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Competency checklist and sign-off

Confirm someone is ready to deliver virtual care, and record it.

What this is: a checklist to confirm someone can deliver or support virtual care safely, with a sign-off template.

Who it's for: supervisors, trainers, managers, and team members working towards independent use.

How to use this checklist

Use this to confirm that someone has reached confident, independent use, the final stage of the training pathway. Adapt the items to your service and the person's role, because what a nurse signs off will differ from what an Aboriginal Health Worker or a reception team member signs off.

Work through it with the person during a real or simulated consult, not as a quiz. When they can do each item without prompting, sign it off. Keep the completed record, and set a date to refresh it.

Competency checklist

Setup and equipment

  • Sets up the equipment and the space for a private, safe consult.
  • Starts a call, shares video and sound clearly, and confirms the other side can see and hear.
  • Uses the connected tools the consulting clinician needs, within their role.
  • Handles the common problems: frozen screen, poor sound, dropped connection, low battery.
  • Knows the backup plan when the connection fails, and when to stop and rebook.

Privacy and consent

  • Confirms the patient has agreed to the virtual consult and records consent.
  • Checks who is present and that the patient is comfortable with that.
  • Uses only approved, secure accounts and devices, never personal apps or email.
  • Shares only the information needed for the patient's care.

Conducting the consult

  • Prepares the patient and helps them feel at ease, including in a culturally safe way.
  • Supports the consult so it runs to the same standard as an in-person visit.
  • Recognises when something is beyond their role and asks for the clinician's direction.

Handover and escalation

  • Gives a clear handover using ISBAR.
  • Follows the escalation pathway for a deteriorating patient, a technology failure, or a distressed patient.
  • Knows who to call and how to reach them quickly.

After the consult

  • Records the consult to the same standard as an in-person visit.
  • Notes any follow-up and makes sure it is actioned.
  • Reports any incident or near-miss through the usual system.

Sign-off

Copy and complete this for each person. Keep it with your training records.

Virtual care competency sign-off
Name: [name]
Role: [role]
Stages completed: [foundations / equipment / supported consults / independent use]
Areas signed off: [setup and equipment, privacy and consent, conducting the consult, handover and escalation, after the consult]
Confirmed ready for independent use within scope: [yes / not yet]
Assessed by: [name and role]
Date: [date]
Refresh due: [date]
Notes: [any conditions, limits, or areas to revisit]

Keeping records

Hold these sign-offs in a simple register, so you can see at a glance who is trained, in what, and when each person is due for a refresh. This register is also useful evidence when you demonstrate the quality of your service to a funder.

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Visionflex acknowledges the Traditional Custodians of Country throughout Australia and pays respect to Elders past, present and emerging.