Discovery & Consolidation

Background

The overarching Revalidation requirement for HEE is…

Further background information can be found on the following pages:

Page Name	Description	Comments
Revalidation description	Initial description of the Revalidation process & requirement	Don’t know if you’ve seen this page? They might help to answer some of the questions Revalidation - Application Architecture Review
Detailed overview	Overview of the end to end process as it functions today
Current usability issues	User issues summarised from discussions with Reval Admins in December 2019
Recommendations	Recommended feature enhancements from users
WCAG Assessment outcome	WCAG assessment outcomes from December 2019
Initial user research	User research conducted by Transform c2016
Initial user journey / helicopter view	User journey identified by Transform c2016
Site map & screen flow	Site map for current iteration of Reval, developed c2016
Breakdown of initial user journey	Breakdown of user journey as identified by Transform c2016

Outstanding questions

Outstanding questions for discussion with TIS team and SMEs

	Question	Responder	Comments
1	What’s the difference / interaction between revalidation and concerns?	AP	Concerns must be considered as part of a revalidation recommendation. So the responsible officer (dean) recommends whether a trainee should be revalidated based on any concerns, a review of the ARCP history and the form R (trainee self declaration). Concerns could come from a number of sources e.g patient complaint.
2	GMC integration - what does this look like, what does it do and how is it maintained?	AP	We have to send recommendations to the GMC. Revalidate, Defer or Non-Engagement. currently through an API with GMC connect
3	What specifically is reviewed by Reval Admin? What are the recommendations?	AP	Revalidate if everything is in order. Deferral is usually to line the dates up with an ARCP or if the trainee is OOP on mat leave etc. Non Engagement basically never used as the trainee would be contacted before it reaches this stage.
4	Does the GMC ever query a recommendation?	AP	My understanding is it’s very rare but there is a process of approval.
5	What is the snapshot of the GMC outcome? How is it added to TIS?	AP	the recommendation is a point in time so the snapshot shows what data was available to the user when they made the recommendation.
6	Is receiving trainees to be revalidated from GMC consistently an automated process? What happens if the integration fails, how is Admin notified, what’s the mitigation? (Also see 11)
7	What are the rules/parameters are in place in managing the Reval process? Deadlines, communications, other?	AP	The revalidation window is 3 months every 5 years where the GMC must receive a recommendation in this period.
8	What does CDC refer to?	Paul	If you’re referring Change Data Capture, it’s a system that captures changes to records in the database and pushes them to a destination. What we’ve done for the ESR project is capture all DB changes and geed it to our messaging system so that any service can listen for change events
9	When does the requirement for Reval kick in?		1 year post Foundation year + full registration with GMC (payment made)
10	How are fully qualified doctors revalidated? Same process, managed by HEE and at what point does it stop being managed by HEE?	AP	When trainee gets CCT and is no longer a trainee.
11	Is 3 month lead time still valid, is there a range, or is it always this period? What does the GMC pre-notification look like? How is the start date calculated - no of days + full registration date? What if no notification is received for someone who should be Reval’d imminently? (Also see 6)	AP	3 months still valid as far as i know. Not sure of exact calculation.
12	Who assigns Reval Admin? Do they manage from end to end? Are there dual-duties? i.e. do they need access to the rest of TIS for other points/during the Reval process?	AP	Depends on the team. London have more generalised admins compared to more specialised in other offices.
13	Whats “Ready to review” as a status, and how is it different to “Ready to submit”?	AP	allows admins to take laptop to review their recommendations with the RO if desired and move them over into ‘ready to submit’
14	Is Reval status captured separately to Recommendation status, or are they part of a single flow?	AP	unsure of question
15	Is the GMC outcome final, can it be updated within a timeframe for a particular Reval cycle? If so, how will TIS be notified this has happened?	AP	i assume local reval teams have contacts at the GMC to support edge cases/issues.
16	Connection discrepancies? Remind me what these are…	AP	Trainees must be allocated to the correct designated body. Dbs run on the same lines as local offices. Each has a responsible officer who is a Dean. Trainees can go onto GMC connect and connect themselves to a DB. They often do this incorrectly so we developed a tool that is supposed to recommend actions to the admin. for example if a trainee is in a programme at EOE on TIS but is connected to the NW DB then it should highlight that as being incorrect.
17	How does HEE ARR (reporting) factor into this process?	AP	?
18	What’s the difference between Deferral and Amending submission date?	AP	Amend submission date is bringing the date forward in line with a final ARCP usually. Deferral is moving the date out and requires a formal submission . When we developed reval in TIS there was no API for bring forward submission date so users still have to use gMC connect for this.
19	Archiving - there’s a page on Confluence with no content - is this a valid requirement or has the page been created in error? https://hee-tis.atlassian.net/wiki/spaces/NTCS/pages/42500116/Revalidation+archiving
20	Are the roles involved in the process the same - TIS Admin, Reval Admin, RO & GMC? Any others? What are associated permissions?	AP	Reval admin is same as normal admin but with reval perms. We do have a role that only allows observation/administering a recommendation but does not allow a submission through the API.
21	How does RO participate in this process?	AP	Some delegate all responsibility to admins, others take a more direct approach.
22	Whats the purpose of concerns log, how is it used and when? Breakdown of components of this?	AP	rarely used because people were concerned about the sensitivity of the concerns i believe. Most teams probably keep this info on a spreadsheet.
23	What does the outcome determine for the doctor? i.e. what do the outcomes mean?	AP	If you’re not revalidated you’re not eligible to practice as a Doctor as it’s like an MOT
24	Can outcomes be appealed, if so what are the holding states that need to be considered? What’s the appeal process, timeline etc?		I’m not sure i’ve not come across this.