INTRO
We recognise that there are challenges in managing the current Less than fulltime process manually. Below are some of the High-level issues identified:
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It is assume that there is a problem with the current LTFT application process, hence the problem statement and objectives lined up for research.
It is assume that achieving a standardised LTFT process across all regions and specialities might not be feasible due to varying local requirements, resource constraint and needs.
RESEARCH QUESTIONS (LO)
Pre application & Assessment stage
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Before receiving application, what is the role of Support from LO
Which department/s and roles of individual manage the LTFT process?
Who/How do they interact with trainees?- Are there other ways with which the trainees interact with the LTFT
Who/How do they provide support to trainees who wish to apply for LTFT?
What are the channels to apply for LTFT?- just email
Can you describe the relationship between NHSE and LTFT team?- Not required
Start of the Journey when LO receives Submission of LTFT
Can you tell me how you receive the LTFT submission? - Any other ways they can submit the application or a dedicated mail box ? How do you manage the dedicated mail box? Any dedicated person?
What format do you receive it?- Is it pdf or a word doc.
Do you receive complete application forms?- Not required
What happens if you receive incomplete form?
What do you do with the form when you receive? Where do you store it?
Have you experienced any challenges or frustrations when receiving submitted forms?
What has worked well for you during the stage of receiving submitted forms?
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How do you verify completeness of the information received?- Not required
Do you require any supporting info/evidence to be submitted together with their application?
How do you contact the trainees if information/evidence is not received?- email
Where applications have been submitted outside an application window or not enough notice given, how do you organise and prioritise applications submitted?
Experience when processing the LTFT application.
Who/What is involved in process getting approval for the LTFT application form received?
How long does it take from application to receiving an outcome?- 2wks window is it a standard, and why 2 wks
Do you interact and inform the employing trust of the reduced hours?
How do you contact them? And what do you share with employing trust?- Not required
Experience when approving the LTFT application.
Who /What is involved in getting approval for to approve the LTFT application?
Do you interact and inform the employing trust of the reduced hours?- How do you relate LTFT approval to Leads or trust - to elaborateHow do you interact with individuals/dept for approval?- copied in the email
Have you experienced any challenges or frustrations during this stage?
Do any applications get rejected? If so, why do they get rejected? And how do you manage that?-Not required
Experience when communicating to trainee regarding LTFT application.
What happens after the LTFT application is approved?
How do you communicate the approval to trainees?-Not required
What’s your experience in communicating with trainees?
What email do they use to contact trainee?-Is it the one on tis against their records , do they receive a bounce back ?
What’s your experience in communicating with trainees?
What do you communicate to the trainees? Do you include the change of CCT?- no required
Before submitting their application do you expect them to have calculated their CCT date?
Do trainees ever chase you for outcome of the applications? If yes, why do you think they chase you?
What are the challenges and frustrations you have encountered when you inform trainees of application status?
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(we need to determine end of process and cover anything we missed)
Pre application & Assessment stage
Describe how you would want the trainee to manage the pre-application stage
Prompt
If a trainee want to apply for LTFT is there a dedicated email address to contact before making any application?
Has any trainees contacted you about assessing the form and guidelines?
. If you are to improve this stage what would you want to improve about the pre-application.
Dedicated person managing the LTFT process within your Local Office?
Accessing LTFT Information by trainees
What Information about LTFT that is available to trainees before making application?
How is the information about LTFT communicated to trainees? Do your trainees and ES know where the information about LTFT are?
What are the channels to apply for LTFT in your region?
Submission Application Stage
What happens when a trainee submits an LTFT application?
Prompt
1. Has there any issues of a trainee submitting an application and you did not receive it?
When you receive the forms you do eligibility checks do you experience any issues carrying out the eligibility for LTFT?
2. Quality Checks - what are the important checks for the form to pass trough the pre-application faceWhat format/channel LO receives the application?
What happens if you receive incomplete form? When chasing for further evidence for incomplete evidence, are you making the training aware of the time frame of the application window
What is categorised as a complete application?
Where do you store it?
Any challenges/frustrations when receiving submitted forms?
Processing of Application Stage/ Approval
Describe the steps involved in processing LTFT application for LTFT approval
Prompts
Who are the approvers for each speciality ? Do you email the relevant people to approve
How do you communicate with those who approves.Notifications- incomplete application, confirmation of approval
Communication : when you are communicating with the trainees about the outcome who do you copy in the mail or important to be aware of the outcome.
Status of application
CCT end date
CCT Calculator/calculation
Challenges and Frustrations
Where applications have been submitted outside an application window or not enough notice given, how do you organise and prioritise applications submitted?
Rejection and Appeal Stage
Do you track any application on pulse
On what ground can an LTFT application be rejected.
What is the appeal process of an LTFT application?
Post Application StageDescribe the process of post application.
Who need to be informed and how?
NeedsWhat are your reporting requirements of LTFT and how would you like to access it
As a team what are your reporting requirements
PGDiT (Primary Users) Questions
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