PMCV’s Allocation and Placement Service matches candidates and health services

– for prevocational, vocational and, nursing and midwifery positions throughout Victoria

Securing a training position is exciting and PMCV is proud to play a part in coordinating centralised recruitment and training positions in the Victorian healthcare system.

PMCV administers the Allocation and Placement Service to Victorian health services that offer Intern, Hospital Medical Officer (HMO), Basic Physician Training (BPT), Advanced Training (AT) and Registrar, Graduate Nursing and Graduate Midwifery positions, and to candidates applying for these posts.

This process is conducted at the request of the Victorian Department of Health.

How the APS works

The Allocation & Placement Service is designed to be impartial and transparent. It’s a purely mathematical process that seeks to match the preferences of both Candidates and Health Services.

The actual selection and ranking of Candidates is the sole responsibility of the employing Health Service concerned.

The PMCV cannot assist Candidates in selecting training programs, positions or specialties; the Council simply administers the mechanism for matching Candidates to Health Services according to the preferences expressed by both.

Read the full APS Guide

The Allocation and Placement Service (APS) makes registration easier, with mobile-friendly pages and simple online forms specific to each individual Match type.

Registration of your user account and Match is simple with the APS online tool. With this system, you simple use your email address as your login, and create a secure password. You can then use this account to register for your Match, and even use the same login for subsequent years if you use the PMCV allocations process in future.

To create your account, you’ll be asked to select your role type (Doctor / Nursing & Midwifery Student / Medical Student) this will determine which Matches you will have access to. After creating your login and password, you will be taken to the candidate dashboard, with the Matches filtered on currently open matches in your role type. You can always change your role filter using the drop down menu.

Some of the Matches may include pre-screening questions, in order to make sure you are fully eligible for this Match type. Once you choose your Match type, you will be taken through a step-by-step process to complete your Match application.

Once they have registered and the Match is open, candidates can begin the Match application process and preference the health services they would like to work at.

Whilst applying for the Match there will be a visual checklist of the steps you need to undertake to complete your application including submitting your declaration, nominating your referees, and providing supporting documents. Temporary residents and Visa holders will need to complete additional steps.

Candidates will also need to nominate the health service positions they wish to be considered for, in order of their preference.

The ‘Your Preferences’ section shows the amount of preferences you are able to add, which depends on the Match type. As you add your preferences, these will be displayed in this section, allowing you to reorder or remove them. Note that each Match has a schedule of dates which have certain cut offs. For example, in many Matches, candidates can add new preferences up to a certain date, after which they are only able to reorder (but not add new ones).

Remember the only way that you can give yourself the best change of getting matched with your first preference is by listing it first.

The second section displays all the health service streams for your Match. The streams represent each role type included in the Match, such as “Aged Care in a Graduate Nursing Midwifery Program, or “HMO-2 Surgical” in the HMO/BPT1/BPT2 Match. The health service offering this stream is also shown, and you can find out more about each stream’s application requirements by visiting the Health Service Directory.

Once the time to preference has closed, health services can view, assess, and rank applicants for employment. When health service rankings have been submitted, the matching process begins.

The matching algorithm is an impartial and transparent mathematical process that allocates candidates to the best available health service positions based on the preferences expressed by both candidates and health services.

Health services only have candidates removed from their preference lists when a permanent match has been made to a position which was the higher preference of that candidate. A candidate will be appointed to the highest available position/health service on their preference list, if the health service has ranked that candidate such that the candidate appears within the quota boundary of the health service at any time during the matching procedure.

The matching process starts by looking at the first health service on the preference list of each candidate and making a Match if the candidate appears within the quota boundary of the ranking list of that health service. When a candidate is appointed to their first preference position, this is a permanent Match, they are then removed from all other health services’ ranking lists and, if the candidate was within the health service’s quota boundary, this boundary is moved down by one to include the next ranked candidate on their list. After all the appointments possible have been made when considering the first preference only of each candidate, the next pass considers candidates’ second preferences – and so on. If any Match is made that is not to a candidate’s first preference, it is considered to be a temporary Match; in this case the candidate is only removed from the lists of those health services that are of lower preference on the candidate’s list, and again a quota boundary adjustment is made if necessary.

Therefore, on each pass through the matching procedure, quotas for some health services may be partially or wholly filled, and other health service quota boundaries may have to be extended. Similarly, candidates may achieve a permanent Match, and no longer have to be considered, or obtain a temporary Match but remain on their higher preference health services’ ranking lists. Hence a more desired health service position is still possible should it become available, due to a quota boundary extension, later in the procedure.

The matching process continues until all health service quotas have been filled, or all of the candidates’ preference lists have been processed down to their lowest preference position and no further appointments can be made. At the conclusion of the matching process all the remaining temporary Matches are now considered as permanent appointments.

The Service is conducted strictly and solely in accordance with the Code of Conduct that can be accessed on each Match page.

Selection and ranking of candidates

The actual selection and ranking of candidates is the sole responsibility of the employing health service concerned. PMCV cannot assist candidates in selecting programs or specialties; the Council simply administers the mechanism for matching candidates to health services according to the preferences expressed by both.