This page outlines the data that have been collected from North West Local Offices and validated at a workshop (31st of October 2023) to map their as-is business processes for Less Than Full Time Training.
Application Windows for North West
Rotations are February, July and August each year
LTFT will commence only at rotation points – unless an unexpected reason is identified during a placement for example health, carer, parental leave, this includes changes in any percentage in LTFT training.
Should a Postgraduate Doctor/ Learner in training submit an application for LTFT under the ‘Welfare & Wellbeing’ category this will be via two windows mid-March to mid April for August rotation start and mid- September to mid-October for February rotation start each year. This is a local process agreed with the trust not national process
All applications are submitted online via PGMDE Support Portal.
LTFT Categories
From December 2022 Categories 1,2 and 3 are no longer in use.
The following are the eligibility categories in use: This is the National SOP (Standard Operation Procedure)
Disability / Ill Health
Caring Responsibilities
Welfare and Wellbeing
Unique Opportunities
Religious Commitment
Non-Medical Development
Career Development
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: Lead employer is 12 week Notice but 16 weeks is advertised, 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.
LTFT Application Stage: With at least 16 weeks notice given and application submitted to HEE
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
3.2 Appealing the decision stage, where their application was rejected, typically 8 weeks before commencing
Trainee Commencing their training on LTFT basis
As-Is end-to-end LTFT process for North West
CCT date Calculation
Some schools, the Royal college does it
But for most schools, it is the Admin Team - The programme support Manager and the Coordinator.
There is a template in NW which they are going to send us.
Actors
Actor | |
|---|---|
Postgraduate Doctor in Training | The applicant for LTFT |
LTFT Training Advisor | |
Training Programme Director (TPD) |
|
Trust LTFT Training Champion |
|
Associate Dean |
|
Medical Staffing | Engage with Trust LTFT Training and TPD on Trainee Rotation planning, capacity planning and Post Funding and trainee start date |
Rota Coordinator | Agree Rota pattern with Trainee |
Lead Employer | Confirm post , CCT date and salary/pay |
Education Supervisor | Confirm acceptance of Trainee LTFTT placement Seek approval from Clinical Director, Medical staffing and finance departments |
HEE LTFT Amin | Manage training LTFT application and Appeal process and documents |
Application Numbers Feb 2022 to Aug 2023
Pain Points in the process
No. | Pain Point / Area to improve | Comment |
|---|---|---|
1 | There is no definite/defined process of Communication of HEE and Trust around Trainee Rotation planning, capacity planning and Post Funding. | Pre-application process |
2 | Some Trainees do not come to HEE LTFT Admin for guidance on LTFT process but go through the school or Lead employer who THEN contact HEE LO | Pre-application process |
3 | Some Trainees do not check website for information around LTFT but prefer to speak to colleagues, school or the LO | Pre-application process |
4 | Quite a number of forms to complete in this process | Application Process
|
5 | Only the eligibility form is submitted online but all other forms are paper form and submitted via email | Application Process |
6 | Storage is something they need to look at. They have subfolders and spreadsheet to manage. It also go to TIS document section. Retention guideline is 6 years | Application Process |
7 | About 5% of trainee do not respond to emails in a timely manner | Application Process Delays in response to emails from trainees. LO uses TIS email |
8 | Difficult to say what has really worked well in their process | Application Process Process of comms not good enough. Trainee don’t do things in the right order. This is where study leave can help |
9 | Challenges of requesting for documentation because of confidentiality. The element of trust comes in. No clear rule in SOP | Application Process |
10 | Application window exceeds 2 weeks | Application Process |
11 | CCT date not mention in application | |
12 | Complex appeal process |
LTFT Email templates
These are the email templates maintained on the London & KSS PGMDE Portal and sent to trainees in the relevant events.
Email Template | Body / Content |
|---|---|
Approval | |
Rejection (insufficient evidence) | |
Rejection – application not made within window | |
Rejection- include appeal procedure |
List of Forms used by the trainees in the LTFT Process
The Return to Full Time Training Form: LTFT Postgraduate Doctors/Learners in training who wish to return to full-time training complete the form. It is sent to Lead Employer when completed so that salary can be adjusted accordingly. It is part of the pack sent to the trainee.
Post Reference Form- Each of the specialty School send Post reference form to all their training to complete. Trainee fill in 3 post they want to go into
Approval Form -
E-Form - Form to assess Trainee eligibility for LTFT which is assessed and approved by the associate dean.
Eligibility Form- E-form is not signed. The form is an agreement form between the trainee and the LTFT Admin which can be sent to the TPD
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