Mentoring Policy - Physiotherapy Council of New South Wales

The Physiotherapy Council of New South Wales is a statutory body whose role is to manage complaints and notifications about conduct, health and performance matters concerning registered physiotherapists practising in New South Wales and registered students in training.

At times, the Council, the Tribunal and other Council adjudicating bodies may order or impose a condition on a practitioner’s registration that requires them to have a professional mentor.

A mentor is an experienced and trusted advisor who is recognised as highly competent in his/her field. Mentors are effective coaches and role models.

Mentoring is a professional development partnership between an experienced person, the mentor, and a less experienced person, the mentee, designed to promote professional development. The relationship is based upon encouragement, constructive comments, openness, mutual trust, respect and a willingness to share and learn.

In the event that a condition or order is imposed requiring the practitioner to have a mentor, the Council has endorsed this policy to inform mentors and practitioners to be mentored (mentees) of their respective responsibilities and the Council’s expectations.

The key aim of the mentoring program, through the Council’s performance pathway, is successful remediation of the practitioner’s performance.

The mentor and the mentee work cohesively with the aim of improving the mentee’s clinical practice to match the national competency standards.

The mentoring program is structured to increase the mentee’s skills, knowledge and performance through:

• helping and supporting the mentee to manage their own learning
• improving the mentee’s understanding of their professional responsibilities to deliver appropriate, effective services within an ethical framework
• addressing problems and dilemmas in a non-confrontational and supportive manner
• examining real problems with input from the mentor (an experienced practitioner)
• developing work satisfaction and self-confidence through enhanced professional competence and conduct
• exploring different perspectives and attitudes to one’s work and professional responsibilities
• developing a greater appreciation of the complexities of decision-making within the health care system
• improving work relationships and networking opportunities

The mentor and the mentee will set clear goals for the mentoring relationship. The goals will generally relate to the standards for practitioner behaviour outlined in the Physiotherapy Board of Australia Code of Conduct and may include:

• providing good care, including shared decision-making
• working with patients or clients
• working with other practitioners
• working within the healthcare system
• minimising risk
• maintaining professional performance
• professional behaviour and ethical conduct
• ensuring practitioner health
• teaching, supervising and assessing
• research

The mentor is appointed:

• by nomination of the practitioner and approved by the Council, or
• upon nomination by the Council

• registration as a physiotherapist
• minimum of 5 years recent experience in physiotherapy practice
• high level clinical competence
• evidence of recent continuing professional development
• knowledge of AHPRA and National Board policies, codes and guidelines
• knowledge of evidence-based practice
• evidence of leadership activity within clinical, professional, educational or governance contexts
• no conditions on practice
• not the subject of current health, conduct or performance investigations or previous disciplinary proceedings

• greater experience and knowledge than the mentee
• approachable, flexible and progressive
• capacity to build rapport with less experienced practitioners
• openness and honesty in sharing knowledge and experience
• patience, strong communication and coaching skills, positive attitude, assertiveness, discretion, good judgement, sense of humour, professionalism, empathy, organisation, reliability, trustworthiness and motivation

The practitioner being mentored is to meet the reasonable cost of mentoring as agreed between the parties.

The role of the mentor is to act as a support person and coach for the mentee to improve professional competence and/or conduct so that it aligns with national standards.

The mentor will:

• promote critical thinking, reflection, skill development and identification of professional development opportunities

• support maintenance of professional standards and assist professional judgement

• comply with any requirements imposed by the relevant decision-making body, including duration, frequency and reporting

• hold regular meetings with the mentee (telephone, face-to-face or online)

• adjust meeting frequency over time where not specified

The mentor must provide reports confirming the relationship, meeting arrangements and progress, or notify the Council of significant difficulties.

In summary, the mentor:

• facilitates professional growth by promoting critical thinking, reflection, knowledge and skill development

• provides guidance, constructive feedback and reality testing

• assists in evaluating plans and decisions

• supports and encourages while identifying performance gaps

• maintains confidentiality within required limits

• maintains mutual trust and respect

• attends all scheduled meetings

• shares knowledge and leads by example

• promotes self-reliance in the mentee

The mentee must understand and accept the mentoring relationship and:

• accept responsibility for their own development

• respect the mentor’s time and confidentiality

• understand the mentor guides rather than solves problems

• prepare for sessions and document mentoring action plans

• evaluate and review progress

The mentoring relationship will last for a defined period as specified in a condition/order or agreed between the mentor and mentee. The final stage provides an opportunity to evaluate achievements, acknowledge progress and consider future arrangements.

Mentoring relationships may have challenges over time. If issues arise, they should be addressed respectfully. If unresolved, the Council should be notified in writing within 5 days.

The Council will review the relationship and determine appropriate action.

The IGROW model structures mentoring conversations: issues, goal (SMART goals), reality, options and wrap-up.

The mentor and mentee develop and agree on a documented action plan outlining goals and activities. The mentee prepares the plan and the mentor approves it.

The plan tracks progress and is primarily completed by the mentee between sessions.

Progress is reviewed against goals in the action plan. The plan may be updated as needed.

Reports are completed during and at the end of the mentoring relationship and provided to the Council and the mentee.

The protocol may be varied by the Council to address individual needs when requiring or approving a mentor.

These guidelines should be provided to practitioners whose registration is subject to conditions requiring mentoring.

Adapted from the Nursing and Midwifery Council of New South Wales “Mentor Guidelines”, 7 April 2011.

The Physiotherapy Council of NSW wishes to acknowledge the influence of the Mentoring guide created by Health Education and Training Institute in the design of these guidelines.