An extensive index should be placed at the front of each folder. 9. For each folder OR if more than one folder is used, each should be labelled with:- Candidate’s name Date of assessment A summary of the contents of the individual folder. Eg Practice questionnaire.

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10. Photocopies, photographs, copies of radiographs and computer printouts should:

• Be easily readable. • Be firmly fixed to underlying page. • Labelled clearly either on the front of the item or beneath it. • Any item secured to an underlying page should also be labelled clearly

on the • Back in case it becomes dislodged.

11. Do not use more folders than necessary. 12. Any submissions not adhering to these guidelines will be returned to the

candidate. Candidates may find their assessment date put back to a later sitting if their submissions are returned.

Specific Guidelines for Individual Areas Practice questions Place evidence in the order of the questions. Label each with the question underneath. Record cards Place all the evidence for each patient together. Evidence for all five patients may be in the same folder. Clinical cases Follow the earlier general guidelines. Keep the evidence for each case together and the cases separate from each other. They may be in the same folder.

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Appendix D

Summary of Mentor Tasks

1. Provide support and encouragement throughout the Fellowship assessment process.

2. Be a ‘Critical Friend’. 3. Be the Faculty’s representative and validate submitted evidence. 4. Ensure the candidate is fully conversant with the Fellowship regulations. 5. Give guidance on the selection of clinical cases and other evidence

required for the assessment process. 6. Give guidance on the selection and presentation of two audits and ensure

that the candidate is aware of the need to write a reflective commentary.

7. Undertake a practice visit to:

• Inspect emergency and resuscitation equipment and drugs. • Look at practice/staff manuals and introduction pack for new staff. • Review the standard of clinical record keeping by reviewing a

random selection of patient notes. • Subsequently validate a selection of clinical records being

submitted to assessors as representative of the clinical records maintained in the practice.

• Review clinical cases to be presented for assessment. • Review practice questionnaire and associated evidence. • Provide continuing advice on all the above.

8. Validate the evidence to be submitted and sign the relevant declarations required by the Faculty prior to the candidate’s assessment discussions being arranged.

9. Ensure the candidate submits all the relevant documentation to the

Faculty and is aware of what they will need to take to the College for the Fellowship discussions.

10. Stay in touch with the candidate during and after the assessment.

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Appendix E Mentoring Problems 1. It is expected that problems with mentoring will arise but rarely. The mentors are appointed because they wish to support candidates in their preparation and, in general, candidates are keen to receive advice and constructive criticism. 2. Nevertheless, clashes of personality can occur. If either party feels uncomfortable during the process of preparation, they are asked to contact the Faculty Examinations Office immediately. Calls are treated in confidence and will not be seen to reflect adversely on either party. The Faculty will arrange for an alternative pairing. The original mentor will be asked to forward all written correspondence to the new mentor without comment. Mentors will be advised confidentially of any relevant matters. In these cases, the original pairing is asked to refrain from further contact until the candidate has completed the assessment process. 3. The mentor will have a list of fellow mentors with whom they may discuss areas that concern them, though patient and candidate confidentiality should be respected. 4. The mentor will be assigned a Fellowship assessor to whom they may turn for advice. This will be done by email to allow time for a considered response. Such enquiries should not reveal the name of the candidate. 5. If the mentor is of the opinion that they are unable to sign the candidate’s declaration because the latter has declined to make suggested changes or produce recommended evidence, the mentor should submit written notice of this to the Faculty Examinations Office. The candidate will then be asked to respond. 6. Similarly, if a candidate feels that the requests for evidence or changes made by the mentor are unreasonable, the candidate should submit written notice to this effect to the Faculty Examinations Office. The mentor will be asked to respond. 7. At the candidate’s expense, a Senior Mentor will review the reports together with the evidence collected to date by the candidate for the Fellowship Assessment. A visit to the practice will then be arranged where the Senior Mentor will discuss the areas in dispute. The Senior Mentor will submit a written report giving his/her recommendations. These will have been discussed at the meeting and the candidate’s agreement sought. 8. The Faculty, the candidate and the mentor will accept the decision of the Senior Mentor as final and binding. Without the agreement of the candidate to undertake the actions recommended by the Senior Mentor, the candidate will not be accepted for the Fellowship Assessment discussions. 9. Following the Senior Mentor’s decision, the candidate and mentor may continue, or may follow the procedure outlined above.

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Appendix F Mentor Payment and Expenses 1. Mentors are required to visit the candidate’s practice. This will normally take a half-day in the practice plus travelling time. Part of the candidate’s fee is designated as an honorarium for the mentor. This is recompense for the anticipated time spent mentoring the candidate and covers the cost one practice visit including travelling expenses. 2. Any additional practice visits deemed necessary will not be reimbursed by the Faculty. Any costs should be covered by the candidate, at the rate of one session at the BDA Guild rate plus travelling expenses per visit.

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Appendix G Letter to Patients from Faculty The letter on the following page is to be sent to patients who will attend for the mentor’s visit. Please edit the areas in parentheses. No other alterations to the letter should be made without the express consent of the Examinations Office.

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Dear [name] On behalf of the Faculty of General Dental Practice (UK), may I thank you for giving your time in supporting [dentist’s name] and agreeing to be examined by one of his/her colleagues, [Mentor’s name], on our behalf. [Dentist’s name] is in the process of preparing for the Fellowship of the FGDP (UK). This is the culmination of a career-long process of professional development and its achievement will acknowledge that every aspect of patient care provided by him/her is of the highest standard. An opportunity to review the clinical dentistry provided to you and other patients is an important part of this process, though it also looks at many other aspects of the dental practice. I am sure that once the process has been completed, [dentist] will inform you of his/her success and you, like us, will be very proud of his/her achievement, Yours sincerely,

Stephen Waters Chairman, Fellowship Assessors, FGDP (UK)

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Appendix H

Administrative Arrangements for the Assessment 1. Candidates who intend to present themselves for the Fellowship

Assessment are advised to give notice to the Faculty and submit evidence that they are eligible. The Faculty will notify the candidate of the name and email address of their appointed mentor.

2. Candidates must produce evidence to show that they have undertaken the

required amount of verifiable CPD within two years prior to the initial application date.

3. The scope of the assessment is given in this document and the practice

questionnaire documentation. These should be read in conjunction with the regulations, but note that the regulations take precedence.

4. Candidates are advised that submissions received within eight weeks of

an assessment date will normally be held over until the following assessment date.

5. The fees payable for admission to the assessment and fees payable

before the Diploma can be granted are set out in the annual calendar and is available on request with application forms from the Examinations Officer, FGDP (UK), The Royal College of Surgeons of England, 35-43 Lincoln’s Inn Fields, London WC2A 3PE. These can be found at members area.

6. A candidate may withdraw completely from the Fellowship process at any

time in writing. The first fee is non refundable. The second fee may be refunded providing withdrawal is received in writing no later than 4 weeks prior to the assessment discussion.

7. Failure to comply with the conditions of the regulations will not be

considered as a ground for refund of fee. 8. The Faculty may refuse to admit, or proceed with the assessment of, any

candidate who infringes any of the regulations or who is considered by to be guilty of behaviour prejudicial to the proper management and conduct of the assessment. This will include evidence of plagiarism. Fees are not refunded in this instance. The candidate will have the right of appeal in line with the Faculty’s guidelines.

9. Candidates may defer to a later date. Prolonged deferment may require:-

• Additional practice visits. If additional visits to the practice are required, the candidate should recompense the mentor directly for their time. The Faculty recommend that a single session at the BDA guild rate should be paid in addition to travelling expenses.

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• Additional payment by the candidate to the mentor. • Updating of evidence collected so that it remains current. • Payment of additional fees to the Faculty if the cost of sitting the

Fellowship is increased. 10. Initially the candidate will be requested to submit half the overall fee

payable and the remaining half should be submitted eight weeks prior to the assessment date.

11. Non-members of the FGDP(UK) will not be eligible for entry to the

Fellowship. 12. If Membership lapses after payment of the first fee, the candidate will

loose the service of their mentor. This fee will not be refunded.

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Appendix I Submission Checklist for Candidates

1. Completed practice questionnaire and all evidence, anonymised as

necessary. 2. 5 sets of patient records included with the above. Send anonymised copies

and bring originals on the day. 3. A photograph, signed, dated and verified by the mentor. 4. 0-4 clinical cases are required. Send reflective commentary plus copies of

patient records, photographs, radiographs etc. Do not send models. Bring originals plus models on the day.

5. 2 audits. 6. General reflective commentary. 7. Personal development plan plus CPD record for the past 5 years. 8. Curriculum Vitae. 9. Fees.

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