Case Management - Existing Process | Background - East of England Case Study

Documents and notes from meeting with Rebecca Winchester 1/9/17

Trigger: serious incident, altercation, bullying, communications, personal issues (childcare, bereavement, LTFT), does not deal with purely academic performance issues

Trainees are managed in 3 levels (1-3)

Forms to be Completed

Form 1 - Need to complete a form to capture details of the incident (brief) by TPD / Educational Supervisor

Form 2 - breaks down concern into 7 areas, completed by Trainer and sent to admin

Form 3 / 4 - never been used

Form E - for exam failure, trainee can complete these themselves, identical to Form 1

Process

• Both forms 1 & 2 must be submitted to the team for successful referral to take place
• Weekly triage meeting held with Deputy Post-Grad Dean,
• Level 1 - low impact issues, could be referred back to the trust,
• Levels 2-3 are referred to a case mgr, who will organise a meeting wth the Trainee, offer support, agree / disagree to onward referral and actions
• Serious concerns (level 3) are dealt with by Deputy Post Grad Dean or other senior members of the team
• Very serious issues are referred up to the Dean
• Follow up is dependent on actions and outcomes - shared with TPD
• Case mgr decides on intervals for follow up - dependent on complexity and progress of the trainee
• No case closure process formally, support can continue throughout the lifecycle of their training
• For submissions that are not deemed as a valid case - level 1 concern kept on file, no further action, lack of information request, missing details

Roles & Access

• Roles: non-clinical case mgr, clinical case mgr, TPD, heads off schools (TPD’s boss)
• Only the Case Managers have access to CPPS

Other Systems / Solutions

• Old trainees on Access (pre 31/03/17),
• spreadsheet post,
• R-drive (documents),
• confidential forms to Intrepid (restricted folder),
• generic case management inbox with folders for each trainees case