Form R - Frequently Asked Questions

Why do we need to fill in a Form R?

Health Education England requires you to complete and submit a Form R Part A & B as part of your formal registration on to your training programme, initiating the ARCP and Revalidation processes which continue throughout your training. If you fail to submit your forms by the deadline HEE will not be able to generate your unique National Training Number (NTN). 

What is an NTN?

An NTN is a unique identifier that stays with you throughout your training programme. The number lists details regarding your programme, curricula and route of entry and is utilised by multiple organisations including your Royal College and the GMC to identify you as part of the programme. Your NTN is generated using the information given in your Form R by HEE and will be sent to you via email upon acceptance of your forms.

When will I receive my NTN?

For newly recruited trainees joining Health Education England East of England training programmes, the NTN will be issued in the near future.

Please refer to https://heeoe.hee.nhs.uk/NTN for more infomation. 

How do I attach a photo to the Form R Part A?

To add a photo to the form you will need to be sure you have opened your form in the correct format e.g Adobe Reader (please see here for further information), you then need to click on ‘Click here to attach a recent photograph’ you will then be able to choose a photo from your files on your computer.

Why do the forms have to be filled in electronically and signed with a digital signature?

HEE are a paperless organisation and have been keen where possible to cut any paper based processes over the last few years. There are also a wealth of other benefits that come with the digital Form R, the main being data security.

Data security and integrity is of the highest priority for HEE and as these forms contain sensitive practice-based information HEE are required to implement excellent data security standards. The digital signature achieves two things, ensures that no one other that yourself and HEE are able to view the data in the forms, alongside taking a snapshot of the data held in the form at the time of signing. Once you form is returned HEE will then validate the secured certificate held within the signature and ensure that none of the data has been viewed, altered or accessed in any way. 

How do I create a digital signature?

You only need to create your digital signature once you have completed your form. To do this simply left click in to the box labelled ‘Trainee Signature’ and follow the step by step guide found here on pages 13-16.

Why can’t I add a photo to Form R Part A after signing it?

Due to security settings on the form once you have signed the form so you will no longer be able to edit the form so please be sure to complete the form fully before signing it with you digital signature. 

I’ve opened the form but I can only see ‘Please wait…’ what do I do now?

If you are seeing a ‘Please wait…’ message this indicates that the form has opened in an incorrect programme i.e. your internet browser or a PDF previewer. This can be easily fixed by following the step by step instructions found here

What if I don’t know what to enter in a certain field?

If you are unsure on what to enter in a certain field please see guidance here, please go to pages 5-11 on this guide.

I am starting my dual training, do I need to complete a Form R?

If you are starting your dual training but are already in a programme within the East of England you do not need to complete a Form R as you are already registered within your current EoE programme. If you have transferred to the East of England from another region you will need to complete the forms.

Why do I have to add a photo of myself to the form?

The Form R is utilised by multiple organisations for multiple purposes, the photograph is a requirement stipulated by the Royal Colleges and our Revalidation process and is a way of confirming your identity. 

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