Frequently Asked Questions
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How can I find out more detail about the CCP than the FAQ answer provides?
Check out the CCP pages in the Quality Practice section at http://www.cotm.ca/index.php/quality_practice/continuing_competence_program or email CCP@cotm.ca
Discussion is welcome and phone meetings can be arranged.
What can I expect of my employer regarding meeting the CCP requirements?Continuing Competence is an individual professional responsibility.
COTM cannot require employers to act other than to ensure that they only employ registered OTs.
With that in mind, we recognize that OT employers are just as concerned about quality in OT service as all of us are. Because of their interest in quality assurance, COTM believes employers will cooperate with the new CCP and will help to facilitate its outcomes as much as it is possible for them to do so.
COTM is planning a forum to address the CCP from the employer’s perspective to consider whether there are any opportunities for aligning processes that will streamline required actions on the part of OTs to satisfy both regulatory and employment requirements.
Will my employer be given the results of CCP evaluations?Ordinarily, the answer would be “no”.
Results of CCP involvement are confidential unless the results also include some change in registration status e.g. if you have conditions applied to your registration.Employers will not be given the CCP results but they will be informed of any change in your registration.
Is there a way to do my CCP forms online?COTM is committed to facilitating ease of use in completing the required CCP tools and processes in the most cost-effective manner.
In future, we hope to have the entire program online with assigned space via the COTM website for every registered OT to retrieve, complete and submit CCP tools as well as to safely store personal materials used as supporting documentation /evidence to complete the tools.
As an interim step, the CCP tools will be available as fillable PDF forms that OTs can download to their own computer and complete and store them there.
Will there be a link between the CCP and Investigation Committee?Yes, but only if the OT specifically requests it e.g., an OT may request that materials and / or reports from a Competence Review or Evaluation be considered in a COTM investigation.
Results of a CCP Competence Review or Evaluation will never be used to trigger an investigation.
Who will do the CCP Competence Evaluations and how will they be trained?The Continuing Competence Committee is still studying the best way to conduct objective Competence Evaluations for Manitoba OTs.
The two methods that are being considered are onsite practice assessments conducted by peer assessors and key features, case-based examination.
Regulators that have opted for onsite practice assessments using peer assessors generally utilize a rigorous program for training assessors and if COTM choses this method, we will employ all best practices as identified by interviewing key informants and reviewing relevant literature as well as consulting with Manitoba OTs.
Plans and proposed processes for the objective evaluation portion of the CCP will be introduced in advance of this Phase of the program starting in 2014.
How often will I need to prepare for CCP Competence Evaluation (objective assessment)?Competence Evaluation, in which an objective assessment is conducted, will not begin until Phase 2 of the CCP takes place after 2014.
Currently COTM expects to be reviewing approximately 20% of registered OTs per year starting after 2014 (125 OTs per year in one of 2 annual cycles). According to what we have learned from other regulators, only a portion of these will need to be evaluated directly with an objective assessment.
Most OTs can expect to be reviewed once in each 5 year period.
COTM continues to study the continuing competence environment regarding methods and outcomes for objective assessment and will select and introduce a plan for the COTM program when Phase 2 begins in 2014. The two methods currently being considered are onsite peer assessment and key features, case-based exams.
Who will review the CCP materials in the Competence Review level?Competence Reviews will not take place until 2014.
The materials collected for review (copies of SAs, PDPs and PREP score sheets) will be reviewed by COTM professional staff (an OT who works for COTM).
The outcomes of the reviews will be overseen by the Continuing Competence Committee (CCC). The CCC is comprised of occupational therapists and public members appointed by the COTM Council to the committee; the COTM Executive Director and Continuing Competence Developer provide staff support.
Where should I keep copies of my CCP materials?The requirement regarding CCP materials is that OTs retain copies of completed forms for a period of 7 years and make them available on request for a CCP Competence Review.
OTs are advised to store materials in a secure place such as a labelled section of their professional portfolio or at Tab 7 in their COTM binder.
Why doesn’t the CCP take clinical competencies into account?The CCP in Manitoba, similarly to those in other Canadian provinces, is based on the standard of competence described in the ACOTRO Essential Competencies of Practice for OTs in Canada (3rd Edition).
These essential competencies apply to all OTs regardless of clinical or practice specialty….as long as you are registered to practice the profession of OT, you must meet the essential competencies of practice and the CCP is a program to facilitate, measure and report on the extent to which Manitoba OTs meet the standard. All of the Essential Competencis are relevant to clinical practice and Unit 4 in particular (Utilizes an Occupational Therapy Practice Process to Enable Occupation) focuses on these aspects of professional practice.
The scope of clinical practice for OTs is very broad and it is not possible to develop and maintain standards for all OT practices on a province-wide basis. OT employers are responsible for supervising and appraising the performance of OTs in the work setting and they ensure that OTs meet the required standards for job-related competencies as specified in the job description.
What will COTM do if evidence of insufficient competence is discovered in the CCP?OTs who have supplied CCP materials for Competence Review that were inadequately or inappropriately completed, failed to follow required remedial directions as the result of a Competence Evaluation or who have raised concerns themselves concerning their competence to practise will be referred for an objective assessment (e.g. onsite practice assessment).
Any objective assessment findings that raise concern that the OT is not practising in a safe and effective manner will be brought to the OT's attention along with directions and suggestions for Competence Improvement that may include but are not limited to: practice restrictions (including supervised practice), required completion of a specific course or learning program, a revised Professional Development Plan that addresses the concerns outlined in the report and/or a follow-up objective assessment at a later date.
What are the requirements for the goals on my CCP PDP?There are very few requirements at this time, however, this may change in future as the result of experience gained from implementing the CCP.
Currently, the PDP form has space for 4 goals but there is no requirement for how many goals are needed
Requirements are: Each goal must be referenced to an item on the COTM Self-assessment. Each column on the PDP worksheet form must be completed. In order to complete the form correctly, goals should be SMART (specific, measurable, attainable, realistic, and timely).
What happens if I don’t complete the CCP requirements?In the event that a registered OT fails to complete the required Continuing Competence Program actions in a timely manner, they will not be eligible for registration renewal and the OT will not be authorized to practise in Manitoba.
Registration may be cancelled if a member fails to meet requirements within 15 days of receiving a letter from the registrar notifying that OT of his or her default.
Members who fail to respond to official COTM communications within a specified timeframe will be referred to the Registrar and may be referred to the COTM Investigation Committee.
Will I have to have a portfolio for the CCP?A professional portfolio is not required, but it is recommended as it will facilitate other CCP processes.
COTM will make resources available to help OTs design and organize professional portfolios but they are not a required part of the CCP and will not be reviewed or inspected by COTM representatives during a CCP Competence Review or Evaluation except for the specific CCP materials that OTs are required to retain and produce (copies of SA, PDP and PREP score sheets).
Tab 7 of the COTM binder is allocated for CCP. OTs may store their required CCP materials in this location if they chose.
What will OTs in non-typical clinical roles (e.g. CMHW) have to do for the CCP?Similar to OTs whose practices involve mainly non-clinical roles, those OTs whose clinical practice is non-typical will still be required to adhere to the ACOTRO Essential Competencies of Practice for OTs in Canada (3rd Edition).
All of the CCP tools and processes are based on this standard of competence and are expected to be relevant to OT practice regardless of the specific nature of the practice.
How will the CCP apply to non-clinical OTs?The CCP will be applied in exactly the same way to OTs whose practice involves non-clinical roles such as managers, educators, researcher, consultants, etc.
The ACOTRO Essential Competencies of Practice for OTs in Canada (3rd Edition) contain essential competencies for non-clinical OTs.
A COTM Self-assessment tool, based on this reference, will be available. All other policies, tools and processes will be similar or the same for all members of COTM.
Will the CCP apply to people who are not in active practice?Non-practising OTs will not be required to participate in the CCP while they are on leave, but you will need to do so before renewing registration for active practice.
When converting registration from non-practising to practising, you will need to declare the last dates that you completed the SA, PDP and PREP, indicating your current CCP status.
OTs returning to practice after being on leave for an extended period may request a 90 day extension within which they must complete SA and PREP and revise a PDP in accordance with registration renewal requirements.
If this extension period falls within the 90 days immediately prior to registration renewal date, members may be registered with the condition that the completed CCP declaration is returned to the COTM office within 90 days of conversion of registration (from Non Practising to Practising status).
What requirements will new graduates have in regards to the CCP?New grads will not be required to participate in the CCP until they have practised for a full year. However, they may participate voluntarily if they chose. This is consistent with other Canadian provinces.
Will people who are on maternity leave have to do the CCP?You will not need to complete materials during maternity leave or an extended leave for any other purpose, but you will need to do so before renewing registration for active practice.
When converting registration from non-practising to practising, you will need to declare the last dates that you completed the Self-assessment (SA), Professional Development Plan (PDP) and Prescribed Regulatory Education Program (PREP) indicating your current status with CCP involvement.
OTs returning to practice after being on leave for an extended period may request a 90 day extension within which they must complete SA and PREP and revise a PDP in accordance with registration renewal requirements. If this extension period falls within the 90 days immediately prior to registration renewal date, members may be registered with the condition that the completed CCP declaration is returned to the COTM office within 90 days of conversion of registration (from Non-Practising to Practising status).
I have lost my membership receipt. How do I obtain a new copy?You can contact the COTM Registration and Financial Coordinator to request a copy of your official COTM receipt. There is a ten dollar charge for a replacement receipt.
My name has recently changed; do I need to provide COTM with proof of my name change?Once you are already registered with COTM, you do not need to provide COTM with proof of your change of name. However you do need to communicate in writing to provide COTM with information about the change of name. This ensures that the database is correctly updated. You should provide COTM with this information within a month of the change. Keep in mind that the name in the COTM database must be the name you use in your practice even if you have legally changed your name.
How do I become involved as a volunteer with COTM?The work of volunteers is invaluable to the operation of COTM. Please visit the About COTM/ Get Involved Page which will provide you with a list of COTM committees. COTM staff welcomes the opportunity to review current options with you.
Can I phone the COTM office to make a complaint?No, all complaints must be made in writing. You are welcome to call the COTM office to discuss the complaints process in more detail.
How long does it take to become registered?When all of the necessary documents have been provided to COTM, registration can happen quite quickly. It may take several weeks, or months in some cases, for applicants to gather and submit all of the required documents. This is especially true for internationally educated occupational therapists.
Is it acceptable to begin orientation to a new position before I am registered?No. Even though you may not have patient contact during the orientation program, you will be representing yourself as an occupational therapist to other department and hospital staff. It is not permissable to represent yourself as an occupational therapist until you are fully registered.
Is it possible to be registered before I am able to get a criminal record report?COTM recognizes that it may take several months for you to obtain a criminal records report if fingerprint identification is required. Registration "with conditions" may be possible. You should discuss your situation and options with the registration co-ordinator.
When is the Continuing Competence Program (CCP) expected to begin?The introduction of the COTM CCP has begun. Participation will be on a voluntary basis for the first year and extensive orientation and education is planned before participation will be required to renew your registration with COTM. Please check the Continuing Competence Program section of this website for more details by clicking here CCP area.
Mandatory participation for all Manitoba OTs will begin in 2014.
