NEEDS DOING Discovery Midlands: Trainee workshop

The table below is a collection of requirements, considerations, must have's and must not's, process, features and functionality gathered from workshops with Trainee doctors for the 'Trainee Application'.

Workshop(s) feedback ordered by most recent date

Birmingham: Trainee workshop 17/05/19

Attendees

Ann Paraiso: ann.paraiso@nhs.net
Anuradha Kumar: anuradhakumar@doctors.org.uk
Clara Obanor: ncobanor@gmail.com
Damilola Ogunrinde morounkejidamilola.ogunrinde@nhs.net
Diana Aguirre: d.aguirre@nhs.net
Leman Mutlu: lemanmutlu@doctors.org.uk
Muhamed Aslam Khan: drmkaslam@gmail.com
Nidhi Gupta: nidhigupta@doctors.net.uk
Olayinka Kowobari: olayinkaaiki@yahoo.com
Saadia Afzal: saadiaafzal79@gmail.com
Shazia Zara Jaulim: s.zara.jaulim@gmail.com

User Groups with accessibility considerations (We worked through their user group and created personas around accessibility and colleagues with disabilities, so to think around those edge cases as well as your 'tech-savvy able-bodied' trainee Dr)

Junior Doctors	Occupational Health	Medical Students	New Consultants	Foundations Doctors	Public Health Trainees	Admins	Lead Employer	Educational Supervisors	HR
Language barriers Dexterity issues and disabilities No tech experience	Read-only	Read-only Personal information needs to be editable Forms	Read-only Personal information needs to be editable Forms	Need to investigate if this syncs with e-portfolio and their needs	Read-only Personal information needs to be editable Forms	Full access Bi-directional information updates	Read-only Bi-directional information updates	Read-only Bi-directional information updates	Read-only Bi-directional information updates

User Personas

Details	Persona
Name	Barack Obama
Role	Trainee in NHS
Based	Royal Stoke Hospital, Stoke-on-Trent
Background	International Med Graduate Did MBBS in 2010 in China Worked for WHO for 5 years in different parts of the world Loves food
Tech stories	Basic skills Not a social media user
Needs	Concerns	Tasks
Some language support around different dialects and accents Understanding academic and professional cultural differences Help with exams and training An alternate form of evidence of competencies previously achieved	Being judged and misunderstood Missing information in the conversation Regarding communication and information governance Being unaware of systems in general and expecting to know how to use them Complaints and how to deal with them Using the app at work Home address	Ward rounds On Calls Clinics Training & Teaching responsibilities Update portfolio and engage with ES/CS
Name	Mibo Smith
Role	Educational Supervisor
Based	Coventry
Background	Specialty is Neurology Born in Germany so English second language Very efficient A hobby is trekking and hiking Cycles to work Special interest in CID
Tech stories	Good typing speed and uses their smartphone a lot
Needs	Concerns	Tasks
Access to the trainee(s) Formal and informal updates by trainees To know what the trainee needs To be actively involved in trainees progress For a trainee to know when he uses the app or updates something for them	Must be easy to use To have a good back up system Password support Doesn't want a repetitive system Can access calendars and forms Allows the trainees to communicate through the app	To complete forms on time To be aware of my trainee's needs To ensure my trainees succeed To ensure the trainee is working according to contract
Name	Sue Smith
Role	HR/Manager
Based	BI Birmingham
Background	Working-class Clubbing HR Business studies
Tech stories	Mobile and computer use daily, at home very social on media
Needs	Concerns	Tasks
Team HR Personel Office/hot desking Electronic devices Charging points Access to employee data Regular cups of tea Rest breaks	Complaints Deadlines Cost putting Changes to contracts No toilet access nearby Sedentary job Does my lipstick need touching up	Communication Engagement Complete deadlines Audit Complex paperwork
Name	Professor Green
Role	ARCP Panel (External assessor)
Based	West Midlands
Background	Ph.D. in Plant biology
Tech stories	Single finger typist Prefers paper forms, folders, and binders Does not own a smartphone
Needs	Concerns	Tasks
Access to portfolio Understanding curriculum and ARCP requirements Knowledge of trainees needs and of the specialty	Computer crashing Forgetting password Unable to find the relevant information Difficult Trainee	Reviews Trainees portfolio Meets other members of the Panel Gives a verdict

Birmingham workshop: Feedback from Trainees on the potential domain of App

Feature	Element	Interaction	Comments	Actions
Concerns	Responsibility	Ownership Approvals Signatures Accountability	Who is responsible for the application when it comes to process and interactions. If the Admins send something, can we confirm in the application it e=was done, will there be transparency and clear messaging around responsibilities.	We need to ensure that messaging is clear, on and off boarding is clear and who is responsible for what
	Language	Comms	We need to ensure that the coms are accurate around the process for each area of the application. The Trainees find that the language for some process and requirements can be quite confusing. Think about users with language needs and ensure this is VERY SIMPLE	Consider accessibility standards and try to ensure that we keep things in plain English with help areas if needed
	Privacy	GDPR & Access	They need assurance that nobody will be able to view their interactions, especially around forums and conversations/groups	We must have a clear understanding of privacy and the issues we face with the app. We must have comms in place to assure users
	Duplicates	Multiple systems	If this Application is another system that the Trainees have to use as well as existing systems they would prefer to leave this out. If the solution actually streamlines the current issue with duplicating data efforts on multiple platforms, they think it would be a good idea	Any part of this proposed application that adds to the process should be removed/read-only. An example is ESR, if they have to update their personal details in the App and ESR, do not bother having this in the App
Profile	Personal details	Interactive/Read-only Contact details Change of address Emails (Personal and work) Record details Placements Courses & Training completed	They asked for their profile to include any of the 'important' information about them, for them to use and share with others. A quick stop place to find out about their past details and current/future commitments and interactions. One place for them to update all details around their profile as a Doctor in training Emails Addresses	We need to make sure that the Calendar works well, and is synced similar to say 0365 Calendar and scheduling work

User stories created by Trainees at the Manchester workshop

We asked the trainees to prioritize their top 3 feature requests/functionality which they had added to the wall with Post-its. We then asked them to take these Post-its and write User Stories based on the template we provided to help them to firstly prioritize an MVP and to also establish the value in this choice.

'As a'	'I want to'	'So that'
Trainee	Useful contacts Referral pathways One forum to address all my needs Records of my information/forms	I remain updated Save time Reduce duplications Smooth transition to my next rotation
West Midlands Pediatric Trainee	A centralized online process with all information in one place that I update and HR and any Trust can access	I don't have to waste half my day every 6 months filling in the same paper forms
Trainee	Fill in all necessary forms (Form R, LFT, Applications) and all my personal info in one place	I Don't need to duplicate paperwork every time I change rotation or go to ARCP
Trainee	More help with my portfolio curriculum development Have information and resources easily accessible through the app More help and advice and support regarding sorting financial matters A centralized system so that we don't have to upload and present the same information every time we change out	I am able to manage my paperwork, schedule, and workload efficiently
Trainee	Have an App that has all my mandatory training forms, occupational health, DBS & Medical staffing forms in one place	It will reduce the repetition each time I rotate trusts as all HR will have access
Trainee	Have an App that presents the ARCP requirements easily	I can evidence my work and my supervisors/ARCP Panel can see it as well
Trainee	Have an App that links well to the Curriculum/e-portfolio I use	I can manage all of my records and the training easily
Trainee	Have all of the forms we use to be digital and live	I can avoid mistakes, have things populated automatically, and have the peers review things speedily
Trainee	Have a streamlined training with a profile/assessments and HR stuff in an App	I can complete my training without duplicates of paperwork and things are in one place
Trainee	Have an App that centralizes core requirements	Training is a streamlined process
Educational Supervisor	Have access to my trainees: Work schedule e-portfolio Means to leave alerts and texts for my trainee(s)	I can help my trainee efficiently: Highlight deficiencies in time Approve study leave Arrange meetings for reviews
Educational Supervisor	An app with an easy login process	In teaching my trainees progress does not become tedious
Educational Supervisor	An app with Calendar dated notifications	I know when my trainee has completed a mandatory task and know if they need my sign off
Educational Supervisor	An app that is interactive and easy to use	I can access my trainees progress without difficulty
IMG	An app that is easy to navigate	I can find and upload information easily
IMG	A repertoire of information about courses, resources, and helpful contacts	I can integrate easily and quickly
IMG	FAQS, tools and training portals	I can learn how to present my work efficiently
IMG	Access to what alternative forms of evidence of competence	I can show my training so far
IMG	Information about contracts, pay scales, career progression, rotas, entitlements and leave, as well as contacts for immigration concerns	I can enjoy doing my job well
ARCP Panel external assessor	An easy link to the curriculum and ARCP checklist	I can do my job efficiently
ARCP Panel external assessor	To have a thorough knowledge of trainees requirements of the specialty	I understand where trainees are coming from
ARCP Panel external assessor	To be able to reset my password easily when I forget it	I can access trainees portfolio in a timely fashion
ARCP Panel external assessor	To have easy access to trainees portfolio and relevant information for ARCP	I can thoroughly review their progress and give an accurate verdict
HR Manager	The training to be easy to access	I can navigate the app and train my team/employees
HR Manager	A mobile phone app	I can access TIS and Trainees on mobile if I am on the move
HR Manager	To complete deadlines with the app	There are no complaints
HR Manager	To make HR process streamlined for employees using the app	I can engage and communicate with the employees