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POLICY


Processing Applications for Candidacy
Approval Date:June 2016
Next Review Date: August 2019
Review By: Education and Training Committee



1. Purpose

This policy covers governance around processing of applications for RACMA Fellowship in the specialty of Medical Administration. The policy is to ensure:
  • appropriate governance of applications for Candidacy;
  • provision of a framework that meets RACMA's Fellowship Training Programs' prerequisites;
  • transparency in the processing and coordination of applications for Candidacy from doctors with and without Training Posts.
The need to set appropriate governance and review of the current policy and procedures at the College in relation to candidates’ applications has recently stemmed from:
  • Increases in government funded designated training posts
  • Changes in the funding models for training posts in QLD
  • Emerging new funded training posts in NZ
  • Contractual arrangements between RACMA and funding providers for the appropriate governance of funding arrangements for training posts
  • Delegations to the National Office for the management and support for processing of Candidacy Applications
  • A more rigorous review and appeals environment
The policy sets a more transparent and effective process for managing potential Candidates who approach the College seeking entry to Fellowship training with RACMA and training positions in medical management practice.

While RACMA is not an employer of Candidates, College representatives will be participating in the selection process of applicants into training posts and/or accreditation of training posts.


2. Scope

This policy applies to all applicants for Candidacy with RACMA.


3. Responsibilities

The following jurisdictional representatives, or stakeholders, are involved in the Candidacy application process:
  • The College National Office: Manages the processing of Candidacy applications and provides administrative, technical and training advice and support for all RACMA Candidacy applications.
  • Chair of the Jurisdictional Committees:Together with the Committee members, ensure effective communication and administration with the National Office; advise the Board/the College on Medical Administration matters within the jurisdiction; and provide oversight and support for the Candidate Training Program, including placement into training positions and candidate education.
  • Jurisdictional Co-ordinators of Training: Support the processing of applications for Candidacy, monitor Candidates’ progression within the jurisdiction, liaise with the National Office to advise and facilitate training rotations for Candidates and provide support for the progression of Candidates and review process of selection of applicants into training posts in line with the employment and government requirements.
  • Progression Committee: :The Progression Panel is a specific purpose panel that monitors and evaluates Candidates’ progression in the Fellowship Training Program. The Panel identifies Candidates at risk and/or with special requirements for additional support, makes recommendations for remediation, continuation into the following year of training (re-enrolment) and/or additional requirements. The Committee will engage with the Jurisdictional Co-ordinators of Training (JCT) and Supervisors/Preceptors/Executive Coaches to discuss and address Candidates’ progression, in particular those identified ‘at risk’ and consider what support and remediation strategies are appropriate for individual cases.
  • Education and Training Committee: The Education and Training Committee will advise the Board on the strategic direction and development of the College educational activities and reviews recommendations made to the Committee for Candidacy applications.

4. Policy

4.1 Principles for processing RACMA applications for Candidacy

The processing of applications for Candidacy complies with the principle legislative requirements, in particular equal opportunity of employment and anti-discrimination legislation. The process must adhere to the principles of natural justice and the review of applications must be fair and objective.

Applicants have recourse to an appropriate appeals process if they wish to have decisions by the College officers/committees reconsidered or reviewed.

4.2 Eligibility for application

To be eligible to apply for Candidacy an applicant must meet the following entry requirements:
  • Evidence of the award of a recognised medical degree;
  • Current medical registration in Australia or New Zealand - general or specialist/vocational. Applicants must have satisfactorily completed registration and verification of qualifications requirements of the AMC/MCNZ before commencing specialist training or be an Overseas Trained Specialist assessed by the College.
  • A minimum of 3 years of full time equivalent (FTE) clinical experience involving direct patient care in an Australasian health system or one that is comparable. The required period is based on the College’s adoption of AHPRA and Australian Medical Board (AMC) definition of an academic year of 47 weeks of full time equivalent period of clinical experience (46 weeks in NZ (MCNZ));
  • Have an accredited training post in medical management practice that is in line with the RACMA Accreditation standards and Regulation. This may be a registrar training post or a substantive position that allows the Candidate to develop the appropriate medical management competencies. This post will normally be in Australia or New Zealand.
4.3 Expressions of Interest and Applications

Candidacy applications from doctors, without a training post will be processed differently to those applicants holding a training post. To facilitate these potential Candidates, RACMA National Office will undertake the following:
  1. Expression of Interest form will be submitted to the National Office.
    Expression of Interest (EOI) for RACMA Candidacy form (Part A of the Application) together with three Referee reports and required accompanying documentation and fees should be submitted to the National Office from doctors without a training post.

    Submission of Expression of Interest does not guarantee employment in a training post or entry into RACMA Fellowship Training Program.
  2. Preliminary Assessment
    The EOI and the applicant’s suitability for Candidacy will be assessed by the National Office and suitable applications will be distributed to the Jurisdictional Coordinators of Training (JCTs). The JCTs in liaison with Health Organisations will disseminate applicants’ details for consideration of selection in line with Health organisations’ requirements, policies and recruitment process.
  3. Successful recruitment to a Training Post
    When an EOI applicant has secured a confirmed appointment to a medical administration training post, the applicant must provide employment evidence to RACMA to allow the Application for Candidacy to proceed.
  4. Application for Candidacy
    Upon advisement by applicant to the National Office of the successful selection into Training Post, application for Candidacy will proceed with the submission of the remaining documentation (Part B of the Application) to the National Office.
  5. Accreditation of Training Posts
    Applicants must submit an application for accreditation of training post for review. The application is to be submitted at the time of Candidacy application. Subject to the review and assessment of the suitability of the post for training, RACMA can grant provisional accreditation until the training post is formally accredited .Accreditation details, process and requirements are included in the EOI Application in Part B.
  6. Applications for Candidacy from those with training posts will go through a regular review of the entry pre-requisites and applicants will be advised of their progress in the application process.
  7. On the recommendation of the Education and Training Committee the Board approves all applications for candidacy.
4.4 Recruitment (Government funded training programs)
  • Applicants’ selection process with Employers/Health Organisations will align with the health setting recruitment process. RACMA representatives (Jurisdictional Coordinators of Training) may sit on the selection interview panel(s).
  • The relevant funded health setting may advertise for potential RACMA Candidates. Advertising on the RACMA website may be facilitated by the relevant State/Territory or New Zealand Committee or the National Office. The advertisement should contain reference to:
    • The College website for relevant information, selection process to the Training Post and for the Candidacy Training Program.
    • A number of available positions, or if this is unavailable, the number of Candidates appointed in the previous year.
    • A position description developed in conjunction with the College that ensures the position offers an appropriate range of management experience.
  • Where the recruitment for training posts falls outside RACMA’s application timeline, RACMA may make exceptions to ensure posts are filled prior to the commencement of the academic year. The National Office will directly liaise with the Jurisdictional Coordinators of Training and/or Health setting
  • An interview panel will be established to interview an applicant. Members of the Panel will be made aware, prior to the selection process, of the College criteria for Candidacy and the proposed format of the interview. One member of the Panel must be a FRACMA.
4.5 Pathways to RACMA Candidacy

Applicants can apply for Candidacy via standard or accelerated pathway. All applicants must meet the standard entry pre-requisites to commence the application process.

Applicants seeking entry to Fellowship training via accelerated pathway are required to present for an RPL Interview Panel for an evaluation of existing capabilities and recognition of prior learning (RPL) against the medical administration competency framework. Based on the RPL determined by the RPL Interview Panel, the College will recommend and make an offer to the appropriate Fellowship Training Pathway.

Entry requirements and level of experience required for different pathways will vary. Refer to RACMA website for becoming a Medical Leader via the Fellowship Training Programs with RACMA to see what pathways applicants may be eligible for entry to RACMA.

4.6 Recognition of Prior Learning

An applicant may apply for Recognition of Prior Learning (RPL), if substantial periods of relevant prior experience can be demonstrated, to reduce the length of time required by a Candidate to meet the medical management training experience. The maximum period of RPL will be 36months. Only those applicants who meet the criteria for extensive administrative experience as laid out in the RACMA College Handbook and website will be eligible for the maximum period of RPL.

4.7 Approval of an application

Recommendations for Candidacy will be made by the National Office and/or the RPL Assessment Panels to the Education and Training Committee (ETC). Upon the recommendation of the ETC and its report to the Board, applications for Membership will be approved by the RACMA Board.

4.8 Applications for Assessment of the International Medical Graduates (IMG)

International Medical Graduates (IMG) or specialists who wish to practice in the specialty of Medical Administration in Australia or NZ must apply directly to RACMA for an assessment of their comparability to an Australian/NZ trained and qualified medical administrator. RACMA's IMG assessment process evaluates the training, qualifications and experience of the IMG for comparability with an Australian/NZ trained Medical Administrator.

IMG applicants must apply to the AMC/MCNZ for verification of their qualifications and apply to RACMA for the comparability assessment by a RACMA IMG Assessment Panel.

Process and procedures for the IMG applications, governance and regulatory requirements are set out in the Regulation for assessing IMGs when seeking specialist recognition and application to RACMA Fellowship Training Program.

RACMA complies with the guidelines and benchmarking standards of the AMC/AHPRA and NZMC in the processing of IMG applications.


5. Procedure

5.1 Application process
  • All Applications must be submitted on the required proforma, available from the College (College website under Fellowship Training Programs) and the funding organisation.
  • Applications to RACMA must be accompanied by the required documentation and administrative fee.
  • Applications to RACMA must be accompanied by the application for Accreditation of Training Posts.
  • Three referee reports must be submitted to the College directly from the applicant’s nominated Referees
  • It is the responsibility of the applicant to ensure that the referee reports are completed and submitted to the National Office.
  • Applicants will be notified of the receipt of their application and the anticipated date of advice of the result.
  • If there is missing information or incomplete application, the National Office will advise the applicant accordingly. Processing of applications will not proceed if there are application components missing or incomplete, or if the application fee is not provided
5.2 Processing applications

Applications and accompanying documentation are reviewed by the National Office. Applicant’s clinical and management experience is considered and applicant’s administrative experience is assessed for suitability for Recognition of Prior Learning (RPL). Relevant fees will be charged if RPL is being sought by the applicant. The validation process may include an interview and referee checking. Where it is not clear if the applicant has met the requirements of a minimum three years’ clinical training it will be the responsibility of the applicant to provide evidence from the relevant employment organisations and/or training institutions that this has been completed.

The National Office will seek advice from the RPL Assessment Panel and/or the Jurisdictional Co-ordinator of Training to provide advice on the appropriateness of Candidacy.

All participants in the Candidate selection process will be aware of their responsibilities for documentation.

Health services organisations/employing organisation are required to provide evidence of support for the applicant in his/her application to RACMA and will be required to participate in the accreditation process and the development of a recognised training plan for the trainee.

The responsibilities of the employing organisation and Supervisor’s role in training of a RACMA Candidate are further outlined in the Regulation of Accreditation of Training Post and in the Policy for Medical Management Practice.

5.3 Allocation of a Preceptor

Once Candidacy has been approved, the National Office will liaise with the Jurisdictional Co-ordinator(s) of Training to identify and allocate a suitable Preceptor for each commencing Candidate. The College Preceptor will be a FRACMA and ordinarily will not work for the same organisation as the Candidate and will be in the same Jurisdiction.

5.4 Documentation of the process

The assessment of the application will be documented and kept on file at the National Office. Candidates’ details will be stored electronically.

5.5 Acceptance of Candidacy Applications and Offer of Candidacy

Once approved by the RACMA Board for Membership, applicants who are accepted into Candidacy are notified with a letter of offer from the College signed off by the Chief Executive. Unsuccessful applicants are advised of their application status immediately after the consideration of their application. The National Office will provide feedback as to reasons for their inability to meet the criteria.


6. Appeals

The College procedure for Reconsideration, Review and Appeal of Decisions, Appeal of Decision of College Committees and Officers, and Breaches within the College of the Code of Conduct will apply for appeals. Seeking a review of the process will not disadvantage the applicant in any future decisions.


7. Privacy notice and consent
By signing this application you consent to the College disclosing personal information about you to, and collecting personal information about you from, current and former employers, health regulatory bodies (including AHPRA), training settings, expert advisors and other persons or bodies which the College may ask to provide information in relation to your application. Any personal information that you provide, or that the College collects about you from other persons or bodies, for the purpose of your application will not be used or disclosed for any other purpose, except as required by law. Information about the College’s collection, use, disclosure and handling of personal information (including how to make a privacy complaint) can be found on the RACMA Website.


Related documents:
Policy for Recognition of Prior Learning
Policy for Reconsideration, Review and Appeal of Decisions of the College Committees and Officers
Policy for the Appeal of Decision of College Committees and Officers
Policy for Breaches within the College of the Code of Conduct
Regulation for Accreditation of Training Posts
Policy for Medical Management Practice
Application for Candidacy Form
Application for Candidacy via accelerated pathways
Referee Report Template
Privacy Policy


Last Updated on Thursday, 06 October 2016 10:00