Level 6 Diploma in Ophthalmic Dispensing - ABDO · student undertaking their PQP in the Republic of Ireland to graduate with a UK issued FBDO they must be supervised ... typed or

Association of British Dispensing Opticians

Level 6 Diploma inOphthalmic DispensingPre-Qualification Period

2015 Guidance for students


Contents

Legislation................................................... 3

Tracking sheet completion ...................... 5

Tracking sheets for .................................... 5supervised time

Tracking sheets for .................................... 7dispensing tasks

Tracking sheets for presentation ............. 8of case records

Guidance for completion ......................... 9of case records

Case study content ................................. 11

Additional comments ............................ 12requirements

Contacts ................................................... 14

Page 2

ABDO Level 6 Diploma in Ophthalmic Dispensing

WELCOME to your programme of study to becomea qualified dispensing optician. These guidelines

have been designed to help you with your studies andportfolio completion. Please read everything carefullyto facilitate your journey and avoid unnecessarycomplications.

Your Pre-Qualification Period (PQP) portfolio is asupervised record of your dispensing history throughoutyour practical placement. It is the evidence to proveyou have fulfilled the required criteria, in order to beentered for the Final Qualifying Examination andsubsequent registration with the General OpticalCouncil (GOC).

You will be eligible to sit your Final QualifyingExamination (FQE) on condition that you havecompleted your portfolio, to include 1600 supervisedhours in no less than 200 days; all stipulated dispensingtasks, your final declaration, 51 completed caserecords including a report on a visit to an approvedmanufacturing tour.



INITIAL DECLARATION: Before any work may becompleted, you must submit your initial declaration foundat the front of your portfolio. No case records or hourslogged will be counted until your practice and supervisorhave been registered with ABDO Examinations andRegistration and a date of commencement letter sent.

Date of commencement: You will be issued with this dateupon receipt of your initial declaration. Only case recordsdispensed and hours logged after this date will beaccepted.

ABDO and GOC student membership: You must maintainboth memberships throughout your academic studies.Any lapse in either membership will deem any caserecords, hours, examinations and institute assessmentscompleted during this time null and void.

Supervisor registration: Supervisors must have two yearscontinuous full registration with the GOC (previous studentregistration is not permitted), and maintain this throughoutyour period of supervised practice. Any lapse insupervisors registration will deem any case records andhours completed during this time null and void.

Supervisors based in the Republic of Ireland: In order for astudent undertaking their PQP in the Republic of Ireland tograduate with a UK issued FBDO they must be supervisedby a GOC registered supervisor (who meets all the usualsupervision requirements). Any students who undertaketheir PQP in the Republic of Ireland under a supervisorregistered with the Irish Regulator but not the GOC will betreated as a European qualified and will be awardedFBDO (overseas) and must apply to register with the GOCvia the EU Directive.

Supervisor/Student ratios: A maximum of two GOCregistered students may be supervised at any one time byan individual supervisor, irrespective of which opticaldiscipline.

Students are advised to register two supervisors to allowflexibility for cover during periods of holiday and sickness.Both supervisors must be registered with ABDOExaminations and Registration. Your logged hours shoulddemonstrate the majority of your time has been spent withyour principal supervisor.

Change of supervisor or practice: Please notify ABDOExaminations and Registration as soon as any changesoccur. The relevant paperwork can be found at the backof your PQP portfolio or printed from the ABDO website,‘Change in details’ form. You must also notify your relevant training institution andthe GOC of the same changes.

Practices and supervisors: You may complete your PQP ata maximum of two practices with a maximum of twodifferent supervisors.

Your registered supervisor may not sign records for workthey have not themselves supervised.

Specialist clinic supervisors: If a certain category of casesprove difficult to complete at your practice, yourregistered supervisor should make arrangements for thisexperience to be gained elsewhere and obtain approvalfrom ABDO Examinations and Registration via a ‘specialistclinic supervisor form’. This will allow you to registeranother supervisor for specialist experience for a fixedperiod of three months.

Audit trail: Your supervisor should be able to produce acorresponding patient record held within your practice,to match the anonymous details on your case record.A separate notebook with corresponding names andcodes against your case record numbers, isrecommended which will be required for the practice visit.

Data Protection Act: In order to comply with the DataProtection Act, you should obtain written permission fromthe patients for a third party (ie your ABDO practice visitor)to view their original records. Please ensure your patientsare aware that your portfolio records contains no patientidentification details what so ever, however originalrecords may be required to check for authenticity. A dataprotection form template can be downloaded from thewebsite.

Practice visit: During your in practice training you will becontacted by a representative from ABDO to organise amutually convenient time for your practice visit, theappointment should be made on a day where there is aclinic running, but please allow time for you and yoursupervisor to talk privately to the visitor. The purpose of thevisit is to verify that your working environment is conduciveto training, to assess some elements of the corecompetencies and to support both you and yoursupervisor as much as possible.

You are responsible for your portfolio and tracking sheetsbeing available at this practice visit, with at least 10completed case records. They do not have to becompleted to submission standard, but are required toallow the visitor to offer feedback on the level of detailrequired. The visitor will also verify the authenticity of theserecords in conjunction with your audit trail.

Legislation

Page 4

51 case records: A record may only be submitted if it isentirely your own work ie trainees are not permitted toshare patients. A case record can only be used in onecategory and must be clearly defined on your caserecord tracking sheets.

Submission of more than 51 records is not permitted.

Presentation: Please provide your case studies in eithertyped or hand written format, in a clear and legiblemanner. Minimal use of correction fluid is permitted butnever where dates and signatures are required.

Signatures: Each case record must be signed by theregistered supervisor you worked with that day, and thisshould match your daily tracking sheet of supervised time.

Final declaration: This must be signed by the principalsupervisor to confirm that you are fully prepared for therequirements of the Final Qualifying Examinations (FQE)and that all elements of the PQP have been completed.

Submitting paperwork: The PQP portfolio must becompleted before you sit your FQE practical exam.ABDO Examinations and Registration will request yourtracking sheets and your final declaration to be sent inbefore a specified closing date. This will allow legislativechecks to be performed prior to your FQE and anyanomalies to be rectified.

We recommend all correspondence regarding theportfolio is photocopied for your records and sent via atraceable postal service. You will always receive anacknowledgment letter confirming receipt of yourpaperwork.

Submitting the portfolio: You must bring your original PQPPortfolio and case record tracking sheets with you to theexamination venue on the day of your FQE. You will not bepermitted to sit any part of the FQE if you do not presentyour portfolio on the day.

Please also bring a photocopy of the 51 case records andthe case record tracking sheet. Your original portfolio willbe returned to you at the end of the examining day andthe photocopy retained for our records. Any cases ofsuspected plagiarism will be reported to the GOC’s Fitnessto Practise Committee.



Tracking sheet for supervised time

Day and datePlease list the day and the date in full (including the year).Accurate and detailed information is required forvalidation of the entry.

Hours workedList the number of hours worked each day; these will behours during which you are performing necessary tasksfor your training. Therefore please do not include, forexample, time when you are on your lunch break.

Accumulated hoursPlease enter the number of hours accumulated so far. Thiswill give you a running total of your completed amount ofsupervised time.

Supervisor signatureYour supervisor should sign each individual entry to verifyyour time.

Tracking sheet completion

Tacking sheets are the important supporting evidencethat the PQP Portfolio has been completed. On receipt ofyour date of commencement please begin enteringdates on your tracking sheets and case records. Pleasenote if you change supervisor or practice you will receivea new date of commencement letter once your newdetails have been verified.

Entries• Remember to include your ABDO membership

number on every sheet

• A daily entry and signature is required, not grouped by week

• Supervisors may only sign for work that they havedirectly supervised

• Only work completed within registered practices willbe accepted

We advise that supervisors sign your tracking sheet entrieson a daily basis, where possible. Supervisor and studentcircumstances may change unexpectedly and they maynot be available to sign your records.

We recommend that you continue logging your hours ofsupervised time and completion of dispensing tasks inpractice beyond the minimum requirements of 1600 hours,in no less than 200 days. This will give a more accuraterecord of your whole Pre-Qualification Period and maycover any shortfalls, if for any reason we find we cannotaccept any entries upon verification, or if errors havebeen made in hours calculated.

Correction fluid or use of pencils is not permitted on thetracking sheets. If you make an error please cross throughthe entire line and write this entry clearly on the next lineavailable.

If you are running out of tracking sheets, these areavailable on the website, or a photocopy on white paperof a blank original is perfectly acceptable.

Page 6

Pre-Qualification Period

ABDO Membership number:

Tracking sheet of supervised time

Day Date Hours Worked Accumulated Supervisorhours signature

MondayTuesdayFridaySaturdayMondayTuesdayWednesdayThursdayMondayTuesdayFridaySaturdayMonTueWedThurMonTueFriSatMon

6th August 20127th August 201210th August 201211th August 201213th August 201214th August 201215th August 201216th August 201220th August 201221st August 201224th August 201225th August 201227th August 201228th August 201229th August 201230th August 201203 / 09 / 201204 / 09 / 201207 / 09 / 201208 / 09 / 201210 / 09 / 2012

8885.588888885.588888885.58

408416424429.5437.5445.5453.5461.5469.5477.5485.5491499507515523531539547552.5560.55

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DateEnter the date in full, and record the tasks completed thatday in the relevant categories. A number of tasks may berecorded in different categories on the same line for eachdate. Either a tally style or number system are acceptable(see example below).

Supervisors signatureYour supervisor is required to sign each entry to validatethat the work has been completed by you, under theirsupervision. In addition to the daily entries supervisors mustsign the totals and accumulated totals rows.

TotalsAt the bottom of the page the total number of taskscompleted for each category, on that sheet, should belisted.

Accumulated totalsThis should be used to accumulate the totals from anyprevious tracking sheets, with the dispensing tasks that youhave completed.

Frame fittingThis can be either pre-adjusting the frame prior tomeasurement or adjusting the frame on collection. Do notforget to count all the patients you see, regardless ofwhether they are included in your portfolio.

AdjustmentsAny alterations or repairs made to a frame when a patientreturns to the practice. This does not necessarily have tobe one of your own patients.

CheckingIt is advisable to take on the daily checking task for all thecompleted spectacles that come into the practice, usingthe manual focimeter as this is good preparation forpractical examinations.

Tracking sheet for dispensing tasks

Pre-Qualification Period

ABDO Membership number:

Tracking Sheet Dispensing Tasks

Date

50 10 190 50 10 190 100 20 5 125

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Page 8

Presentation of case recordsWhen you have selected your final 51 case records thatyou wish to present, please number them 1-51, and logeach one on your case record tracking sheet.

Place a tick in the relevant category box along thecorrectly numbered row, and sign and date the traineedeclaration when all categories are complete.

Ensure that individual case records are presentedgrouped together in the required categories. Use theABDO dividers to arrange your records in the correctcategories.

Tracking sheet for presentation case records

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We strongly advise that you start your case records as early aspossible. As with your tracking sheets of supervisedtime/dispensing tasks, please get them written up, checkedand signed by your supervisors promptly. You can alwaysreplace a record if you feel you have a better one at a laterstage, but if supervisor changes occur unexpectedly beforerecords are signed off, you may lose the opportunity to usethat record in your PQP portfolio folder.

The purpose of each case records is:• To demonstrate detailed, accurate record keeping

when working in practice• To demonstrate the taking and recording of relevant

information• To provide evidence of decisions when determining

products dispensed and services provided• To provide a basis for assessment of the portfolio at the

time of the FQE

The portfolio itself should consist of the following case records:

Guidance for the completion of case records

Portfolio case records: We have provided you with 50 blank case record sheets,should you require more they can either be photocopied orthey are available to download from the ABDO website, ineither PDF or Word format. The case records may be handwritten or typed. Either way, records should be presented inthe following format:

Subject headings Number of case records Numbered from

Paediatric dispensing 8 1 - 8

Rx from +/- 5.00 to +/-9.75 8 9 - 16

Rx over +/-9.75 5 17 - 21

Bifocals 2 22 - 23

Progressives and trifocals 6 24 - 29

Occupational dispensing 5 30 - 34

Referral Involvement for pathological reasons 2 35 - 36

Sports eyewear dispensing 2 37 - 38

A prescription for gross anisometropia 2 39 - 40

Prescribed tints 2 41 - 42

Personal eye protection 2 43 - 44

Low vision 5 45 - 49

Contact lens 1 50

FMO manufacturing visit report 1 51

Page 10

PrescribedRx

TestedVertexDistance

ABDO case record form for the Preliminary Qualifying Portfolio

Case number: ABDO membership no.

Name of supervisor: Date of dispense:

Supervisors name to confirm who was presentat the time of the dispense

You should have discussed with each patient what takes up the majority of theirtime, to which the spectacles will relate i.e. child, retired, shop manager etc.

The date the dispense took place.

Occupation: Age:

Any hobbies listed must be addressed in the additional comments as they may influence theway in which the prescription is dispensed. Students must address every need of the patient,even if they did not accept the advice given for certain appliances.

Fitting and adjustments: Include here all aspects of setting up and final adjustment using the correct terminology.Final fit - what you did. Advice on wear and care and any subsequent visits.

Lens and centration details: information should include the lens type, form and material patients interpupillarydistance together with all other relevant details:

• Lens make/ Manufacturer • Centration • Decentration• Coatings • Tints • MSU• Glazing instructions • Tested vertex distance • Dispensed Rx if different • Heights • Fitting cross positions from prescribed

These are minimum requirements; you should also include any additional information relevant to the successfuldispensing of the prescription.

Frame details: The name type and colour of the frame should be included, together with all relevant measurements:

• Distance between pad centres • Bridge width • Boxed lens size• DBL • BCD • Side type/Length• Angle of side •Frame vertex distance • Head width

Some measurements will be specific to a particular type of frame.

Hobbies:

Sph Cyl Axis Prism Base

Addition

Right:

Sph Cyl Axis Prism Base

Addition

Left:



Hand written/typed: Case studies may be hand written ortyped, whichever is most suitable to you. Please make sureeither way it is legible for the examiners marking them.

Case number: Each case record should be numberedconsecutively from 01-51. No patient identification mustbe evident but a separate list must be kept by the traineeas the practice visitor will require this information for theaudit process. Please use the dividers provided and tryand keep the numbers consecutive throughout the folder.

ABDO membership number: Students must only ever listtheir ABDO number in their portfolio. No student or patientidentities should be present.

I confirm that I have checked this record for accuracy, content and authenticity against the related patient recordheld in my practice. I can provide ABDO with an anonymised copy of the related patient record if requested.

Signed by supervisor Date checked and signed

Confirmation signature from the supervisor that theyhave checked all of your work

The date that the work was checked

This section should be used to record any information that you think the Examiner should know (within reason):

• Dispensed Rx and V/A's• Previous Rx and V/A's• Reasons for difference between prescribed and dispensed Rx • Justification: why is this the best option for the patient• Px history: past dispenses and conditions that may have a bearing on the decisions you make• Calculations: Effectivity, magnification, differential prism (estimation).• Product knowledge: areas of vision, Rx ordered, extra measurements required• Px requirements: How your recommendations meet the patient’s needs• Addressing needs: noting every aspect of patient lifestyle, occupational and hobbies, and matching their

needs to your optical advice.• Patient condition: low vision, aphakia, anisometropia and relevant visual acuities. The impact that all has on the

patient’s lifestyle.• Copy of referral letter: anonymised and the outcome from any follow up call

Anything you think is relevant for you to prove to the examiner your understanding of the dispense in its entirety,and your justification of lens and frame choice.

Prescription: This is the prescribed Rx, along with the testingdistance. Make it very clear on the record whichprescription is ordered, as this may be different due toeffectivity or occupational lens criteria.

Signature/date: your principal or secondary supervisor(whichever was present at the time of the dispense) mustsign to say they have checked your work; the date next tothe signature should be the date that the record waschecked by the supervisor

Any additional information

Supervisor declaration

Case study content

Page 12

Minimum additional comments for each category

1. Paediatric dispensing x8The NHS definition of a paediatric dispense is aged 16 andunder. You must include a minimum of 3 pre-school children

Consider: • Discussions with patients and parents, especially forfirst time spectacles - difficulties that may arise fromfitting spectacles to young patients

• Reasons for spectacles and wearing regime• Lens choice• Frame fitting – bridge development, side lengths,special features eg curl sides, strap bridge etc.

2. Powers +/- 5.00 to +/- 9.75D x8At least one Rx either right or left must fall into thiscategory for the dispensed prescription (between +5.00to +9.75 or -5.00 to -9.75) and the Rx may be transposed.

Consider:• Tested Vertex Distance• Frame Vertex Distance• Need for an effectively calculation• Compensated Rx requirements• Justification of lens choice• Previous spectacles• Impact of Rx on lifestyle

3. Powers over +/-9.75 x5At least one Rx either right or left must fall into thiscategory for the dispensed prescription and the Rx maybe transposed.

Consider:• Tested Vertex Distance• Frame Vertex Distance• Need for an affectivity calculation• Compensated Rx requirements• Justification of lens choice• Previous spectacles• Impact of Rx on lifestyle• Lens availability• Safety aspect• Alternatives to spectacles

A minimum of one effectively calculation is required ineither categories 2 or 3, and prescriptions may betransposed to an alternative form in order to meet thecategory requirements.

4. Bifocals x2

Consider:• Justification for lens choice• Previous spectacles• Suitability of seg shape• Justification of seg top position• Alternative lens types offered

5. Trifocals and PPLs x6It is not compulsory, although useful to include a trifocaldispense, 6 PPL dispenses are perfectly acceptable, aminimum of 3 different designs are required within the 6case records

Consider:• Justification for lens choice• Suitability of lens design to lifestyle• Previous spectacles• Relevant coatings• Extra measurements required, why?• Patients response to new lens type

In both sections 4 and 5 it is acceptable to state a patienthas the same lens as before, but you will need to explainwhy that lens type is so well suited to the patients needs

6. Occupational dispensing x5A single vision pair is perfectly acceptable as long as it istask specific (for example a single vision distance pair fora lorry driver is not task specific as the spectacles couldbe used for other purposes). A modified prescription willneed to be calculated for a specific working distance.Enhanced readers and occupational style lenses are allacceptable.

Consider: • Task requirements• Working distance• Field of view• Suitability of lens type/ lens justification• Ordering criteria/ Design features

7. Involvement in referral for pathological reasons x2 A registered dispensing optician has a duty to refer, thiscategory is to gain experience in this process. Alertpractice staff to involve you in referrals of the external eye,where symptoms presenting would indicate referral out ofthe practice is necessary. After gaining consent from thepatient to observe, ask the referring registrant if you canwrite the GOS18 or equivalent (but not sign it) to get a feelfor the information needed. Include the discussions youhad with the referring professional about the content of theletter. Attach a copy to the case record with all patientand practice details removed, include any follow upinformation. Clear understanding of the patient’s conditionshould be evident. Your involvement in the process ofreferring a patient out of the practice must be evident tothe examiner. Referral to the Optometrist who subsequentlyrefers the patient out of the practice is not sufficient.Candidates should be demonstrating their ability to refer apatient should an Optometrist not be present in the future.

Category 7 continued over


Minimum additional comments for each category - continued


Consider:• Give a detailed description of the patient pathwaythrough the practice indicating clearly yourinvolvement ie what you observed, what questionsyou asked etc.

• Demonstrate an understanding of the conditionthe patient may have

• What are the implications if the patient is not referred• Detail the findings you and the optometrist/dispensing optician discussed and your discussion forthe referral letter

• Attach a copy of the referral letter with all patientand practice information obscured

• Detail any follow up information to relay theoutcome of the referral, if known

8. Sports eyewear dispensing x2These must be dispenses that are specifically for sportingactivities. A standard pair of sun spectacles will not beaccepted. Rx swimming goggles, ski masks, sports gogglesetc. are all accepted under this heading. It isrecommended you try and dispense two different types ofsports spectacle.

Consider:• Justify the optical appliance to patientlifestyle/hobbies

• Discuss suitability of appliance• Rx modifications for BVD or immersion in differentmediums.

• Patient response

9. Prescription for gross anisometropia x2The Rx must meet the criteria of a difference of 2 or moredioptres between the right and left prescriptions.

Consider:• Recognition of anisometropia, estimation of howmuch is present

• V/A’s for consideration of amblyopia• History of patient, reasons for anisometropia• Dispensing problems caused by the condition• Expected patient visual problems• If there is a need to manage these problems for this patient

• Dispensing solutions for anisometropia• Patient response to dispense

10. Prescribed tints x2The tint can be prescribed by you as the traineedispensing optician.

Consider:• Reason for the tint• Justification of type, colour and transmission• Suitability of lenses and frames

11. Personal eye protection x2These must be full protective prescription eyewear,dispensed for a specific reason.

Consider:• Occupation• Health and Safety requirements• Who specified lens material and why• Lens type justification• British standard markings on frame and lenses• Advice given• Adjustments made

12. Low vision x5A person with low vision is someone whose everyday life isrestricted by an impairment of visual function that cannotbe fully remedied by conventional spectacles, contactlenses or medical/surgical intervention. A minimum of 2case records should be actual dispenses of either handmagnifier, low vision aid, complex low vision aid or highaddition reading /bifocal spectacles.

The remaining case records can be the discussions, adviceand recommendations to the patients according to theircondition. All records should show advice on use andaftercare regime

Consider:• Details of initial assessment• Patient condition• Impact on lifestyle• Vision and visual acuities• How dispensed aid will help• Advice in using the aid• Field of vision• Working distance• Advice on illumination glare and contrast• Proposed aftercare regime • Extra advice, guidance and other objects to aideveryday life

• Referral to other low vision bodies

13. Contact lens x1

Consider:• The contact lens case record should include closeobservation of the initial assessment, fitting,collection and aftercare of a contact lens patient.You are required to demonstrate an understandingof the full process.

• Remove a contact lens under supervision, or observethe process by a contact lens practitioner

• If performing the task yourself, use a colleague orfamily member rather than a member of the public

• Record a detailed list of the procedures involved inthe additional comments section

Page 14

The portfolio should be viewed as your dissertation,handed in at the end of your studies. It is a detailed logof the most interesting dispenses you have performedthroughout your student life. Treat it as something to beproud of; it is a lot of work to compile. Start listing thedispenses that can be entered into the abovecategories as soon as you receive your date ofcommencement. The more you have to choose from,the better the portfolio content. Begin typing up theeasiest dispenses as early as possible to avoid havingto do your entire portfolio just before your final exams.

If you have any queries please get in touch, we arehere to help.

For legislation and registration queries pleasecontact

Emma Hastings Examinations AssistantTelephone: 01227 732 921Email: [email protected]

For technical and professional queries pleasecontact

Alicia Thompson Director of Professional Examinations Telephone: 07515 427 429Email: [email protected]

Miranda Richardson Assistant Director of Professional ExaminationsTelephone: 07875 591 667Email: [email protected]

14. FMO Manufacturing Visit Report x1Your institute will be provided with a list of approvedmanufacturers who are happy to conduct theseeducational tours, and the dates the tours will beavailable. You will need to book your place on theselected tour. The manufacturer will sign an attendancesheet which you must include as a second page for caserecord 51.

Case record 51 will be in the form of a written report with aminimum of 800 words. The report should be based on theproduction techniques of the manufacturer you havevisited, to demonstrate your level of understanding.

Your supervisor will need to sign your report.

Processes that may be observed:

• Glazing• Surfacing• Tinting/coating• Frame manufacture

Consider in your report:• The difference between glass and plastics materials• Knowledge of the properties of each material• Manufacturing methods and associatedadvantages and disadvantages

• Different manufacturing methods of frames• Different methods of tint and coating applications• Associated advantages and disadvantages of each

ABDO Examinations and RegistrationThe Old Dairy, Godmersham Park, Godmersham, Canterbury, Kent CT4 7DTTelephone 01227 732 921 Fax 01227 733 641Email [email protected] website www.abdo.org.uk Ju

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Documents

Level 6 Diploma in Ophthalmic Dispensing - ABDO · student undertaking their PQP in the Republic of Ireland to graduate with a UK issued FBDO they must be supervised ... typed or