Discovery Midlands: Trainee workshop

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	ARCP Panelist (External)	TPDs	Admins	Lead Employer	Educational Supervisors	HR
Language barriers Dexterity issues and disabilities No tech experience	Read-only	Read-only	Read-only Personal information needs to be editable Forms	Full access Bi-directional information updates	Read-only Bi-directional information updates	Read-only Bi-directional information updates	Read-only Bi-directional information updates

User Personas

Details	Persona
Name	Barack Obama
Role	Trainee in NHS
Based	Royal Stoke Hospital, Stoke-on-Trent
Background	International Med Graduate Did MBBS in 2010 in China Worked for WHO for 5 years in different parts of the world Loves food
Tech stories	Basic skills Not a social media user
Needs	Concerns	Tasks
Some language support around different dialects and accents Understanding academic and professional cultural differences Help with exams and training An alternate form of evidence of competencies previously achieved	Being judged and misunderstood Missing information in the conversation Regarding communication and information governance Being unaware of systems in general and expecting to know how to use them Complaints and how to deal with them Using the app at work Home address	Ward rounds On Calls Clinics Training & Teaching responsibilities Update portfolio and engage with ES/CS
Name	Mibo Smith
Role	Educational Supervisor
Based	Coventry
Background	Specialty is Neurology Born in Germany so English second language Very efficient A hobby is trekking and hiking Cycles to work Special interest in CID
Tech stories	Good typing speed and uses their smartphone a lot
Needs	Concerns	Tasks
Access to the trainee(s) Formal and informal updates by trainees To know what the trainee needs To be actively involved in trainees progress For a trainee to know when he uses the app or updates something for them	Must be easy to use To have a good back up system Password support Doesn't want a repetitive system Can access calendars and forms Allows the trainees to communicate through the app	To complete forms on time To be aware of my trainee's needs To ensure my trainees succeed To ensure the trainee is working according to contract
Name	Sue Smith
Role	HR/Manager
Based	BI Birmingham
Background	Working-class Clubbing HR Business studies
Tech stories	Mobile and computer use daily, at home very social on media
Needs	Concerns	Tasks
Team HR Personel Office/hot desking Electronic devices Charging points Access to employee data Regular cups of tea Rest breaks	Complaints Deadlines Cost putting Changes to contracts No toilet access nearby Sedentary job Does my lipstick need touching up	Communication Engagement Complete deadlines Audit Complex paperwork
Name	Professor Green
Role	ARCP Panel (External assessor)
Based	West Midlands
Background	Ph.D. in Plant biology
Tech stories	Single finger typist Prefers paper forms, folders, and binders Does not own a smartphone
Needs	Concerns	Tasks
Access to portfolio Understanding curriculum and ARCP requirements Knowledge of trainees needs and of the specialty	Computer crashing Forgetting password Unable to find the relevant information Difficult Trainee	Reviews Trainees portfolio Meets other members of the Panel Gives a verdict

Birmingham workshop: Feedback from Trainees on the potential domain of App

Feature	Element	Interaction	Comments	Actions
Concerns	Data protection and Privacy	Who see's what Who decides this	A concern was around privacy and who can access what parts of the App	We need to make sure that we only grant access to other user groups for certain agreed parts of the application
	e-Portfolio	Integration Syncing	We need to ensure that anything that links with their portfolios updated in real-time to avoid duplicates	We need to work out what in the App may be bi-directional
	Security	Backups Access to the app	They want to ensure that if they lost their phone they do not compromise there information and also have a back up of the content	This is something we must ensure
	Size of the app	Data Storage	They are concerned the app will be too big to download and run on older phones, plus is it Android or IOS	We need to ensure we have an app that serves all phones and models (smartphones)
	Ownership	Interactions	Who is responsible for ensuring the data and content is accurate and up to date	We need to talk this through and make it clear in comms
	Courses and guidelines	Interactive	They need to know that all the information around courses and guidelines are accurate	This is something we can investigate
	Access for HR	Documents	They want to make sure that HR only has access to relevant areas of the app	We need to check what HR needs to see
	Offline	Accessibility	They often have poor WIFI so can they still use the app in offline mode?	This is vital, as most users face this problem, consider the draft versions
	Log in	Multiple login access	They feel that there should be limited access to the app in the lof in process	We need to find out what this means to them
	Trusts	Access	Who at the trusts will have access and how often will it be updated	e need to understand what the Trusts may need to access and how this might work through TIS
	Profile	Audit trail	Who has access to your profile in the app, they would like to know who uses their profile and when	This may be hard to show but we can look into this
Profile #1	Personal information	Name GMC DOB Address Specialty Grade Supervisor Current post	They would like this to be editable and accessible to the right parts of the business. This must be synced with other systems	This is a key area of the app to Users so we need to ensure we cover all their concerns
	Training	Mandatory Certificates	They would like access to their mandatory training to be a part of their profile, also a way to upload certificates into this area	We can look into what this might involve, be it the document upload is a different part of the app
	e-Portfolios	Links	We need to ensure that can access e-portfolio from here	This should be potentially easy to do, depending on how we establish these portfolios for each user
	Contacts Phone Email	HEE contacts NHS contacts HR contacts Hospital contacts	They would like a directory of who they can contact should they need to	We can look into this
	Contracts	Information	They would like to have their contractual information available in their profile	We can look into how this might work
	Emails Plugin for NHS/Trust	Access	They have multiple emails (email accounts), can they access these through the app	Not sure how this might work but we can look into this
	Uploader	Certificates	Can they upload certificates into their profile to share with others	We need to look into this, as they have old ones they may wish to keep in the App
	Occupational Health	Information Syncing	They have asked to have a page around Occupational health to be a part of their profile	We can look into this
	HR	Sharing Syncing	They would like to make sure that HR information is available but not sharable or Trusts not accepting online information	We need to investigate what this might mean
	Placements	Past Current Future	They feel this would be useful maybe links to this from a profile, with their current placements visible in the profile itself	We can look into how this might work
	Medical staffing documents	Storage	They have asked if this could be a place to host these?	We can look into what this means
	Leave & Entitlements	Access Interactive Read-only Links	They have asked if they can have their leave and entitlements pull through to their profile, so it's clear what they have taken and what they have left	We can investigate this
	Payslips	Storage Links	Can they also have their payslips accessible through the app	We may need to speak with HR but essentially a link to ESR will also cover this
Assessments #2	Portfolios	Links Syncing Information	They would like to ensure that the App links and syncs with their portfolios similar to Royal college where they have dropdowns to choose which they require	We can look into his
	Sending and receiving	Process	They would like to be able to send and receive their assessments and tickets through the app	We need to investigate the process for each assessment stage
	ARCP Form R	Guidelines by year CCT Date Checklist One portal for Form-R	They would like to have the ARCP and all info on this accessible in one place	We need to investigate what all this means
	Document library	Access Storage	They have asked for a storage facility to keep all their assessments and docs in one place	Access to this (how long) might be an issue
	Calendar	Interactive Notification Read-only Link	They have asked around notifications and having certain dates put into a calendar so that they know when they need to complete ARCP,s and other tasks to complete the process	This will need to be confirmed by business in regards to who is responsible for what.
	Access	Permissions Read-only Form R Rotations/Ed supervisors e-Portfolio Logs & DOPS	They have asked if HR and ARCP Panel can have access to certain areas of the app and assessments, as this would make life easier, as HR and the ARCP Panel can get what they need when they need it, as opposed to emailing the trainees for the info. (names, updates etc) Educational Supervisors Revalidation Officers HR ARCP Panel	Check process and gaps
	General info	Important dates Assessments info Submissions info Training requirements	General information around assessments, what they have them and how they work would be valuable	We can show this once we have a clear understanding of process etc
	Logs	RC Portfolio e-lfh Form R	A centralized log	We need to investigate what this means/is
	Status	Live-tracking Forms Submissions	They have asked if there would be a way to communicate the status of their assessments and form submissions	This would be a good win for process streamlining
	Mapping	Curriculum	A good map of the portfolio and what has been done in regards to Curriculum	We need to investigate what this means/is
	Uploads	Docs Assessments	The ability to upload assessments to portfolio	This may be useful for older assessments but I think we should try to digitalize all of this
	Exams	Links Info	Links to college websites with dates and links to courses	We need to investigate what this means/is
Forms	LTFT OOP Form R	Interactive Notifications Dates & Calendar Approval process	They would like these and all forms to be digitalized with an easy way to monitor the status, have a simple process for approval and also be able to view old submissions	It is vital that we ensure there are no gaps, no blockers to the process if we digitalize the forms
Information	General info Key sites Car parking	Info Links	they would like to have access to sites information	We need to investigate what this means/is
	Booking clinic rooms locally	Info Guide	They would like to have an easy way to book rooms they need	We need to investigate what this means/is
	Accommodation	Info Links	Different accommodation options for doctors not living locally	This is a good idea so we should look into how best to approach this regionally
	Contact directory	Info Links	All important contact information in all Hospitals & Daenerys, and further professional development	We need to get this list
	Carpools	Info Contact details	Many of the doctors do not drive if they can avoid it, so carpooling is a popular choice	We can investigate how this might work, forum or editable post board
	Local JDF	Info	They would like to have information on local JDF	Not sure what this is?
	Teaching & Presentation	Info Links	They would like information and links on: Events Presentations Teaching opportunities	We need to investigate what this means/is
	OOP Consultant jobs Fellowships	Info Links	They want information and clear sign-posting around these	We need to investigate what this means/is
	Funding for projects	Info Links	How would this work, they feel that this would be useful	We need to investigate what this means/is
	Interpreters	Language Contacts Links	Access to interpreters locally	This would be a great win for accessibility and towards enabling the trainees with English as a second language
	Teaching	Info Links	They would like information and links to the following: Students/medical school contacts Guidance on arranging the venue Lists of topics that can be taught	We can investigate this
Resources	BNF	Link Info	They have asked for a link to BNF and to have up-to-date information	We can investigate this (What is BNF)
	BMJ	Link Info	A link to BMJ with login, college journal, and GMC	We can investigate this (What is BMJ)
	Courses	List Links	A list of filtered courses to meet their specialty. These must be approved courses for each specialty, think directory	This would be very useful and I think possible. But who updates this?
	Access	Academic Cochraine library (All libraries) Info on leave & expenses	They would like the app to be a 1 stop place to find all they need, be it just links to what they need would be useful.
	Handbook (Specialty)	Interactive	Handbooks and Logbooks have been mentioned on-site in London at Brixton, the trainees say they often have to handwrite their logbooks for their trainers to sign off, they often don't read these and its all very last minute, or sometime after the entry before they can sign it off. So digitalizing this would be a win for trainees	We need to investigate this
	Guidance	Forms Leave (Maternity, sick, annual) Phased return guidance Specialties (Microbiology etc) Regional NICE Rating Scales Referral pathways Hospitals (local) guidelines Policies	They would like an easy to understand guide to what they need to do, why, and how to do it	This should be a priority as most feel that it's unclear how and why they need to do things
	Medical resources	Online presence	They asked for this to be available in the application	We need to investigate this
	Books	List Links	They have asked for access to any important or potentially relevant books for training	We need to investigate this
	Research	Links Contacts	Research opportunities would be useful for Trust/Specialty with contact details	We need to investigate this
	Bursaries Funding	Info Links Forms?	They would like to have the resources they need to find out about funding etc for Studying and Fellowships	We need to investigate this
	Ex-Curricular	Info Links	Some information around extra-curricular activities	We need to investigate this
	NHS Jobs Locum jobs	Info Links	They feel that having the Jobs website feed into the app would be very useful	We need to investigate this as to how it might work and who updates this?
	Forum and Chats	Interactive Filtered to specialty Mentoring Well-being/support	This would be a great way to share experiences and concerns with fellow doctors. This could also be a space for mentoring and well-being/support Concerns: Who monitors this? It needs to be private	This is something that all Regions also feel would be valuable in the app
	Schedules	Schedules (Local) ie: Clinic schedule of departments	They asked if there was a way to have local schedules available in the application, these may be specific to specialty.	We can investigate this and see about having some kind of filtering or preference setting
	Mentoring & Coaching Buddy schemes	Interactive Links Contacts	This could tie in with the forum but essentially a way of: Offering to become a mentor in a specialty Finding a mentor	This should be a key part of the app for well-being and support. It also aligns to the commitment of the NHS
	Bullying & Harassment	Contacts Info Links	They would like information and resource around bullying and harassment in the workplace so they have a clear sign-posted way of dealing with this.	This is a key feature to think about for the app
	Rota's	Work schedule Payscale On-call Covering & Bleeps Handovers	Is there a way we can have this in the app as it would be a huge help	We need to investigate this
	Job descriptions	Info	They would like to have job descriptions for jobs available for Specialty Training	We need to investigate this
	Study leave	Info Links Forms	If we are able to pull study leave into the app this would be a huge benefit to users	We need to investigate this
	LTFT Calculator	Interactive	This would save a lot of time for trainees	We need to investigate this
	Training	Info Links Contacts	Safe-guarding QI Mgt	We need to investigate this
	Logging extra shifts	Interactive	They asked about being able to log shifts and work through the app	We need to investigate this
	Audit	Read-only Info	They would like to have an Audit function to: Improve quality Identify Audit leads in Dept List of Active Audits/Archived Audits Presentation/Publication opportunities	This is a larger piece of work also needed for TIS
	Projects	Info Links	They would like to have some resources around: Research Audit QI	We need to investigate this
	ES/CS Study leave Courses	Access Links Courses Interactive Sign-off	They have asked about having access to Study leave/courses and they should be able to sign it online Useful links to ext.courses that is validated by HEE to add to a portfolio	We need to investigate this
Calendar & Notifications	Permissions	Edit Read-only Approval	The trainees have asked to have control over the calendar making sure that only they can edit this and delete from the Calendar	We need to look into how the Trainees and Admins will interact with the calendar feature
	ARCP	Read-only Interactive Links Info	They feel that the Calendar would be useful for: Mandatory training courses for ARCP ARCP Due date Form R DBS Vaccinations due CCT Date	This could be a great feature for streamlining the process, we just need to ensure that User groups agree to how this works and understand the process/approval/review and sign off stages
	Study leave	Read-only Interactive	APLS ALS BLS PLS NPLS DBS Safeguarding	We need to investigate this
HR & Support #3	Work schedule	Info	They would like some information on what their work schedules should be	We need to investigate this
	Rota	Info Links Contacts	They would like to have information and support: Rota templates Rota rules Rota checks Rota compliance Rota calculator	We need to investigate this
	Rotations	Access	They have asked for access to the rotations in HR?	We need to investigate this
	Exception circumstance form	Info Form	This would be useful to have available in the App	We need to investigate this
	Sickness	Info Contacts	They would like some kind of info and directory for who to speak to about being off sick	We need to investigate this
	LTFT	Support	Trainees in difficulty, less than full time need additional support	We need to investigate this
	Leave	Info Links Contacts Forms	They have asked about support and info for: Parental leave policies Applying for Less than full-time training	We need to investigate this
Other	Salary & Pay	Read-only Links Interact	They said that Rotations affect adverse pay so having the following would be useful, around pay purposes, tax purposes, and occupational progression and study purposes. Pay Tax Student Loan Pension	We need to investigate this as it has come up a few times
	Questions & Queries	Forum Q&A	They asked if they could have an area dedicated to questions and answers with both HEE and other doctors being able to give advice	We need to investigate this

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'
Trainee	Useful contacts Referral pathways One forum to address all my needs Records of my information/forms	I remain updated Save time Reduce duplications Smooth transition to my next rotation
West Midlands Pediatric Trainee	A centralized online process with all information in one place that I update and HR and any Trust can access	I don't have to waste half my day every 6 months filling in the same paper forms
Trainee	Fill in all necessary forms (Form R, LFT, Applications) and all my personal info in one place	I Don't need to duplicate paperwork every time I change rotation or go to ARCP
Trainee	More help with my portfolio curriculum development Have information and resources easily accessible through the app More help and advice and support regarding sorting financial matters A centralized system so that we don't have to upload and present the same information every time we change out	I am able to manage my paperwork, schedule, and workload efficiently
Trainee	Have an App that has all my mandatory training forms, occupational health, DBS & Medical staffing forms in one place	It will reduce the repetition each time I rotate trusts as all HR will have access
Trainee	Have an App that presents the ARCP requirements easily	I can evidence my work and my supervisors/ARCP Panel can see it as well
Trainee	Have an App that links well to the Curriculum/e-portfolio I use	I can manage all of my records and the training easily
Trainee	Have all of the forms we use to be digital and live	I can avoid mistakes, have things populated automatically, and have the peers review things speedily
Trainee	Have a streamlined training with a profile/assessments and HR stuff in an App	I can complete my training without duplicates of paperwork and things are in one place
Trainee	Have an App that centralizes core requirements	Training is a streamlined process
Educational Supervisor	Have access to my trainees: Work schedule e-portfolio Means to leave alerts and texts for my trainee(s)	I can help my trainee efficiently: Highlight deficiencies in time Approve study leave Arrange meetings for reviews
Educational Supervisor	An app with an easy login process	In teaching my trainees progress does not become tedious
Educational Supervisor	An app with Calendar dated notifications	I know when my trainee has completed a mandatory task and know if they need my sign off
Educational Supervisor	An app that is interactive and easy to use	I can access my trainees progress without difficulty
IMG	An app that is easy to navigate	I can find and upload information easily
IMG	A repertoire of information about courses, resources, and helpful contacts	I can integrate easily and quickly
IMG	FAQS, tools and training portals	I can learn how to present my work efficiently
IMG	Access to what alternative forms of evidence of competence	I can show my training so far
IMG	Information about contracts, pay scales, career progression, rotas, entitlements and leave, as well as contacts for immigration concerns	I can enjoy doing my job well
ARCP Panel external assessor	An easy link to the curriculum and ARCP checklist	I can do my job efficiently
ARCP Panel external assessor	To have a thorough knowledge of trainees requirements of the specialty	I understand where trainees are coming from
ARCP Panel external assessor	To be able to reset my password easily when I forget it	I can access trainees portfolio in a timely fashion
ARCP Panel external assessor	To have easy access to trainees portfolio and relevant information for ARCP	I can thoroughly review their progress and give an accurate verdict
HR Manager	The training to be easy to access	I can navigate the app and train my team/employees
HR Manager	A mobile phone app	I can access TIS and Trainees on mobile if I am on the move
HR Manager	To complete deadlines with the app	There are no complaints
HR Manager	To make HR process streamlined for employees using the app	I can engage and communicate with the employees

TIS21 Confluence Space