1

Record Type

X(2) ⁺

Constant ‘DA’ Deanery Applicant

2

ESR_vacancy_id

N(15)

 The vacancy ID will not be populated in the Applicant file received from TIS. However in the Applicant Target file that NHS hub prepares for ESR, the vacancy ID will be populated with a number. This is the relative position of the applicant in the inbound applicant file from TIS. It will be populated in the outbound Applicant Confirmation file that is sent to TIS within the ‘ESR_VACANCY_ID’ field. It will assist in the process of troubleshooting especially in situations where more than one individual are assigned to a DPN.  

3

Vacancy_ref_number

X(30)

Unchanged “vacancy_ref_number” as sent by ESR with the vacancy.  Must match existing open vacancy by Name in the ESR database.

This is only mandatory where Position ID has not been supplied.

4

Deanery_number

X(30)

Unchanged “deanery_number” as sent by ESR with the vacancy.  If supplied it must match the deanery number in the position listed in the position number field.  If position number is not supplied it must match the deanery number in the position EIT for the position attached to the existing open vacancy in the ESR database.

5

Effective_date

X(8)+

Format YYYYMMDD

The effective date the application will be created on in ESR.

6

applicant_email_address

X(60)

This is the personal contact email of the applicant

7

Last_Name

X(150) ⁺

Legal Surname of the applicant, used to identify a person within ESR.

Note: If no Legal first name in Deanery/HEE Local Office system, provide GMC Registered First Name..

8

First_Name

X(150) ⁺

Legal First name of the applicant, used to identify a person within ESR.

Note: If no Legal surname in Deanery/HEE Local Office system, provide GMC Registered Surname

9

Middle_Names

X(60)

Middle name(s) of the applicant

10

Title

X(30)

The title used by the applicant (Mr., Mrs., etc)

LOV will be supplied by ESR to the Deanery Body systems

11

DOB

X(8) ⁺

Format YYYYMMDD, Date of Birth

12

Gender

X(1)

Valid Values ‘M’=Male, ‘F’=Female, Null=Unknown

13..20

Address

~

If “address1” is not supplied, then other Address related Items are ignored.

13

Address1

X(240)+

First line of the applicant’s address.  Mandatory if any address details provided.

ESR categorizes addresses by type, Home, Work, Forwarding, etc.  If an applicant has no addresses in ESR, then ESR will create a primary address of type ‘Home’.  Otherwise, ESR will determine the current primary address type and use this type if a new address record is required.  ESR will only create (or update) an address if the address supplied by the Deanery Body systems is newer than the primary address held in ESR.

14

Address2

X(240)

Second line of the applicant’s address

15

Address3

X(240)

Third line of the applicant’s address

16

Town

X(30)

City or Town of the applicant’s address

17

County

X(30)

If supplied, must match “County” LOV within ESR, otherwise value is ignored

LOV will be supplied by ESR to the Deanery Body systems

18

Postcode

X(8)

Postcode of the applicant’s address

19

Country

X(2)+

Must be a valid ISO Country Code value.  Mandatory if any address details provided.

LOV will be supplied by ESR to the Deanery Body systems

20

home_tel

X(60)

Home Telephone Number

21

Mob_tel

X(60)

Mobile Telephone Number

22

ethnic_origin_code

X(30)

The ethnic code of the applicant.  If supplied, must match valid ethnic code within ESR

LOV will be supplied by ESR to the Deanery Body systems

23

Prof_01_body

X(60)

Professional Body Name.  Mandatory if any prof-01 info provided

LOV will be supplied by ESR to the Deanery Body systems

10/07: ESR has requested not to send alphanumeric GMC/GDC numbers in the interface and hence no corresponding Prof_01_Body and Prof_01_expiry_date for the GMC /GDCnumber. For e.g. 'UNKNOWN' or 'N/A' should not be sent.

24

Prof_01_reg_num

X(15)

The applicant’s membership number for the Professional Body

Membership/Registration/PIN number

Mandatory if “prof_01_body” provided, otherwise ignored

10/07: ESR has requested not to send alphanumeric GMC/GDC numbers in the interface and hence no corresponding Prof_01_Body and Prof_01_expiry_date for the GMC /GDCnumber. For e.g. 'UNKNOWN' or 'N/A' should not be sent.  TISNEW-1653 - Getting issue details... STATUS

25

Prof_01_expiry_date

X(8)

Format YYYYMMDD

Mandatory if “prof_01_body” provided, otherwise ignored

10/07: ESR has requested not to send alphanumeric GMC/GDC numbers in the interface and hence no corresponding Prof_01_Body and Prof_01_expiry_date for the GMC /GDCnumber. For e.g. 'UNKNOWN' or 'N/A' should not be sent.

26

Prof_02_body

X(60)

Professional Body Name.  Mandatory if any prof-02 info provided

LOV will be supplied by ESR to the Deanery Body systems

10/07: ESR has requested to not send alphanumeric GMC/GDC numbers in the interface and hence no corresponding Prof_02_Body and Prof_02_expiry_date for the GDC/GDC number. For e.g. 'UNKNOWN' or 'N/A' should not be sent.

27

Prof_02_reg_num

X(15)

The applicant’s membership number for the Professional Body

Membership/Registration/PIN number

Mandatory if “prof_02_body” provided, otherwise ignored

10/07: ESR has requested to not send alphanumeric GMC/GDC numbers in the interface and hence no corresponding Prof_02_Body and Prof_02_expiry_date for the GDC/GDC number. For e.g. 'UNKNOWN' or 'N/A' should not be sent.  TISNEW-1653 - Getting issue details... STATUS

28

Prof_02_expiry_date

X(8)

Format YYYYMMDD

Mandatory if “prof_02_body” provided, otherwise ignored

10/07: ESR has requested to not send alphanumeric GMC/GDC numbers in the interface and hence no corresponding Prof_02_Body and Prof_02_expiry_date for the GDC/GDC number. For e.g. 'UNKNOWN' or 'N/A' should not be sent.

29

Sexual_orientation

X(60)

Applicant : Sexual Orientation

LOV will be supplied by ESR to the Deanery Body systems

30

Religious_belief

X(60)

Applicant : Religious Belief

LOV will be supplied by ESR to the Deanery Body systems

31

Application_status

X(10)+

Application status - Constant ‘APP’

Currently only one value supported

Code   Meaning                  ESR Status

APP       Appointed                       Preferred Applicant

Meanings and ESR Status are shown here for clarity, Deanery system is expected to supply the Code only.

32

Nationality

X(30)

The nationality of the applicant.  If supplied, must match a valid nationality code within ESR

LOV will be supplied by ESR to Deanery Body systems.

33

Nat_Training_No

X(30)

The National Training Number for the applicant.

Held on the Person SIT ‘Medical and Dental Information’

34

UKNIN

X(30)

National Insurance number for the applicant

If the UKNIN fails the standard  ESR validation then it will be rejected, but will not cause the record to be rejected.

Format is expected to be XX999999Y

Where XX are 2 valid characters (as per NI rules)

999999 are digits

and Y is a char from A, B, C or D

35

Position_ID

N(10)

ESR Position ID

Position Number and Position id must be supplied together and they must refer to the same position in ESR.

This is only mandatory where ESR Vacancy ID and ESR Vacancy Ref Number have not been supplied.

36

Position_Number

N(10)

ESR Position Number (segment 1 of position key flex)

Position Number and Position id must be supplied together and they must refer to the same position in ESR.

This is only mandatory where ESR Vacancy ID and ESR Vacancy Ref Number have not been supplied.

37

Disability

X(30)

Code: Lookup Type = DISABILITY_CATEGORY

This will be used when creating a new person record only, not when updating an existing person record.

The new person record will have a disability record created with the category supplied and with FTE = 1.00 and with Status = ‘Active’

38

Projected Hire Date

Date

This will be used to populate Projected Hire Date in the new application record.

39

Projected End Date

Date

This will be used to populate the Fixed Term/Contract End Date in the new application record (ASS_ATTRIBUTE4)

40

Marital Status

X(30)

Code: Marital Status

(Lookup Type  =MAR_STATUS)

This will be used when creating a new person record only, not when updating an existing person record.

41

Previous Last Name

X(150)

Previous Last Name

This will be used when creating a new person record only, not when updating an existing person record.

42

Country of Birth

X(30)

Code: Country of Birth

Code: Custom Lookup = FND_TERRITORIES

This will be used when creating a new person record only, not when updating an existing person record.

43

Contact Last Name

X(150)

Last Name of the contact

Mandatory for a contact to be created.

A contact will only be created when creating a new person record, not when updating an existing person record.

A contact will be set up for the person with a relationship type of ‘Emergency’ and with the primary flag set.  From Date will be set to Effective Date (field 5 above).

44

Contact First Name

X(150)

First Name of the contact

45

Contact Title

X(30)

Code: Contact’s Title e.g. ‘Mr.’, ‘Mrs.’, etc

(Lookup Type = TITLE)

46

Contact Gender

X(30)

Code: Contact’s legal gender, e.g. ‘M’=Male, ‘F’=Female, ‘U’=Unknown

(Lookup Type = SEX)

Mandatory for a contact to be created.

47

Contact Home Phone No

X(60)

Home Phone Number of contact

Mandatory for a contact to be created.

A phone record will only be created when creating a new contact record for a new person record.  This will not enter or update phone records for existing contacts.

A phone record will be created for the contact of Type ‘Home’ and with From Date set to Effective Date (field 5 above).

1

Record Type

X(2) ⁺

Constant ‘DA’ Deanery Applicant

2

ESR_vacancy_id

N(15)

Unique identifier for a vacancy internally created by ESR.  This ID should be used by external systems when send applicant details to ESR that should be linked to a vacancy.

(Design note: The vacancy ID will not be populated in the Applicant file received from TIS. However in the Applicant Target file that NHS hub prepares for ESR, the vacancy ID field will be populated with a number. This is the relative position of the applicant in the inbound applicant file from TIS. It will be populated in the outbound Applicant Confirmation file that is sent to TIS within the ‘ESR_VACANCY_ID’ field. It will assist in the process of troubleshooting especially in situations where more than one individual are assigned to a DPN.  )

3

Vacancy_ref_number

X(30)

Unchanged “vacancy_ref_number” as sent by ESR with the vacancy.  Must match existing open vacancy by Name in the ESR database.

4

Deanery_number

X(30)

Unchanged “deanery_number” as sent by ESR with the vacancy.  Must match existing open vacancy by Name in the ESR database.

5

load_status_code

X(10)+

Describes the status of the attempt to load the application into ESR.  The element takes a value of

·        SUCCESS

·        FAIL

6

message_text

X(200)

Provides additional narrative(s) of the state of the attempted load of applicant details into ESR.

7

message_type

X(10)

The severity of the status message

Valid values are ‘ERROR’, ‘WARNING’  or ‘INFO’

8

Applicant_number

X(30)

Applicant number for the newly created applicant in ESR.  Will only be supplied where the load was successful.

9

assignment_id

N(10)

Assignment ID for the newly created assignment in ESR.  Will only be supplied where the load was successful

10

Position_ID

N(10)

ESR Position ID

Will only be supplied where this was supplied in the inbound file

11

Position_Number

N(10)

ESR Position Number

Will only be supplied where this was supplied in the inbound file

1 

S_NOT01

Record Type

X(3)+

Fixed value ‘NOT’ = Notification Record Type

2

S_NOT02

Notification VPD

N(3)+

Should contain the VPD code for the destination of the notification.

This field will already have been validated by the Deanery/HEE Local Office system (using the last update received on the RMT file and cross checking the POR details using the Deanery Post Number) to ensure that trainee details are not sent to the incorrect NHS Employer.

Note: Where type 5 notification is sent, and where HEE England (TIS) are unable to send the destination VPD, the NHS hub will analyse the DPN (element 2- site location) and try and arrive at the VPD. Where it is not possible to arrive at the VPD the record will be rejected and the supplier (TIS) notified of the rejection as well as the reason behind it.

3

S_NOT03

Notification Title Code

X(60)+

The title for the Notification. This should be indicated by a numeric digit according to the following rules:

·        ‘1’ - “Medical Rotation Notification”

·        ‘2’ - “Update to Medical Rotations – Applicant Withdrawn”

·        ‘3’ – “Update to Medical Rotations – Replacement Application”” - no relevant anymore, replacement in TIS is identified by composite types 2 and 1. 

·        ‘4’ – “Change to Project Hire/End Date”

·        ‘5’ – “New Training Position Created within LETB System”

Deanery/HEE Local Office systems always supply Notification 1, when producing notifications 2, 3 and 4.

Deanery/HEE Local Office system supplies notification 5 when a new Deanery Post Number is allocated to an NHS employer active on the interface.

Note: Both TIS and INTREPID do not send type 3 notifications. The ‘replacement’ notifications will be provided through a combination of the Type 1 and the type 2 notification.

4

S_NOT04

Source LETB/Deanery Body

Name of Deanery/HEE Local Office or Deanery Body

To be supplied for New Post Created within Deanery/HEE Local Office System notification.

5        

S_NOT05

ESR Position Number

N(10)

ESR Position Number (T_POR05) provided from the RMT file.

Mandatory for the Notification of Medical Rotations, Change to Projected Hire/End Date and the Update to Medical Rotations Notifications.

Null for the New Training Position Created within Deanery/HEE Local Office System notification.

6

S_NOT06

Deanery Post Number

X(30)+

Deanery Post Number as captured in the Deanery System.

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notifications and the New Training Position Created within Deanery/HEE Local Office System.

7 

S_NOT07

Managing Deanery/HEE Local Office(former Deanery Body)

X(10)

Managing Deanery/HEE Local Office (former Deanery Body) Code.

See appendix for details of source Deanery/HEE Local Office Codes.

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notifications.

8 

S_NOT08

ESR Position Title

X(60)+

Position Title Provided on the POR record.

To be supplied for the Notification of Medical Rotations, Change to Projected Hire/End Date and the Update to Medical Rotations Notifications.

9  

S_NOT09

ESR Job (Staff Group)

ESR Position Title

X (60)

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notifications.

10   

S_NOT10

ESR Organisation

X (240)

Can be ward, department, directorate etc.

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notifications.

11   

S_NOT11

ESR Location

X (240)

Should be organization location.

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notifications.

12       

S_NOT12

Occupation Code

X(5)

Code and not meaning must be supplied.

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notifications.

13      

S_NOT13

Host/Lead Employer Status (Lead Employer/Host Employer)

X (4)

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notifications.

14      

S_NOT14

Lead Trust 

X(50)

(future enhancement)

Provide ESR VPD Code if possible.

Where the supplier does not have this information available, they will send null or not populate the field.

To be derived from the ESR POR record (if available). Only needed if row 13 indicates the VPD is a ‘host’ employer

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notification.

15       

S_NOT15

New Training Position Location

Free text field.

To be derived from Deanery/HEE Local Office system which details which site a new position is expected to be located at.

To be supplied for the New Training Position Created in Deanery/HEE Local Office System notification. (recommended- not mandatory)

16     

S_NOT16

(Current) Trainee Last Name

X(150)+

Legal Surname of Person (where available). GMC register name to be supplied where no legal name.

To be supplied for the Medical Rotations Notification and Change to Projected Hire/End Date Notification.

17  

S_NOT17

(Current) Trainee First Name

X(150)+

Legal First name (where available) GMC register name to be supplied where no legal name.

To be supplied for the Medical Rotations Notification and Projected Hire/End Date Notification.

18

S_NOT18

(Current) Trainee GMC Number

X(15)

Professional Registration Number. Must be GMC.

To be supplied for the Medical Rotations Notification and Projected Hire/End Date Notification.

19     

S_NOT19

(Current Trainee) Projected End Date

X(8)

Format YYYYMMDD

To be supplied for Medical Rotations Notification

20  

S_NOT20

(Current Trainee) VPD for next placement

 X(100)

VPD Code of next employer.

Note – to be supplied even if the trainee is rotating within the same employer (i.e. internal rotation)

To be supplied for Medical Rotations Notification

Note that where the VPD is not known, this should be specified in the file as ‘NOT KNOWN’.

21  

S_NOT21

(Next Appointment) Trainee Last Name

X(150)+

Legal Surname of Person (where available). GMC register name to be supplied where no legal name.

VPD for trust which trainee is moving to.

To be supplied for the Medical Rotations Notification.

22   

S_NOT22

(Next Appointment) Trainee First Name

X(150)+

Legal First name (where available) GMC register name to be supplied where no legal name.

To be supplied for the Medical Rotations Notification.

23  

S_NOT23

(Next Appointment) Trainee GMC Number

X(15)

Professional Registration Number. Must be GMC.

To be supplied for the Medical Rotations Notification.

24

S_NOT24

(Next Appointment) Current Placement VPD

x(100)

VPD of current employer.

Note – to be supplied even if the trainee is rotating within the same employer (i.e. internal rotation)

To be supplied for the Medical Rotations Notification.

Note that where the VPD is not known, this should be specified in the file as ‘NOT KNOWN’.

25

S_NOT25

(Next Appointment) Projected Start Date

X (8)

Format YYYYMMDD

To be supplied for the Medical Rotations Notification.

26  

S_NOT26

(Next Appointment) Trainee Email Address

X (60)

Full email address for trainee.

To be supplied for the Medical Rotations Notification.

27    

S_NOT27

Trainee Placement Location

 X (150)

Placement site provided by the Deanery/HEE Local Office

28  

S_NOT28

Withdrawn Trainee Last Name

X(150)+

Legal Surname of withdrawn Junior Doctor (where available) GMC register name to be supplied where no legal name.

To be provided for Update to Rotation Notifications

29  

S_NOT29

Withdrawn Trainee First Name

X(150)+

Legal First Name of withdrawn Junior Doctor (where available) GMC register name to be supplied where no legal name.

To be provided for Update to Rotation Notification.

30   

S_NOT30

Withdrawn Trainee GMC Number

X(15)+

To be provided for Update to Rotation Notification.

31              

S_NOT31

Withdrawal Reason

Reasons to include: ‘Out of Programme’ (OOP); ‘Maternity’; ‘Other’.

Provide code:

1                OOP

2                Maternity

3                Other

32           

S_NOT32

(Next Appointment) Trainee Grade

X (150)

Grade from Deanery/HEE Local Office system.

Valid items are expected to be:

F1, F2, CT1, CT2, CT3, and ST1 to ST8

33          

S_NOT33

Replacement Trainee Last Name

X(150)+

Legal Surname of replacement Junior Doctor (where available). GMC register name to be supplied where no legal name.

To be provided for Update to Rotation Notification.

34           

S_NOT34

Replacement Trainee First Name

X(150)

Legal First Name of replacement Junior Doctor (where available). GMC register name to be supplied where no legal name.

To be provided for Update to Rotation Notification.

35     

S_NOT35

Replacement Trainee GMC Number

X(15)

Professional Registration Number for Replacement Junior Doctor. Must be GMC Number.

To be provided for Update to Rotation Notification.

36       

S_NOT36

Replacement Trainee Current Placement (VPD)

N(4)

Employing Organisation for Current Placement.

This will assist organizations in running the ESR Inter Authority Transfer Process.

To be provided for Update to Rotation Notification.

37             

S_NOT37

Replacement Trainee Projected Hire Date

X(8)

Date of Projected Hire – Format YYYYMMDD

To be provided for Update to Rotations Notification

38              

S_NOT38

Placeholder

39            

S_NOT39

Change of Projected Hire Date

X (8)

New Date of Projected Hire – Format YYYYMMDD

To be provided for Change of Projected Hire/End Date Notification.

40          

S_NOT40

Change of Projected End Date

X (8)

New Date of Projected End Date – Format YYYYMMDD

To be provided for Change of Projected Hire/End Date Notification.

41

S_NOT41

Post Specialty Area of Work

X(60)

To be provided for Medical Rotation Notification and New Training Position Created in LETB System notification.Area of Work on the POS record. (If provided)

42         

S_NOT42

Working Hours Indicator

N(2)

Hours of work of the next trainee. The Deanery/HEE Local Office Bodies will supply value from the WTE field within Intrepid.

To be provided for the Medical Rotation Notification

(May contain decimals)

43     

S_NOT43

Post Vacant at next Rotation

Yes / No Indicator

To be provided for the Medical Rotation Notification.

44           

S_NOT44

Placeholder

45          

S_NOT45

Medical Rotation Post Delete Indicator 

X(4)

‘DEL’ or Null

To be provided for Medical Rotation Notification.

If this field contains ‘DEL’,  we will remove the position from our Master Medical Rotation.

S_NOT01

Fixed value ‘NOT’ = Notification Record Type

Eg. 2~SUCCESS~~"NOT"

Where 2 is the relative position

If outcome= ‘Success’ it will be followed by two consecutive tildes ‘~’ .

If outcome = ‘Fail’ it will be followed by two tildes ‘~’ that enclose the reason for failure.

S_NOT02

Notification VPD

N(3)+

Should contain the VPD code for the destination of the notification.

S_NOT03

Notification Title Code

X(60)+

The title for the Notification. This should be indicated by a numeric digit according to the following rules

·        ‘1’ - “Medical Rotation Notification”

·        ‘2’ - “Update to Medical Rotations – Applicant Withdrawn”

·        ‘3’ – “Update to Medical Rotations – Replacement Application””

·        ‘4’ – “Change to Project Hire/End Date”

·        ‘5’ – “New Training Position Created within LETB System”

S_NOT04

Source LETB/Deanery Body

Name of Deanery/HEE Local Office or Deanery Body

S_NOT05

ESR Position Number

N(10)

ESR Position Number (T_POR05) provided from the RMT file.

Mandatory for the Notification of Medical Rotations, Change to Projected Hire/End Date and the Update to Medical Rotations Notifications.

Null for the New Training Position Created within Deanery/HEE Local Office System notification.

S_NOT06

Deanery Post Number

X(30)+

Deanery Post Number as captured in the Deanery System.

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notifications and the New Training Position Created within Deanery/HEE Local Office System.

S_NOT07

Managing Deanery/HEE Local Office(former Deanery Body)

X(10)

Managing Deanery/HEE Local Office (former Deanery Body) Code.

See appendix for details of source Deanery/HEE Local Office Codes.

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notifications.

S_NOT08

ESR Position Title

X(60)+

Position Title Provided on the POR record.

To be supplied for the Notification of Medical Rotations, Change to Projected Hire/End Date and the Update to Medical Rotations Notifications.

S_NOT09

ESR Job (Staff Group)

ESR Position Title

X (60)

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notifications.

S_NOT10

ESR Organisation

X (240)

Can be ward, department, directorate etc.

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notifications.

S_NOT11

ESR Location

X (240)

Should be organization location.

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notifications.

S_NOT12

Occupation Code

X(5)

Code and not meaning must be supplied.

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notifications.

S_NOT13

Host/Lead Employer Status (Lead Employer/Host Employer)

X (4)

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notifications.

S_NOT14

Lead Trust 

Provide ESR VPD Code.

To be derived from the ESR POR record (if available). Only needed if row 13 indicates the VPD is a ‘host’ employer

To be supplied for the Notification of Medical Rotations and the Update to Medical Rotations Notification.

S_NOT15

New Training Position Location

Free text field.

To be derived from Deanery/HEE Local Office system which details which site a new position is expected to be located at.

To be supplied for the New Training Position Created in Deanery/HEE Local Office System notification.

S_NOT16

(Current) Trainee Last Name

X(150)+

Legal Surname of Person (where available). GMC register name to be supplied where no legal name.

To be supplied for the Medical Rotations Notification and Change to Projected Hire/End Date Notification.

S_NOT17

(Current) Trainee First Name

X(150)+

Legal First name (where available) GMC register name to be supplied where no legal name.

To be supplied for the Medical Rotations Notification and Projected Hire/End Date Notification.

S_NOT18

(Current) Trainee GMC Number

X(15)

Professional Registration Number. Must be GMC.

To be supplied for the Medical Rotations Notification and Projected Hire/End Date Notification.

S_NOT19

(Current Trainee) Projected End Date

X(8)

Format YYYYMMDD

To be supplied for Medical Rotations Notification

S_NOT20

(Current Trainee) VPD for next placement

N (4)

VPD Code of next employer.

Note – to be supplied even if the trainee is rotating within the same employer (i.e. internal rotation)

To be supplied for Medical Rotations Notification

Note that where the VPD is not known, this should be specified in the file as ‘NOT KNOWN’.

S_NOT21

(Next Appointment) Trainee Last Name

X(150)+

Legal Surname of Person (where available). GMC register name to be supplied where no legal name.

VPD for trust which trainee is moving to.

To be supplied for the Medical Rotations Notification.

S_NOT22

(Next Appointment) Trainee First Name

X(150)+

Legal First name (where available) GMC register name to be supplied where no legal name.

To be supplied for the Medical Rotations Notification.

S_NOT23

(Next Appointment) Trainee GMC Number

X(15)

Professional Registration Number. Must be GMC.

To be supplied for the Medical Rotations Notification.

S_NOT24

(Next Appointment) Current Placement VPD

N (4)

VPD of current employer.

Note – to be supplied even if the trainee is rotating within the same employer (i.e. internal rotation)

To be supplied for the Medical Rotations Notification.

Note that where the VPD is not known, this should be specified in the file as ‘NOT KNOWN’.

S_NOT25

(Next Appointment) Projected Start Date

X (8)

Format YYYYMMDD

To be supplied for the Medical Rotations Notification.

S_NOT26

(Next Appointment) Trainee Email Address

X (60)

Full email address for trainee.

To be supplied for the Medical Rotations Notification.

S_NOT27

Trainee Placement Location

 X (150)

Placement site provided by the Deanery/HEE Local Office

S_NOT28

Withdrawn Trainee Last Name

X(150)+

Legal Surname of withdrawn Junior Doctor (where available) GMC register name to be supplied where no legal name.

To be provided for Update to Rotation Notifications

S_NOT29

Withdrawn Trainee First Name

X(150)+

Legal First Name of withdrawn Junior Doctor (where available) GMC register name to be supplied where no legal name.

To be provided for Update to Rotation Notification.

S_NOT30

Withdrawn Trainee GMC Number

X(15)+

To be provided for Update to Rotation Notification.

S_NOT31

Withdrawal Reason

Reasons to include: ‘Out of Programme’ (OOP); ‘Maternity’; ‘Other’.

Provide code:

1                OOP

2                Maternity

3                Other

S_NOT32

(Next Appointment) Trainee Grade

X (150)

Grade from Deanery/HEE Local Office system.

Valid items are expected to be:

F1, F2, CT1, CT2, CT3, and ST1 to ST8

S_NOT33

Replacement Trainee Last Name

X(150)+

Legal Surname of replacement Junior Doctor (where available). GMC register name to be supplied where no legal name.

To be provided for Update to Rotation Notification.

S_NOT34

Replacement Trainee First Name

X(150)

Legal First Name of replacement Junior Doctor (where available). GMC register name to be supplied where no legal name.

To be provided for Update to Rotation Notification.

S_NOT35

Replacement Trainee GMC Number

X(15)

Professional Registration Number for Replacement Junior Doctor. Must be GMC Number.

To be provided for Update to Rotation Notification.

S_NOT36

Replacement Trainee Current Placement (VPD)

N(4)

Employing Organisation for Current Placement.

This will assist organizations in running the ESR Inter Authority Transfer Process.

To be provided for Update to Rotation Notification.

S_NOT37

Replacement Trainee Projected Hire Date

X(8)

Date of Projected Hire – Format YYYYMMDD

To be provided for Update to Rotations Notification

S_NOT38

Placeholder

S_NOT39

Change of Projected Hire Date

X (8)

New Date of Projected Hire – Format YYYYMMDD

To be provided for Change of Projected Hire/End Date Notification.

S_NOT40

Change of Projected End Date

X (8)

New Date of Projected End Date – Format YYYYMMDD

To be provided for Change of Projected Hire/End Date Notification.

S_NOT41

Post Specialty Area of Work

X(60)

S_NOT42

Working Hours Indicator

N(2)

Hours of work of the next trainee. The Deanery/HEE Local Office Bodies will supply value from the WTE field within Intrepid.

To be provided for the Medical Rotation Notification

(May contain decimals)

S_NOT43

Post Vacant at next Rotation

Yes / No Indicator

To be provided for the Medical Rotation Notification.

S_NOT44

Placeholder

S_NOT45

Medical Rotation Post Delete Indicator

X(4)

‘DEL’ or Null

To be provided for Medical Rotation Notification.

If this field contains ‘DEL’,  we will remove the position from our Master Medical Rotation.

1

T_POR01

Record Type

X(3)+

Fixed value ‘POR’

2

T_POR02

Position ID

N(15)+

The ESR unique system generated Position Identifier

3

T_POR03

Space Holder

4

T_POR04

Delete/Change Indicator

X (1)

Will identify when a Deanery Post Number has been allocated or changed against an ESR Position – ‘C’ – or removed entirely from a position record – ‘D’

NOTE: If a position is end dated in ESR or altered to any status other than ‘active’ the ‘D’ or delete indicator will be displayed on this record.

5

T_POR05

Position Number

N(10)

Segment 1 from the Position Definition

6

T_POR06

Position Title

X(60)

Segment 2 from the Position Definition

7

T_POR07

Deanery Number

X(30)+

POEI_INFORMATION1 of Extra Position Information of type ‘Medical and Dental Post Details’

8

T_POR08

Managing Deanery/HEE Local Office(former Deanery Body)

X(10)

 POEI_INFORMATION6 of Extra Position Information of type ‘Medical and Dental Post Details’

9

T_POR09

Host/Lead Employer Indicator

X(4)

Values include:

• ‘Host’ Employer
• ‘Lead’ Employer

10

T_POR10

ODS Employer Code

Char -X(12)

ODS Code taken from lowest level of the Org Structure to which it is attached  – [Code required not value]

I.e. check the org linked to the assignment for a value, then its parent, and then its parent until a non null value is found.

Return null if the trust level org is reached without a value being found.

ODS code is stored in attribute 7 of the organization DFF.

This is the assignment ‘place of work’.

11

T_POR11

Employing Organisation VPD Code

Char – N (4)

Take this from the Trust VPD number + 1 space + Organisation name from trust level org e.g. 060 North East Wales NHS Trust

This is the employing organisation VPD code for the person record.

12

T_POR12

ESR Organisation

X (240)

Organisation Name – Ward, Department Directorate etc.

To be taken from ORA record linked by the ASA field 28.

13

T_POR13

ESR Location

X (240)

ESR Location Name – location entered by ESR Workstructures user.

To be taken from LCA record linked by ASA field 14.

1

T_POS01

Record Type

X(3)+

Fixed value ‘POS’

2

T_POS02

Position ID

N(15)+

The ESR unique system generated Position Identifier

3

T_POS03

Assignment ID

N(10)

NULL

This will be left null in the position record and but is included as a placeholder so that all data records have position_id as column 2 and assignment_id as column 3.

4

T_POS04

Change/Delete Indicator

X (6)

Will identify when a Deanery Post Number has been allocated or changed against an ESR Position – ‘C’ – or removed entirely from a position record – ‘D’

NOTE: If a position is end dated in ESR or altered to any status other than ‘active’ the ‘D’ or delete indicator will be displayed on this record.

5

T_POS05

Position Number

N(10)

Segment 1 from the Position Definition

6

T_POS06

Position Title

X(60)

Segment 2 from the Position Definition

7

T_POS07

Occupation Code

X(5)

Segment 3 from the Position Definition

8

T_POS08

Area Of Work

X(50)

Segment 4 from the Position Definition

9

T_POS09

Second Specialty

X(5)

Segment 5 from the Position Definition

10

T_POS10

Deanery Number

X(30)+

POEI_INFORMATION1 of Extra Position Information of type ‘Medical and Dental Post Details’

11

T_POS11

Managing Deanery/HEE Local Office(former Deanery Body)

X(10)

 POEI_INFORMATION6 of Extra Position Information of type ‘Medical and Dental Post Details’

12

T_POS12

ODS Code

X(30)

Segment 1 from the Cost Allocation Keyflex from the payroll the position is linked to.

Only the ODS code will be supplied – not the description

13

T_POS13

Grade Trust

X(3)

Segment 1 of the default grade on the Position

14

T_POS14

Grade Payscale

X(10)

Segment 2 of the default grade on the Position

15

T_POS15

Grade Description

X(60)

Segment 3 of the default grade on the Position

16

T_POS16

Workplace Org Code

X(30)

ATTRIBUTE10 from the Position DFF

This should be decoded to the description if the code exists in the Lookup ‘NHS_NACS_TRANSFORM’, if not return the code.