Present
- Jonathan Adcock, SPC - Ophthalmology and Acute Specialties (ACCS, Emergency Medicine)
- Lynn Bradley, SPC - Obstetrics and Gynaecology
- Susan Holland, SPC - Public Health
- Joanne O'Brien, SPC - Laboratory Medicine
- Heather Roblin, SPC - Rheumatology, Respiratory Medicine, Diabetes, Clinical Oncology, Medical Oncology, Palliative Medicine
- Laura West, Specialty Training Coordinator - GIM (dual with 9 other specialties), CMT (Core Medical Training)
- Joanne Watson - HEE
- Alison Parr - Transform
Exercises
Identify current processes for main steps in assessments journey including systems/tools used and links between them
Your ARCP Process
- What info?
- Where from (system or other)?
- Where do you log it?
| Who | Dates | Panel | Trainees | Venues | Evidence & Inputs | Outputs & Notifications | Communication |
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Laura West Purple |
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| Yellow |
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Lynn Bradley Green 1 |
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Susan Holland Green 2 |
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| Pink |
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| Purple 2 |
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| Additional info from discussion | Outcome 2 or 3
| TSS forms (Trainee Support Service) |
General comments
- All do assessments admin on ePortfolio - go in and create a (something?) NTN / Date / Panel details - then add Outcome on the day
- Nothing in Intrepid we need to use on the day
- Download spreadsheet from Intrepid - brings blank spreadsheet, not populated
- John has list of trainees - has via report data from Intrepid - uses this
- Parts of organisation that are not done on Intrepid or ePortfdolio - themed panel members - spreadsheet with panel members. Mail merges to send outcome letters, programme director cohort to get signatory of letter - dynamic, would need to change
- Trainee selection - use list of trainees several times a week. e.g. Excel - all trainees on x theme, surveys - part of process of identifying → create unique ID → LIME survey (like Survey Monkey) used locally (This was in relation to managing Foundation trainees)
- Obs & Gynae - actively ask college tutors to get early indications of outcomes so can manage time at ARCP to get face-to-face. Used to only see Outcome 2/3 - now have to see all as they want the positive feedback
- Public health & Lab Medicine - see all their trainees. Some medical specialties give them the opportunity to meet face-to-face if they want to
- Exams - results not publish don college websites - rely on TPD to inform of failures - will flag it up and monitor at ARCP how many times trainee has failed
- Scheduling trainees - (1) start with the specialty (2) which need ARCP (still log the fact you haven't done ARCP on outcome). Still need to manage them - this is what Intrepid doesn't do → filter trades in list - can't "pin" them. Can't select them to do something without exporting them (as info degrades as soon as you export)
- Majority of those in workshop still maintain own list of trainees - want to put a pin/tag on them so can apply a common rule to one or more trainees records relatively easily without impacting their record. With Excel you can filter them easily. IF TIS had the capacity to Interpret one or more...
- ARCPs take place before rotation - can't change grade at time of ARCP - have to wait until rotation date, so have to remember which ones to go in to. LTFT might go up a grade out of synch. Intrepid V10 has field for Grade at next rotation - but nothing happens
- Whatever we put in ePortfolio end up cutting and pasting it
- Physicians and Emergency Medicine use the same ePortfolio system. Ophthalmology is only a "get info" system - admins don't input onto it. It's just for trainees who do all their admin on it. Still have to scan forms and send them to the College
- A lot of lab medicine specialties are paper based - can't upload ARCPs. Have to send forms to college
- Obs and Gynae doing new one (was this referring to new ePortfolio?)
- Revalidation - have to log trainees' details for revalidation spreadsheet
Identify areas that should stay the same ("Stick") or be improved ("Fix")
This turned into short session on things that participants want form the new system after reviewing the prototype
Stick/Would like | Who |
|---|---|
| Watchlist - add follow up dates | NE-ADMIN |
| Watchlist - want to add criteria otherwise Watchlist would just be same as all trainee list - reasons why on Watchlist | NE-ADMIN |
| Notes - want to add same note to multiple trainees | NE-ADMIN |
| Concerns log - only see concerns relating to training/professionalism - need to see if Trainee if trainee reflection etc. Revalidation manager should set permissions (e.g. for GMC concerns) | NE-ADMIN |
| ARCP - have to say fit there are any Revalidation concerns (input to Concerns Log) | NE-ADMIN |
| Like dashboard - Planner view → parking (??) | NE-ADMIN |
| Repetitive tasks e.g. From-To dates for review automate it but enable admin to review and change (list as starting point for confirmation or tweaks) | NE-ADMIN |
| Input trainee data "From" and "To' would only need to manage from that page | |
Fix | Who |
| "Just give us that!" (referring to the prototype demonstrated) | NE-ADMIN |
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