This page outlines the data that have been collected from East and West Midlands Local Offices and validated at a workshop (2nd November 2023) to map their as-is business processes for Less Than Full Time Training.
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There is no application window for East and West Midland. Trainee Doctors can apply anytime but most of the time it happens at rotation. All applications are submitted using MS Form (Online) NHS England - Midlands - Change of Percentage (LTFT) Application Form (office.com).
East and West Midland No no longer accept the old PDF forms from Friday 1st September 2023 though there are situations where the paper form can still be accept (This is done depending on individual circumstances)
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East Midland - CCT date is calculated by the programme because of the portfolio update and update of TIS . The CCT and placement help to plan their ARCP.
West Midland– Midland - Ask Trainee to use CCT calculator and review at ARCP
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No | Stage of Process | Question | Responses / Comment |
|---|---|---|---|
1 | Discussion/Pre-approval Stage | What's your involvement in the Less Than Full Time application process? | East Midland: Dr. Vivek Pillai. The process from TPD perspective: TPD have initial discussion with Trainee around CCT, reason for application, around support trainee need>Trainee put application in> TPDs are informed by the programme team of application (TPD don’t get notification of when form is submitted) > Trainee print form and get ES to sign form >ES scan and send form to Trainee> Trainee send to TPD to sign form> TPD scan signed form to Trainee> Trainee then send all signed form to Programme Team> Programme Team then get Post Graduate Dean Approval> Programme Team then send approval to Trainee and need to cc TPD. TPD don’t get notification of when form is submitted Approval process: ES> TPD>Post Graduate Dean approves. There is possibility of rejecting at Trust level after Dean’s approval. EM: TPD uses an LTFT calculator spreadsheet shared with trainees to put in the dates and it works out the percentage to ensure it can be accommodated, avoiding the back and forth between TPD and trainee. S/S contains list of trainees and who is rotating when and used to calculate the rotations change over dates. EM: This TPD (ACCS) doesn’t use TIS for inputting. Although form is electronically submitted by trainee, TPD still have to print the form to complete their part, scan and upload. TPD has access to Tableau TIS reports. EM: No supernumerary and technically not paid by HEE. No discussion with Trust on rotation planning, capacity planning. Solution Suggestion: To have a streamlined process - Automation |
2 | Discussion/Pre-approval Stage | Which specialties do you cover in regard to discussions with trainees on LTFT? (GP, Specialty, Medicine, Foundation, PH) (GP, Specialty, Medicine, Foundation, PH) | East Midland: ACCS TPD |
3EM FDN: Expected to approve any application in line with the GG. Trainee would have had a discussed with ES and Deanery already and given 3 months notice of their application to TPD/ES who then signs the form. EM FDN: Suggestion: TPD wants to be in the know after they have approved the application if their rota had been correctly calculated and pay correctly calculated for the trainees. | |||
2 | Discussion/Pre-approval Stage | Do you get contacted by trainees who wish to change their LTFT arrangement, e.gWhich specialties do you cover in regard to discussions with trainees on LTFT? (GP, Specialty, Medicine, Foundation, PH) (GP, Specialty, Medicine, Foundation, PH) | East Midlands: Vivek for ACCS East Midlands: Klara for Foundation |
3 | Discussion/Pre-approval Stage | Do you get contacted by trainees who wish to change their LTFT arrangement, e.g. increasing or decreasing % WTE or returning FT? | East Midland: Yes: Have an initial discussion on moving to LTFT to see if they need help with the application and the impact of LTFT on the CCT. If less than 70% TPD speak to trainee as the max % is 80% and min % is 60%. Use an LTFT excel Calculator to calculate CCT |
4 | Discussion/Pre-approval Stage | Do you have any involvement in slot-sharing arrangements discussion and with who? | East Midland: Uses Excel spreadsheet for rotation. No slot share as it’s 60 - 80% . TPD calling Tableau TIS. (Pain Point)as it’s 60 - 80% . TPD calling Tableau TIS. (Pain Point) Percentages are balanced with training needs and service capacity for the specialty. Varies from specialty to specialty. FDN: ES confirms if able to accommodate %, with service considerations and whether trainee will be able to complete programme requirements. TPD considers service capacity and programme requirements, before approving and ES approval. E.g. whether they will be able to meet the requirements for successful ARCP. |
5 | Discussion/Pre-approval Stage | Do you have any involvement in Supernumerary post arrangements discussion and with who? | East Midland: No supernumerary at the moment. |
6 | Discussion/Pre-approval Stage | Do you have joint conversations with Head of School / Educational Supervisor on LTFT applications? | East Midland: Educational supervisor and TPD add signature to paper form and the Post Graduate Dean approves. TPD involves in informal discussion with trainee in case of rejection TPD might get Head of School involve in discussion if the application is rejected |
7 | Discussion/Pre-approval Stage | At what point in the process do you have the discussion with the trust? | East Midland TPD: No discussion with Trust at all. I want to think at the pre-application on capacity, funding but not sure if rota is discussed at this stage |
8 | Discussion/Pre-approval Stage | How do you receive the application form to complete and sign? Is it from the trainee by email? Or brought to the face-to-face meeting and completed by hand? | East Midland: The trainee email form though form is completed electronically but TPD and ES signature is needed before trainee submit signed form to Programme before approval by the PGD. Automated email after submission of application |
9 | Discussion/Pre-approval Stage | How do you come to a decision that the programme the trainee is on can be accommodated on an LTFT basis and the percentage WTE required to fulfil the requirements of the programme? | East Midland: |
10 | Processing/Approval | Once application has been fully approved and trainee made aware, are you notified? | East Midland: Getting cc into mail for some time but now stopped because of resource problem within the programme Team EM FND: TPD Does not get notified once they have done their bit and application is with Deanery |
11 | Processing/Approval | Once approved, do you get involved in the implementation of the LTFT, e.g. negotiation of Rota? | East Midland: No |
12 | Processing/Rejection/Appeal | What's your involvement if an application is rejected? | East Midland: No rejection. Application might get rejected because of submission not made on time- Not meet deadline. Involve in Informal discussion with Trainee EM FDN: Default position is to approve. |
13 | Processing/Rejection/Appeal | According to GMC Gold Guide we understand that "3.124 All well-founded reasons will be considered. However, support to progress the application may be dependent on the capacity of the programme and available resources as well as compliance with relevant legislation relating to CCT requirements (paragraphs 3.118 and 3.119)."
| East Midland: Good discussion happens during pre-application stage and therefore No rejection. |
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