This page outlines the data that have been collected from Yorkshire & Humber Local Office and validated at a workshop (7th of November 2023) to map their as-is business processes for Less Than Full Time Training.
Application Windows 2022 - 2024 for Y&H
(TBC)
Rotation Month | LTFT Window | PG Dean Sign Off deadline | Confirmation to Trainee Deadline | TPD Deadline | ES Deadline | GP Scheme Mgr. Deadline |
|---|---|---|---|---|---|---|
LTFT Reasons
All employees have a legal right to request flexible working – not just parents and carers. Therefore, all doctors in training can apply for LTFT training and section 3.123 of the Gold Guide provides a list of illustrative examples for requesting LTFT training
Reason selection | Circumstance | Supporting documentation |
|---|---|---|
Disability or ill health | This may include ongoing medical procedures such as fertility treatment. | A letter from GP/ Occupational Health Consultant/ Medical Specialist which includes:
It must be on letter-header paper or be from an official email address which can be validated. The letter should be dated within the past 3 months. - TBC |
Caring responsibilities | Trainees (men and women) with caring responsibilities (e.g. for children, or for an ill/disabled partner, relative or other dependant) |
It must be on letter-header paper or be from an official email address which can be validated, dated within the last three months. - TBC |
Welfare and wellbeing | There may be reasons not directly related to disability or ill health where trainees may benefit from a reduced working pattern. This could have a beneficial effect on their health and wellbeing (e.g. reducing potential burnout). | How is the nature of request captured? |
Religious commitment | A trainee has a religious commitment that involves training for a particular role and requires a specific time commitment resulting in the need to work less than full time. | How is the nature of request captured? |
Flexibility for training / career development / opportunity e.g. development of a broad career portfolio | A trainee is offered a unique opportunity for their own personal/professional development, and this will affect their ability to train full time (e.g. training for national/international sporting events, or a short-term extraordinary responsibility such as membership of a national committee or continuing medical research as a bridge to progression in integrated academic training). Flexibility for training and career development with the option to train less than full time with flexibility that might enable development of a broad career portfolio. | How is the nature of request captured? |
Flexibility for non-training career development / opportunity e.g. non-medical activity requiring specific time commitment | A trainee is offered non-medical professional development (e.g. management courses, law courses or fine arts courses) that requires a specific time commitment resulting in the need to work less than full time. | How is the nature of request captured? |
Other | How is the nature of request captured? | How is the nature of request captured? |
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: 18 to 16 weeks or earlier, 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. Obtaining signatures from all parties on their PDF form.
LTFT Application Submission Stage: With at least 16 to 14 weeks application submitted to HEE EOE
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 - TBC?
3.2 Appealing the decision stage, where their application was rejected, typically 8 weeks before commencing - TBC?
Trainee Commencing their training on LTFT basis
As-Is end-to-end LTFT process for Yorkshire & Humber
(TBC)
As-Is Approval Processes for LTFT applications for various Reasons
(TBC)
Application Numbers Feb 2022 to Aug 2023
(TBC)
Pain Points in the process
No. | Pain Point / Area to improve | Comment |
|---|---|---|
1 | ||
2 | ||
3 | ||
4 | ||
5 | ||
6 | ||
7 | ||
8 | ||
9 | ||
10 |
LTFT Email templates
These are the email templates managed by specialty teams and LTFT Admins that are sent to trainees in the relevant events - (TBC)
Email Template | Body / Content |
|---|---|
Approval | |
Rejection (insufficient evidence) | |
Rejection – application not made within window | |
Rejection- include appeal procedure |
Documents
Application Form Fields
(TBC)
Add Comment