February 

22/09/2023 - 06/10/2023

17/10/2023

18/10/2023

24/10/2023

March

23/10/2023 - 06/11/2023

10/11/2023

17/11/2023

17/11/2023

April

20/11/2023 - 04/12/2023

21/11/2023

19/12/2023

28/11/2023

May

19/12/2023 - 02/01/2024

09/01/2024

18/01/2024

16/01/2024

June

22/01/2024 - 05/02/2024

13/02/2024

16/02/2024

20/02/2024

July

19/02/2024 - 04/03/2024

12/03/2024

18/03/2024

19/03/2024

August

11/03/2024-25/03/2024

03/04/2024

17/04/2024

10/04/2024

September

19/04/2024 - 03/05/2024

17/05/2024

20/05/2024

24/05/2024

October

20/05/2024 - 03/06/2024

14/06/2024

17/06/2024

18/06/2024

November

21/06/2024 - 05/07/2024

17/07/2024

18/07/2024

23/07/2024

December

22/07/2024 - 05/08/2024

16/08/2024

19/08/2024

20/08/2024

Postgraduate Doctor in Training

The applicant for LTFT

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. 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’

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

1

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.

6

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.

8

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.

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

9

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

10

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.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 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.

• Welfare and wellbeing

• Unique opportunities

• Religious commitment

• Non-medical development

• Flexibility for training and career development

Image Removed

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,

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 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 - 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