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Attendees:

  • Gwilym Williams (EM Programmes Co-ordinator)

  • Darren Kemp (EM Assessments, Appeals & Revalidation Officer)

  • Alistair Pringle

  • James Harris

  • Sebastian Kwok

  • Ade Adekoya

Any support in place for trainees?

  • Yes, emails goes into generic inbox before they are passed to different teams

  • New starter comms contains a list of email addresses for trainees to contact (table below)

Inboxes: (7-8 inboxes)

  • Foundation - sign off and Horus issues

  • Responsible officer Officer - training in difficulty

  • Assessment

  • Reval etc

Who check the inboxes and filter?

  • Everyone is responsible and If email not for team like programme - they forward to programmetrainees in difficulty

Query type

Team

Email

Placements and LTFT

Programmes

specialtyprogrammes.em@hee.nhs.uk

Out of Programme

Programmes

oop.em@hee.nhs.uk

Inter-Deanery Transfer

Programmes

idt.em@hee.nhs.uk

ARCPs and ePortfolio*

Assessments and Revalidation

assessments.em@hee.nhs.uk

Revalidation*

Assessments and Revalidation

revalidation.em@hee.nhs.uk

Curriculum Study Leave

Faculty Support

CSL.EM@hee.nhs.uk

Course Manager

Faculty Support

ESD.EM@hee.nhs.uk

* generic inbox that is divided into different speciality folders.

Who checks the inboxes and filters?

  • Normally officers check, but ultimately everyone is responsible

  • Admins assigned certain specialties within the inbox

  • If email sent to incorrect team it will be forwarded on to the right one

  • If trainee copies in multiple teams, the appropriate team would “reply all” so the other teams know that the query has been dealt with

  • Normally obvious which team is responsible for the email

  • Dedicated Leave Manager Team (Faculty Support). This is only 2 people. Affects placements so lots of liaising with the Programmes Team

How many queries on placement?

  • Quite a lot in August placement . - Itit's manageable though

  • Usually not many placement queries

Any dedicated Team for placement:  Yes

Form R

  • FORM R - receive via reval inbox with attachment. they send form R when ARCP  closer.

  • Generic Inbox - reval inbox then splits into specialties

  • Save form R on individual specialty inbox folderLO sends trainees Form R attachment to complete when notifying them of their ARCP via the reval inbox

  • Reval inbox is a generic Inbox that is divided into specialty folders

  • Admins manually sort to correct folder and individually respond. Also save Form R in relevant folder and TIS

  • 5-10 canned responses for common issues - e.g. Form R is blank, Form R is incomplete etc.

  • Initial Form R for new starters is sent by Programmes team, subsequent ones by the Reval team

Is it the same for Dentist &PH? Yes

Any document for your FAQ?

Do you do have any KPIKPIs? Any system or process to measure this?

  • There is for ARCP but it is more of outcomes rather than a process.

  • Standard CoP deadlines

Any plan plans to improve your current system?

  • Keep current until TIS comes up with the clean up. ...

  • GW had previously reduced the number of inboxes

Document ro to receive from them:

  • Request for their documented flow.

  • FAQ guide for Form R

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