This page outlines the data that have been collected from North West Local Offices and validated at a workshop (31st of October 2023) to map their as-is business processes for Less Than Full Time Training.
Application Windows for North West
Rotations are February, July and August each year
LTFT will commence only at rotation points – unless an unexpected reason is identified during a placement for example health, carer, parental leave, this includes changes in any percentage in LTFT training.
Should a Postgraduate Doctor/ Learner in training submit an application for LTFT under the ‘Welfare & Wellbeing’ category this will be via two windows mid-March to mid April for August rotation start and mid- September to mid-October for February rotation start each year. This is a local process agreed with the trust not national process
All applications are submitted online via PGMDE Support Portal.
LTFT Categories
From December 2022 Categories 1,2 and 3 are no longer in use.
The following are the eligibility categories in use: This is the National SOP (Standard Operation Procedure)
Disability / Ill Health
Caring Responsibilities
Welfare and Wellbeing
Unique Opportunities
Religious Commitment
Non-Medical Development
Career Development
As-Is Processes
In trying to map the LTFT end-to-end process we came up with 4 main stages in the order in which they would occur namely:
Pre-application Stage: Lead employer is 12 week Notice but 16 weeks is advertised, where a trainee discusses with their TPD / Foundation TPD / GP Scheme manager and “in principle” a post is agreed in order for them to apply to train as LTFT.
LTFT Application Stage: With at least 16 weeks notice given and application submitted to HEE
3.1 Work Pattern, payroll changes and Start date agreement negotiation with Trust stage, following approval of their application, typically around 8 weeks prior to commencing LTFT
3.2 Appealing the decision stage, where their application was rejected, typically 8 weeks before commencing
Trainee Commencing their training on LTFT basis
As-Is end-to-end LTFT process for North West
CCT date Calculation
Some schools, the Royal college does it
But for most schools, it is the Admin Team - The programme support Manager and the Coordinator.
There is a template in NW which they are going to send us.
As-Is Approval Process for LTFT applications under Category 2 & 3
Application Numbers Feb 2022 to Aug 2023
Pain Points in the process
No. | Pain Point / Area to improve | Comment |
|---|---|---|
1 | Trainees have difficulty understanding Deanery and HEE (NHSE) being the same entity. | |
2 | TPD / FTPD / GP Scheme manager are not normally discussing the impacts of LTFT on their training. E.g. impact on their CCT date and pay changes when having their initial discussion | |
3 | A significant proportion of rejections due to trainees submitting applications outside published window. (See above table.) | |
4 | Trainees having to reapply for LTFT following rejections, where they have applied outside HET window. | |
5 | Trainees having to reapply for LTFT where rejection was due to insufficient supporting evidence despite being chased. | |
6 | Approval emails are automatically sent to trainees except for Childcare reason where this is sent manually. | |
7 | There is no SLA published to trainees currently in managing their expectations, but only internal to the HEE team on processing applications timeline. | |
8 | The only determining factors and national guidelines available are for rejections where either there were insufficient supporting evidence/s for the LTFT category applied under. The HET window is a Local Office arrangement and decision to reject applications under respective categories. (See approval processes) | |
9 | The negotiation of work pattern not taking place until an approval received from HEE(NHSE). | |
10 | There is currently no specific ETA/SLA by Head of Schools / Deputy Deans in providing a decision for an appeal where the application was rejected. |
LTFT Email templates
These are the email templates maintained on the London & KSS PGMDE Portal and sent to trainees in the relevant events.
Email Template | Body / Content |
|---|---|
Approval | Dear Dr XXXX, I’m pleased to inform you that your application has been approved to train at (Percentage) from (start date). Your trust will be notified of your request to train LTFT via the trust portal. This will inform them of your placement and the number of sessions you are working at. You no longer need to submit a LTFT form upon each rotation, only if you wish to inform us of a change. The workforce team will also notify your Training Programme Director that you have been approved to train LTFT. Your tentative CCT date is XXXX and this will be ratified at your next ARCP. Ensure that you have read the LTFT applicant guide and the frequently asked questions as these should address the majority of LTFT queries. If you wish to submit an enquiry, please do so by clicking into any of the LTFT FAQs and submitting an enquiry. We aim to respond to all enquiries within 5 working days. Please note that Heath Education London and the South East is not an employer. Any issues you have with how your pay is calculated as a LTFT trainee should be submitted to the medical staffing department of your employing trust. |
Rejection (insufficient evidence) | Dear Dr XXXX, Thank you for submitting your application to train at Less Than Full Time. Unfortunately you have not provided the supporting evidence with your request, and without this we are unable to proceed with your application. Therefore on this occasion we have had to close your application down. A reminder that if you apply under caring responsibilities, health or disability you must supply a letter of support, dated within the last 3 months, from your GP or Occupational Medicine at your current Trust, recommending that you train at LTFT. Please submit a new application with the evidence requested and we will proceed with your request. If we do not receive a new LTFT application from you with the evidence required, we will assume you no longer wish to train LTFT. Kind regards, |
Rejection – application not made within window | Dear Dr XXXX, Thank you for submitting your application to train at Less Than Full Time. All applications made under the criteria listed below, must be made within the LTFT Application Windows so your application has been rejected at this time. A reminder that these windows are according to the month/s you rotate.
 If you wish to reapply please resubmit your application during the appropriate date range above. |
Rejection- include appeal procedure | Dear Dr NAME, Thank you for submitting your application to train at Less Than Full Time. Unfortunately your application has been rejected for the following reasons XXXXX If you wish to appeal this decision please submit a ticket via the portal outlining your reasons why and this will be revied by your Head of School. Kind regards, |
List of Forms used by the trainees in the LTFT Process
The Return to Full Time Training Form: LTFT Postgraduate Doctors/Learners in training who wish to return to full-time training complete the form. It is sent to Lead Employer when completed so that salary can be adjusted accordingly. It is part of the pack sent to the trainee.
Post Reference Form- Each of the specialty School send Post reference form to all their training to complete. Trainee fill in 3 post they want to go into
Approval Form -
E-Form - Form to assess Trainee eligibility for LTFT which is assessed and approved by the associate dean.
Eligibility Form- E-form is not signed. The form is an agreement form between the trainee and the LTFT Admin which can be sent to the TPD
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