TIS Self Service - Less than full time training (LTFT) Research plan

INTRO

We recognise that there are challenges in managing the current Less than fulltime process manually. Below are some of the High-level issues identified: 

• There are some variations in the process between regional offices. 

• The current process is prone to error and creates extra work for internal HEE staff to manage.  

LTFT application is made where full-time training is not practical for well-founded individual reasons. Trainees are required to submit an LTFT application form provided they have discussed with their Training Programme Director / Foundation School Manager / GP Scheme Director.  

To begin the process no later than 3 months before the commencement of the post to ensure that all the necessary approvals and funding arrangements are in place before they begin their placement. 

The doctor in training should complete the LTFT relevant application form and specify which category they are applying under. This should normally be submitted along with any 4 relevant supporting documents (as required) to the Postgraduate Dean or nominated deputy, to ensure the local office receives the application with at least 16 weeks’ notice. This allows time for the application to be processed and at least 12 weeks’ notice to be given to the Trust before the commencement of the proposed changes to working pattern. 

Problem Statement
In order to improve access to LTFT opportunities as part of work giving doctors in training greater flexibility working lives. The current process across all HEE local offices are perceived inefficient processes and practices for the management of LTFT across HEE; and this provides unequitable and unsatisfactory user experience to the trainees with a lot of delays to all users that interact with the LTFT process. 

Assumptions
1. It would be assumed that there is no problem with the current LTFT application process

2.

OBJECTIVE

By the end of the research,  

• There is currently no unified process, and we need to establish an agreed standard process across all local offices.  

• We should have understood the current process (as is) from all users that interact with the current LTFT process.  

• We also want to pinpoint all the pain points that user (Internal HEE staff, PGDiT and TPD) experience.  

• We should have understood their user needs for the (to be) process. 

• We should have determined whether different specialties require distinct forms and processes.   

RESEARCH QUESTIONS (LoE)

NHSE Local Offices (Secondary) questions:-

1. What are key interactions between HEE staff and PGDiT?

2. What are the problems and challenges they are facing?

3. What is the tool they use to carry out the process?

4. Who is involved in the process end to end?

5. What are key phases/stages of the process?

6. What are the communication your are sending out and when? (see the templates)

7. How long do the current process take start to end?

NHSE local Admin, TPD questions (Secondary Users)(For review)

Section 1: Understanding the Current Process

1. What are the current steps involved in the LTFT application process in your regional office?

2. How are PGDiT’s informed about the LTFT opportunity, and what channels are used for the communication?

3. How are eligibility criteria and guidelines for LTFT application conveyed to the applicants?

4. What documentation is required from applicants, and how is it collected and processed?

5. What are the typical timelines for processing LTFT applications?

Section 2: Identifying Pain Points in the Current Process

1. Have there been any common issues or complaints raised by PGDiT’s in different region regarding LTFT application process?

2. Are there any bottlenecks or delay that frequently occur during the application process?

3. Are there any discrepancies in the application of LTFT guidelines among different offices?

4. What is the level of applicants satisfaction with the current process, and how is it measured?

Section 3: Addressing PGDiT Needs

1. What are primary needs and concerns expressed by PGDiT during LTFT application process?

2. Are there any specific support required for applicants with disabilities or specific circumstances?

3. Are there any additional resources or information that applicants commonly request during the process?

Section 4: Exploring Opportunities for Standardization

1. What aspects of the LTFT application process should be standardised across all regional offices?

2. Are there any best practices from all regional offices that could be adopted as part of a unified approach?

3. What are the potential challenges in achieving standardisation, how can they be addressed?

PGDiT (Primary Users) Questions (For review)

Section 1: Background and Motivation

1. Could you please share your reasons for considering or applying for LTFT training? (e.g work-life balance, health reasons, caring for responsibilities)

2. How did you gather information about LTFT opportunities and guidelines?

3. How familiar were you with the LTFT application process before starting the application?

4. How are they communicated? What channels? In what style?

5. How effective was the communication throughout the LTFT application process?

6. What are your expectations and hopes regarding LTFT?

Section 2: Current LTFT Application Process

1. Could you describe the LTFT application process from beginning to the end?

2. What challenges and frustrations (PGDiT) did you face during the LTFT application journey?

3. What do you think we can implement to address your challenges?

4. What has worked well for you (PGDiT) during the LTFT application journey?

5. Were there any areas in the process that you found unclear or confusing?

Section 3: Pain Points and Frustrations

1. What were the most significant frustrations you encountered while applying for LTFT?

2. Were there any delay or bottlenecks in the process that affected your application?

3. What are the barriers identified when completing the LTFT form?

4. Did you feel adequately supported during the application process? If not, what additional support would have been helpful?

Section 4: Needs and Support

1. What needs or accommodations do you believe would have made the LTFT application process smoother for you?

2. What is import to you (PGDiT) when it comes to communication?

3. If we were to digitalize the process, how would you most likely access it?

4. If we were to digitalize the process would there be any challenges?

5. How can the application process be adapted to better cater to your professional and personal needs?

6. Are there any specific resources or information you wish were available during the process?

7. What improvement could be made to the current LTFT application process?

RESEARCH METHODS

Secondary users (LO)

• To be confirmed

Primary Users (PGDiT)

• We will conduct 15 one hour semi structured interview in person or remotely depending on trainees’ preference.

Demographics

• Age range 30-50 years old

• Current trainees that have completed an LTFT form

• UK graduates

• EU graduates

• non-EU graduates

Geographic spreads

o   Broad spread from the 4 different regions ( London, North, South, Midlands and East)

Accessibility needs

o   Identified primary users with sensory impairments

ANALYSIS

TBC

TIMINGS

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COMMUNICATION
We would record sessions and take notes and synthesize raw data into actionable insights.

Review session

DELIVERABLES

• Current LTFT user journey process (Primary and secondary user journey)

• Pain points and needs of users of LTFT

• Standardize the LTFT application process

Eligibility Criteria (SOP for LTFT signed off by the Deans and Business Managers)

Appendix A – National Data Set

The eligibility application process should include the following data set:

Personal Details

• Surname (used in training)

• First Name

• Other Surname (if different from surname used in training)

• GMC/GDC Number

• Email Address

• Phone Number

• Are you a Tier 2 / Skilled Worker Visa Holder?

LTFT Eligibility

1. Trainees with a disability or ill

2. Trainees (men and women) with caring responsibilities

3. Welfare and wellbeing

4. Unique opportunities

5. Religious commitment

6. Non-medical development

7. Flexibility for training and career development

• Proposed LTFT Placement and Training Plan

• Level you will be working at

• Name of Training Programme

• LTFT Start date

• LTFT End date (if known)

• Proposed Percentage

• Applicant Declaration