Practical Tips for Recording Learning: Have you prepared for the HCPC audit cycle?
For many therapists, The Health Care and Professions Council (HCPC) audit cycle can feel daunting. The requirement to demonstrate evidence of continuing professional development (CPD) isn’t just about compliance; it’s an opportunity to showcase your professional growth and the impact of your learning on your practice and service users.
Sarah Doyle, Therapist Network Director said,
"As a regulated health care professional myself, I’ve been selected for HCPC audit twice. What initially felt like a nerve-wracking process actually turned out to be a great opportunity to pause and reflect on my professional journey. Pulling my portfolio together made me realise just how much I had achieved over the previous two years—things I wouldn’t have fully appreciated without the structure of the audit process."
The key to a smoother audit process lies in consistent, practical recording of your learning and if you haven’t been selected this year, now is a great time to prepare for the next one.
Here are some tips to help you get prepared:
1. Shift Your Mindset About CPD
CPD isn’t limited to courses or conferences. Everyday activities count—reading journal articles, shadowing a colleague, trialling a new piece of equipment, or reflecting after a challenging case discussion. If it has shaped your knowledge, skills, or practice, it can be recorded as CPD. Tip: Keep a running list of “informal learning moments” to capture things you might otherwise overlook.
2. Choose a Simple Recording System
You don’t need an elaborate system to track CPD. What matters is consistency.
• Digital journals (e.g. OneNote, Google Docs) allow you to log reflections on the go.
• Dedicated resources such as the RCOT CPD portfolio.
• Paper notebooks or diaries
Tip: Pick one system and stick with it. Try not to have your CPD notes across multiple platforms, or you’ll risk losing track.
3. Link Learning to Practice
The HCPC is interested in how CPD impacts your practice and service users, not just what you did. Each entry should ideally show:
• What you did (the activity)
• What you learned (knowledge/skills gained)
• How you applied it (change in practice)
• Impact (benefit for service users/colleagues/service)
4. Build Reflection Into Your Routine
Reflection often feels like the hardest part, but it becomes easier when it’s a habit.
• After a meeting, supervision session, or training, take 5 minutes to jot down key takeaways.
• Use frameworks like Gibbs’ Reflective Cycle or What? So What? Now What? to structure your notes.
Tip: Block a recurring 10-minute slot in your calendar (e.g., Friday afternoon) for CPD reflection.
5. Keep Evidence Organised
Not every CPD activity requires a certificate, but evidence is useful for demonstrating breadth and depth. The Royal College of Occupational Therapists have helpful digital tools. Examples include:
• Certificates of attendance
• Notes from journal clubs
• Emails confirming training sessions
• Annotated journal articles
• Screenshots of online learning completion
• Personal reflection notes
Tip: Store digital evidence in one clearly labelled folder (e.g., “CPD Evidence 2025”), linked to your log.
6. Review and Map Against HCPC Standards
The HCPC requires you to demonstrate that your CPD:
• Is a mixture of learning activities
• Contributes to quality of practice and service delivery,
• Benefits service users, and has been recorded.
Tip: Periodically check your log against the HCPC standards—this will make writing your audit profile much easier.
Think of CPD recording as building a story of your growth as an OT, not just for the HCPC, but for your own professional identity. With a simple system, regular reflection, and a focus on impact, your CPD record will demonstrate the value you bring to your clients, teams, and the profession. For more information visit the HCPC website here
