Page Comparison

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Trainees have difficulty understanding Deanery and HEE (NHSE) being the same entity.

2

TPD / FTPD / GP Scheme manager are not normally discussing the impacts of LTFT on their training. E.g. impact on their CCT date and pay changes when having their initial discussion

3

A significant proportion of rejections due to trainees submitting applications outside published window. (See above table.)

4

Trainees having to reapply for LTFT following rejections, where they have applied outside HET window.

5

Trainees having to reapply for LTFT where rejection was due to insufficient supporting evidence despite being chased.

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Approval emails are automatically sent to trainees except for Childcare reason where this is sent manually.

7

There is no SLA published to trainees currently in managing their expectations, but only internal to the HEE team on processing applications timeline.

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The only determining factors and national guidelines available are for rejections where either there were insufficient supporting evidence/s for the LTFT category applied under.

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The HET window is a Local Office arrangement and decision to reject applications under respective categories. (See approval processes)

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The negotiation of work pattern not taking place until an approval received from HEE(NHSE).

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There is currently no specific ETA/SLA by Head of Schools / Deputy Deans in providing a decision for an appeal where the application was rejected.

1

Revised CCT end date is asked on the form, however, there are no Local Office resources available to support the trainee apart from the Royal Colleges guidance and calculator. This has to be manually verified before inputting to TIS.

2

Once approved, does it remain for the duration of the programme or until trainee decides to make a change by submitting an application? Until end of prog. Or new request to change. Sometimes it doesn’t get fed down. Which can have implication on their pay if the % is not reflected without paperwork.

3

There is no SLA published to trainee on expectation of dates on outcomes of applications

4

Applications applied too early are rejected and trainees asked to re-apply within application window. E.g. If a child is not born yet and an application is made on the basis of childcare, they are rejected and asked to apply after child birth.

5

Calculation of CCT for GP is done by the Royal Colleges whereas in Specialty they are done by the admins team at ARCP. The reason GP moved to Royal Colleges was because of the amount of errors in calculating the data.

6

TV uses Local and National spreadsheets in order to support the processing of applications. Currently a Local and a National spreadsheet that have to be completed manually. This is an admin burden and prone-to-error practice.

7

TV has documented process with Trainee, Associate Dean and Postgraduate Dean involved in an appeal process, however, in practice no rejection insofar has reached to this stage following rejection.

8

The form is a WORD Doc and can be filled in manually or by using a Computer. It is prone to miss filling in required information. It can also be time-consuming having to print, manually fill, scan and send to NHSE TV.

1

There is usually a number of complaints received from Medical Staffing due to short notice received on applications and time to process those.

2

The current for is in Adobe PDF format and requires a few signatures to be provided electronically. Adobe compatibility makes it difficult to download and open/sign the form. The form would not load on all Adobe versions and not if opened on a browser.

3

There normally should be discussions as early as possible between Trusts, TPDs, Deans and Local Office in general on Post funding, although this is normally happening a bit late in the process therefore adding delay to approving applications.

4

Applications are approved for the whole duration of a training programme for EOE and does not require reapplication at every rotation, however, there are complaints received from Trusts about not receiving applications around August period when trainees rotates.

5

There is a manual process to support trainees in exceptional circumstances (e.g. where trainee has a disability) whereby a Word version of the form is sent to the trainees to be manually filled in, scanned and emailed back to Programme Team who then completes the PDF version on their behalf and sent for processing.

6

Supporting documentation are kept on shared folders and have sync issues sometimes rendering them inaccessible.

7

Programme team tends to receive a number of applications with missing mandatory elements including Signatures and have to be sent back, which delays the process.

8

There are very little to no validations on the form that impacts on the quality of the data received and adds delays to the processing.

9

It is quite often the case where trainees have not re-calculated their new CCT correctly or not aware that it will be impacted by LTFT and there fore submitting with their original CCT rather than an updated one.

1

Given the new policy to extend flexible training, there has been a large number of applications and it has meant that the categories no longer exist. This in turn has made the triaging of applications almost ad-hoc and unmanageable when it comes to prioritising the processing as and when the applications are received based on the reasons. E.g. there is no Local process to prioritise the processing of Childcare/Disability/Health reasons applications over wellbeing ones.

2

It can take significantly more time where applications are submitted with less than 12 weeks notice to process due to approval required from Trust in Y&H process. This may require chasing the Trust who are also operating within their own constraints.

3

Y&H uses Tracker spreadsheets in order to support the processing of applications. Currently a Local and a National spreadsheet that have to be completed manually. This is an admin burden and prone-to-error practice.

4

There isn’t always an opportunity in the Y&H process for trainees to be discussing with the Trust directly regarding their ability to accommodate for LTFT for a rotation, as the trainee may not be at the specific Trust they are going to be rotating yet where they intend to train as LTFT.

5

Y&H has a extensively documented process with Trainee, Associate Dean and Postgraduate Dean involved, preparing cases statements, with timescales made aware to the parties involved. However, in practice, this has not yet happened as there have been no rejections yet.

There is no SLA to process applications neither internally nor published to trainees when an application has been submitted. Trainee doesn’t have an indication of where their application are with the processing and receiving an outcome.

Given the new policy to extend flexible training, there has been a large number of applications and it has meant that the categories no longer exist. This in turn has made the triaging of applications almost ad-hoc when it comes to prioritising the processing as and when the applications are received for specialty. E.g. there is no Local process to prioritise the processing of Childcare/Disability/Health reasons applications over wellbeing ones.

Although the numbers are less for Dental and GP in SWP.

SW uses different forms for 1) Change of percentage 2) New Application 3) Notification of Appeal. All these forms can be difficult to manage when submitted to HEE via emails. When submitted to HEE they go to personal email addresses of Specialty Education Programme managers which can be difficult to triage as to what the purpose of the email was from the trainees.

The role of Education Specialty Programme Managers in HEE is unclear in the approval process. For Caring responsibilities, currently they only rely on the TPD having ticked the box on the form which is an assumption that LTFT will be accommodated by the Employing Trust and therefore is an “approval” by default.

There hasn’t been any rejections and unclear on the implementation of this part of the process. No real guidance on approval responsibilities and process.

SW has a documented process with Trainee, Associate Dean and Postgraduate Dean involved, preparing cases statements, with timescales made aware to the parties involved. However, in practice, this has not yet happened as there have been no rejections yet.

For specialty and Dental, there is no monitoring of applications through reports. GP only, uses a tracker spreadsheet.

There is no tangible data on the number of applications received apart from referring to TIS.

There is a gap between Trainee and Trust and Trainee and HEE in the application process in the sense that application may have been submitted (e.g. for Disability) where supporting evidences are still being awaited for but the trainee has already started in the Trust as LTFT and NHS SW becoming aware of this until later. What constitutes an approval, isn’t defined.

An LTFT trainee may have more ARCPs than a full time doctor in training. It becomes a challenge in specialty school in deciding on the progression date/point.

1

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

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

3

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

4

Quite a number of forms to complete in this process

5

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

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

7

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

8

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

9

Application window exceeds 2 weeks

10

CCT date not mention in application

11

Complex appeal process

1

LTFT can’t be controlled by the LO as Trainee can apply anytime. TPD can only Advise Gold Guide states ‘Well founded reasons’

2

The process of discussion with Trust not very clear 

3

Some Trainees applies without discussion with TPD/ES

4

The fields are all mandatory but trainee can type in anything to progress the form. So programme still need to check after submission and request more information via email

5

No dedicated team for LTFT. Just the programme team

6

No process for Appeal yet but the TPD should be responsible here not the programme

7

Issue with form around submission on time or late submission; Progressive submission. Still allows submission with missing field

1

They can still put their application through without discussing with the TPD and the trainee tick the box in the form that they have spoken to the TPD

2

Please note at this time it is not possible to save a form in progress and return to it at a later time.

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