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There are some variations in the process between regional offices.
The current process is prone to error and creates extra work for internal HEE staff to manage.
Doctors in training where the LTFT application is made where full-time training is not practical for well-founded individual reasons. Trainees are required to submit an LTFT application form provided they have discussed with their Training Programme Director / Foundation School Manager / GP Scheme Director.
To begin the process no later than 3 months before the commencement of the post to ensure that all the necessary approvals and funding arrangements are in place before you they begin your their placement.
The doctor in training should complete the LTFT relevant application form and specify which category they are applying under. This should normally be submitted along with any 4 relevant supporting documentation documents (as required) to the Postgraduate Dean or nominated deputy, to ensure the local office receives the application with at least 16 weeks’ notice. This allows time for the application to be processed and at least 12 weeks’ notice to be given to the Trust before the commencement of the proposed changes to working patternspattern.
Problem Statement
In order to improve access to LTFT opportunities as part of work giving doctors in training greater flexibility working lives. The current process across all HEE local offices are perceived inefficient processes and practices for the management of LTFT across HEE; and this provides unequitable and unsatisfactory user experience to the trainees with a lot of delays to all users that interact with the LTFT process.
Assumptions
1. It would be assumed that there is no problem with the current LTFT application process
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There is currently no unified process, and we need to come up with establish an agreed standard process with across all local offices.
We should have understood the current process (as is) from all users that interact with this the current LTFT process.
We also want to identify pinpoint all the pain points that user (Internal HEE staff, PGDiT and TPD) experience.
We should have understood their user needs for the (to be) process.
We should have understood determined whether different specialties have different require distinct forms and processes.
RESEARCH QUESTIONS (LoE)
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Have there been any common issues or complaints raised by PGDiT’s in different region regarding LTFT application process?
Are there any bottlenecks or delay that frequently occur during the application process?
Are there any discrepancies in the application of LTFT guidelines among different offices?
What is the level of applicants satisfaction with the current process, and how is it measured?
Section 3: Addressing PGDiT Needs
What are primary needs and concerns expressed by PGDiT during LTFT application process?
Are there any specific support required for applicants with disabilities or specific circumstances?
Are there any additional resources or information that applicants commonly request during the process?
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What aspects of the LTFT application process should be standardised across all regional offices?
Are there any best practices from all regional offices that could be adopted as part of a unified approach?
What are the potential challenges in achieving standardisation, how can they be addressed.
PGDiT (Primary Users) questions:
What does the LTFT journey look like?When does the
PGDiT
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When and where do you interact with the service?
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How are they communicated? What channels? In what style
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What are the challenges and frustrations PGDiT face on their journey?
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What do you think we can put in place to solve your challenges?
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What are the barriers in completing the LTFT form?
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Where in the process do we need to get the communication right?
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What is important to PGDiT when it comes to communication?
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What has worked well for PGDiT ?
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If we were to digitalize the process, how would you most likely access it?
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If we were to digitalize the process would there be any challenges?
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What is their current experience using TSS in Private beta?
PGDiT (Primary Users) Questions (For review)
Section 1: Background and Motivation
Can Could you please share your reasons for considering or applying for LTFT training? (e.g work-life balance, health reasons, caring for responsibilities)
How did you gather information about LTFT opportunities and guidelines?
How familiar were you with the LTFT application process before starting the application?
How are they communicated? What channels? In what style?
How effective was the communication throughout the LTFT application process?
What are your expectations and hopes regarding LTFT?
Section 2: Current LTFT Application Process
Can Could you describe the LTFT application process from beginning to the end?
What are the challenges and frustrations (PGDiT) faced did you face during the LTFT application journey?
What do you think we can put in place implement to solve address your challenges?
What has worked well for you (PGDiT) during the LTFT application journey?
Were there any areas in the process that you found unclear or confusing?
Section 3: Pain Points and Frustrations
What were the most significant frustrations you faced encountered while applying for LTFT?
Were there any delay or bottlenecks in the process that affected your application?
What are the barriers in identified when completing the LTFT form?
Did you feel adequately supported during the application process? If not, what additional support would have been helpful?
Section 4: Needs and Support
What need needs or accommodations do you believe would have made the LTFT application process smoother for you?
What is import to you (PGDiT) when it comes to communication?
If we were to digitalize the process, how would you most likely access it?
If we were to digitalize the process would there be any challenges?
How can the application process be adapted to better cater to your professional and personal needs?
Are there any specific resources or information you wish were available during the process?
What improvement could be made to the current LTFT application process?
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