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Description

All training programmes should be approved by the appropriate regulator, College or other approval giving body or individual. In the case of GP programmes this also includes the practice site and trainer.

For MVP, this covers only GP sites and trainers. 


Component TIS-645


Scope


Manage site approvals

Define pathways

Assign pathway to trainer

Confirm trainer accreditation

Expiry notification

Manage site visits - TBC if in scope


Background

Current Usage

LocationIntrepid UsedVolume of GP / PracticesNo UsersComments
London & South EastYes

TBC Sites

1327 trainers

2
  • Sites entered into Reference Table & Educational Events (site approval)
  • Approval period (start/end) dates entered for Trainers
East MidlandsYes

250 sites

550 trainers

3
  • Sites not entered into Intrepid
  • Accreditation pathway aprovals for Trainers
West MidlandsYes

464 sites

1321 Trainers

6
  • Accreditation pathway used for GPs
  • Update site reference table with dates
East of EnglandYes

600 Sites


3
  • GP / Trainer role is added to the system, use accreditation pathway
  • Record approval date of a site in site reference table
North EastYes

196 Sites

197 Trainers

1
  • GP trainer approvals done in accreditation pathway
  • Approval dates recorded in the site reference table
Yorkshire & HumberYes

560 Sites

496 trainers

20
  • Speak to Helan Raynor on accrediation pathway << still required? Alistair Pringle (Unlicensed)
  • Accreditation pathway used for GPs & Clinical / Educational Supervisors based in Trusts (3000+)
  • Site approval via reference table
North West Yes

700 trainers

500 sites

6
  • Recording trainer approvals
  • Record site approvals
  • Accreditation pathway
WessexMaybe

TBC Sites

TBC Trainers

TBC Clare Frances to confirm points of contact
Thames ValleyYes120/130

220

2
  •  Speak to Barbara Gow (01865785583)
South WestYesTBC Sites

TBC Trainers

2

TBC by Alice Brindle 01752676151 / Andrew Horton 01454252696

  • Accreditation pathway used for trainers & trusts
  • not widely used across the team


Recommendation

Approvals is widely used for GP practices and others across nearly all Local Offices

  1. Develop solution to support - the solution would entail allowing users is to enter periods of Approval into reference data for sites, however may be more complex for trainers and requires further investigation, as well as granting access to Trainers (see here)
  2. All teams use Hicom supported service

  3. Manual workaround - use email / spreadsheet system until a solution can be developed


User Journey



JIRA Tickets

https://hee-tis.atlassian.net/secure/RapidBoard.jspa?rapidView=13&projectKey=TIS&view=planning.nodetail&selectedIssue=TIS-645&quickFilter=48&versions=visible&selectedVersion=11700


Discussion & Assumptions

#QuestionCommentOwner
1

what is a domain?

domains are defined by the GMC, standards required for recognition = domain (see link sent by James - http://www.gmc-uk.org/education/10264.asp <http://www.gmc-uk.org/education/10264.asp>

Alistair Pringle (Unlicensed)
2

what’s the relationship between accreditation pathway and domain?

An accreditation pathway sits under a domain as an evidence record, a single role can have muliple domains against it. 

An accreditation pathway constitutes of 1 or more domains. Domains are managed under reference data in Intrepid.

Alistair Pringle (Unlicensed)
3

what’s the report functionality purpose?

Allows users to pull reports on what approvals are complete etc.Alistair Pringle (Unlicensed)
4

what are free CPD points? How are they used if at all?

Not recorded in Yorkshire & Humber local officeAlistair Pringle (Unlicensed)
5

what other evidence types are there?

custom [free text] / course [reference table list] /alternate [doc/meeting/teaching session]

Alistair Pringle (Unlicensed)
6

what does verify evidence bring up?

Approved / Partially Approved / Not Approved

Course approval must be completed before entering into the system

Alistair Pringle (Unlicensed)
7

How are GP sites being catered for in reference data?

There's a site approval date section against each site on the site reference table UI.Alistair Pringle (Unlicensed)
8

whats the impact of not knowing whether they have trainees assigned to a trainer?

Needs to be known, to ensure any risks of non-accreditation is managedAlistair Pringle (Unlicensed)
9

is it necessary to view list of all evidences submitted?

Yes, a drop down would be helpful (se #6)Alistair Pringle (Unlicensed)
10

do they need to be able to upload documents (see alternate)?

No documents needed for Y&H local office; any certification maintained by TrustAlistair Pringle (Unlicensed)
11

should courses be linked to courses and events for trainees?

it looks like courses can be paid for by HEE (as course cost is a field)

Alistair Pringle (Unlicensed)
12Who are the users that can manage accrediation pathway and domains?Local Office admins and Trust admins

Alistair Pringle (Unlicensed)

13What is the relationship between an accreditation pathway and role/s?An accrediation pathway can be created with multiple rolesAlistair Pringle (Unlicensed)
14What is the relationship between an accrediation pathway and a Local office/s?An accreditation pathway can be associated with one or more Local Offices on creation.Alistair Pringle (Unlicensed)
15What is the relationship between site approval and trainer approval from an admin perspective/visibility?Processes are different but managed by the same administrators very often (Quality teams)Alistair Pringle (Unlicensed)
16What is a Tracker and its relationship to a Site Visit?Sites are approved after receiving 'Visits'. These visits can result in recommendations and the steps required to suffice the recommendation can be recorded in a 'site visit tracker'Alistair Pringle (Unlicensed)
17Do site visits need to be recorded?I don't think this is necessary as visits are so interlinked with site approvals. possible that we can add a field or 2 if desired by the SMLs.
18Who defines the "other" pathways? Do admins need access to the reference table to do this?pathways and roles are interchangeable in this instance. Hopefully we can get agreement on a stable set of values.
19Do we need any more roles than educational / clinical supervisor available to approvals system?Yes
20Are pathways now rationalised? ie. can the same pathways be used across all local offices? Do we need to rationalise them ahead of TIS launch?we do need to look into rationalising these.
21How do we display existing approvals? Read only? We may not show all fields, does this matter? 

22Do attendees complete a course per domain, or a course per pathway?it varies. some courses satisfy multiple domains.
23Should notifications be in scope? i.e notify that a supervisory's approval is coming up for expiry, notifications of site visits due, notification to supervisor?not at this point as it can be dealt with via reporting.
24what interaction was planned for intrepid for trainers and would it make more sense administratively for the trainers to complete these forms?going forward i imagine the 'trainer ui' will be 


Agreed Next Steps

  • Usage data validation
  • Review as is process for Advanced Approvals module
  • Review scenarios and write up in detail
  • Specify field validation changes & rules
  • refine stories to reflect user journey, scenarios and field validation


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