Please find listed below our policy and procedure documents. To view the full list please click the box which is most relevant to the document you are looking for:

Annual Review of Competency Progression
Equality & Diversity
Period of Grace
Raising concerns about training and revalidation (including complaints)

HEE values feedback from doctors in training which enables learning, development, and improvement. Where there are concerns about how training is delivered and the impact that has on the quality of the training experience, we want to know so that it can be explored and addressed appropriately. If you wish to make a complaint about your training programme please click here https://www.hee.nhs.uk/our-work/doctors-training/raising-concerns-about-training-revalidation-including-complaints

For queries, and to raise concerns, please contact: complaints.eoe@hee.nhs.uk

Trainee Indemnity

Trainee Indemnity - HEE EoE Block Cover Arrangement 

HEE has procured regional indemnity via MDDUS indemnity for trainees in the East of England, in the following specialty training programmes:

  • Aviation and Space Medicine
  • Community and Sexual Reproductive Health,
  • General Practice
  • Genitourinary Medicine
  • Occupational Medicine
  • Palliative Medicine
  • Public Health
  • Sports and Exercise Medicine

This is in order to cover trainees who undertake placements outside of NHS Trust settings, and therefore are not enrolled in the NHS Clinical Negligence Scheme for Trusts (CNST). This indemnity will be funded by HEE whilst trainees are in training, at no additional cost to the trainee. 

The indemnity will provide full clinical negligence, medicolegal support, and good Samaritan cover support for doctors in these training programmes when training in a general practice or a non-NHS setting (e.g., local authority, voluntary and third sector, hospice, etc.). This includes advice and reputation for any aspect of an individual’s time in training, including “professional” indemnity.

Doctors who have achieved CCT will not be eligible for entry onto the indemnity scheme.

The scheme does not provide clinical negligence cover for any work undertaken in a private / independent healthcare setting. 

Timescales 

The cover is due to commence for trainees starting in programmes on 4 August 2021.

The cover will also cover existing trainees from 5 August 2021, this will include trainees that were previously covered by the MDU EoE block contract cover. Unless a trainee has chosen to opt out of this arrangement. 

MDDUS will contact trainees that they cover with a welcome letter, please also find FAQs here

Opting out 

If a trainee wishes to 'opt out' from the above arrangement, they need to contact: edit.eoe@hee.nhs.uk 

Please note, that if a trainee opts out they will then be responsible for sourcing their own cover. 

Guidance for Various Training Situations

This table includes some examples of common queries, as well as some rarer ones. It is not an exhaustive list and is intended as a guide. The underlying principles tend to be the samelisten to concerns with interest, explore the background, take advice, seek an agreed way forward and review. We are all human, and none of us get it right all the time. The trick is to recognise that and to be willing to address matters when needed, with respect and care for each other.

Wherever possible, it is good practice to address concerns early and involve the appropriate people to reach a resolution of whatever the concern is. When deciding on the best person to approach for advice, it is always worth considering if the concern arises from an employment matter or an educational one. A supportive and thorough induction period can go a long way to create the atmosphere in which concerns can be aired and addressed early on. Getting to know our trainees as people can also help understand the challenges they face and how that might impact on their training at times. Vijay Nayar has produced a template to help guide 121 discussions with trainees. Please do consider using that, where appropriate. The SKIPE model can also help to gather background information.

Pastoral support for our trainees is a theme that runs all through this guidance, as well as educators supporting each other. Sometimes, a listening ear is all any of us need to help us work out how to approach our own concerns. It is always worth reflecting on our own part, as educators, in whatever the situation might be. As well as that of the organisation in which we work.

These scenarios are not exhaustive, rather they are intended as examples to help think about who can help. Wherever, you have any doubt, please do speak to one of your local TPDs for advice. They will know where to seek further advice, as needed.

 

GP Practice of Specialty Department

Potential Concerns Suggested Actions Person Responsible

Trainee provides you with documents for pre-employment checks prior to joining your practice/department.

Advise the trainee that the lead employer deals with all pre-employment checks and suggest they ring 0151 478 7777 Practice manager, departmental lead, Named Educator or TPD

Trainee expresses concerns over weekly timetable or generic work schedule

Discuss the trainee’s concern and see if there are any reasonable adjustments that can be made as part of their personal work schedule. If not resolved, trainees should be encouraged to make an exception report. This provides a mechanism to inform both their employer and their host organisation where the trainee feels that their daily work varies significantly and/ or regularly from their work schedule.

Practice manager or departmental lead https://sharedservices.sthk.nhs.uk/guardian-of-safe-working-hours/

Trainee expresses concerns over holiday and/or study leave entitlement

Discuss the trainee’s concern. Contact the lead employer on 0151 478 7777 for annual leave entitlement.Study leave is an educational issue though and should be discussed with the TPD

Practice manager, departmental/education centre lead.

Trainee expresses concern over not being able to visit their GP/dentist during work hours.

Discuss the trainee’s concern.

Contact the lead employer on 0151 478 7777

Practice manager, departmental/education centre lead.

Trainee expresses concerns over travel expenses and/or removal expenses.

Discuss the trainee’s concern

Contact the lead employer on 0151 478 7777

Practice manager or departmental lead.

Trainee requests advice about parental leave.

Discuss the trainee’s concern

Contact the lead employer on 0151 478 7777

Practice manager, departmental lead, Named Educator or TPD 

Trainee expresses concerns over educational support.

Consider using the SKIPE model to gather background information. Discussion between the trainee and appropriate educators, consider involving the TPD if necessary.

Named Educator and/or TPD
Educator expresses concerns over the trainee’s progress.

Consider using the RDMp system to identify the concerns and consider using the SKIPE model to gather background information. Discussion between the trainee and appropriate educators, consider involving the TPD if necessary.

Named Educator

Where it has not been possible to resolve concerns at the practice or departmental level, the named educator and/or the trainee should involve one of the local TPDs.

 

Training Programme

Potential Concerns Suggested Actions Person Responsible

Any employment related concern.

Discussion with key parties to establish the background. Discussion with the lead employer on 0151 478 7777 or directly with Ruth McCann.

TPD

Trainee expresses concerns over educational support.

Discussion with the trainee, including signposting various options eg trainee speaks to the trainer/named clinical supervisor; facilitated joint discussion; TPD speaks to trainer/named clinical supervisor; consult AD/DME for advice. TPD
Educator expresses concerns over the trainee’s progress.

Discussion with the educator concerned to explore the issues, offer advice and agree next steps. Discussion with the trainee, either on their own or with the educator, to agree next steps. Consider involving the Health and Wellbeing service at the lead employer. Ensure PSW offered and make referral where appropriate. Monitor and review. Seek further advice, where indicated.

TPD

Where it has not been possible to resolve concerns at the local programme level, the TPD and, on some occasions, the trainee should contact the Patch GP Associate Dean and the DME (where appropriate). Where appropriate, the Associate Dean will involve the Head of School.

 

HEE – Associate Dean/DME

Potential Concerns Suggested Actions Person Responsible

Various - where it has not proven possible to reach an agreed way forward, or the TPD feels they need advice, or have a conflict of interest

Discussion with the educators and trainee(s) concerned to explore the issues, offer advice and agree next steps. Ensure PSW offered and make referral where appropriate. Monitor and review. Seek further advice from the Head of School, where indicated.

Patch AD

Trainee expresses a wish to be moved to another GP Placement

Please refer to separate guidance - CLICK HERE Patch AD

There are some situations that would be best escalated directly to the Patch GP Associate Dean and Head of School.

 

HEE – GP School 

Potential Concerns Suggested Actions Person Responsible

Trainee expresses concern relating to Dignity and Respect at Work - This will be addressed using the lead employer’s policies and procedures.

The GP AD will initially meet the trainee and educators concerned to explore the background. This might take place singly and/or combined.

Patch GP Associate Dean

The Patch AD or the Head of School will inform the Lead Employer. There will be a full fact-finding process to gather information about the concerns raised. 

Patch GP Associate Head of School and/or Primary Care Dean
There will be a central meeting to discuss the issues and all appropriate action will be taken.

Lead Employer. Head of School and/or Primary Care Dean.

Action Plan and Follow Up.

Lead Employer. Head of School and/or Primary Care Dean

Educator expresses concern relating to Dignity and Respect at Work.

This will be addressed using HEE’s policies and procedures

The GP AD will initially meet the trainee and educators concerned to explore the background. This might take place singly and/or combined. Patch GP Associate Dean.

There will be a full fact-finding process to gather information about the concerns raised. This will include a central meeting to discuss the issues. All appropriate action will be taken.

Patch GP Associate Head of School and/or Primary Care Dean.
Action Plan and Follow Up. Head of School and/or Primary Care Dean.
Trainee and/or educator expresses concern about their TPD(s)

The GP AD will initially meet the trainee(s) and educator(s) concerned separately to explore the background. 

Patch GP Associate Dean.
Where appropriate, the GP AD will facilitate a meeting between all concerned parties to discuss the issues and agree next steps.

Patch GP Associate Dean.

Seek further advice, where indicated.

Patch GP Associate Dean.
Trainee and/or educator makes a formal complaint about a GP educator.

This will be handled through the HEE complaints procedure.

For queries, and to raise concerns, please contact: complaints.eoe@hee.nhs.uk

HEE Complaints Manager.
Wednesday, 27 March, 2019
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