Analysis: LOs Support Management Analysis

Local Office	Type of support	Number of specialties inboxes	Method of contact Email/Phone…?	Dedicated Team to manage	Is is the same support type for Dentist/PH? Y/N	FAQ in place? Y/N	KPIs	Improvement Plan	FORM R support	Data exposed to trainees	Other Info from website
East Midlands	Generic Inboxes	7	Email Telephone (though not available for all departments) There are also long list of individual emails on website. Any tendencies of trainees contacting individuals rather than using the generic? Seems yes if confirmation of Form R Part B is not sent. Trainees are directed to contact coordinator	Everyone responsible through the generic inboxes of the team. Recruitment Programmes Assessment and Revalidation Professional Support and Welbeing Services Quality Faculty Support	Y	Y For Form R	here is for ARCP but it is more of outcomes rather than a process. Standard CoP deadlines	Keep current until TIS comes up with the clean up. GW had previously reduced the number of inbox	LO sends trainees Form R attachment to complete when notifying them of their ARCP via the reval inbox Reval inbox is a generic Inbox that is divided into specialty folders. Revalidation.EM@hee.nhs.uk. Confirmation of receipt email sent to trainee. Admins manually sort to correct folder and individually respond. Also save Form R in relevant folder and TIS 5-10 canned responses for common issues - e.g. Form R is blank, Form R is incomplete etc. Initial Form R for new starters is sent by Programmes team, subsequent ones by the Reval team		Technical support/Login Assistance - websupport@hee.nhs.uk Details of contact -https://eastmidlandsdeanery.nhs.uk/staff_contacts Supporting and Escalating Concerns: Pathway for Learners - https://www.eastmidlandsdeanery.nhs.uk/sites/default/files/pathway.pdf local Serious Incident reporting?? There are info. on website directing trainees to contact supervisors, coordinators …..
North East	Personal emails Generic inboxes only for GP,PH, Reval and Foundation School	?	Email	Individual email for each specialty	Y	? Check website	ARCP KPIs Based on individual Local policies Lead employers have got KPI	Acknowledged the possible issues with using personal emails	FORM R part A &B managed through the recruitment team	No data LO works closely with GMC and lead employer on a shared spreadsheet to track any changes No issues with trainees and their new NTNs
North West and Mersey	Generic inbox 4 Admin per each inbox	?	Email	Responsibility of specialty schools	Y	? Check website	? Liam to find out	To give trainees access to update their info. cut away the middle man.	This generic inbox is the same for FormR	GMC stuff exposed to trainees. Liam to get more info. from head of schools
EOE	Generic inbox EDT( Eastern Deanery Team) generic inbox where all sort of queries goes into and managed- 5-6 people look at this box Auto response - sent to trainee and there they see where training should contact if any queries	?	Email	The programme team manages these inboxes (There is a lead for each inbox that rotates each month) EDT- managed by 5-6 people look at this box	Y	Trainees are directed to the website for the FAQ	Out of office - respond within 5 days Don't actually have a way of measuring	Looking at measuring KPI Looking at improving on the generic inboxes Volume difficult, but the spreadsheet they designed to monitor placement queries is helping	For R Part A sent via email Form R Part B dealt by assessments? EOE team need to find out how they manage it	Placement- Data exposed to trainees
West Midlands	Generic Inbox programmes.wm@hee.nhs.uk Inbox for IDT, academic programme, Assemment (Form R Part B for ARCP)	7 - Main inbox 8- for Assessment	Email Not much phone	Inboxes have a lead and deputy overseen by Band 5. Emails allocated via colour coding and flags IDT - managed by TdS who escalates to Amanda Barber (BM) if necessary	Y for PH but Dentist has got separate team as a faculty,so trainees contact them directly	Welcome pack with contact details of different units and link to website Website	5 days to respond to email but not monitored	It will be good if we can monitor/measure KPI because there is no tools Keen for the online Form R	Welcome letter from dean (asks for various documentations such as the Form R) Inbox for Assessments - Form R Part B and upcoming ARCPs	Twice a year formal audit and also around CoP Formal audit checks trainee’s name, contact details (email, phone number, address) and CCT date Data also exposed during the GMC survey
Yorkshire and the Humber	Each of the schools have their generic inbox with HEE email address LTFT has separate inboxes IDT has its own inbox No separate assessments or programmes team - structure has been in place since 2012	12 people for medicine, 5 people for pathology	Less from trainees more from faculties Tend to avoid telephone	Each speciality manages their inbox Role depends on their bands - Band 3 very task based, higher bands will have oversight; different tasks like sub-speciality	Y	Emails (welcome letter) sent and Form R Part A asked to be filled alongside Website	5 working days Acknowledgement of receipt of email Not monitored/Measured	Communication could be chaotic during peak - ARCP/Rotation Email addresses- how to ensure correct email Tedious checking of multiple emails - over 1,000 ARCP Outcome letters by email by an individual Band 6 (hired a temp). CoP mass communication automation to reduce admin burden. Integrating TIS with various e-portfolio	Form R, ARCP, Rotation queries go to school inbox	Quality team do something on GMC survey (not programme team) In line with CoP, email sent to trainees to confirming their details. This is done where their placements are confirmed. Rigorous validation against TIS and previous rotation to check quality of data mitigate the bulk of trainee queries.
South Western: Peninsula, Thames Valley, & Wessex
London & KSS