Case Management - Discovery

Initial contacts for when Case Management is developed:

Allegra Stone - Support and Development Manager, South West - Allegra.Stone@hee.nhs.uk

Phil Skeldon - Support Manager, Professional Support Unit, Thames Valley - Phil.Skeldon@hee.nhs.uk

Rebecca Winchester - East of England - Rebecca.Winchester@hee.nhs.uk

Anna Stockburn (EoE)

Laura Meaney (EM)

Doreen Davis (WM)

Jemma Thompson (LaSE)

Julie Worthington (WX)

Cases

TIS-633

Record of any issues or concerns about the learner in their learning process N.B. not academic concerns as these are captured in the Assessments component.

As a Product owner
I Want to record and monitor concerns about a trainee
So That these trainees can be adequately supported.

CPPS (Career, Performance and Professional Support)

An online Intrepid module to assist with the management of exceptional training and support.

Helps trusts, local teams and individuals manage targeted training and career support, capturing the details of the support and monitoring progress.

If a doctor trainee requires support the CPPS allows a 'Case' to be created as a referral from a manager or colleague. Responsibilities for the case are then assigned with action plans and required outcomes recorded. Progress in the case is monitored and notifications generated for specific events and documents uploaded.

#	User Types	Who?
1	Doctor	a person being managed with a career performance issue. A trainee must have an Intrepid record in order to create a CPPS case for that trainee. A Doctor may have access to the case but cannot 'create' or 'edit'. A Doctor can only be subject to 1 case at a time.
2	Case Manager	manages the case. Could be a Programme Director, Department admin, Consultant, Tutor, Educational Supervisor etc.
3	Case Worker	A person nominated to work on a case. Roles are likely to be from the same as the manager.
4	Department Manager	A person with overseer rights for all cases within a dept. Usually a Dean, Director, Business Manager etc
5	Department Administrator	A person who administers cases within a dept. Can be more than one and can interact with cases. Approves referrals and allocates the Case manager to each case.
6	Administrator	A person who has overall control of the system. Manages the reference tables, the interaction with the other Intrepid products etc.
		There is no requirement for the system to be used in this way. All functions could be carried out by the same user.

26 Sep 2018 - PSU Discovery Session @ HEE Wessex - Tonia Bunce / Jane Hazelgrove

Trigger - Trainee's Supervisor

- Referral Form that can be completed online by Trainer (Trainee Supervisor) to Refer Trainees

- Notification - Case Manager automatically notified Referral form has been submitted for a Trainee

Trainee Can Self-Refer

- Trainer informed a Trainer has self-referred

- Permission to Self-refer by an Administrator

Trainee and Trainer cannot read Trainee's PSU File - Liaise with Case Manager for any correspondence

Forms For (Referrals and CPPS):

- Some sections on the Forms are no longer relevant

Form A

Form A (Referral Form) (Updated).doc

Form B

Form B (Supervisor Assessment Form).doc

Form C

Form C (Case Manager Assessment Form).docx

Form D

Form D (Funding Request Form).docx

Form E

Form E (Exam Form).docx

Form F

Form F (Close Case Form).docx

Reporting

- Standard Reports

Quality and Governance End Year Report (3).docx

Data Sets (Headings) use to collate the Reporting Data:

PSU number	OOP	Gender	Engaging/Not with PSU	CPPS no	Email address	GMC number	Feedback requested	Date of closure	Trust
Grade at referral	Current grade	Specialty at referral	Specialty if changed	Case manager	Date received	* Reasons for referral	Notes	ARCP outcome	ARCP date
Educational supervisor	Referrer	Referrer email address	Referrer 3 months feedback sent	Referrer closed case feedback sent	Referral /agreement date	Medical school of origin	Country of medical training	Age at referral	Ethnicity
Sexual orientation	Religion	Disability	Marital status	Months open	Close case outcome (form f)

*Reasons for referral (9 sub columns for: Health (mental/physical/both); capability; conduct; coaching; communication; career; exam; dyslexia; other)

Reporting Data That can be currently collated from TIS:

DATA SETS	SECTION TO FIND DATA IN TIS	NOTES

Grade at referral	Placement - Grade	Current Placement Grade
Educational supervisor	Placement - Supervisors	Detailed View of Placements
Sexual orientation	Sensitive Data - Diversity - Sexual Orientation	Detailed view of a Person Record
OOP (Out of Programme)	Placement - Current - Placement Type	4 Types - OOPC; OOPE; OOPR and OOPT
Current grade	Placement - Current - Grade	Current Placement Grade
Referrer		Do we need a different role for a 'Referrer'?
Religion	Sensitive Data - Religious Belief	Detailed view of a Person Record
Gender	Sensitive Data - Diversity - Gender	Detailed view of a Person Record
Specialty at referral	Placements - Current Placement - Specialty	Detailed view of a Person Record
Referrer email address	Personal Details	Detailed view of a Person Record
Disability	Sensitive Data	Detailed view of a Person Record
Specialty if changed	Placements - Current Placement - Specialty	Detailed view of a Person Record
Referrer 3 months feedback sent	Sensitive Data	Detailed view of a Person Record
Marital status	Sensitive Data - Diversity - Marital Status	Detailed view of a Person Record
Email address	Personal Details - Email Address	Detailed view of a Person Record
GMC Number	Personal Details - GMC / GDC Details	Detailed view of a Person Record
Medical school of origin	Qualifications - Medical School
Country of medical training	Qualifications - Country of Qualification
ARCP outcome	Assessments - Outcome
Age at referral		Not currently available but can be added as a Field
Trust	Posts - Employing Body or Training body
ARCP date	Assessments - Review Date
Ethnicity	Sensitive Data - Ethnic Origin	Detailed view of a Person Record

- Report Schedules

Case Management Record Archive

- Determine and agree on length of time Trainee Record can be kept for

Referral Comms

- Notify Case Manager Admin if a Case has been closed

Change Forms

- Automate ARCP details for Wessex Trainees from TIS to PSU report - Currently done Manually

Permissions

- An interface to control permission E.g: Change Case Manager Read/Write Access