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 |
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| Need to investigate if this syncs with e-portfolio and their needs |
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User Personas
| Details | Persona | |
|---|---|---|
| Name | Barack Obama | |
| Role | Trainee in NHS | |
| Based | Royal Stoke Hospital, Stoke-on-Trent | |
| Background |
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| Tech stories |
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| Needs | Concerns | Tasks |
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| Name | Healthy Hattie | |
| Role | ST6 General Surgery for HEE-NW | |
| Based | NHS St Helens & Knowsley | |
| Background |
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| Tech stories | Tech-savvy: She uses mobiles and tablets a lot | |
| Needs | Concerns | Tasks |
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Manchester workshop feedback from Trainees
| Feature | Element | Interaction | Comments | Actions |
|---|---|---|---|---|
| Concerns | Responsibility |
| 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
| 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
| We need to make sure that the Calendar works well, and is synced similar to say 0365 Calendar and scheduling work |
| Assessments | ARCP |
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| This is a priority for business too |
| Concern | Responsibility | Who is responsible for what in the process and can this be clear in the App | We need to ensure that messaging around ownership and responsibilities is clear | |
| Forms | Form A-B |
| They would like the process and information round Form-R to be digitalized and improved, we can help with the process and make sure that things do not get missed/comms are regular and notifications are simple around the status of their ARCP and Form R Checklist and color coding, to make things easier to work through, also status feedback and giving the users insight as to how long things take | This is a business priority |
| GMC Survey | Automatic reference | They have asked is this possible | We can investigate this | |
| Comms and process |
| They would like actual info on what all the forms are for and where to find them | This is a business priority | |
| Courses & Training |
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| They would like general info and comms around corses and training to be easily accessible. They would like access to all this in the App to be it through links to forms they need to fill out, events they can register for or training they must take They often have to upload their pictures/docs for courses so can this also be easy to implement when they need it | We can investigate this and how we can pull this info together and 'Filter it' for users needs |
| Information | Leave tracker |
| They would like some kind of tracker that monitors their leave and lets them know what they have available | We can investigate this |
| CCT Calculator | Interactive | They feel this would be very useful | We can investigate this | |
| No portfolio |
| They have talked about the trainees who often come from overseas and have no portfolio, what do they need to know/do? | We can help with this | |
| Comms | Info | General comms to trainees should be a part of the App. All the info they need | We can help with this | |
| Access to other sites |
| They have a number of websites they use for information, we can look into linking to these or syncing the information | We can help with this | |
| Mandatory training |
| They would like their Mandatory training to be easy to access through the app | We can help with this | |
| Pensions |
| Pension schemes and info | We can help with this | |
| Leave |
| They have asked about information and support for different leave and some info around how they do this | This ties into other areas | |
| Policies | Info | They would like access to the policies they have set for their training and things like sick leave | We can help with this | |
| Systems and process | Info | They would like to know about each system they have to use, and why they need to use it. They are often just given logins with no explanation as to what its really for or why they have to do things | We can help with this | |
| System syncing |
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| They would like to have all their e-portfolio/ESR and other systems they use to update and feed into the App live/real-time | We need to ensure the app streamlines process does not create new issues/duplicates |
| CV |
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| They would like to ensure that the information in this App and any other system is All-inclusive to other areas of their training, around e-portfolio, core-training, university information etc, this will help to make this a CV | We can investigate this but not sure how we may sync these. It may be a case we can pull some info through and they can add any they want to have in the app |
| Access |
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| We need to ensure that the relevant people have access to this information at the right time. So not to cause blockers in process | Very important we do not cause any issues to access to vital information, equally making sure that some information remains private |
| Support | Pastoral care |
| The Trainees would like to have information around the support they can receive | We may want to look into the different types of support offered with links to specific options and some information around what those support systems offer |
| Specialty Groups |
| Some trainees are in very small specialty groups and have little access or knowledge of others in that same situation, so a list of groups would be very useful | There are some existing groups for some specialties which we may be able to link in the app. Or we may also wish to give the trainees the ability to set up groups within the application | |
| Mentoring | Access and contacts | They would like to have the ability to find or become mentors to others who may need/seek help | We need to investigate this | |
| Forum |
| They feel that being able to talk to others in similar situations would be very useful. We need to give them levels of control but also help with messaging around what different forums are for? | We can look into this | |
| Signposting | Comms | They want the App to be easy to use with clear signposting around the support and different ways to access this information or interaction | We can look into this | |
| Daily Mantra | Info | They said it would be nice to have updates form HEE and a way to keep up on news, maybe even tie in HEE Connect or Alerts and have some fun message/daily bit of wisdom | Keep this personal, make it human | |
| Notifications | ARCP | Alerts | They would like to have 'Timer alerts' around their ARCP to let them know when they need to do something | We will need to look into each type of notification and how that works, be it 'to inform' or to 'accept/decline' or to link to something in particular |
| Filters | Managing notifications | They would like some level of control over the notifications (not mandatory) and being able to choose what they receive them for | We can look into how we set these up and have some settings | |
| Expenses | Read-only | They would like a way to know that their expenses have been actioned by a notification | We need to investigate if this is possible | |
| Leave | Read-only | They would like to know when leave has been accepted or declined | We need to investigate if this is possible | |
| Admin setting Dates |
| They would like to have some way of Admins notifying them around dates for specific tasks/training or if there is something important they need to know or do | We need to work out what the Admins may wish to notify them about and how that may interact with the Trainees in the app | |
| Other | All content | Archive | The trainees have asked for all the records to be archived with them able to access this over a say, 5 year period once they finish training | We need to understand how this might work, be it, package up their records and have them on a server somewhere? Or send to them via email once they finish? |
| Procedure log | Audit | They would like to see a procedure log of all the things they have done, and applied for, almost like an Audit trail | This may not be viable but we can investigate | |
| Logbook | Digital input and review | This could be a valuable piece of functionality where they treat the app as a diary around their activities and tasks that link to Trainers and gets approved when needed. | Not sure if we can do this but worth looking into | |
| Competencies | Comms | They would like the comms around their competencies to be clear and transparent so they understand what is going on, and what they need to potentially do | We need to try to ensure that there is a clear line of comms and updates in the process around the trainees competencies | |
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' |
|---|---|---|
| Dr not on a training scheme | Be able to see my training record with my activities, certificates, assessments, and ARCP | I can revalidate and get on a training scheme |
| Dr new to the NHS | Have evidence that I meet competencies | I can be eligible to apply for a training scheme |
| LTFT | To have links to pastoral care services | I feel supported with long hours and clinic environment |
| Dr new to this country | To receive advice about how to register as a doctor | I can work in this country |
| LTFT | To have adequate surgical exposure | I can complete my logbook and competencies |
| LTFT Trainee with a disability | To have contact easily available at occupational health | Adaptions and support at work can be given when necessary |
| Dr new to this country | Know how to access e-portfolio and learning modules | I can begin to develop my knowledge in cardiology |
| LTFT Trainee in surgery | Have a way of logging my audit work, publications, and quality improvement exercises | I can fulfill my competencies and be successful at ARCP |
| Trainee | Be less if a burden on my supervisors | They have an easy way of seeing all the tasks that I have completed, and to see whether I have filled out forms and met my responsibilities |
| LTFT Trainee going out of programme | Have my annual leave and CCT date to be calculated automatically | I always know where I am up to |
| International trainee | A mentor | I can prepare my application and interview to get the job I want |
| International trainee | Improve my communication skills | I can have effective communication with patients and doctors |
| Senior trainee | Manage all the non-clinical aspects of training | I can work as a consultant |
| ST6 Trainee | Go OOT | I can develop research and educational training |
| ST6 Trainee | Keep a logbook | I can independently operate |
| ARCP process involved | Complete lots of docs and forms | I can be signed off and be moved to the next level of training |
| IMG (International Medical Graduate) | To be a mentor eventually | I can help others in similar situations to myself |
| Trainee | To be aware of learning opportunities outside of Cardiology (Specialty) | I can diversify my CV and career |
| Jr Dr | Have effective supervision | I become a competent and confident clinician |
| Jr Dr | Know who can help when things go wrong | I don't stress about things needlessly which may impact my work |
| Jr Dr | Have all the available information | I can efficiently go through training |
| Female trainee | Be a leader in my specialty | I can be a role model to other female trainees |
| Trainee interested in research | Easily take a break from training (Out and In) | I can focus on my research work and not worry about problems/paperwork when I rejoin training |
| Trainee with children | Have the opportunity to do some of the work at home | I have more time for my children |
| ST6 General Surgery Trainee | Be able to show my level of expertise | I get a good consultancy job |
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