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

 

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. Paste

 

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. (works best in Internet Explorer Version 11) If you are using Google Chrome or Firefox please download the PDF by right clicking form and select "save link as..." (see the related FAQ before)

Training Environment - To apply for a practice to be approved as a training environment please complete this form

 

Further information is available in the FAQs and documents below. 

 

Approval Form

The approval form is now available in electronic format and can be downloaded from the bottom of this page. Please ensure you download and save the document locally on your PC/laptop, then open it as a PDF with Adobe Acrobat or Adobe Reader before completing. If you're unable to open the form, please watch the step by step video guidance. 

 

 

 

How to complete your electronic signature 

Please refer to the video below for guidance on how to complete your digital signature

 

 

Electronic form guidance for Mac users - Mac user guidance

Download Adobe Acrobat Reader Free - Click Here

Who is this summary for?

It is for those applying for approval or re-approval as GP educators. 

If you are seeking re-approval to renew your current status you might be:

  1.  an out-of-hours (OOH) supervisor, also known as a clinical supervisor
  2.  an associate trainer (AT), also known as a named clinical supervisor
  3.  a trainer (T), also known as an educational supervisor.

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 approvals database is maintained centrally at the deanery. The deanery team will inform you if your re-approval is due and will send you links to the application form with cut-off dates for its return. Each training scheme will be sent an updated list of the status of its educators and training organisations every quarter. If you are not sure of your re-approval date please check with your training scheme’s local admin.

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 - What evidence do I need to provide for my re-approval?

Your first period of approval is usually set at two years with a review at one year.

By first re-approval, educators would be expected to:

  • Attend 50% of OOH Supervisor support workshops, with reflection on learning
  • Provide evidence of benchmarking a COT and audio-COT, with reflection
  • Demonstrate PDP objectives in your NHS appraisal linked to training

Ongoing approval is usually for five years with a review at four. At the end of a 4-5 year approval review period you will be asked to provide evidence around these areas: 

  • Attendance at a local approvals panel (desirable)
  • Attendance at a regional GP educator development day
  • Attendance at 50% of OOH Supervisor workshops, with reflection on your learning
  • Evidence of benchmarking a COT and audio-COT, again with reflection
  • Peer review of teaching
  • PDP objectives in your NHS appraisal linked to training
  • Equality and diversity training every 3 years
  • It is desirable to attend a regional symposium once in the review period

Additionally, feedback will be collected from your TPDs and trainees.

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

Your first period of approval is usually set at two years with a review at one year.

By first re-approval, educators would be expected to:

  • Observation of a local ARCP panel 
  • Attend a regional GP educator development day
  • Attend 50% of trainers’ workshops, with reflection on learning
  • Provide evidence of benchmarking a CBD and COT, with reflection
  • Demonstrate PDP objectives in your NHS appraisal linked to training

Ongoing approval is usually for five years with a review at four. At the end of a 4-5 year approval review period you will be asked to provide evidence around these areas:

  • Observation of a local ARCP panel 
  • Attendance at a local approvals panel
  • Attendance at a regional GP educator development day
  • Attendance at 50% of trainers’ workshops, with reflection on your learning
  • Evidence of benchmarking a CBD and COT, again with reflection
  • Peer review of teaching
  • PDP objectives in your NHS appraisal linked to training
  • Equality and diversity training every 3 years 
  • It is desirable to attend a regional symposium once in the review period

Additionally, feedback will be collected from your TPDs and trainees.

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

Your first period of approval is usually set at two years with a review at one year.

By first re-approval, educators would be expected to:

  • Observation of a local ARCP panel 
  • Attend a regional GP educator development day
  • Attend 50% of trainers’ workshops, with reflection on learning
  • Provide evidence of benchmarking a CBD and COT, with reflection
  • Demonstrate PDP objectives in your NHS appraisal linked to training

Ongoing approval is usually for five years with a review at four. At the end of a 4-5 year approval review period you will be asked to provide evidence around these areas:

  • Participation in a local ARCP panel 
  • Attendance at a local approvals panel
  • Attendance at a regional GP educator development day
  • Attendance at 50% of trainers’ workshops, with reflection on your learning
  • Evidence of benchmarking a CBD and COT, again with reflection
  • Peer review of teaching
  • PDP objectives in your NHS appraisal linked to training
  • Equality and diversity training every 3 years 
  • If you are tier 3, feedback on your ESRs 
  • It is desirable to attend a regional symposium once in the review period

Additionally, feedback will be collected from your TPDs and trainees.

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.

If you are applying for re-approval, your application will ordinarily be considered at a GP quality monitoring panel (GPQM). Each county has a panel which sits 2 or 3 times a year and is typically made up of an AD / TPD chair with support from a practice manager, local GP educators, and trainees (from outside the area). The applicant does NOT need to attend the panel.

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

How do I complete the form?
  • The form is completed online. If you would like to keep a copy for your own records, please print off the completed form
  • The form begins with: Demographics, Contact Details, General information about the Learning Environment, and Declarations.
  • You are then asked whether you are applying for the first time or seeking re-approval and what tier you are applying for: 2A, 2B or 3. Your selection here will determine which bit of the form you will see next: so for example if you are applying for tier 2A and have come down the new ‘post 2019’ modular route, you will be asked to confirm details of the e-learning modules and study days you have completed. 

N.B. If you get to a section of the form that doesn’t seem to apply to you (and you are sure you have made the right selection to get there!) please just fill in the text box with a comment of explanation. (For example, the form may ask you for the dates of your eLearning modules, but you may be applying having done the ‘pre 2019’ pathway and there was no need to do these modules – in this case just add a comment in the boxes to explain the route you have taken.)

  • The main body of the form has seven sections. Please work your way through these sections and enter your answers in the relevant text box area. Be aware that you cannot embed documents or attach documents, so your answers to each question need to be self-contained (however you may copy and paste into the text box from other documents if it’s relevant - but be careful as some formatting may not come across). 
  • Once you have completed the form please apply your digital signature (there are details with the form on how to do this), and submit it as instructed.

The seven sections of the form are based on the standards set by the GMC and AoMRC (Association of the Medical Royal Colleges) and are:

  • Section 1: Ensuring Safe and Effective Care Through Training
  • Section 2: Establishing and maintaining an environment for learning
  • Section 3: Teaching and facilitating learning
  • Section 4: Enhancing learning through assessment
  • Section 5: Supporting and monitoring educational progress
  • Section 6: Guiding personal and professional development
  • Section 7: Continuing Professional Development as an Educator
I need assistance with the digital signature on the form

 

Please see the video below for instructions on how to set up and use the digital signature:

 

 

Further information is available in this document about digital signatures and document submission.

 

 

 

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 by skype?

This is generally not recommended. Where the applicant feels that there is a good reason to support skype being used, this should be discussed with the relevant Associate Dean and/or Head of School.

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.

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