Kaizen FAQs

You will find a list of the most common queries and questions about Kaizen on the Kaizen training post User Guide

How do I log in to kaizen?

Access User Guide for instructions on Login to Kaizen for instructions

Who do I contact for help and support? 

Email kaizen@rcr.ac.uk or telephone 0207 406 5929 or 0207 406 5928

How do I add a new post? 

Access the User Guide for instructions on assigning a New Post.

How do I assign my educational supervisor? 

Access the User Guide for instructions on assigning an Educational Supervisor.

How do I assign my clinical supervisor? 

Access the User Guide for instructions on assigning a Clinical Supervisor.

How do I create an MSF? 

Access the User Guide for instructions on creating MSF (Trainees). 

Access the User Guide for instructions on finalising MSF (Educational Supervisor). 

How do I record my Out of Programme Activity(OOPA)?

Access User Guide for instructions on recording Out of Programme Activity (OOPA).

How do I record reflective practice(Reflections)?

Access the User Guide for instructions on recording Reflective Practice (Reflections)

How do I set up an appraisal meeting?

Access the User Guide for instructions on setting up Appraisal Meeting (Trainees and Supervisors)

How do I set up assessments?

Access the User Guide for instructions on setting up Assessments (Trainees)

Access the User Guide for instructions on setting up Assessments (Supervisors)

How do I assign an additional clinical supervisor?

Access the User Guide for instructions on assigning additional Clinical Supervisor

How do I assign Educational Supervisor to a trainee as a Deanery/Local Education Training Board (LETB) /Training Programme Admin?

Access the User Guide for instructions on assigning an Educational Supervisor to a trainee as a Deanery/LETB/Training Programme Admin

How do I assign a clinical supervisor and add a training post for a trainee as a Deanery/Local Education Training Board (LETB) /Training Programme Admin?

Access the User Guide for instructions on how to assign a Clinical Supervisor and add a Training Post for a Trainee as a Deanery/LETB/Training Programme Admin

How do I view a trainee's portfolio as an Annual Review of Competence Progression (ARCP) panel member for the purpose of the ARCP?

Access the User Guide for instructions on how to view a trainee's portfolio for the purpose of Annual Review of Competence Progression

Privacy Notice for Kaizen e-portfolio

The following list details the type of information held on the Kaizen e-portfolio, depending on the user type. 

Trainee Kaizen e-portfolio holds:

  • The user’s personal details, including; name, e-mail address, training programme, GMC number, RCR membership number

  • Records of each training post

  • National Training Number  

  • Personal Development Plans

  • Specialty

  • Logbook

  • Reflective practice

  • Workplace-based assessment forms

  • Clinical supervisors’ reports

  • Educational supervisors’ reports 

  • ARCP outcome forms

  • Records of courses attended, exam results, audits, papers, etc

Trainers Kaizen eportfolio holds:

  • The user’s details including; name, e-mail address, training programme, GMC number, RCR membership number, role

  • List of trainees under their supervision and training programme

  • Reports and assessments for their trainees

  • Uploaded documents

  • Saved reports/draft notes

Local administrator's Kaizen e-portfolio holds:

The user’s details including name, e-mail address, training programme, role,

Security measures to protect the information held on the Kaizen e-portfolio

We have in place appropriate technical and organizational measures against processing of any data or information including Personal Data (as defined by the Data Protection Act 1998) and against unauthorized, accidental or unlawful access to such as well as reasonable security programmes and procedures for the purpose of ensuring that only authorized personnel have access to the data processing equipment to be used to process such data, information or Personal Data, and that any persons whom it authorises to have access to such data, information or Personal Data shall respect and maintain all due confidentiality.

All information you provide to us is stored on our secure servers.

How the RCR uses the information held in the Kaizen eportfolio

  • To fulfill our obligations in relation to your training (including, for example, for ARCP and CCT recommendation purposes).

  • We are occasionally required to use anonymized extracts of data for quality assurance and research purposes for reasons like looking at patterns of usage of assessments

  • To carry out our obligations arising from any contracts entered into between you and us

  • To notify you about any changes within the platform

  • To allow you to receive any membership services or member benefit which is provided by a third party e.g Fry IT

Access privileges to the information held on the Kaizen eportfolio

Trainees: 

  • Trainers involved in your training will have access to information held in your e-portfolio for the purpose of supporting, monitoring and making decisions about your training. This will include your training programme director, educational and clinical supervisors, ARCP panel members, Deanery/Local Education Training Board/Trust administrators, and RCR staff. Your Educational & Clinical supervisors, Training programme director and Head of school will have access to your kaizen e-portfolio only for the period you are under their supervision and training programme, they are not able to access your e-portfolio once they stop providing any supervisory services or you are no longer on the training programme.

  • To fulfill our obligations in relation to your training (including, for example, for ARCP and CCT recommendation purposes).

  • The information which you have specifically selected to make private where this is an option will not be viewed by any other user. We will only pass on private data if required to do by 

Trainers (Educational Supervisor, Clinical Supervisor, Head of School, Training Programme Director):

  • RCR may access the information you record in Kaizen e-portfolio for such purpose as it deems necessary including in order to extract data for statistical or quality assurance purposes. 

  • The information which you record about a trainee, such as records of assessments and appraisals, will be visible to that trainee and to others with responsibility for that trainee’s progress e.g ARCP panel. RCR may access such information in order to monitor compliance with any applicable terms and conditions, deal with any technical issues and were required by, or for the purpose of complying with, any applicable law.

Local administrators (Deanery/Local Education Training Board/Trust):

  • RCR may access the information you record in Kaizen e-portfolio for such purpose as it deems necessary including in order to extract data for statistical or quality assurance purposes.