West Midlands Trainee Management

Date: 03/06/2020

Attendees:

Tom de Salis

Alistair Pringle

Sebastian Kwok

Ade Adekoya

James Harris

Ashley Ransoo

Any support in place for trainees?

• Main Generic Inbox - programmes.wm@hee.nhs.uk - Initial Form R, OOP, LTFT, new starter docs

• Inbox for IDT

• Inbox for academic programme

• Inbox for Assessments - Form R Part B and upcoming ARCPs

• Previously inboxes were separated further but the team disliked this

Any inboxes management as part of your support process?

• Main inbox - overseen by Band 5. Emails allocated via colour coding and flags. 7 people answer the inbox - they are divided by speciality.

• IDT - managed by TdS who escalates to Amanda Barber (BM) if necessary

• Assessments Inbox is looked after by 8 people

• Inboxes have a lead and deputy

If yes, how do you manage the inboxes ?

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

• Trainees send queries normally around grades, training dates and CCT dates (as a result of the formal audit below) and these are managed via the Programme inbox

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?

• Twice a year formal audit and also around CoP

• Used to have quiet periods to look at significant tasks like this

• Formal audit checks trainee’s name, contact details (email, phone number, address) and CCT date

• Data also exposed during the GMC survey

Any dedicated Team to manage the queries?

Yes - see above

Is the support the same for Dentist &PH? 

• Dentist has got separate team as a faculty, so trainees contact them directly (for training courses etc.)

• Has specific staff that deal with DCT, and higher dental training.

• PH comes to the programme team only dental is separate

Any document for your FAQ?

• Welcome pack with contact details of different units and link to website

• Welcome letter from dean (asks for various documentations such as the Form R)

• All on the website

• LTFT page on website

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

• 5 days to respond to email but not monitored

Any plans to improve your current system?

• It will be good if we can monitor/measure KPI because there is no tools

• Keen for the online Form R

Phone /Email contact

• Emails generally, not much phone calls (as not desired) so as to have audit trail

Useful website to get more information