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2019 CPD Migration Explained (Optometrists)

The ODOB CPD – How it works

ODOB’s new CPD system recently launched in 2019.

Our software systems provider has worked closely with us to produce a system to match our CPD framework and policies. The platform is working well for Dispensing Opticians, who were migrated from their association provider ADONZ and started using the new platform earlier in 2019.

The new online CPD requires two main inputs – practitioner activity/event data (managed by practitioners), and adjustment data (managed by ODOB). These are explained below:

Activity Log

The main system input that is required from a practitioner is for them to log their CPD activities online.
You are able to log CPD a few different ways. See more information here on how to log CPD online.

Logged data includes event name, credits/category, date of completion, description, and any corresponding file uploads.
NZAO kept event/activity logs in a similar manner, and we have been able to migrate this data from NZAO without any complication (see explanations in next section).

Adjustments

The new system allows 3 kinds of adjustments:

Pro-rata

Pro-rata refers to the reduction of required CPD target for an optometrist due to a period of non-practising status during a cycle.
This could be a newly registsred optometrist starting part-way through a cycle, an existing optometrist going on extended leave (such as parental leave), or an optometrist switching to non-practisting status during a cycle for other reasons.

The new system allows us to choose a pro-rata bracket for these optometrists. The section of a pro-rata bracket will reduce corresponding targets for the cycle as per our framework.

Note: This new mechanism does not align with how NZAO managed pro-rata, and as such will be used from next cycle onward (2020-2022). See below migration notes on how pro-rata has been migrated from NZAO for 2018-2020 cycle.

Previous cycle surplus/deficit

Surpluses and deficits from the previous cycle will either increase or decrease the current cycle’s targets.
Surpluses from previous cycle are automatically halved and brought forward as General credits, reducing your General target.
Deficits are brought across in full to their corresponding category, increasing your target for that category.

Note: This automated mechanism relies on past CPD cycle data being available, and as such will be used next cycle onward (2020-2022). See below migration notes on how surpluses/deficits have been migrated from NZAO for 2018-2020 cycle.

Manual/Other adjustments

If ODOB needs to manually adjust an optometrists’s targets, we are able to make manual +/- adjustments at a category level.
Negative adjustments “reduce” a target, while positive adjustments “increase” a target.
Note: This mechanism is used to manage all 2018-2020 target adjustments migrated from NZAO (see explanations in next section)

 

Migrating NZAO data

NZAO provided three data sheets which were used to migrate your CPD points into the above system as at 1 November.

“Credits Details”

This contains an opometrist’s CPD accredited activity/event completions, including date of completion, event reference/name, and corresponding points.

NZAO’s “Details” data is used to populate an optom’s “Activity Log” in the new system.
We have only populated the current cycle (2018-2020) data in the new online system – which is all activity logged since 1st November 2018 to 1st November 2019. Activity lists from earlier than this date are on file and available on request from ODOB.

Note on Pro-rata #1: When an optometrist went on leave and returned back to practise in the same CPD cycle, NZAO added a “pro-rata event/activity” to that optom’s log. The credits allocated to these dummy events effectively reduce an optom’s CPD target. This is one of two ways that NZAO managed pro-rata. ODOB has brought across these pro-rata activities/adjustments in the same way and they should be present in your log if applicable to you.

“Credits Summary”

This contains each optometrist’s “General” and “Clinical Diagnositic (CD)” summary data for each 2-year cycle.
We were provided with current and previous cycle data, denoted by “2016-2018” and “2018-2020”
A summary record shows cycle targets, totals, and surpluses/deficits for the cycle.
It also shows any surplus/deficit credits brought forward from the previous cycle.

Based on the migration of the cycle’s “Activity Log”, the new system already knows how many credits have been logged for each optometrist for the cycle. As such, NZAO’s summary data was used to A) Verify these credits and B) Identify any adjustments to an optometrist’s targets.
Previous cycle surplus/deficit adjustments have been identified from this summary data and are migrated to the new system.

Note on previous surplus/deficit: For the current/migrated cycle (2018-2020) these have been added into the new system as “Manual adjustments”. The next cycle (2020-2022) will be able to use the current cycle’s data to automatically calculate surplus and deficits adjustments, which will be shown in the corresponding area on your CPD.

Note on Pro-rata #2: If the optometrist didn’t return to practice within the CPD cycle, NZAO directly reduced the CPD target(s) for the period the optometrist was practising. We are also bringing across these pro-rata adjustments into the new system as “Manual adjustments”. The next cycle (2020-2022) will show pro-rata under the new CPD’s “pro-rata bracket” model.

“Glaucoma Summary”

Applicable to glaucoma prescribers only, this contains summary data for Glaucoma targets, totals, and surpluses/deficits for the cycle.
Each optometrist has two glaucoma summary records per cycle, as the glaucoma credits are calculated per-annum.
This annual split is requested by ODOB to be able to better report (annually) on an optometrists distribution of Glaucoma Event (GE) and Glaucoma Peer Review (GPR) credits over a 2-year cycle.

Similar to the other General/CD summaries, NZAO’s glaucoma summary data is used to identify adjustments to an optometrist’s glaucoma targets. Previous cycle surplus/deficit adjustments are picked up from here and are migrated to the new system.

Note on previous surplus/deficit: For the current/migrated cycle (2018-2020) these have been added into the new system as “Manual adjustments”. The next cycle (2020-2022) will be able to use the current cycle’s data to automatically calculate surplus and deficits adjustments, which will be shown in the corresponding area on your CPD.