Contents

Introduction

What is the IBMS Registration Portfolio?

🏛️ Why Do I Need It?

🧩 What Does It Contain?

📎 Module Summary Table

🔍 Self-Check: Match the Modules

Purpose and relevance for Biomedical Science students

📝 Overview of the HCPC Registration Process

📌 HCPC Registration Checklist

Portfolio Structure and Format

Getting Started

Writing and Presenting Evidence

Justifying Evidence Against SoPs

Reflection and Continuous Improvement

💻 Using OneFile Effectively

🌟 Tips from Successful Trainees

📨 Final Preparation for HCPC Registration

Introduction

What is the IBMS Registration Portfolio?

The IBMS Registration Portfolio is a structured document that proves you are ready to become a Biomedical Scientist. It is your official pathway to HCPC registration, showing that you can work safely, ethically, and professionally in a medical laboratory.

It is not just a collection of tasks — it is a story of your training, showing your growth, learning, and ability to apply knowledge in real-life lab settings.

🏛️ Why Do I Need It?

In the UK, to work as a registered Biomedical Scientist, you must:

1. Have a degree approved by the IBMS (or an equivalent qualification)
2. Complete the IBMS Registration Training Portfolio
3. Be assessed by an external IBMS verifier
4. Get your Certificate of Competence to apply for HCPC registration

Without this portfolio, even if you have a science degree, you cannot legally work as a Biomedical Scientist under HCPC rules.

🧩 What Does It Contain?

The IBMS Registration Portfolio is made up of two sections, each containing five clearly defined modules. Each module includes:

• One mandatory evidence item
• Two candidate choice evidence items
• A defined set of HCPC SoPs that your evidence must map to

Section	Focus	Modules
Section 1	Professional Practice	1. Personal Responsibility and Development 2. Equality, Diversity and Inclusion 3. Communication 4. Patient Records and Data Handling 5. Professional Relationships
Section 2	Scientific and Clinical Practice	1. Professional Knowledge 2. Health and Safety and Wellbeing 3. Quality 4. Performing Standard Investigations 5. Research and Development

📎 Module Summary Table

Section & Module	Focus Area	Examples of Evidence
S1:M1 – Personal Responsibility	Supervision, scope of practice, CPD	Personal statement on limits of practice, CPD log, HCPC role explanation
S1:M2 – Equality, Diversity, Inclusion	EDI application, unconscious bias, legislation	EDI case study, protected characteristics diagram, reflective summary
S1:M3 – Communication	Verbal/written/digital communication	Flowchart of communication methods, reflective blog, feedback loop diagram
S1:M4 – Patient Records & Data Handling	Consent, LIMS, confidentiality	Sample journey with data privacy, LIMS DOP, infographic on pre-analytical errors
S1:M5 – Professional Relationships	MDT work, leadership, collaboration	Reflective ward round summary, MDT feedback, summary of leadership observations
S2:M1 – Professional Knowledge	Physiology, pathology, disease knowledge	Case study with test results, review of test principles, disease-specific evaluation
S2:M2 – Health & Safety and Wellbeing	Risk assessment, PPE, stress management	Risk assessment form, wellbeing reflection, comparison of containment levels
S2:M3 – Quality	QC/QA, audit, accuracy	Audit summary, IQC/EQA summary, questionnaire on lab quality practices
S2:M4 – Performing Investigations	Techniques, SOP use, result interpretation	Statement of a standard investigation, annotated photo series, explanation of automation
S2:M5 – Research and Development	Research, problem-solving, experimental design	Lab-based project summary, literature review, evaluation of new methods/technologies

🗺️ Portfolio Roadmap (Interactive Concept)

Let us create an analogy:

Imagine your portfolio as a journey through two cities:

• In City 1 (Section 1), you meet people, follow rules, and build relationships.
• In City 2 (Section 2), you work in labs, handle samples, assess quality, and design improvements.

Your passport stamps (evidence) prove where you have been and what you have learned — and must be linked to the laws of the land (HCPC SoPs).

🔍 Self-Check: Match the Modules

Can you correctly match these example activities to their corresponding modules?

Activity	Correct Module
Writing a reflective statement on EQA performance	✅ S2:M3 – Quality
Reviewing how you handled a religious EDI scenario	✅ S1:M2 – Equality, Diversity and Inclusion
Describing your experience working with a POCT device	✅ S1:M5 – Professional Relationships
Explaining the stages of glucose metabolism and diabetic ketoacidosis testing	✅ S2:M1 – Professional Knowledge

Purpose and relevance for Biomedical Science students

The IBMS Registration Portfolio is not just a training requirement — it is your gateway to professional status as a Biomedical Scientist in the UK.

Think of it as your “evidence passport” that shows you can:

• Work safely and ethically
• Apply your scientific knowledge in a real clinical setting
• Communicate, reflect, and improve your practice
• Collaborate with professionals and respect service users

Without completing this portfolio, you cannot legally register with the HCPC — even if you hold a Biomedical Science degree.

🎓 Who Needs to Complete It?

You must complete the IBMS Registration Portfolio if you:

• Hold an IBMS-accredited BSc (Hons) degree in Biomedical Science
• Or have a degree assessed by IBMS via the equivalence route
• Are working in an approved NHS or private pathology laboratory under supervision

📌 You will complete the portfolio during your Registration Training post, not during university.

🌍 How It Prepares You for Real-World Practice

Academic Study	IBMS Registration Portfolio
Focuses on theory and assignments	Focuses on applying theory in practice
University-based learning	Lab-based, workplace-integrated training
Marks and grades	Reflective, evidence-based professional competence
Often generic to all biosciences	Tailored to your specific clinical laboratory environment

You will bridge the gap between student and practitioner by:

• Using SOPs to justify your work
• Reflecting on ethical decisions and patient care
• Recording training that aligns with national standards

📝 Overview of the HCPC Registration Process

🔑 What is the HCPC?

The Health and Care Professions Council (HCPC) is the UK regulatory body for 15 healthcare professions — including Biomedical Scientists. Its role is to protect the public by ensuring that professionals are trained, competent, and ethical.

📋 Step-by-Step: How to Register as a Biomedical Scientist

Step	Action
1️⃣	Complete an IBMS-accredited degree (or gain equivalence)
2️⃣	Complete the IBMS Registration Portfolio (Version 5.0) in an approved laboratory
3️⃣	Pass internal verification and external IBMS assessment
4️⃣	Receive the IBMS Certificate of Competence
5️⃣	Apply online for HCPC registration and pay the fee
6️⃣	Receive your HCPC registration number — now legally a Biomedical Scientist!

📌 HCPC Registration Checklist

✔️ IBMS Certificate of Competence
✔️ Degree certificate
✔️ Proof of ID
✔️ Character reference
✔️ Application fee
✔️ Completed online application form

Portfolio Structure and Format

The IBMS Registration Training Portfolio (Version 5.0) is a formal collection of workplace-based evidence. It is built to show that you meet the HCPC Standards of Proficiency (2023) required for safe, independent practice as a Biomedical Scientist.

🧱 Portfolio Framework

The portfolio is divided into two sections, with five modules each.

Section	Title	Focus
Section 1	Professional Conduct	Your values, responsibility, communication, and relationships
Section 2	Professional Practice	Your scientific knowledge and technical competency

📘 Section 1 – Professional Conduct (Modules 1–5)

Module	Title	Key Themes
S1:M1	Personal Responsibility and Development	CPD, ethical conduct, reflective practice
S1:M2	Equality, Diversity and Inclusion	Legislation, bias, dignity, protected groups
S1:M3	Communication	Written, verbal, digital communication
S1:M4	Patient Records and Data Handling	Confidentiality, LIMS, consent, governance
S1:M5	Professional Relationships	MDT working, leadership, collaborative learning

🔬 Section 2 – Professional Practice (Modules 1–5)

Module	Title	Key Themes
S2:M1	Professional Knowledge	Disease mechanisms, test interpretation, diagnostics
S2:M2	Health and Safety and Wellbeing	Risk assessments, PPE, wellbeing, containment levels
S2:M3	Quality	QC/QA, audits, clinical governance
S2:M4	Performing Standard Investigations	SOPs, data analysis, sample processing
S2:M5	Research and Development	Experimental design, novel data, literature review

📄 Evidence Requirements

Each module contains:

• 1 Mandatory Evidence: A structured task you must complete
• 2 Candidate’s Choice Evidences: You select tasks that meet the remaining SoPs

Each piece of evidence must include:
✔️ Description of the task
✔️ Justification showing how it meets relevant SoPs
✔️ Reflective commentary
✔️ Supporting documents or attachments (e.g. SOPs, screenshots, diagrams)

1. Overview of Sections, Modules, and Evidence
2. Mapping to HCPC Standards of Proficiency (SoPs)
3. Using OneFile or paper-based formats

Getting Started

Before diving into writing evidence, you should understand the key roles, initial steps, and tools involved in completing the IBMS Registration Portfolio effectively.

🔑 Step 1: Understand the Key Roles

Role	Responsibility
Candidate (You)	Collect, write, and justify evidence that proves you meet the HCPC SoPs
Training Officer	Supports your training, guides evidence writing, and checks portfolio progress
Verifier (Internal)	Reviews all evidence before submission to ensure it meets standards
IBMS External Assessor	Visits (or reviews online) to verify your competence and recommend certification

📌 Tip: Build a good relationship with your Training Officer — they are your main support throughout.

🗓️ Step 2: Induction and Training Plan

At the start of your placement:

1. You should have an induction to the department and its processes
2. Your Training Officer should help create a training plan, often broken down by module or rotation
3. Discuss expectations, milestones, and preferred formats for evidence (OneFile or paper)

📋 Step 3: Use Your Tools

Tool	Purpose
Module Descriptor	Lists all evidence tasks and the exact SoPs they must meet
SoP Mapping Matrix	Helps you track which SoPs have been covered
OneFile	Digital platform for uploading, tagging, and receiving feedback
Lab SOPs / Policies	Essential for writing justifications that show safe, compliant practice

📌 Top Tips Before You Start

• Read the descriptor before attempting any evidence
• Keep a journal or CPD log as you go — it helps with reflection
• Tag evidence carefully using the correct HCPC SoPs
• Back up your work regularly (especially if not using OneFile)

Writing and Presenting Evidence

Your portfolio evidence is the heart of your registration — it is where you prove that you understand, apply, and reflect on real-world laboratory practice in line with HCPC Standards of Proficiency (SoPs).

📄 What Makes Good Evidence?

Good evidence is:

✅ Authentic – comes from your own experience
✅ Relevant – directly related to the task and mapped SoPs
✅ Structured – clearly written and logically organised
✅ Reflective – includes what you learned and how you grew
✅ Justified – explains how the work meets the SoP

🧱 Basic Structure of an Evidence Entry

You can follow this layout (especially useful in OneFile or paper portfolios):

Section	What to Include
Title	Clear name of the task (e.g. “Reflection on Ward Round – S1:M5”)
SoPs Covered	List of mapped SoP numbers (e.g. 8.1, 8.13)
Description	What happened, what you did, tools or protocols used
Justification	How your actions meet the SoPs, with specific reference to standard language
Reflection	What went well, what you learned, and how it affected your future practice
Supporting Docs	Attachments like SOPs, screenshots, audits, training records (if required)

🧠 Models to Help You Write

Use these models to guide your writing and reflection:

⭐ STAR Model (for action-based evidence)

• Situation – context of the event
• Task – what you needed to do
• Action – what you actually did
• Result – what happened, including your learning outcome

🔄 What? So What? Now What? (for reflection)

• What? – Describe the experience
• So What? – Why was it important? What did you learn?
• Now What? – How will this affect your future behaviour?

✏️ Tips for Clear and Effective Writing

🟦 Use plain English, but avoid overly casual language
🟦 Use past tense to describe what you did
🟦 Avoid generic statements like “I followed the SOP” — explain how and why
🟦 Do not copy and paste text from SOPs or policies — show your own understanding
🟦 Use headers and bullet points to break up long text

🖼️ Visual Evidence Ideas

You can use diagrams and illustrations where appropriate, for example:

• A flowchart of the specimen journey for S1:M4 (Data Handling)
• A poster showing protected characteristics for S1:M2 (EDI)
• A table comparing containment levels for S2:M2 (Health and Safety)
• A photograph series of analyser calibration for S2:M3 (Quality)

📌 Be sure to anonymise all images (e.g. no patient names, IDs, or staff initials).

🧪 Example (Using STAR)

S: I was asked to validate a new batch of troponin reagents on the analyser.
T: I had to run QC materials and check results against previous batches.
A: I followed the SOP for analyser validation, recorded results, and discussed findings with the senior BMS.
R: I confirmed that the batch was performing within acceptable limits. This evidence supports SoP 13.20 and 13.14 because it shows that I can carry out and validate quality control procedures to maintain service accuracy.

Justifying Evidence Against SoPs

Writing a justification is a key part of your evidence. It is where you clearly explain how your task proves that you meet one or more HCPC Standards of Proficiency (SoPs).

You are not just showing what you did — you are showing why it matters professionally.

🔍 What is a Justification?

A justification links your practical experience to the professional standard. It explains:

• What you did
• Why you did it
• How this proves you meet a specific SoP

Think of it as a mini-argument: “Here is the task I completed — and here is why it demonstrates professional competence.”

“I [action you took], which demonstrates SoP [number] because [explanation linking your action to the standard].”

🧠 Examples

Example 1 – S1:M1, SoP 4.1 – Personal Responsibility

“I refused to proceed with a potassium test when the sample was visibly clotted. I sought guidance from a senior and recorded the rejection in LIMS. This shows that I am personally responsible for my decisions and can justify them in line with SoP 4.1.”

Example 2 – S1:M2, SoP 5.3 – Respect for Diversity

“During my training, I ensured appropriate language was used when preparing patient leaflets. I considered how gendered or culturally biased terms could affect inclusivity. This demonstrates SoP 5.3, as I actively recognised and reduced personal bias in my communication.”

Example 3 – S2:M2, SoP 14.3 – Risk Management

“I created a COSHH risk assessment for Xylene use in Histology. I identified hazards, applied controls, and discussed outcomes with the health and safety officer. This reflects SoP 14.3, as it shows my ability to assess risks and apply control measures appropriately.”

✅ Checklist for a Good Justification

✅ Element	✔️ Present?
States the task or activity
Mentions the specific SoP number
Uses wording from the SoP itself
Explains how the task meets the SoP
Includes personal reflection

💡 Use the SoP descriptors in the Module Descriptor — they contain key phrases that should appear in your justification.

Reflection and Continuous Improvement

Reflection is more than just thinking about what happened — it is about learning from experience and using that learning to improve your practice. This is a critical requirement for all healthcare professionals, especially under HCPC SoP 10.1.

🔁 Why is Reflection Important?

Reflection Helps You…	Because…
Identify what went well and what could improve	You learn from both success and mistakes
Understand how actions impact others	You become more ethical, safe, and person-centred
Develop professional judgement	You make better decisions in complex or pressured situations
Show growth over time	You demonstrate maturity and readiness for independent practice

📘 HCPC SoP 10.1

“Understand the value of reflective practice and the need to record the outcome of such reflection to support continuous improvement.”

To meet this SoP, you must include reflections throughout your portfolio, not just in a single module.

🧠 Reflective Models (Pick One and Be Consistent)

🔄 What? So What? Now What? (Great for short reflections)

• What? – Describe what happened
• So What? – Why does it matter? What did you learn?
• Now What? – What will you do differently next time?

⭐ STAR (For experience-based evidence)

• Situation – What was the context?
• Task – What did you have to do?
• Action – What did you actually do?
• Result – What was the outcome or learning point?

✍️ Example Reflection

“What? I helped interpret an urgent potassium result for ITU and phoned it through to the consultant. So What? I realised how critical lab results can be for patient decisions. Now What? I will double-check urgent results before reporting and ensure clear documentation in LIMS. This reflection shows my growth in responsibility and communication.”

Mapped to: S1:M3 (Communication) and SoP 7.9 (Communicating outcomes)

📌 Where to Include Reflection

Reflection can appear in:

✔️ Mandatory or candidate-choice evidence
✔️ Personal statements (e.g. S1:M1, S1:M5)
✔️ CPD logs (e.g. S1:M1)
✔️ Research write-ups (e.g. S2:M5)

🧠 Do not just describe — reflect on your actions, decisions, and learning.

💻 Using OneFile Effectively

OneFile is a widely used digital platform for managing and submitting your IBMS Registration Portfolio. IBMS Registration Portfolio V-5 can only be completed using OneFile platform.

🧭 Why Use OneFile?

• Keeps all evidence in one secure location
• Allows tagging of SoPs and modules
• Enables feedback from Training Officers and Verifiers
• Tracks your progress across the portfolio

🖱️ Basic Navigation for Candidates

Action	Where to Go in OneFile
Upload evidence	Click on “+ New Evidence” under your portfolio dashboard
Tag HCPC SoPs	Select relevant SoPs when uploading or editing evidence
Assign to a module	Choose the correct module (e.g. S1:M2 – EDI)
Feedback and comments	Provide justification under feedback and comments section.
Track progress	Use the “Progress” tab to see completed vs. pending tasks

📘 Refer to IBMS OneFile Candidate User Guide for step-by-step screenshots.

📂 Naming and Organising Files

Good Practice	✅ Example
Use clear evidence titles	“Evidence 3 – LIMS and Consent – S1:M4” OR S1M1E3
Indicate which SoPs are covered	Check boxes as appropriate from SoPs list
Attach relevant documents	Screenshots, SOPs, diagrams, anonymised data

⚠️ Common Mistakes to Avoid

🚫 Uploading evidence without tagging SoPs
🚫 Tagging too many SoPs that are not truly demonstrated
🚫 Forgetting to write justification
🚫 Failing to label evidence clearly or linking it to the wrong module

✅ OneFile Quick Tips

• Write your justification before uploading — then paste it in
• Keep a checklist of SoPs to track which ones are complete
• Use “Save as Draft” if your work is not yet ready for review
• Regularly review feedback from your Training Officer and respond promptly

🔍 The Verification and Final Assessment Process

Once you complete your portfolio, it must be assessed to confirm that you have met all the HCPC Standards of Proficiency (SoPs). This happens in two stages: internal verification and external IBMS assessment.

🧑‍💼 Stage 1: Internal Verification

Your Verifier (often your Training Officer or local training lead) will:

• Check that all 10 modules are complete
• Ensure each mandatory and candidate-choice evidence item is included
• Confirm that all SoPs are covered
• Provide feedback and request edits if needed

✅ Only after this review is the portfolio ready for submission to IBMS.

👩‍⚖️ Stage 2: IBMS External Assessment

An IBMS External Assessor will:

• Review your evidence and justifications in detail
• Conduct a professional discussion (usually virtually or on-site)
• Ask questions about how you meet the SoPs in practice
• Confirm whether your portfolio meets the required standard

If successful, you will receive the IBMS Certificate of Competence — the final step before applying to the HCPC.

🚫 Common Reasons for Referral

❌ Issue	💡 How to Avoid It
SoPs not fully covered	Use the SoP Mapping Matrix to track them carefully
Evidence lacks depth or reflection	Use STAR or What/So What/Now What models
Overuse of generic statements	Focus on your role, not what “the lab” does
Missing attachments or anonymisation	Double-check uploads and remove patient identifiers

🧠 Tip from Assessors

“We are not looking for perfection — we are looking for honest, thoughtful, safe practice, and a willingness to reflect and grow.”

🌟 Tips from Successful Trainees

Based on feedback from previous portfolio candidates, assessors, and Training Officers, these tips can help you save time, avoid mistakes, and submit with confidence.

⏳ 1. Start Early — Do Not Wait!

📌 “I thought I had time, but the portfolio took longer than I expected.”

Begin collecting evidence from your first few weeks in training. Simple tasks like SOP readings, observations, and competency logs are valid early evidence.

📋 2. Use a Checklist to Track SoPs and Modules

Print the SoP Mapping Matrix and tick off each SoP as you address it.

✅ Tool	📎 Use It For
SoP Mapping Matrix	Tracking coverage of HCPC standards
Module Descriptor	Understanding what each module asks of you
Training Plan Template	Scheduling evidence and observations

✍️ 3. Be Specific in Your Justifications

Avoid vague comments like “I followed the SOP.” Instead, say:

“I followed SOP Kit insert for urea and electrolytes, recording batch numbers and validating controls. This meets SoP 13.20.”

🪞 4. Reflect Little and Often

Do not wait until the end to reflect. Use short reflection notes:

• After training sessions
• Following errors or improvements
• When learning from others

A monthly CPD log can feed directly into your evidence (especially S1:M1 and S2:M5).

💬 5. Ask for Feedback Regularly

“I kept uploading, but I forgot to request feedback!”

Use OneFile’s feedback request tool — or email your Training Officer — to get timely guidance and avoid having to rewrite large sections at the end. Arrange regular meetings with your Training officer.

📦 6. Use Real Lab Tasks as Evidence

💡 Routine Task	📁 Possible Module
Completing a COSHH risk assessment	S2:M2 – Health and Safety and Wellbeing
Responding to an IQC failure	S2:M3 – Quality
Reflecting on a communication error	S1:M3 – Communication
Presenting at a team huddle	S1:M5 – Professional Relationships

Even simple daily tasks can demonstrate SoPs if you explain your thinking, actions, and learning.

📌 7. Keep it Manageable

Set small, weekly targets. For example:

Week	Goal
Week 1	Complete S1:M1 mandatory evidence draft
Week 2	Write justification and upload with SoPs
Week 3	Request feedback from Training Officer

Break the portfolio into manageable steps to avoid being overwhelmed.

📨 Final Preparation for HCPC Registration

Once you have completed and passed the IBMS Registration Portfolio, the final step is to apply for registration with the Health and Care Professions Council (HCPC) — the regulator for Biomedical Scientists in the UK.

🏁 What Happens After Your Portfolio Is Signed Off?

1. Your internal verifier confirms portfolio completion
2. The IBMS External Assessor approves and signs off your portfolio
3. You are awarded the IBMS Certificate of Competence

📌 This certificate proves that you are safe, competent, and ready to practise as a Biomedical Scientist.

🖥️ Applying to the HCPC

You must then submit an online application to the HCPC via their website:
👉 https://www.hcpc-uk.org

📋 HCPC Application Checklist

✅ IBMS Certificate of Competence (from IBMS)
✅ Degree certificate (accredited or confirmed as equivalent)
✅ Proof of identity (e.g. passport, driving licence)
✅ Character reference
✅ Completed HCPC application form
✅ Payment of registration fee (approx. £120 per year*)

*HCPC fees are subject to change — check their website for latest updates.

⏱️ How Long Does It Take?

The HCPC aims to process most applications within 10–20 working days after receiving all documentation.

Once approved, your name will appear on the HCPC Register under “Biomedical Scientist.”

🎉 You Are Now a Biomedical Scientist!

Once registered, you can:

• Use the protected title: Biomedical Scientist
• Apply for Band 5 roles in the NHS ( unless were already employed as Trainee BMS)
• Start planning for IBMS Specialist Portfolios or postgraduate qualifications