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.

1 Application Windows for North West
2 LTFT Categories
3 As-Is Processes
- 3.1 As-Is end-to-end LTFT process for North West
- 3.2 CCT date Calculation
- 3.3 Actors
4 Application Numbers Feb 2022 to Aug 2023
- 4.1 Pain Points in the process
5 LTFT Email templates
6 List of Forms used by the trainees in the LTFT Process and documents
7 Documents

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

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: Completion of ‘Post Reference Form from the specialty school for trainee to fill in 3 post they want to go into. Trainee then discuss with LTFT Training Advisor/Training Programme Director (TPD) for approval 'In Principle’. With at least 16 weeks notice given
LTFT Application Stage: With at least 16 weeks notice given and application submitted to HEE

3.1 Post approval - Negotiation of Working pattern and agreeing start date : 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 Appeals: 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

Actor
Postgraduate Doctor in Training	The applicant for LTFT
Training Programme Director (TPD)	First point of contact for trainee on LTFT and give Trainee the approval to complete Eligibility Form 3 months prior to commencement of LTFT Give Trainee ‘Agreement in Principle’ Engage with Trust LTFT Training and Medical staffing on Trainee Rotation planning, capacity planning and Post Funding Sign a section of the E-Form
LTFT Training Advisor	First point of contact for trainee on LTFT and give Trainee the approval to complete Eligibility Form 3 months prior to commencement of LTFT Give Trainee ‘Agreement in Principle’
Trust LTFT Training Champion	Engage with trainee on Rotation/Placement, Funding etc Engage with TPD and Medical staffing on Trainee Rotation planning, capacity planning and Post Funding Sign a section of the E-Form
Associate Dean	Review/Approves the Eligibility form Send eligibility decisions/comms. to trainee and trust/lead employer and LTFT Admin
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

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 he Return to Full Time Training Form Post Reference Form Approval Form - E-Form Eligibility Form-
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

Email Template	Body / Content
Post Approval Confirmation - Reduced Full Time	Dear Dr Re: Less Than Full Time Training I am writing to confirm your completed E-Post Approval form has now been received to confirm your Less Than Full Time Training in a reduced full time XX% WTE post commencing XXXXXX and finishing XXXXXX. Please note you are required to complete a new Post Approval form every time you move Trusts or change your working hours or slot share partner. This will ensure your training hours are recognised and you receive the correct pay. You can request a new form from the LTFT Team (ltft.nw@hee.nhs.uk). If you have any queries regarding your Post Approval form please do not hesitate to contact me. Yours sincerely [name] LTFT Administrator
Post Approval Confirmation - Slot Share	Dear Dr Re: Less Than Full Time Training I am writing to confirm your completed E-Post Approval form has been received at the Deanery to confirm your Less Than Full Time Training in a 60% slot share post with XXXXXXX commencing XXXXXXXXX and finishing XXXXXXX. Please note you are required to complete a new Post Approval form every time you move Trusts or change your working hours or slot share partner. This will ensure your training hours are recognised and you receive the correct pay. You can request a new form from the LTFT Team (ltft.nw@hee.nhs.uk). If you have any queries regarding your Post Approval form please do not hesitate to contact me. Yours sincerely [name] LTFT Administrator
Post Approval Confirmation - Supernumerary	Dear Dr Re: Less Than Full Time Training I am writing to confirm your completed E-Post Approval form has been received at the Deanery to confirm your Less Than Full Time Training in a 60% supernumerary post that commenced on XXXX and finishes XXXX. Please note you are required to complete a new Post Approval form every time you move Trusts or change your working hours or slot share partner. This will ensure your training hours are recognised and you receive the correct pay. You can request a new form from the LTFT Team (ltft.nw@hee.nhs.uk). If you have any queries regarding your Post Approval form please do not hesitate to contact me. Yours sincerely [name] LTFT Administrator
LTFT Confirmation -	Dear Dr Re: Less Than Full Time Training Further to your recent application for Less than Full Time Training. Please find attached the accompanying Post Approval form which must be completed in full and returned to ltft.nw@hee.nhs.uk before you start in post. Failure to do so may result in a delay in your start and you may be required to work full time until the necessary arrangements have been made. There may also be financial repercussions. If you are a GP ST3 or in a GP Practice (this includes ITPs and GP+ posts), please go to the following website to obtain the correct forms http://www.nwpgmd.nhs.uk/policies-guidance The LTFT placement will only start on rotation dates, and you will be expected to remain LTFT for the full duration of each rotation (unless there are exceptional circumstances). The arrangement process can take up to three months to complete so please ensure you allow sufficient time to complete the process. In order to ensure adequate support is available to LTFT trainees we now have LTFT Training Champions based at each Trust. The list of LTFT training champions, and further information can be found on our website at http://www.nwpgmd.nhs.uk/content/less-full-time-training HEE will share relevant data with ‘Trust Champions’ The sharing of this data is within HEE’s legitimate interests as a public authority. To discuss your rights under GDPR or DPA 2018, please contact information.governance@hee.nhs.uk Yours sincerely [name] LTFT Administrator

List of Forms used by the trainees in the LTFT Process and documents

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. See attached
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. This is supplied by the trust.
Post Approval Form - See Attached
E-Form - E-form is not signed. Form to assess Trainee eligibility for LTFT which is assessed and approved by the associate dean. This is online
Eligibility Form- The form is an agreement form between the trainee and the LTFT Admin which can be sent to the TPD. See attached