North East Trainee Management

Date: 29/05/2020

Attendees:

Any support in place for trainees?

AG (Psych) - each speciality has their individual person to contact known as the SPC (Specialty Programme Coordinator). Trainees liaise using the SPC’s personal email address - normally queries around training.
NE are unique in that they co-locate with the Lead Employers. Lead Employers work on HR and contract issues.
Each SPC is named on the NE website. SPCs send an introductory email to all new starters outlining their roles. (SPCs are first point of contact for trainees for anything training related).
There are however generic inboxes for GP (e.g. recruitment), PH (two person team), Revalidation and Foundation school
AJ - the NE has retained a school based training programme management structure and do not manage by function.

Any inboxes management as part of your support process?

FORM R part A through the recruitment team.
Programme Support Officer and Programme Support Assistant- deals with day to day activity of their specialty via individual work email which includes FORM Part B as part of the ARCP.
Form Rs for Foundation are handled by the Local Trust Teams as they manage the ARCP process
Management of inboxes slightly different for foundation schools- the Medical Education Support Staff at where the trainee is working will deal with most day to day queries (such as teaching days and rota). The HEE admins normally handle issues that have not been dealt with locally or requires additional support.
LTFT impacts both Programme and Lead Employer so they would work together

If yes, how do you manage the inboxes ?

How many queries do you get per day/week… e.g placement/assessment queries?

Do trainees have an opportunity to see the data you keep on them on TIS? If so what's the process of managing queries/change?

No
LO works closely with GMC and lead employer before the GMC survey to complete a thorough data cleanse ensuring that all placements are correct. Therefore there are minimal changes once the survey is circulated to trainees. There is a shared spreadsheet to track any changes.
No issues with trainees and their new NTNs. NE did housekeeping beforehand mitigating any errors.
CQ is cautious of sharing TIS data to trainee as trainees may misinterpret what counts towards CCT (sickness, A/L etc.)

Any dedicated Team to manage the queries?

Is the support the same for Dentist &PH?

Any document for your FAQ?

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

Standard ARCP KPIs
Two national SOPs which are interpreted via LO (based on individual local policies).
Lead employers have got KPIs - must respond to trainee within two days

Any plans to improve your current system?

Acknowledged the possible issues with using personal emails if the person is on sick or annual leave. However, staff would often buddy up and leave a clear Out of Office email.
LO has received excellent feedback from trainees.

Document to receive from them:

Useful website to get more information

https://madeinheene.hee.nhs.uk/Trainee-Support-Service