PCS Participants - Royal College of Physicians of Ireland

RCPI ePortfolio Frequently Asked Questions 

Click on a link to go directly to the relevant question and answer 

General 

What is the RCPI ePortfolio? 

Who will use the RCPI ePortfolio? 

How do I get my username and password? 

How do I access the RCPI ePortfolio? 

What support is available for the RCPI ePortfolio? 

Is there a description of the roles within the RCPI ePortfolio? 

What happens if I forget my username? 

What happens if I forget my password? 

How secure is the RCPI ePortfolio? 

How is security ensured in the RCPI ePortfolio? 

Could my data get lost? 

RCPI Helpdesk 

Email: helpdesk@rcpi.ie 

Telephone: +353 1 863 9721 

Facsimile: +353 1 672 4707 

Website: www.rcpi.ie 

Technical 

What is the timeout, before I can no longer browse back to the last page? 

I need to run the RCPI ePortfolio? 

What browsers are supported by the RCPI ePortfolio? 

Are there minimum bandwidth requirements for using the RCPI ePortfolio? 

Can I access the RCPI ePortfolio via my Mobile/Handheld Device? 

PCS Participants 

Who can see my portfolio? 

Can I save a copy of my data on a PC and work on it off-line? 

Who enters information into the RCPI ePortfolio? 

Am I allowed to edit my Portfolio forms? 

When are Annual Certificates of Participation produced? 

Where do I get notification of the RCPI ePortfolio alerts? 

Do I have to upload a photo? 

What is the purpose of my personal library? 

What happens if I run out of storage space in my personal library? 

How do I make files smaller for uploading to my personal library? 

If a file is shared in my personal library, who can see it? 

Why might I want to download my RCPI ePortfolio? 

How do I download my portfolio? 

My current post details are wrong how do I correct them? 

My scheme details are wrong how do I correct them? 

What are the requirements of my Professional Competence Scheme? 

Is it compulsory to keep a Personal Development Plan? 

How many reflective logs do I need to record? 

From when should I start recording my CPD and Clinical Audit activities? 

Can I view records of previous years? 

I attended an event prior to 01 May 2011, can I record this in my CPD form? 

How do I upload and attach Evidence Documents to my forms? 

Why should I upload Evidence Documents? 

The activity type I wish to record is not available in the form picklist 

What are Medical Council Domains? 

How many Medical Council Domains can I apply to an activity? 

The activity I am recording encompasses a number of Medical Council domains 

Page 1 of 12 RCPI document © Royal College of Physicians of Ireland, 2011. 

This document is PRIVATE & CONFIDENTIAL and should not be disclosed to third parties 

without the prior written consent of RCPI.

RCPI Helpdesk 


Telephone: +353 1 863 9721 

Facsimile: +353 1 672 4707 


My area of practice does not involve patient-facing activities, how to I fulfil my Clinical 

Audit requirements 

PCS Participants who are also RCPI Trainers 

Do I need a separate login to access my PCS Portfolio? 

Can I review my Trainees through my PCS Participant Role? 




General 

What is the RCPI ePortfolio? 

RCPI Helpdesk 


Telephone: +353 1 863 9721 

Facsimile: +353 1 672 4707 


The RCPI ePortfolio for Professional Competence is designed to support Professional 

Competence by providing a secure record of Continuing Professional Development and 

Clinical Audit activities. The ePortfolio links to the requirements of your Professional 

Competence Scheme 

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Who will use the RCPI ePortfolio? 

The RCPI ePortfolio is being rolled out on a phased basis. As well as being available to PCS 

Participants, it is presently available to first-year trainees entering Basic Specialist Training, 

the Registrar Training Programme and Higher Specialist Training for the 2011/2012 training 

year and to RCPI Trainers associated with these programmes. 

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How do I get my Username and Password? 

Your username will be sent to you in your welcome pack and corresponds to your 

@physicians email address. For example joebloggs@physicians.ie; username: joebloggs. 

Your password will be sent to your @physicians email address. You are not required to have 

the same password to log in to the RCPI ePortfolio as to log in to RCPI Online Services. 

However we would recommend that you set the same password to avoid confusion. 

Information on registering your @physicians email address is also included in your welcome 

pack. Alternatively for information on accessing your @physicians email contact the RCPI 

Helpdesk on +353 1 8639721, 9am to 5pm GMT, Monday to Friday or email 

helpdesk@rcpi.ie 

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How do I access the RCPI ePortfolio? 

The RCPI ePortfolio can be accessed via the RCPI Online Services Page. To access this 

page you must complete first time registration. Step by step instructions on first time 

registration are included in your welcome pack. Alternatively contact the RCPI Helpdesk on 

+353 1 8639721, 9am to 5pm GMT, Monday to Friday or email helpdesk@rcpi.ie for these 

instructions. 

Once you have completed first time registration you can log back in via www.rcpi.ie and the 

RCPI ePortfolio will be available on your Online Services Page. 

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What support is available for the RCPI ePortfolio? 

RCPI Helpdesk 


Telephone: +353 1 863 9721 

Facsimile: +353 1 672 4707 


For any technical issues please contact the RCPI Helpdesk on +353 1 8639721, 9am to 5pm 

GMT, Monday to Friday or email helpdesk@rpci.ie or through the support form in the „Help‟ 

section of the RCPI ePortfolio system. 

For any professional competence related issues contact the Professional Competence 

Department, RCPI on +353 1 8639739, 9am to 5pm GMT, Monday to Friday or email 

professionalcompetence@rcpi.ie. 

If you have successfully logged in to the RCPI ePortfolio but are having difficulty using some 

of the features you can contact the RCPI Helpdesk on +353 1 8639721, 9am to 5pm GMT, 

Monday to Friday or email helpdesk@rpci.ie or through the support form in the „Help‟ section 

of the RCPI ePortfolio system. 

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Is there a description of user roles within the RCPI ePortfolio? 

The Access Rights table, located in the „Help‟ section, contains an overview of the user roles 

in the RCPI ePortfolio as well as a definition of which user roles have access to which 

information. 

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What happens if I forget my username? 

Use the Forgotten Username/Password Service on the RCPI Homepage. This will send a 

reminder to your secondary email address. You can also contact the RCPI Helpdesk on 

+353 1 8639721, 9am to 5pm GMT, Monday to Friday or email helpdesk@rcpi.ie. 

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What happens if I forget my password? 

To receive a new password either use the Forgotten Password Service on the homepage of 

the RCPI ePortfolio system or contact RCPI Helpdesk on +353 1 8639721, 9am to 5pm 

GMT, Monday to Friday or email helpdesk@rcpi.ie. 

You are not required to have the same password to log in to the RCPI ePortfolio as to log in 

to RCPI Online Services. However we would recommend you set the same password to 

avoid confusion. 

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How secure is the RCPI ePortfolio? 

The RCPI ePortfolio has been designed and built with full consideration for security from the 

outset. Extensive testing and usage have not revealed any security issues. Specialist 

security consultants are employed regularly to audit the system (e.g. by attempting to break 

the security measures) 

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How is security ensured in the RCPI ePortfolio? 

RCPI Helpdesk 


Telephone: +353 1 863 9721 

Facsimile: +353 1 672 4707 


All information stored within ePortfolio is held under stringent security conditions. 

All areas of the ePortfolio are only accessible via an authenticated log on a secure server 

(https). 

Passwords stored in the ePortfolio database are stored in an encrypted format such that it is 

not possible to extract passwords from the database directly. 

Requests for forgotten passwords will result in a password reset. A new password is 

generated in order to gain access to ePortfolio, at which point it can be changed to 

something more memorable. 

No data in ePortfolio should directly identify patients or patient records. 

Areas in the ePortfolio marked as „private‟ will not be accessible to any other users other 

than the owner, or by system management acting under the wishes of the owner to correct a 

software or data issue. 

In the event of a serious breach in the ePortfolio Terms and Conditions, system 

management may have cause to access the user‟s ePortfolio. 

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Could my data get lost? 

There is always some possibility that individual items of data might fail to be saved in the 

database because of local network problems or because of user error such as closing 

screens before saving, but these incidents should be very rare. The database is backed up 

locally every 15 minutes to secure against any major data loss. 

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Technical 

RCPI Helpdesk 


Telephone: +353 1 863 9721 

Facsimile: +353 1 672 4707 


What is the timeout, before users can no longer browse back to the last page? 

60 minutes of inactivity will result in timeout. Activity is considered navigating to a different 

section of the RCPI ePortfolio or entering any amount of text into a form. Extending this 

further increases the risk of unauthorised users accessing an account, particularly in public 

environments. 

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What are the minimum specifications I need to run the RCPI ePortfolio? 

In order to access and run the RCPI ePortfolio the following actions will be required: 

Essential 

JavaScript must be switched on in the browser 

Recommended 

Internet explorer (Version 8 or higher preferred) or Firefox 3.0 are the browser of choice. 

A PDF reader, such as Adobe Reader for viewing PDF documents referenced by the 

content. 

Connection: Minimum 0.5Mbs 

Minimum PC Specifications: 

300 megahertz (MHz) or higher processor clock speed (Intel Pentium/Celeron family, AMD 

K6/Athlon/Duron family, or compatible processor recommended) 

128 megabytes (MB) of RAM or higher recommended 

1.5 Gigabytes (GB) of available hard disk space 

Super VGA (1024x768) or higher resolution video adapter and monitor. 

Useful 

It is useful to have software such as Microsoft Office or Open installed for viewing of 

documents referenced in the „Information‟/‟Help‟ sections 

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What browsers are supported by the RCPI ePortfolio? 

The RCPI ePortfolio is compatible with a number of browsers, including Internet Explorer, 

Mozilla Firefox and Safari. If you are using Internet Explorer we recommend you use Internet 

Explorer 8. 

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Are there minimum bandwidth requirements for using the RCPI ePortfolio? 

No. Obviously the quicker the connection speed you have the faster some pages will load to 

your PC. 

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Can I access the RCPI ePortfolio via my Mobile/Handheld Device? 

RCPI Helpdesk 


Telephone: +353 1 863 9721 

Facsimile: +353 1 672 4707 


No. The RCPI ePortfolio is not supported on mobile/handheld devices. You may be able to 

access the pages however RCPI takes no responsibility for use of the RCPI ePortfolio by 

mobile/handheld devices as they are currently not supported. 

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PCS Participants 

Who can see my portfolio? 

RCPI Helpdesk 


Telephone: +353 1 863 9721 

Facsimile: +353 1 672 4707 


RCPI Administration has access to view a participant‟s ePortfolio records. They may not 

delete a participant‟s records. 

Deans/Responsible Medical Officers/Reviewers assigned responsibility for a group of 

participants in a particular Scheme have access to view the ePortfolio of these participants. 

No person other than the participant has access to download their ePortfolio. Anything 

marked as „private‟ can only been seen by the participant. 

For further details on this please see the Privacy Statement in the „Information‟ section of the 

ePortfolio. You can view a table of Access Rights in the „Information‟ section of the 

ePortfolio. 

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Can I save a copy of my data on a PC and work on it off-line? 

No. Participants can download PDF versions but can only work on the RCPI ePortfolio data 

online. 

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Who enters information into the RCPI ePortfolio? 

It is the participant‟s responsibility to enter information into the ePortfolio and ensure that it is 

an accurate record of their professional competence activities. It contains online forms on 

which participants record their Continuing Professional Development (CPD), and Clinical 

Audit activities. 

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Am I allowed to edit my Portfolio Forms? 

Forms can be updated up to the point that they are closed for production of Annual 

Statements of Participation. Due to this constraint it is of the utmost importance that your 

RCPI ePortfolio is fully up to date before the annual closing date. 

When are Annual Statements of Participation produced? 

Annual Statements of Participation will be produced in May each year. An alert will be sent 

to all participants giving notice of when forms are to be closed for production of Annual 

Certificates of Participation 

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Where do I get notification of the RCPI ePortfolio alerts? 

The RCPI ePortfolio alert notifications will be sent to your @physicians email address. It is 

important to monitor this email address to ensure you are kept up to date. 




Do I have to upload a photo? 

RCPI Helpdesk 


Telephone: +353 1 863 9721 

Facsimile: +353 1 672 4707 


It is not necessary, though it might help for administrators to recognise and remember 

participants. 

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What is the purpose of the personal library? 

The personal library is a place where you can review evidence documents uploaded as part 

of your portfolio forms. You can also upload notes and information about your professional 

competence activities here. 

The maximum limit for your current role is 100 MB so try to optimise or shrink large files. 

You can find information on how to do this in the “How To” document in the information 

section. 

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What happens if I run out of storage space in my personal library? 

You are limited to 100 MB of space in total. If you exceed this total then you can either 

remove some files to free up some space or make the files smaller. 

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How do I make files smaller for uploading to my Personal Library? 

For information on how to download your portfolio, please refer to the „How To Guide‟ in the 

„Information‟ section of the ePortfolio. 

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If a file is shared in the personal library, who can see it? 

If your file is shared, then RCPI administrators, and Deans/Responsible Medical 

Officers/Reviewers who have access rights to your RCPI ePortfolio will be able to see it. If 

you select it as „private‟, only you can see it. It is recommended that any documents you 

wish to be included in Annual Verification Process be marked as “Shared”. 

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Why might I want to download my ePortfolio? 

You may want to download your portfolio at the end of each Professional Competence Year 

as an archive. 

For information on how to download your portfolio, please refer to the „How To Guide‟ in the 

„Information‟ section of the ePortfolio. 

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My current post/institution details are wrong - how do I correct them? 

RCPI Helpdesk 


Telephone: +353 1 863 9721 

Facsimile: +353 1 672 4707 


Participants can edit their own post details in the „Profile‟ section of the ePortfolio. Consult 

the „How To‟ guide in the „Information‟ section for further details on how to do this. 

My scheme details are wrong how do I correct them? 

Send a request to update your scheme details by email to professionalcompetence@rcpi.ie. 

Requests to change scheme details cannot be dealt with by telephone. 

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What are the requirements of my Professional Competence Scheme? 

You will find details of Continuing Professional Development and Clinical Audit requirements 

under the “Scheme Requirements” menu in your ePortfolio. You can also download a copy 

of your Scheme information from the professional competence section of the RCPI public 

website, www.rcpi.ie 

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Is it compulsory to complete a Personal Development Plan? 

It is not compulsory to complete a Personal Development Plan. However, it is 

recommended that you do so. Creating a Personal Development Plan encourages you to 

review your practice and to set out goals for your personal development. It can also be used 

to reflect on and monitor your progress. 

The Plan should clearly define your development needs and targeted activities. Your Plan 

should be reviewed on a regular basis and a new Plan should be created at the start of each 

PCS year. 

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From when should I start recording my CPD and Clinical Audit activities? 

Professional Competence Schemes came into effect on 1 May 2011 and you need to record 

CPD and Clinical Audit activities that you engaged in from this date. 

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Can I view records of previous years? 

You will be able to view and edit your records for the current year and view records of the 

previous 5 years. 

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RCPI Helpdesk 


Telephone: +353 1 863 9721 

Facsimile: +353 1 672 4707 


I attended an event prior to 01 May 2011; can I record this in my CPD form? 

Activities that took place prior to 01 May 2011 should not be recorded. 

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How do I upload and attach Evidence Documents to my forms? 

For information on how to attach Evidence Documents to your CPD and Clinical Audit 

Forms, please refer to the „How To‟ Guide in the „Information‟ section of the ePortfolio. 

Why should I upload Evidence Documents? 

CPD and Clinical Audit forms will be reviewed during the Annual Verification Process. If a 

relevant Evidence Document is not attached to the form, the reviewer cannot verify the entry 

and the associated credits will not be included in your Annual Statement of Participation. 

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The activity type I wish to record is not available in the form picklist 

Each activity type picklist contains an option to choose “Other”. You can enter a brief 

description of the “other” type in the text box provided. 

For information on how to complete your CPD and Clinical Audit Forms, please refer to the 

„How To‟ Guide in the „Information‟ section of the ePortfolio. 

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Is it compulsory to record Reflective Notes in my CPD and Clinical Audit forms? 

It is not compulsory for you to record reflective notes in your CPD and Clinical Audit forms. 

However it is good practice to put time aside to reflect on the day‟s learning opportunities 

and to identify any further learning needs. 

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What are Medical Council Domains? 

For Information on Medical Council Domains, please refer to the „Medical Council Domains‟ 

document in the „Information‟ section of the ePortfolio. 

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How many Medical Council Domains can I apply to an activity? 

Only one Medical Council Domain may be applied to an activity. However, if you feel that an 

event encompasses a number of domains, you can record sessions from the event 

separately, applying individual domains to each separate session. 

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PCS Participants who are also RCPI Trainers 

Do I need a separate login to access my PCS Portfolio? 

RCPI Helpdesk 


Telephone: +353 1 863 9721 

Facsimile: +353 1 672 4707 


You do not need a separate login. When you log in to your ePortfolio account you can select 

either role – RCPI Professional Competence or Trainer. 

Consult the „How To‟ guide in the „Information‟ section for further details on how to do this. 

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Can I review my Trainees through my PCS Participant Role? 

You must select your RCPI Trainer role to review your Trainees. 

Consult the „How To‟ guide in the „Information‟ section for further details on how to do this. 

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PCS Participants - Royal College of Physicians of Ireland

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