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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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.
LTFT Categories
From December 2022 Categories 1,2 and 3 are no longer in use.
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As-Is end-to-end LTFT process for North West
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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
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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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Email Template | Body / Content |
|---|---|
Approval | |
Rejection (insufficient evidence) | |
Rejection – application not made within window | |
Rejection- include appeal procedure |
List of Forms used by the trainees in the LTFT Process and documents
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
Updated LTFT Policy. Updated 10/03/2023 https://www.nwpgmd.nhs.uk/sites/default/files/LTFTT Policy updated 10032023 FINAL.pdf