Present

Jonathan Adcock, SPC - Ophthalmology and Acute Specialties (ACCS, Emergency Medicine)
Lynn Bradley, SPC - Obstetrics and Gynaecology
Susan Holland, SPC - Public Health
Joanne O'Brien, SPC - Laboratory Medicine
Heather Roblin, SPC - Rheumatology, Respiratory Medicine, Diabetes, Clinical Oncology, Medical Oncology, Palliative Medicine
Laura West, Specialty Training Coordinator - GIM (dual with 9 other specialties), CMT (Core Medical Training)
Joanne Watson - HEE
Alison Parr - Transform

Exercises

Identify current processes for main steps in assessments journey including systems/tools used and links between them

Your ARCP Process

What info?
Where from (system or other)?
Where do you log it?

Who	Dates	Panel	Trainees	Venues	Evidence & Inputs	Outputs & Notifications	Communication
Laura West	Dates set by TPD Logged in spreadsheet in Excel for that ARCP/Assessment	Volunteers from a distribution list saved in Outlook/Office 365 Logged in spreadsheet in Excel that was set up for that ARCP	GIM: run report from Intrepid to identify trainees in a programme - identify manually Export to Excel to add to timetable (also Excel)with date/venue/panel details CMT: Use Excel spreadsheet with previous outcomes stored to identify manually who needs ARCP Move that data to new 'ARCP' spreadsheet	Decided by TPD - usually W4 if available (W4 is HEE offices) Use Micad to book rooms at W4 Log into an excel spreadsheet for ARCP	Evidence from ePortfolio accessed: CMT - remote review beforehand and on the day GIM - on the day Trainees send in Form R (which I sent them) and checklist (I send) to me - saved on network to access on the day Input outcome on ePortfolio Input outcome on Intrepid	ARCP saved on ePortfolio ARCP saved on Intrepid Email outcome to trainees	Email: send trainees dates and details of requirements HEENE website: publish ARCP dates and useful links to signpost trainees Email: send trainees notification of Outcome via email and invite trainees for feedback
Jonathan Adcock	Set at committee and via email traffic Stored in .xlsx on N drive Stored in shared calendar (Outlook)	Set via email traffic Stored in .xlsx in N drive or ARCP timetable	Cohort agreed by SPC, TPD, HoS via email discussion Stored in N drive .xlsx	Booked on in-house system (Micad) or at external venue by SPC or SSA Stored in timetable .xlsx/.docx Saved in shared calendar (Outlook)	Panel members given checklist in advance with portfolios/trainee names to review Completed checklist saved in trainees folder on N drive where applicable SPC notes typed and stored trainee N drive	Record added to Intrepid Record added to ePortfolio Letter (as email attachment) sent to trainees .xlsx updated with info	Email
Lynn Bradley	Use Doodle Poll to source availability Put in diary Use Excel to record it Record date of ARCP in Intrepid when record Assessment Outcome Record date of ARCP on RCOG ePortfolio	Use Doodle Poll to source availability Use Excel to record/track if trained Record on ePortfolio when creating ARCP form (no longer use paper forms) Record on Intrepid V9 - not functional on V10 at present Email confirmation	Info: Personal details Placements - Grade at time (WTE) Programme Curriculum - CCT date Emails Assessment history	Internal room booking system Put in diary - paper and electronic Use Excel to record what booked/when	CCT date change Outcome Dates From To Next assessment date Grade at time/next rotation Notes taken - scan and save on N drive Record: Areas to be developed Actions to take Additional training time	Intrepid - run report to see who due ARCP at a. particular time based on "Next review date"	Doodle Poll / email Email trainee: Invite Checklist/requirements timetable Email panel: times/dates timetable panel checklist assigned trainees to review in advance
Susan Holland	Usually email key people to secure date or use Doodle Poll Log it in Timetable	Once panel agreed, logged on timetable Panel members logged on Intrepid (can't on V10)	Report on ARCP Outcomes from Intrepid database Logged on timetable & ePortfolio	Use Micad room booking system for rooms within the building Logged in the timetable	Evidence checklist (Word version) ARCP Outcome form Notes Logged on ePortfolio	ARCP form from Intrepid scanned and saved on local N drive	Email/verbal Saved to local N drive for future reference
Joanne O'Brien	Email TPD for dates Confirm dates	Email panel members with confirmed dates from a distribution list Confirmations stored in file within Word of who is available	From a spreadsheet I have created work out who needs to be seen Email trainees from a distribution list of confirmed date and send paperwork that needs to be completed	email room bookings at trusts for availability Check room booking system at W4 Confirmations stored in Assessment file	Log returned evidence in assessments file / Checklists / Form Rs Update revalidation spreadsheets Before assessment upload draft forms on portfolios	Record outcomes on Portfolio/Intrepid Store any notes etc in trainee's file if needed
Heather Roblin	Store on N drive - stored later on ePOrtfolio & Intrepid (when generating/preparing for Assessment) Stored later on revalidation spreadsheet (own spreadsheet)	Store on N drive Later on put on ePortfolio & Intrepid (when generating/preparing for assessment) Own spreadsheet	GMC number in ePortfolio & revalidation spreadsheet NTN: own spreadsheet ePortfolio Intrepid Own spreadsheet	N drive Own spreadsheet			Template letter (N drive) NTN - from spreadsheet/Intrepid Assessment result from Intrepid/ePortfolio
Additional info from discussion						Outcome 2 or 3 Notifications: Letter to Director of Medical Education (details, commentary etc from ARCP) Current trust Future trust LET Trainee HoS TPD revalidation manager Change CCT date - alert on daily dash? LET for Contract End Date	TSS forms (Trainee Support Service)

General comments

All do assessments admin on ePortfolio - go in and create a (something?) NTN / Date / Panel details - then add Outcome on the day
Nothing in Intrepid we need to use on the day
Download spreadsheet from Intrepid - brings blank spreadsheet, not populated
John has list of trainees - has via report data from Intrepid - uses this
Parts of organisation that are not done on Intrepid or ePortfdolio - themed panel members - spreadsheet with panel members. Mail merges to send outcome letters, programme director cohort to get signatory of letter - dynamic, would need to change
Trainee selection - use list of trainees several times a week. e.g. Excel - all trainees on x theme, surveys - part of process of identifying → create unique ID → LIME survey (like Survey Monkey) used locally (This was in relation to managing Foundation trainees)
Obs & Gynae - actively ask college tutors to get early indications of outcomes so can manage time at ARCP to get face-to-face. Used to only see Outcome 2/3 - now have to see all as they want the positive feedback
Public health & Lab Medicine - see all their trainees. Some medical specialties give them the opportunity to meet face-to-face if they want to
Exams - results not publish don college websites - rely on TPD to inform of failures - will flag it up and monitor at ARCP how many times trainee has failed
Scheduling trainees - (1) start with the specialty (2) which need ARCP (still log the fact you haven't done ARCP on outcome). Still need to manage them - this is what Intrepid doesn't do → filter trades in list - can't "pin" them. Can't select them to do something without exporting them (as info degrades as soon as you export)
Majority of those in workshop still maintain own list of trainees - want to put a pin/tag on them so can apply a common rule to one or more trainees records relatively easily without impacting their record. With Excel you can filter them easily. IF TIS had the capacity to Interpret one or more...
ARCPs take place before rotation - can't change grade at time of ARCP - have to wait until rotation date, so have to remember which ones to go in to. LTFT might go up a grade out of synch. Intrepid V10 has field for Grade at next rotation - but nothing happens
Whatever we put in ePortfolio end up cutting and pasting it
Physicians and Emergency Medicine use the same ePortfolio system. Ophthalmology is only a "get info" system - admins don't input onto it. It's just for trainees who do all their admin on it. Still have to scan forms and send them to the College
A lot of lab medicine specialties are paper based - can't upload ARCPs. Have to send forms to college
Obs and Gynae doing new one (was this referring to new ePortfolio?)
Revalidation - have to log trainees' details for revalidation spreadsheet

Identify areas that should stay the same ("Stick") or be improved ("Fix")

This turned into short session on things that participants want form the new system after reviewing the prototype

Stick/Would like	Who
Watchlist - add follow up dates	NE-ADMIN
Watchlist - want to add criteria otherwise Watchlist would just be same as all trainee list - reasons why on Watchlist	NE-ADMIN
Notes - want to add same note to multiple trainees	NE-ADMIN
Concerns log - only see concerns relating to training/professionalism - need to see if Trainee if trainee reflection etc. Revalidation manager should set permissions (e.g. for GMC concerns)	NE-ADMIN
ARCP - have to say fit there are any Revalidation concerns (input to Concerns Log)	NE-ADMIN
Like dashboard - Planner view → parking (??)	NE-ADMIN
Repetitive tasks e.g. From-To dates for review automate it but enable admin to review and change (list as starting point for confirmation or tweaks)	NE-ADMIN
Input trainee data "From" and "To' would only need to manage from that page
Fix	Who
"Just give us that!" (referring to the prototype demonstrated)	NE-ADMIN

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