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This function will enable HEE administrators to manage the connection of trainee doctors on the GMC's register to them as a Designated Body (DB).
While it is trainees' responsibility to ensure they are connected to the correct DB, local teams are also able to connect and disconnect trainees.
Trainees must be connected to the correct DB in order for that local team to manage their revalidation, therefore it is generally revalidation administrators who deal with any mismatches between the actual location of the trainee and data held in IntrepidHEE's database, and those trainees listed as connected to their DB in GMC's records (listed on GMC Connect).
While it is trainees' responsibility to ensure they are connected to the correct DB, local teams are also able to connect and disconnect trainees.
- Connections:
- Done in batches as part of the on-boarding process for new foundation trainees
- Ad hoc when a trainee transfers to the DB or has/has been disconnected inappropriately (usually too early at end of training)
- Ad hoc when a trainee transfers to the DB or has/has been disconnected inappropriately (usually too early at end of training)
On-boarding process for new foundation trainees (WIP)
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High level timeline for the recruitment of Foundation trainees here:
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Conversation with the GMC's Revalidation team on 9th May confirmed that F1 trainees are emailed by the GMC registration department when their registration is changed from Provisional to Full and in that email they are informed that they need to connect themselves to the correct Designated Body Change of trainee registration status from Provisional to Full . If, after four months, the trainee is still not connected to a DB they are contacted again by the GMC to instruct them to connect themselves and warned that action will be taken by the GMC if they continue to remain disconnected. As we know that DBs/Local Offices undertake an audit around each October to ensure all appropriate trainees are connected to their DB the majority of trainees who have not connected themselves will be picked up in this audit (see email below from Andy Petherbridge for confirmation of this assumption).
" In theory, once (a trainee has) full GMC registration (i.e. following their F1 ARCP and before they start their F2 year), they will be prompted by the GMC to connect to a Designated Body; they would then connect to the Deanery/HEE local team through their GMC Online account.
In practice, we get a few connections this way (I emailed all of the F1 trainees progressing to F2 last year with some guidance and contacts regarding revalidation here, and that seemed to work fairly well), but most of them have been picked up when the GMC do a bulk refresh of our connections in October each year." - Andy Petherbridge
- Disconnections
- When trainees have completed their programme (CCT or CCT + Grace Period for higher specialty) - either managed by programme team or revalidation administrator
- When trainees resign from the training programme for another reason (or are released from the programme - ARCP Outcome 4)
- Ad hoc when a trainee is noted to be wrongly connected to the DB (usually too soon at start of training)
- Connection to another DB because of a conflict of interest (with agreement)
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Trainees are usually connected and disconnected directly on GMC Connect (and trainees always use the trainee version of this channel to connect/disconnect themselves). HEE administrators must connect/disconnect trainees one by one - there is no bulk functionality on GMC Connect, although GMC request an annual spreadsheet of trainees to 'refresh' the connections (annual reconciliation) - this was supposed to have been superseded by new Intrepid functionality (see note Intrepid functionality below).
Data mismatch scenarios and related business decision Status colour Green title Validated
| Data issue | Scenario | Business Decision | |
|---|---|---|---|
| 1 | Not connected to Designated Body ____ Start Date of Programme is in the future |
These doctors will have records and assigned to programmes to commence in the future | Connect to relevant DB Reval Officer from NE says that trainees should not be connected until the day they start with a DB. Trainees do not need to be connected to a DB as they can be revalidated by the GMC. Rare but does happen. |
| 2 | Non Trainee Doctors | Non-trainee doctors employed directly by HEE and not working clinically anywhere else . These are usually Associate/Deputy Deans and Programme Managers. | Connect to relevant DB but only if the RO is aware and has approved the connection. This is a verbal approval not a formal process. |
| 3 | Vistor Trainee | Visiting training on an Out of Placement (OOP) arrangement :
A visitor trainee will retain their 'home' DB. The visitor trainee must not be connected to recipient/host DB. | This is an exception that should not be connected |
| 4 | Military Trainee | Military trainees are managed by the Defence Deanery and not HEE | This is an exception that should not be connected |
| 5 | Provisionally Registered Doctors | Provisionally registered trainees on F1 placements | This is an exception that should not be connected. Point of interest, FP1 trainees are connected to their training trust* and change DBs upon successful completion of FP1 and commencement of FP2. |
| 6 | Programme End Date has Passed |
| Disconnect from DB |
| 7 | Attached to the wrong Designated Body | Trainees that are wrongly attached to a DB. This discrepancy is likely to be identified on the GMC list of trainees and on investigation, the trainee will not be attached to a programme | Disconnect from DB |
* A Training Trust - is the trust that our trainees undertake their training in. They are just standard NHS trusts but we call them training trusts when referring to the training part to differentiate them from Lead Employer Trusts which are the employers. or example, County Durham and Darlington NHS Foundation Trust (CDDFT) is both a training trust and the lead employer trust here in the North East. Often we have trainees disconnecting themselves from the NE designated body and connecting themselves to CDDFT as that is the trainees' employing body. Trainees will always be connected to their local office as a DB.Training trust information is held as the number for the trust (RXP for CDDFT) is part of the local education provider (LEP) number that the GMC recognise for the approval of that location in a training programme.Status colour Yellow title WIP
User needs |
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| Functionality in TIS to enable connection or disconnection of a Revalidation Administrator to connect or disconnect individual trainees from the designated body** |
| Functionality in TIS to enable a Revalidation Administrator to bulk connection connect or disconnection of disconnect trainees |
Functionality to flag up to a Revalidation Administrator where a trainee is joining a training programme and needs to be connected:
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Functionality to flag up to a Revalidation Administrator where trainees are not on a training programme with the DB:
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| Functionality to flag up to a Revalidation Administrator discrepancies between the GMC Connect list and HEE's database of who should be connected to the local team |
| ** As we develop the new core there could/should be functionality to transfer trainees between designated bodies in a single step i.e. not require one local team to disconnect and another team to connect separately. Will need to be built with appropriate approval workflow based on agreed policy and business rules - e.g. which local office (outgoing or incoming) responsible for changing connection NB: IDT's require approval from Postgraduate Deans (Responsible Officers) from both local teams |
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