This page outlines the data that have been collected from North West Local Offices and validated at a workshop (17th 31st of October 2023) to map their as-is business processes for Less Than Full Time Training.
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Application Windows 2022 - 2024 for London and KSS
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Application Windows for North West
Rotations are February, July and August each year
LTFT will commence only at rotation points – unless an unexpected reason is identified during a placement for example health, carer, parental leave, this includes changes in any percentage in LTFT training.
Should a Postgraduate Doctor/ Learner in training submit an application for LTFT under the ‘Welfare & Wellbeing’ category this will be via two windows mid-March to mid April for August rotation start and mid- September to mid-October for February rotation start each year. This is a local process agreed with the trust not national process
All applications are submitted online via PGMDE Support Portal.
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Rotation Month
LTFT
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Head of School Sign off
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HET Confirmation to Trainee Deadline
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TPD Grid Deadline
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February
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22/09/2023 - 06/10/2023
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17/10/2023
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18/10/2023
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24/10/2023
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March
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23/10/2023 - 06/11/2023
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10/11/2023
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17/11/2023
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17/11/2023
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April
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20/11/2023 - 04/12/2023
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21/11/2023
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19/12/2023
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28/11/2023
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May
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19/12/2023 - 02/01/2024
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09/01/2024
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18/01/2024
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16/01/2024
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June
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22/01/2024 - 05/02/2024
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13/02/2024
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16/02/2024
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20/02/2024
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July
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19/02/2024 - 04/03/2024
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12/03/2024
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18/03/2024
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19/03/2024
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August
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11/03/2024-25/03/2024
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03/04/2024
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17/04/2024
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10/04/2024
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September
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19/04/2024 - 03/05/2024
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17/05/2024
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20/05/2024
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24/05/2024
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October
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20/05/2024 - 03/06/2024
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14/06/2024
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17/06/2024
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18/06/2024
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November
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21/06/2024 - 05/07/2024
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17/07/2024
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18/07/2024
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23/07/2024
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December
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22/07/2024 - 05/08/2024
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16/08/2024
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19/08/2024
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20/08/2024
LTFT Categories
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Category
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Circumstance
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Supporting documentation
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Category 1
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Disability/ill health
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A letter from GP/ Occupational Health Consultant/ Medical Specialist which includes:
Nature of disability/health requirements for LTFT Training
It must be on letter-header paper or be from an official email address which can be validated. The letter should be dated within the past 3 months.
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Responsibility for caring for children
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Trainee to confirm the anticipated or actual date of birth of their youngest child on the online application form. (No need to continue to re-apply upon each period of maternity leave, eligibility is automatic until their youngest child is 18 years old
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Responsibility for caring for ill/disabled partner, relative or other dependent
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A letter from their GP or Medical Specialist involved in the care of their partner / relative / dependent which includes:
Level of care anticipated that they will need to provide
It must be on letter-header paper or be from an official email address which can be validated, dated within the last three months.
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Category 2
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All circumstances (Other)
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Free text boxes on the online application form detailing the nature of request. They can attach letters of support and job descriptions to the application form should they wish to.
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Non-medical professional development
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Unique Opportunities for own personal/professional development
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Religious commitment
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Category 3
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Welfare and wellbeing
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Categories
From December 2022 Categories 1,2 and 3 are no longer in use.
The following are the eligibility categories in use: This is the National SOP (Standard Operation Procedure)
Disability / Ill Health
Caring Responsibilities
Welfare and Wellbeing
Unique Opportunities
Religious Commitment
Non-Medical Development
Career Development
As-Is Processes
In trying to map the LTFT end-to-end process we came up with 4 main stages in the order in which they would occur namely:
Pre-application Stage: Lead employer is 12 week Notice but 16 weeks or earlieris advertised, where a trainee discusses with their TPD / Foundation TPD / GP Scheme manager and “in principle” a post is agreed in order for them to apply to train as LTFT.
LTFT Application Stage: With at least 16 weeks notice given and application submitted to HEE
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Trainee Commencing their training on LTFT basis
As-Is end-to-end LTFT process for
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North West
CCT date Calculation
Some schools, the Royal college does it
But for most schools, it is the Admin Team - The programme support Manager and the Coordinator.
There is a template in NW which they are going to send us.
As-Is Approval Process for LTFT applications under Category
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As-Is Approval Process for LTFT applications under Category 2 & 3
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Application Numbers Feb 2022 to Aug 2023
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Pain Points in the process
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Email Template | Body / Content |
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Approval | Dear Dr XXXX, I’m pleased to inform you that your application has been approved to train at (Percentage) from (start date). Your trust will be notified of your request to train LTFT via the trust portal. This will inform them of your placement and the number of sessions you are working at. You no longer need to submit a LTFT form upon each rotation, only if you wish to inform us of a change. The workforce team will also notify your Training Programme Director that you have been approved to train LTFT. Your tentative CCT date is XXXX and this will be ratified at your next ARCP. Ensure that you have read the LTFT applicant guide and the frequently asked questions as these should address the majority of LTFT queries. If you wish to submit an enquiry, please do so by clicking into any of the LTFT FAQs and submitting an enquiry. We aim to respond to all enquiries within 5 working days. Please note that Heath Education London and the South East is not an employer. Any issues you have with how your pay is calculated as a LTFT trainee should be submitted to the medical staffing department of your employing trust. |
Rejection (insufficient evidence) | Dear Dr XXXX, Thank you for submitting your application to train at Less Than Full Time. Unfortunately you have not provided the supporting evidence with your request, and without this we are unable to proceed with your application. Therefore on this occasion we have had to close your application down. A reminder that if you apply under caring responsibilities, health or disability you must supply a letter of support, dated within the last 3 months, from your GP or Occupational Medicine at your current Trust, recommending that you train at LTFT. Please submit a new application with the evidence requested and we will proceed with your request. If we do not receive a new LTFT application from you with the evidence required, we will assume you no longer wish to train LTFT. Kind regards, |
Rejection – application not made within window | Dear Dr XXXX, Thank you for submitting your application to train at Less Than Full Time. All applications made under the criteria listed below, must be made within the LTFT Application Windows so your application has been rejected at this time. A reminder that these windows are according to the month/s you rotate.
 If you wish to reapply please resubmit your application during the appropriate date range above. |
Rejection- include appeal procedure | Dear Dr NAME, Thank you for submitting your application to train at Less Than Full Time. Unfortunately your application has been rejected for the following reasons XXXXX If you wish to appeal this decision please submit a ticket via the portal outlining your reasons why and this will be revied by your Head of School. Kind regards, |
List of Forms used by the trainees in the LTFT Process
The Return to Full Time Training Form: LTFT Postgraduate Doctors/Learners in training who wish to return to full-time training complete the form. It is sent to Lead Employer when completed so that salary can be adjusted accordingly. It is part of the pack sent to the trainee.
Post Reference Form- Each of the specialty School send Post reference form to all their training to complete. Trainee fill in 3 post they want to go into
Approval Form -
E-Form - Form to assess Trainee eligibility for LTFT which is assessed and approved by the associate dean.
Eligibility Form- E-form is not signed. The form is an agreement form between the trainee and the LTFT Admin which can be sent to the TPD
Documents
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