......to be an educator in General Practice

RE-APPROVALS PAUSED UNTIL SEPTEMBER 2021

Please note that we are currently revising the re-approval processes for training organisations and educators in line with national changes. We will be arranging GPQM panels for those of you who have already submitted re-approval paperwork following the pause. For those of you approaching your re-approval deadline we will advise you regarding the new “reaccreditation” processes shortly.

 

This page provides more information about the process involved in seeking approval and re-approval as a GP educator.
Being a GP educator is both rewarding and stimulating - we look forward to you joining our team of GP Educators across the East. 
Having completed your training you now need to apply for approval as an educator. 
(click these links for details on the Training Pathway for a Tier 2a, Tier 2b or Tier 3 Educator) 

 

Approval Forms
Educator - To apply for approval as an individual please complete this form
Training Environment - To apply for a practice to be approved as a training environment please click here
 
Further information is available in the FAQs and documents below. 
 
Who is this summary for?

It is for those applying for approval as GP educators. 

​If you are seeking 1st time approval you might be doing so through either:

  1. the pre - 2019 routes of postgraduate certificate (T) or deanery courses (OOH, AT, AT to T)
  2. the post - 2019 tiered educator route of e-learning followed by a number of deanery and higher education days.

Whichever of these routes you have taken, you will now be seeking recognition as either:

  1. a tier 2a educator = an out-of-hours (OOH) supervisor, also known as a clinical supervisor
  2. a tier 2b educator = an associate trainer (AT), also known as a named clinical supervisor
  3. a tier 3 educator = trainer, also known as an educational supervisor.
How do I know if I’m due for reapproval?

The new national quality processes are being developed. Organisations and educators will no longer be re-approved, but reaccredited. The re-approval process has currently been paused until September and more information regarding the new process will be added once these have been finalised. Please note that this will not affect your status as a trainer with the GMC.

What do I need to know before I complete the form?

Before you make your application, please make sure you have spoken to one of your TPDs as they will support and advise you through the process and introduce you to the local and deanery admin team through whom you will make your application. 

 

If you are applying for first-time approval, please make sure you: 

  1. have completed all the necessary stages of training for your tier.
  2. that you have completed your training in an appropriate interval (the general expectation is that Tier 2 training will be completed within one year and Tier 3 training within two years. Any exceptions to this will need to be agreed with the Head of School)
  3. apply at an appropriate point after CCT: first application for tier 2 can be made one year after CCT ; first application for tier 3 can be made two years after CCT if you are in a training practice, or after three years if you are in a non-training practice 

(Please be aware that as a short-term measure, potential educators who completed their initial training under the previous system will be allowed a year from April 2019 in which to complete the approval process. They will need to provide evidence of appropriate educator CPD at the time of their approval application. If these potential educators have not completed the approval process by April 2020, they will need to complete the new Tiered training process.)

Tier 2a - What evidence do I need to provide for my first-time approval?

If you are applying for first time approval, we would like to see evidence across a number of areas:

  • Evidence that you have contacted your OOH provider and attended your local OOH Clinical Supervisor Support Group with reflection on learning.
  • Evidence of your ability to consult with patients
  • Evidence that you can do a COT/audio-COT
  • Evidence of an ability to debrief
  • Evidence that you have obtained MRCGP (or an equivalent qualification)

 

The evidence may come in several forms:

  • From the eLearning modules you complete
  • From the study days you attend
  • From observed practice in your study groups 
  • Through observation by other educators 

** Because your route to approval may take several months please make sure you keep a record of your learning and the dates of your modules and study days. When you complete the form, you will be better prepared to reflect on your learning and progress. **

Tier 2b - What evidence do I need to provide for my first-time approval?

If you are applying for first time approval, we would like to see evidence across a number of areas:

  • Your attendance at trainers’ workshops and a reflection on your learning (we expect you to attend at least one before your first application)
  • Evidence of your ability to consult with patients
  • Evidence that you can do a CBD/COT
  • Evidence that you can navigate the eportfolio
  • Evidence of an ability to debrief
  • Evidence that you have obtained MRCGP

 

The evidence may come in several forms:

  • From the eLearning modules you complete
  • From the study days you attend
  • From observed practice in your study groups 
  • Through observation by other educators 

** Because your route to approval may take several months please make sure you keep a record of your learning and the dates of your modules and study days. When you complete the form, you will be better prepared to reflect on your learning and progress. **

Tier 3 - What evidence do I need to provide for my first-time approval?

If you are applying for first time approval, we would like to see evidence across a number of areas:

  • Your attendance at trainers’ workshops and a reflection on your learning (we expect you to attend at least one before your first application)
  • Evidence of your ability to consult with patients
  • Evidence that you can do a CBD/COT
  • Evidence that you can navigate the eportfolio
  • Evidence of an ability to debrief
  • If Tier 3, evidence that you have attended a session on ESRs (and perhaps observed an ESR taking place)
  • Evidence that you have obtained MRCGP

 

The evidence may come in several forms:

  • From the eLearning modules you complete
  • From the study days you attend
  • From observed practice in your study groups 
  • Through observation by other educators 

** Because your route to approval may take several months please make sure you keep a record of your learning and the dates of your modules and study days. When you complete the form, you will be better prepared to reflect on your learning and progress. **

Tier 2a, 2b, 3 - What evidence do I need to provide for my re-accreditation?

Evidence will still be needed for your ongoing accreditation. However, there will be no requirement to complete any lengthy application forms. A self-declaration, in addition to placement reports, TPD reports will form the basis of the reaccreditation. Further details will follow once the processes have been finalised. 

What happens to my form once it’s completed?

If you are applying for 1sttime approval, you will be invited to a face-to-face interview to discuss your application. The interview panel is typically your local AD and a TPD. You may be asked to bring along to your interview a video of a teaching encounter or a consultation.

All the recommendations from the face-to-face interviews are reviewed at deanery level before they are endorsed and finalized.

How do I complete the form?

The form is a word document that should be completed electronically and emailed to the approvals team gpapprovals.eoe@hee.nhs.uk.

It has been redesigned to reflect the new 6 quality domains which map to the existing GMC domains.

Domain 1: Learning Environment and Culture

Domain 2: Educational Governance and Leadership

Domain 3: Supporting and Empowering Learners

Domain 4: Supporting and Empowering Educators

Domain 5: Delivering Curricula and Assessments

Domain 6: Developing a Sustainable Workforce

Please only complete the relevant sections for the tier for which you are applying.

There is no need to supply any attachments or embed any documents. All the information should be typed into the form.

Period of time that the tiered training can be completed over

The general expectation is that Tier 2 training will be completed within 1 year and Tier 3 training within 2 years. Any exceptions to this will need to be agreed with the Head of School.

 

Interval between completing new educator training and applying for approval as a GP educator

Having completed the new educator training process, applications to be approved as a GP educator should generally be made within 1 year. Any exceptions to this can only be agreed by the Head of School of General Practice. Evidence for ongoing educator CPD would be needed to support this.

Interval after CCT when eligible to be approved as a GP educator

For Tier 2 educators- applications can be considered 1 year after CCT

For Tier 3 educators - when working in an established training practice, applications for approval as a new GP educator can be considered after 2 years. When working in a non-training practice, the interval should be 3 years.

Educators changing their place of work

Moving within the East of England

Approval as a GP educator is specific to the person concerned and is not necessarily linked to the learning organisation, they are working in. So, if an approved GP educator changed the practice in which they worked, their approval status would move with them to their new practice. However, if that new practice was not approved as a learning organisation, the practice would need to seek approval as a learning organisation before GP trainees could be based there. And individual educators should ensure that the Quality team at Fulbourn are informed of their new contact details.

Moving into a different deanery area

East of England recognises the GP educator approval decisions made by other areas in the UK, both within Health Education England and in Scotland, Wales and N. Ireland. An approved educator moving into our region would need to make themselves known to the local training programme and to the Quality team at Fulbourn and would then fit into our approval processes.

We would hope that the GP educator approval decisions made within our area would similarly be recognised by other areas although can not guarantee this. We would suggest contacting both the local training programme and the regional office to clarify what their processes are.

 

Fallow periods

Fallow periods which have been actively chosen by the educator and/or learning organisation of up to 12 months need to be agreed with the local training programme and should not usually have any impact on the educator’s approval status. The approval period will remain the same, unless the absence happens within a year of the educator’s initial approval. In this case, the 1-2 year re-approval will be deferred by up to a year to allow the educator sufficient time to gather the evidence for successful re-approval.

If the fallow period has been for more than 1 year, once the GP educator/Learning Organisation is ready to resume active training, the educator/learning organisation should arrange a meeting with one of the local TPDs. The purpose of this meeting is to discuss any changes that have occurred during the fallow period and to ensure that the educator/learning organisation is ready to return to training. Assuming this meeting is successful, the educator/learning organisation can start working with GP trainees again. The approval period will remain the same to act as a further check. If the TPD has concerns though, a face to face re-approval interview will be arranged with the appropriate Associate Dean and the educator/learning organisation will need to complete a re-approval form.

Where a fallow period has occurred due to a lack of trainees to be placed at the practice, and the educator has continued to attend local trainer group meetings as well as appropriate regional educator meetings, there will not be any impact on the educator’s or learning organisation’s approval status.

Lapsed approval

If approval has lapsed for 1 year of more the applicant will need to contact the Quality Team.

Prolonged Sick Leave

If the GP Educators have been on sick leave more than 4 weeks, it would be necessary to move the GP Trainee to different environment unless alternative appropriate educational supervision can be provided by the practice. Please ensure that you liaise with TPD about this.

Can GP Educator approval interviews be conducted virtually?

This is entirely acceptable and during the pandemic is desirable. You will receive a link for your interview to join the interview when scheduled.

What happens if there is a significant change to the learning organisation in which educators work?

A significant change to the learning organisation will generally lead to a learning organisation approval visit. Such changes could include new premises and practice mergers. Please see the guidance on merged and Federated practices.

Educator maternity leave

Congratulations! The same process would apply as for fallow periods. If the absence is for more than 1 year, there will be an interview with one of the TPDs to determine that the educator has kept up to date and is ready to return to training.

What is the Quality Oversight Panel and what do they do?

This is a monthly meeting of the senior GP educator team involving the GP Dean, the Head of School and the GP Associate Deans. The Quality team presents the Panel with a list of the educators and learning organisations that have received provisional approval during the preceding month. The Panel will discuss any potential issues before confirming the approval status.  After the meeting, the Quality team will then email each applicant a copy of their final approval form and update the relevant databases, including the GMC register.

Conflicts of Interest

Alternative arrangements for approval visit or panel members should be made when:

  • The member concerned works for the learning organisation being approved, or did so within the last year.
  • The member concerned works in the same learning organisation as the educator being approved, or did so within the last year.
  • The member concerned works in the same super-partnership or Primary Care Network, or did so within the last year. The only exception to this might be where the organisation is divided into sub-groups which are managed separately, and the member concerned works in a different sub-group.

Local sensibilities should always be taken into account and, where necessary, advice taken from the Associate Dean, AD lead for Quality or Head of School.

X