Yorkshire and the Humber Trainee Management

Date:

04/06/2020

Attendees:

Helan Raynor

Lucy Emsley

Becky Travis

Alistair Pringle

Ashley Ransoo

Sebastian Kwok

Ade Adekoya

Any support in place for trainees?

• Each of the schools have their generic inbox with HEE email address (e.g. Anaesthetics etc.)

• Each speciality manages their inbox, 12 people for medicine, 5 people for pathology (their role depends on their bands - Band 3 very task based, higher bands will have oversight; different tasks like sub-speciality...)

• Form R, ARCP, Rotation queries go to school inbox

• LTFT has separate inboxes

• IDT has its own inbox

• No separate assessments or programmes team - structure has been in place since 2012

• Use SharePoint a lot.

Any inboxes management as part of your support process?

• Programme support does a bit of everything.

If yes, how do you manage the inboxes ?

• They are by school - so nothing like assessment inbox

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

Becky to come back with

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?

• Quality team do something on GMC survey (not programme team)

• In line with CoP, email sent to trainees to confirming their details. This is done where their placements are confirmed.

• Rigorous validation against TIS and previous rotation to check quality of data mitigate the bulk of trainee queries.

Any dedicated Team to manage the queries?

Is the support the same for Dentist & PH? 

• Follow the same process of generic inboxes

Any document for your FAQ?

• Emails (welcome letter) sent and Form R Part A asked to be filled alongside

• website - Becky to send

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

• 5 working days

• Acknowledgement of receipt of email

• Not monitored/Measured

Any plans to improve your current system?

• Communication could be chaotic during peak - ARCP/Rotation

• Email addresses- how to ensure correct email

• Tedious checking of multiple emails - over 1,000 ARCP Outcome letters by email by an individual Band 6 (hired a temp).

• CoP mass communication automation to reduce admin burden.

• Integrating TIS with various e-portfolio

 Email/Phone

• Less from trainees more from faculties

• Tend to avoid telephone

Document to receive from them:

Useful website to get more information