Guidance for Feedback

How to get timely, useful feedback and complete Jotform requirements for each group.

Frankston Interns

A few important points about Jotforms

These forms are your main non-clinical requirement for the term (in addition to term assessments).

Easiest approach (what’s worked well)

• Type your “Starting Statement” (summary of cases seen) in real-time directly into the Jotform during the shift (open on a work desktop).
• ~30 minutes before handover, ask your supervising doctor when they can go through the Jotform with you (before handover, after, or end-of-shift).
• If it wasn’t done during the shift:
  • Copy/paste your “Starting Statement” into an email,
  • Include the Jotform link,
  • Send it immediately to your supervising senior doctor, and
  • CC: BCheung@phcn.vic.gov.au so barriers to completion can be tracked.

Night shift Jotforms

• If you have the same supervising registrar across a set of 3–4 nights, they may complete one Jotform for that stretch, provided it clearly states how many shifts it covers, e.g.:
  “For THREE night shifts: 2× floor, 1× ESSU”
• Night ESSU: interaction with the registrar can be limited. You’re expected to touch base at least once (e.g., a “paper round” mid-shift around ~2am).
• If you’ve sought supervising registrar input at least once during the night ESSU shift (including a mid-shift paper round), it counts as one shift/Jotform in your tally.
• This approach reduces Jotform load during busier night shifts while keeping feedback meaningful.

ESSU shifts (AM, PM, or night)

• It’s impractical to list all patients (20+) in ESSU.
• For your Starting Statement, include 3–5 representative patients you found most instructive or were most involved with.
• Non-ESSU shifts (floor or FT/paeds): include all patients seen—this helps show the type and breadth of cases you’re getting.

Retrospective completion etiquette

• If completing after the shift, email your supervising reg/consultant:
  • Include your Starting Statement,
  • Include the Jotform link, and
  • CC: BCheung@phcn.vic.gov.au.
• Timing: please send this within 12 hours of the shift ending—feedback quality drops off quickly with time.

Mandatory component of your rotation

• Think of this like preparing a ward list or case presentation—it’s required.
• Expected: Jotform feedback is completed every shift (AM/PM/night) by the supervising registrar or consultant.
• The stated minimum of 2 per week assumes occasional misses; please get onto them early—mid/end-term assessments arrive fast.
• Completion rate contributes to Professionalism and Self-education domains; it’s difficult to pass these if minimum requirements aren’t met.

Please contact Ben (BCheung@phcn.vic.gov.au) with any queries or issues. Have a great first week!

Frankston HMOs

Local guidance — adapt as needed by the supervising team.

Core expectations

• Every shift, aim to obtain brief, specific feedback via the HMO Jotform.
• Use a concise Starting Statement (patients seen, key learning points, any escalation/consults).
• Coordinate with your supervising reg/consultant ~30 minutes pre-handover to complete together, or email the link + summary promptly after the shift.

Shift nuances

• ESSU: summarise 3–5 representative patients; highlight discharge planning, flags/escalations, and any inter-team liaison.
• Floor / FT / Paeds: include all patients seen to show case-mix and volume.
• Nights: if supervised by the same registrar for a block, a batched Jotform is acceptable if clearly labelled with the number of shifts covered.

Timeliness & professionalism

• Send post-shift emails (if used) within 12 hours with the Jotform link + Starting Statement.
• Completion rates inform Professionalism and Self-education domains in term assessments.

Rosebud Interns & HMOs

Local guidance — adapt to Rosebud’s supervising structure and flow.

Recommended workflow

• Enter the Starting Statement during the shift (desktop open with the Jotform when practical).
• Confirm a time with your supervisor near handover to complete feedback together; otherwise email summary + link promptly post-shift.

Service-specific notes

• ESSU: include 3–5 cases demonstrating your involvement, prioritisation, and discharge/transfer planning.
• General floor / streaming / paeds: list all patients seen to reflect exposure and case complexity.
• Nights: where the same registrar supervises a block of nights, a single batched Jotform is acceptable if clearly marked with the number of shifts.

Professional standards

• Aim for completion every shift; minimums are a safety net, not the target.
• Post-shift follow-up emails (if used) should be sent within 12 hours for accuracy.
• Jotform completion contributes to Professionalism and Self-education in term assessments.

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