Rachel Hardy - School Manager, GPs

Detailed walk through of ARCP process management on GP ePortfolio.

Notes and examples

User needs	Who
No reduction in functionality from what GP ePortfolio already enables	NE-GP
Remove duplication of effort between ePortfolio and Intrepid - Outcome forms; set up and update Trainees; Trainers (clinical supervisors); placements; locations	NE-GP
Links between relevant systems e.g. trainers linked to trainer finance/grants	NE-GP
ePortfolio requires trainers/ES to be set up in the system and linked to trainee/post so that they can view trainee evidence - any new system with single input needs to manage this (including removing trainer permissions when trainee moves placements)	NE-GP
Auto complete fields wherever we already have data in the system - e.g. CCT date is available from Programme, but currently have to input manually as well	NE-GP
Data integrity - confidence in reports that data is correct	NE-GP
Automate process of providing NTN to trainees - currently sent to them so that they can create their profile on ePortfolio	NE-GP
Ensure validation on system so e.g. can't put wrong dates in - placements must be end to end - no overlap or gaps between finish and start dates (GP ePortfolio has this validation)	NE-GP
Drop down lists for data that already known e.g. placements, locations, supervisors plus easy way to add new ones	NE-GP
System to identify errors where trainer not linked to correct trainee	NE-GP
Single log in but with permissions relevant to admin role, also be able to see Panel view etc so can manage their access during the ARCP process (prep, on the day & outcome)	NE-GP
Creation and management of panel lists - don't want to have to type in same panellists to a number of ARCPs - need to be able to share list across all trainees they are reviewing	NE-GP
Automate process of checking trainees' previous review date so can ensure placed into relevant panel and panel reviewing the correct period	NE-GP
Way of flagging trainees who require review outside annual cycle e.g. where Outcome 3 in previous review (require 6 months review); due to go OOP or maternity leave	NE-GP
Way of reviewing all relevant information needed about trainees in one place (currently mega spreadsheet) - Trainee details (including NTN), programme, date of last review, CCT date - Dashboard with most urgent on top	NE-GP
Automated Form R - extract relevant data for panel esp. Days out of training	NE-GP
Forms to reflect reality of GP training - GPs never go above ST3 so should not be options for ST4/5 (could lead to errors). [NB - Scotland GP training is 4 years. Need to check policies and business rules]	NE-GP
Needs to be able to identify the different types of review which require different panel members and levels of preparation (e.g. final assessment at CCT more in depth)	NE-GP
Need way to flag trainees where Education Supervisor has concerns - currently flagged on ePortfolio as 'Unsatisfactory' or 'Panel Opinion Requested' - use this to flag up support needs ahead of ARCP dates	NE-GP
Reporting - simple reporting that can set up yourself - want to report on all relevant trainee details so can identify trainees for review, XXXXXXX	NE-GP
Programme/TPD needs to be alerted to unsatisfactory outcomes so follow-up feedback with trainee can be scheduled	NE-GP
Only capture the data that's required and will be used (Outcome form)	NE-GP
Archive of trainee ARCP outcomes (currently save as PDF and attach to folder on local drive)	NE-GP
Historical record of all ARCPs carried out for review and reporting	NE-GP
Electronic signatures - chair, trainee	NE-GP
Notify trainees - automatic notifications currently go from ePortfolio to trainee - Outcome ready for sign off	NE-GP
Ability to link record of original ARCP with subsequent review and/or appeal	NE-GP
Something similar to Doodle Poll to enable panel members to let us know their availability	NE-GP

Rachel Hardy - School Manager, GPs

Notes and examples

User needs

Who