Midlands and the East - East Midlands Trainee Management

Midlands and the East - East Midlands Trainee Management

Date: 28/05/2020

Attendees:

• Gwilym Williams (EM Programmes Co-ordinator)

• Darren Kemp (EM Assessments, Appeals & Revalidation Officer)

• Alistair Pringle

• James Harris

• Sebastian Kwok

• Ade Adekoya

Any support in place for trainees?

• Yes, emails goes into generic inbox before they are passed to different teams

• New starter comms contains a list of email addresses for trainees to contact (table below)

Inboxes: (7-8 inboxes)

• Foundation - sign off and Horus issues

• Responsible Officer - trainees in difficulty

* generic inbox that is divided into different speciality folders.

Who checks the inboxes and filters?

• Normally officers check, but ultimately everyone is responsible

• Admins assigned certain specialties within the inbox

• If email sent to incorrect team it will be forwarded on to the right one

• If trainee copies in multiple teams, the appropriate team would “reply all” so the other teams know that the query has been dealt with

• Normally obvious which team is responsible for the email

• Dedicated Leave Manager Team (Faculty Support). This is only 2 people. Affects placements so lots of liaising with the Programmes Team

How many queries on placement?

• Quite a lot in August placement - it's manageable though

• Usually not many placement queries

Any dedicated Team for placement:  Yes

Form R

• 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

• 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

Is it the same for Dentist &PH? Yes

Any document for your FAQ?

• There is for Form R though it seems to cover everything. there are more details on  eastmidlandsdeanery.nhs.uk

Do you do have any KPIs? Any system or process to measure this?

• There is for ARCP but it is more of outcomes rather than a process.

• Standard CoP deadlines

Any plans to improve your current system?

• Keep current until TIS comes up with the clean up.

• GW had previously reduced the number of inboxes

Document to receive from them:

• Request for their documented flow.

• FAQ guide for Form R

Useful website to get more information

• eastmidlandsdeanery.nhs.uk

Content of email sent to Starters