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This page outlines the data that have been collected from North West Local Offices and validated at a workshop (31st of October 2023) to map their as-is business processes for Less Than Full Time Training.

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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:

  1. Pre-application Stage: Lead employer is 12 week Notice but 16 weeks is 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.Completion of ‘Post Reference Form from the specialty school for trainee to fill in 3 post they want to go into. Trainee then discuss with LTFT Training Advisor/Training Programme Director (TPD) for approval 'In Principle’. With at least 16 weeks notice given

  2. LTFT Application Stage: With at least 16 weeks notice given and application submitted to HEE

3.1 Post approval - Negotiation of Working pattern and agreeing start date : Work Pattern, payroll changes and Start date agreement negotiation with Trust stage, following approval of their application, typically around 8 weeks prior to commencing LTFT

3.2 Appeals: Appealing the decision stage, where their application was rejected, typically 8 weeks before commencing

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Actor

Postgraduate Doctor in Training

The applicant for LTFT

LTFT Training Advisor

Training Programme Director (TPD)

  1. First point of contact for trainee on LTFT and give Trainee the approval to complete Eligibility Form 3 months prior to commencement of LTFT

  2. Give Trainee ‘Agreement in Principle’

  3. Engage with Trust LTFT Training and Medical staffing on Trainee Rotation planning, capacity planning and Post Funding

  4. Sign a section of the E-Form

LTFT Training Advisor

  1. irst point of contact for trainee on LTFT and give Trainee the approval to complete Eligibility Form 3 months prior to commencement of LTFT

  2. Give Trainee ‘Agreement in Principle’

Trust LTFT Training Champion

  1. Engage with trainee on Rotation/Placement, Funding etc

  2. Engage with TPD and Medical staffing on Trainee Rotation planning, capacity planning and Post Funding

  3. Sign a section of the E-Form

Associate Dean

  1. Review/Approves the Eligibility form

  2. Send eligibility decisions/comms. to trainee and trust/lead employer and LTFT Admin

Medical Staffing

Engage with Trust LTFT Training and TPD on Trainee Rotation planning, capacity planning and Post Funding and trainee start date

Rota Coordinator

Agree Rota pattern with Trainee

Lead Employer

Confirm post , CCT date and salary/pay

Education Supervisor

Confirm acceptance of Trainee LTFTT placement

Seek approval from Clinical Director, Medical staffing and finance departments

HEE LTFT Amin

Manage training LTFT application and Appeal process and documents

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No.

Pain Point / Area to improve

Comment

1

There is no definite/defined process of Communication of HEE and Trust around Trainee Rotation planning, capacity planning and Post Funding.

Pre-application process

2

Some Trainees do not come to HEE LTFT Admin for guidance on LTFT process but go through the school or Lead employer who THEN contact HEE LO

Pre-application process

3

Some Trainees do not check website for information around LTFT but prefer to speak to colleagues, school or the LO

Pre-application process

4

Quite a number of forms to complete in this process

Application Process

  1. he Return to Full Time Training Form

  2. Post Reference Form

  3. Approval Form -

  4. E-Form

  5. Eligibility Form-

5

Only the eligibility form is submitted online but all other forms are paper form and submitted via email

Application Process

6

Storage is something they need to look at. They have subfolders and spreadsheet to manage. It also go to TIS document section. Retention guideline is 6 years

Application Process

7

About 5% of trainee do not respond to emails in a timely manner

Application Process

Delays in response to emails from trainees. LO uses TIS email

8

Difficult to say what has really worked well in their process

Application Process

Process of comms not good enough. Trainee don’t do things in the right order. This is where study leave can help

9

Challenges of requesting for documentation because of confidentiality. The element of trust comes in. No clear rule in SOP

Application Process

10

Application window exceeds 2 weeks

Application Process

11

CCT date not mention in application

12

Complex appeal process

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  1. 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.

  2. 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

  3. Approval Form -

  4. E-Form - Form to assess Trainee eligibility for LTFT which is assessed and approved by the associate dean.

  5. 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

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