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

Post Approval Confirmation - Reduced Full Time

Dear Dr

Re: Less Than Full Time Training

I am writing to confirm your completed E-Post Approval form has now been received to confirm your Less Than Full Time Training in a reduced full time XX% WTE post commencing XXXXXX and finishing XXXXXX.

Please note you are required to complete a new Post Approval form every time you move Trusts or change your working hours or slot share partner. This will ensure your training hours are recognised and you receive the correct pay. You can request a new form from the LTFT Team (ltft.nw@hee.nhs.uk).

If you have any queries regarding your Post Approval form please do not hesitate to contact me.

Yours sincerely

[name]

LTFT Administrator

Post Approval Confirmation - Slot Share

Dear Dr

Re: Less Than Full Time Training I am writing to confirm your completed E-Post Approval form has been received at the Deanery to confirm your Less Than Full Time Training in a 60% slot share post with XXXXXXX commencing XXXXXXXXX and finishing XXXXXXX.

Please note you are required to complete a new Post Approval

Rejection (insufficient evidence)

Rejection – application not made within window

Rejection- include appeal procedureform every time you move Trusts or change your working hours or slot share partner. This will ensure your training hours are recognised and you receive the correct pay. You can request a new form from the LTFT Team (ltft.nw@hee.nhs.uk).

If you have any queries regarding your Post Approval form please do not hesitate to contact me.

Yours sincerely

[name]

LTFT Administrator

Post Approval Confirmation - Supernumerary

Dear Dr

Re: Less Than Full Time Training

I am writing to confirm your completed E-Post Approval form has been received at the Deanery to confirm your Less Than Full Time Training in a 60% supernumerary post that commenced on XXXX and finishes XXXX.

Please note you are required to complete a new Post Approval form every time you move Trusts or change your working hours or slot share partner. This will ensure your training hours are recognised and you receive the correct pay. You can request a new form from the LTFT Team (ltft.nw@hee.nhs.uk).

If you have any queries regarding your Post Approval form please do not hesitate to contact me.

Yours sincerely

[name]

LTFT Administrator

LTFT Confirmation -

Dear Dr Re:

Less Than Full Time Training Further to your recent application for Less than Full Time Training.

Please find attached the accompanying Post Approval form which must be completed in full and returned to ltft.nw@hee.nhs.uk before you start in post. Failure to do so may result in a delay in your start and you may be required to work full time until the necessary arrangements have been made. There may also be financial repercussions.

If you are a GP ST3 or in a GP Practice (this includes ITPs and GP+ posts), please go to the following website to obtain the correct forms http://www.nwpgmd.nhs.uk/policies-guidance

The LTFT placement will only start on rotation dates, and you will be expected to remain LTFT for the full duration of each rotation (unless there are exceptional circumstances). The arrangement process can take up to three months to complete so please ensure you allow sufficient time to complete the process.

In order to ensure adequate support is available to LTFT trainees we now have LTFT Training Champions based at each Trust. The list of LTFT training champions, and further information can be found on our website at http://www.nwpgmd.nhs.uk/content/less-full-time-training

HEE will share relevant data with ‘Trust Champions’ The sharing of this data is within HEE’s legitimate interests as a public authority. To discuss your rights under GDPR or DPA 2018, please contact information.governance@hee.nhs.uk

Yours sincerely

[name]

LTFT Administrator