9 February 2017
Introductory
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Briefing note & Discussion guide
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Aims
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- To introduce the TIS programme
- Understand current channels and processes for routine communication and exchange of information
- Elicit user needs for a new trainee portal
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Discussion guide
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- Introduction to TIS - a brief overview to explain the aims and scope of the programme and the methodology:
- Emphasise that the trainee is at the centre of the system - this is about creating tools and services that help HEE colleagues to deliver training and related services effectively
- New way of developing services: user centred design and Agile project - delivering what users need and want, fast cycle prototyping, "test and learn and test again"
- Progress to date - Revalidation, now moving on to Assessments, and key focus now is developing a tool to support trainee communications and exchange of information
- Scope of TIS assessments vs. ePortfolio - clarification of what happens in which system, and vision for developing links between the two (we should spend some time on this, as trainees may be concerned that this will increase their workload or duplicate ePortfolio)
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Big Picture
Assessments prototype (brief look?)
ePortfolio/TIS relationship diagram (Alison/Andy to develop)
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2. Current processes and channels
- Discussion about how trainees currently exchange information with HEE - draw out examples with Form R as a starting point.
- Are there any examples of really good comms/info exchange?
- Examples of things that don't work as well?
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May use workshop exercise for this section - to discuss depending on numbers expected and room facilities
Whiteboard/Post its
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3. Trainee Portal - incremental development, ideas so far
- What's their general impression/feelings about this as a concept
- What would they like to see delivered in this way
- Are they more likely to use desktop or mobile - or both? When and where would they use it
- Examples of other tools and channels they particularly like - professional tools or off duty apps and services
- What challenges are we likely to face in developing/introducing a trainee portal?
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Mobile prototype
May use workshop exercise for this section - to discuss depending on numbers expected and room facilities
Whiteboard/Post its
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4. Next steps
- What we will do with their feedback
- Developing user stories, using these to inform service design and prototypes
- Working with SMLs
- Further testing with other trainees
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Outputs:
Meeting attended by 9 trainees from different training years and specialties (see minutes attached below). Session was limited by time constraints - less than 30 minutes for discussion/workshop. AP & JW attended the rest of the meeting and picked up a number of issues where TIS/Trainee Portfolio might offer solutions.
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Outputs
Meeting attended by 9 trainees from different training years and specialties (see minutes attached below). Session was limited by time constraints - less than 30 minutes for discussion/workshop. AP & JW attended the rest of the meeting and picked up a number of issues where TIS/Trainee Portfolio might offer solutions (although was not the focus of the discussion at that point). These are listed below.
Issues/opportunities raised (not in connection with TIS/Trainee portal) | Who |
|---|---|
| Equalities & Diversity coordinator - looking for a direct way of contacting trainees - current solutions include Schools' Twitter feeds | NE-T |
| Travel and subsistence payments - this will be promoted by LET via email to all trainees | NE-T |
| Online study leave applications - this is being looked at nationally according to LET. Paper form included opportunity to provide feedback on the course - useful feature should be maintained (Chair) | NE-T |
| Policies and requirements on additional hours, study leave - hard to find. Can Host Trusts publish this on their websites? | NE-T |
| GMC Trainee Survey - not mandatory but 'Non-respondent' lists sent to Trusts chase up. Comments on patient safety & bullying fed back to trusts who have to follow up | NE-T |
| Trainee data - need to collate when get link to survey e.g. level of training (on 'census date'?) | NE-T |
| Project to demonstrate positive contribution Schools are making to training - Louise Southern. GMC review is making local teams justify their value. No longer have positive comments box on GMC survey - only field for issues ("now can only whinge"). Need to document/demonstrate value of training support | NE-T |
| "Deanery" encouraging use of social media - careful but supportive | NE-T |
| TPDs managing rotations - about tackling to trainees and finding out what is most appropriate for them - not just a secretary sitting in a room and putting people in boxes | NE-T |
| Colleague communications - way of trainee reps communicating with their colleagues and feeling they have the support to do so. Don't currently do it very well cross-specialty - e.g. would like a way of contacting all LTFT trainees across all specialties | NE-T |
| Communication to reps - some use WhatsApp etc. Lots of schools have Facebook pages (for 'private' comms) | NE-T |
| Hard to know who to contact about what - would be useful to publish list of SPCs - should have a "meet the team" section on websites | NE-T |
| LET contact details not up to date on website | NE-T |
| Difficult to know who to contact about what at training trust e.g. expenses | NE-T |
| Multiple emails about events/training (FAST training booking on website) and other notifications by email | NE-T |
| Study leave & budgets - clarity on rules and how to apply | NE-T |
Exercise
Trainees and HEE/LET in attendance were asked to identify key areas of communications, integration, process etc with HEE that they would like to:
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This was a post-it note exercise - outputs below (NB- yellow post-its from trainees, purpose from others at the meeting - LET, Chair & Programme Support)
Stick | Who |
|---|---|
| RCGP ePortfolio is fairly comprehensive including assessments and ARCP so would not want this replaced | NE-T |
| Regional and micro-regional control - I worry about HEE drive for homogenous loss of identity | NE-T |
| Don't want to be "one of 50k" | |
| Please don't change ePortfolio again! | NE-T |
| Retain separation of Colleges and HEE | NE-T |
| Incorporate local social media info accounts | NE-T |
| Confidentiality of trainee info (i.e. who has access to what) | NE-T |
| Local TPD/placement management - with opportunity for discussion | NE-T |
| Like receiving rotational information locally | NE-T |
| Retain face-to-face contact | NE-T |
| Maintain local website | NE-T |
Keep face-to-face:
| NE-T |
| Maintain local contacts from LET | NE-T |
| Keep ePortfolios via College website | NE-T |
| Curriculum placements/management to be kept at a local level | NE-T |
| Maintain communication with school/TPD with local admin involvement | NE-T |
| Maintain local points of contact - KEEP Trainee committee, local meetings | NE-T |
| Anonymity of GMC survey - i.e. internet link rather than being linked to your personal account. Important for sensitive/whistleblowing | NE-T |
| Keep ePortfolio as separate | NE-T |
| Will this ultimately just be a duplication? Until all schools use the same ePortfolios, the same information e.g ALS certificates, DBS, ARCP will need to be uploaded on both an 'evidence' for fulfilling curriculum needs and HR requirements | NE-T |
| Interface with ESR | NE-LET |
Fix |
Other
Who
Who | |
|---|---|
| Make it user-friendly for "older" users - don't want to have to take consultants through it | |
| Requesting study leave should be linked in - so that 'approvers' can access an e-link rather than signing a carbon copy that I have to take to consecutive offices (and pre-populated with my details) | NE-T |
| HR / CRB | NE-T |
| Filling in annual paper Form R | NE-T |
| GMC Survey | NE-T |
| Multiple passwords - difficulty logging in (can we have fingerprint sign-in?) | NE-T |
| Software that is not user friendly / needs explaining to consultants | NE-T |
| Repetitive nature of ARCP process - form filling | NE-T |
| Form R online | NE-T |
| GMC survey through portal | NE-T |
| Wifi access at work | NE-T |
| Online rotas - linked to messages to people on the rota to request swaps | NE-T |
| Ability to port CRB between Trusts | NE-T |
| Study leave - nine forms pre-populated for mandatory courses | NE-T |
| GMC survey online through portal | NE-T |
| Educational events e.g. conferences and ARCP/PYA - publish dates in advance | NE-T |
| Portal used to ensure deadlines kept by schools - Placements | NE-T |
| Links between smaller specialties in other regions - improve delivery of teaching to small numbers of people | NE-T |
| Improved organisation and up the speed of dissemination of information | NE-T |
Transparency of info - e.g:
| NE-T |
| Having to print off forms/fill in and send off (e.g. Form R) or having to scan things in e.g. ALS certificates, process of completing GMC | NE-T |
| Having to manually fill in al the training days we attend when the data is also collected on paper in various ways | NE-T |
| Pre-populate all forms with my info please! e.g. approvals, requesting leave | NE-T |
| Ways to contact other trainees by specialty/area/Trust | NE-T |
| Form R online, Absence management online, GMC survey online, CRB online | NE-T |
| Fix e-signatures preventing need to print off and scan back in forms | NE-T |
| Needing to show documentation for each change of job even within Trust. Central portal for ID forms, DBS etc would be useful | NE-T |
| Don't get wifi access so being able to access trainee portal on phone would be great! | NE-T |
Communication:
| NE-OTHER |
| Need Trusts to be able to use it with their systems | NE-OTHER |
| Master passwords to access all systems | NE-OTHER |
| Need local advice | NE-OTHER |
| Ensure all info input into Oriel Transfers to TIS and/or ESR not just the info HEE need | NE-LET |
| Trust access so not dependent on reports from LET | NE-LET |
| Work with self-service on ESR to minimise duplication | NE-LET |
| Notifications automatically when expires e.g. DBS, RTW (right to work), end of contracts, GMC, LTFT renewal | NE-LET |
| New 2016 Junior Dr Contract support e.g. support the process of work schedules | NE-LET |
Misc | Who |
| ? Data protection | NE-T |
Whistle-blowing systems:
| NE-OTHER |
| Signposting for advice/how to escalate issues - links to the existing website so we do not duplicate/complicate | NE-OTHER |
| Online forums for Trainees - Yammer style? | NE-OTHER |
| Advising trainees | NE-OTHER |
Access to:
| NE-LET |
| Access to local evidence-based practice face-to-face training e.g. Critical appraisal, Finding the evidence | NE-LET |