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Resident Portfolio General Information

What is a portfolio?

A portfolio consists of individual entries that demonstrate the your abilities within each of the thirteen skill areas listed below. An entry is a collection of documents that reflects actual work within each skill area, and may include chart documentation, laboratory or radiology records, literature searches, and various other relevant data. Also included in an entry is a self-evaluation cover letter. It is an opportunity for you to explain how the entry demonstrates your competency, and to clarify, acknowledge, or justify any potential shortcomings of the entry.

How do I complete a portfolio entry?

GUIDELINES FOR PORTFOLIO ENTRIES

In order to meet requirements for graduation, each resident must provide portfolio entries as follows:

  • 1 Biopsychosocial entry in each year of training (4 total). Only one of these entries needs to achieve a passing score to meet requirements for graduation.
  • 1 Psychotherapy entry in the each of the PGY II, III, and IV years (3 total). Of these three, one must cover psychodynamic psychotherapy, one must cover cognitive behavioral therapy, and one must cover supportive therapy.  All three entries must achieve a passing score to meet requirements for graduation.
  • 1 entry from each of the other 11 topic areas (11 total). All of these must achieve a passing score to meet requirements for graduation.

Portfolio entries are collected on a semiannual cycle, in December and June. All entries are due by 4:30 PM on the due date. Earlier submissions are encouraged. Expectations for completion vary by PGY year as follows.

  • PGY I: 3 entries on June 1
  • PGY II: 3 entries on December 1, 3 entries on June 1.
  • PGY III: 3 entries on December 1, 3 entries on June 1.
  • PGY IV: 3 entries on December 1, all make-up entries due on March 1.

If a portfolio entry does not achieve a passing score, the resident will need to submit a make-up entry in that topic at a later date. A make-up entry may be either a revision of the original entry or completely new product. Make-up entries are due in addition to the expected entries detailed above. Submission of all outstanding make-up entries is expected in March of the PGY IV year, but residents are strongly encouraged to present make-up entries on earlier cycles of submission to avoid being overwhelmed by multiple last-minute requirements.

GUIDELINES FOR EVALUATION

Each portfolio entry will be sent to two qualified raters in the community. No identifying information will be sent to the raters, but it is the resident’s responsibility to remove individual or patient identifying content from the body of the entry before submission. The raters will assign each entry a score from 1-6, based on the scoring rubric for that topic. Any score of 3 or above is considered a passing score. If both raters agree that an entry either passes or does not pass, the scores will be averaged and the entry will be returned to the resident with feedback. If the raters disagree about whether an entry should pass or not, that entry will be forwarded to a third rater for a tie-breaking vote. To prevent bias, the third rater will not know to the scores of the other two raters. The decision of the third rater will determine whether or not the entry passes, and the scores of all three raters will be averaged for a final score.

GUIDELINES FOR PREPARATION

Each portfolio entry should be accompanied by a cover letter explaining the background of the case and why this material is a good example of the resident’s competency in the relevant skill area. The portfolio should include all relevant clinical notes, reports, communications, etc, to enable the reviewer to understand the case. Portfolios using presentation or education materials should include both the presentation and any available evaluation forms from the audience. Psychotherapy portfolios should include a typed transcript of one or more therapy sessions with enough content for the reviewer to verify your competency in that therapy modality.

All identifying information should be crossed out or deleted from the portfolio. This includes information that identifies the patient, yourself, and other clinicians or staff mentioned in the documentation. Please review the portfolio thoroughly, not just the first page, for identifying information. Be aware that identifying information may be more than just a name (for example, “Mrs. G is a 45 y/o African American nurse who works on in the GI clinic at the Little Rock VA” is still enough information to identify that individual).

Please make sure to keep a copy of each portfolio submission for your own records. Samples of cover letters and complete portfolios are available in the Residency Education Office.

PLAGIARISM

The purpose of the portfolio is to highlight competency of the resident in each subject area. As such, reviewers must be able to identify the resident’s work. Plagiarism will not be tolerated. It is recognized that many portfolios, especially clinical cases, will contain work from multiple individuals. Similarly, presentations or educational material may be developed collaboratively with multiple contributors. Such material may still be submitted in a portfolio, but it must be made clear what part of the content was generated by the resident and what part was generated by others.
 
What happens to the entries?

  • Once an entry is submitted, two board-certified psychiatrists in the community will rate the entries. Because the raters have no involvement in the cases themselves, and because patient and resident identifiers are obscured, potential bias is eliminated.
  • The trained raters will read the entries and assign each entry a score from the scoring rubric.

Who will see your portfolio?

  • The residency program director will review your portfolio in the semi-annual evaluation and perhaps when writing letters of recommendation. They become part of your residency file.
  • You can use the portfolio as evidence of your performance when applying for positions or fellowships.

 

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