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  • What info?
  • Where from (system or other)?
  • Where do you log it?

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WhoDatesPanelTraineesVenuesEvidence & InputsOutputs & NotificationsCommunication

Laura West

Purple

  • Dates set by TPD
  • Logged in spreadsheet in Excel for that ARCP/Assessment
  • Volunteers from a distribution list saved in Outlook/Office 365
  • Logged in spreadsheet in Excel that was set up for that ARCP
  • GIM: run report from Intrepid to identify trainees in a programme - identify manually
  • Export to Excel to add to timetable (also Excel)with date/venue/panel details
  • CMT: Use Excel spreadsheet with previous outcomes stored to identify manually who needs ARCP
  • Move that data to new 'ARCP' spreadsheet
  • Decided by TPD - usually W4 if available (W4 is HEE offices)
  • Use Micad to book rooms at W4
  • Log into an excel spreadsheet for ARCP
  • Evidence from ePortfolio accessed:
    • CMT - remote review beforehand and on the day
    • GIM - on the day
  • Trainees send in Form R (which I sent them) and checklist (I send) to me - saved on network to access on the day
  • Input outcome on ePortfolio
  • Input outcome on Intrepid
  • ARCP saved on ePortfolio
  • ARCP saved on Intrepid
  • Email outcome to trainees
  • Email: send trainees dates and details of requirements
  • HEENE website: publish ARCP dates and useful links to signpost trainees
  • Email: send trainees notification of Outcome via email and invite trainees for feedback
Yellow
Jonathan Adcock
  • Set at committee and via email traffic
  • Stored in .xlsx on N drive
  • Stored in shared calendar (Outlook)
  • Set via email traffic
  • Stored in .xlsx in N drive or ARCP timetable
  • Cohort agreed by SPC, TPD, HoS via email discussion
  • Stored in N drive .xlsx
  • Booked on in-house system (Micad) or at external venue by SPC or SSA
  • Stored in timetable .xlsx/.docx
  • Saved in shared calendar (Outlook)
  • Panel members given checklist in advance with portfolios/trainee names to review
  • Completed checklist saved in trainees folder on N drive
  • where applicable SPC notes typed and stored trainee N drive
  • Record added to Intrepid
  • Record added to ePortfolio
  • Letter (as email attachment) sent to trainees
  • .xlsx updated with info
  • Email

Lynn Bradley

Green 1

  • Use Doodle Poll to source availability
  • Put in diary
  • Use Excel to record it
  • Record date of ARCP in Intrepid when record Assessment Outcome
  • Record date of ARCP on RCOG ePortfolio
  • Use Doodle Poll to source availability
  • Use Excel to record/track if trained
  • Record on ePortfolio when creating ARCP form (no longer use paper forms)
  • Record on Intrepid V9 - not functional on V10 at present
  • Email confirmation
  • Info:
    • Personal details
    • Placements - Grade at time (WTE)
    • Programme
    • Curriculum - CCT date
    • Emails
    • Assessment history
  • Internal room booking system
  • Put in diary - paper and electronic
  • Use Excel to record what booked/when
  • CCT date change
  • Outcome
  • Dates From To
  • Next assessment date
  • Grade at time/next rotation
  • Notes taken - scan and save on N drive
  • Record:
    • Areas to be developed
    • Actions to take
    • Additional training time
  • Intrepid - run report to see who due ARCP at a. particular time based on "Next review date"
  • Doodle Poll / email
  • Email trainee:
    • Invite
    • Checklist/requirements
    • timetable
  • Email panel:
    • times/dates
    • timetable
    • panel checklist
    • assigned trainees to review in advance

Susan Holland

Green 2

  • Usually email key people to secure date or use Doodle Poll
  • Log it in Timetable
  • Once panel agreed, logged on timetable
  • Panel members logged on Intrepid (can't on V10)
  • Report on ARCP Outcomes from Intrepid database
  • Logged on timetable & ePortfolio
  • Use Micad room booking system for rooms within the building
  • Logged in the timetable
  • Evidence checklist (Word version)
  • ARCP Outcome form
  • Notes
  • Logged on ePortfolio
  • ARCP form from Intrepid
  • scanned and saved on local N drive
  • Email/verbal
  • Saved to local N drive for future reference
Pink
Joanne O'Brien
  • Email TPD for dates
  • Confirm dates
  • Email panel members with confirmed dates from a distribution list
  • Confirmations stored in file within Word of who is available
  • From a spreadsheet I have created work out who needs to be seen
  • Email trainees from a distribution list of confirmed date and send paperwork that needs to be completed
  • email room bookings at trusts for availability
  • Check room booking system at W4
  • Confirmations stored in Assessment file
  • Log returned evidence in assessments file / Checklists / Form Rs
  • Update revalidation spreadsheets
  • Before assessment upload draft forms on portfolios
  • Record outcomes on Portfolio/Intrepid
  • Store any notes etc in trainee's file if needed
Purple 2

Heather Roblin
  • Store on N drive - stored later on ePOrtfolio & Intrepid (when generating/preparing for Assessment)
  • Stored later on revalidation spreadsheet (own spreadsheet)
  • Store on N drive
  • Later on put on ePortfolio & Intrepid (when generating/preparing for assessment)
  • Own spreadsheet
  • GMC number in ePortfolio & revalidation spreadsheet
  • NTN:
    • own spreadsheet
    • ePortfolio
    • Intrepid
  • Own spreadsheet
  • N drive
  • Own spreadsheet


  • Template letter (N drive)
  • NTN - from spreadsheet/Intrepid
  • Assessment result from Intrepid/ePortfolio
Additional info from discussion




Outcome 2 or 3

  • Notifications:
    • Letter to Director of Medical Education (details, commentary etc from ARCP)
    • Current trust
    • Future trust
    • LET
    • Trainee
    • HoS
    • TPD
    • revalidation manager
  • Change CCT date - alert on daily dash?
  • LET for Contract End Date


TSS forms (Trainee Support Service)

General comments

  • All do assessments admin on ePortfolio - go in and create a (something?) NTN / Date / Panel details - then add Outcome on the day
  • Nothing in Intrepid we need to use on the day
  • Download spreadsheet from Intrepid - brings blank spreadsheet, not populated
  • John has list of trainees - has via report data from Intrepid - uses this
  • Parts of organisation that are not done on Intrepid or ePortfdolio - themed panel members - spreadsheet with panel members. Mail merges to send outcome letters, programme director cohort to get signatory of letter - dynamic, would need to change
  • Trainee selection - use list of trainees several times a week. e.g. Excel - all trainees on x theme, surveys - part of process of identifying → create unique ID → LIME survey (like Survey Monkey) used locally (This was in relation to managing Foundation trainees)
  • Obs & Gynae - actively ask college tutors to get early indications of outcomes so can manage time at ARCP to get face-to-face. Used to only see Outcome 2/3 - now have to see all as they want the positive feedback
  • Public health & Lab Medicine - see all their trainees. Some medical specialties give them the opportunity to meet face-to-face if they want to
  • Exams - results not publish don college websites - rely on TPD to inform of failures - will flag it up and monitor at ARCP how many times trainee has failed
  • Scheduling trainees - (1) start with the specialty (2) which need ARCP (still log the fact you haven't done ARCP on outcome). Still need to manage them - this is what Intrepid doesn't do → filter trades in list - can't "pin" them. Can't select them to do something without exporting them (as info degrades as soon as you export)
  • Majority of those in workshop still maintain own list of trainees - want to put a pin/tag on them so can apply a common rule to one or more trainees records relatively easily without impacting their record. With Excel you can filter them easily. IF TIS had the capacity to Interpret one or more...
  • ARCPs take place before rotation - can't change grade at time of ARCP - have to wait until rotation date, so have to remember which ones to go in to. LTFT might go up a grade out of synch. Intrepid V10 has field for Grade at next rotation - but nothing happens
  • Whatever we put in ePortfolio end up cutting and pasting it
  • Physicians and Emergency Medicine use the same ePortfolio system. Ophthalmology is only a "get info" system - admins don't input onto it. It's just for trainees who do all their admin on it. Still have to scan forms and send them to the College
  • A lot of lab medicine specialties are paper based - can't upload ARCPs. Have to send forms to college
  • Obs and Gynae doing new one (was this referring to new ePortfolio?)
  • Revalidation - have to log trainees' details for revalidation spreadsheet

...

This turned into short session on things that participants want form the new system after reviewing the prototype



Stick/Would like

Who

Watchlist - add follow up datesNE-ADMIN
Watchlist - want to add criteria otherwise Watchlist would just be same as all trainee list - reasons why on WatchlistNE-ADMIN
Notes - want to add same note to multiple traineesNE-ADMIN
Concerns log - only see concerns relating to training/professionalism - need to see if Trainee if trainee reflection etc. Revalidation manager should set permissions (e.g. for GMC concerns)NE-ADMIN
ARCP - have to say fit there are any Revalidation concerns (input to Concerns Log)NE-ADMIN
Like dashboard - Planner view → parking (??)NE-ADMIN
Repetitive tasks e.g. From-To dates for review automate it but enable admin to review and change (list as starting point for confirmation or tweaks)NE-ADMIN
Input trainee data "From" and "To' would only need to manage from that page

Fix

Who

"Just give us that!" (referring to the prototype demonstrated)NE-ADMIN