Online training in Equality and Diversity is available here.

Whenever your practice accepts a GPST, the GPST and GP trainer should jointly complete a GP Trainee Appointment (GPTA) Form. A new form is required even if the GPST has previously undertaken a period of training at your practice and is now returning to undertake a further period of training.

Completion of this form is required in order that:

·         HEEoE can authorise the appropriate agency to reimburse payments to your practice in respect of the GPST's salary, expenses and the GP trainer's grant.

·         The payments agency will calculate the GPST's starting salary and inform the practice accordingly.

We recommend that wherever possible the form is returned to HEEoE two to three months prior to the commencement of the attachment. We would also ask you to draw to the attention of your GPST the documentation that should be submitted with the form (as detailed on the form). Failure to submit this documentation will result in a delay in reimbursement. To avoid delay please weigh the envelope before posting to;

GP School Administrator
Health Education East of England
2-4 Victoria House
Capital ParkFulbourn
CB21 5XB

Alternatively you can scan and email the form to communityschools.eoe@hee.nhs.uk 

If the doctor's last medical post was undertaken in a non-NHS organisation then they should also complete GPTA1 Form. If you have any queries regarding the completion of the GP Trainee Appointment form, please contact the GP School Administrator.

We always acknowledge in writing the receipt of the GP Trainee Appointment Form - acknowledgement will be sent to the GP trainer together with the educational and trainer agreements. If you have not received written confirmation within ten working days of submitting the form, please contact the GP School Administrator.  

Details of the Payments Agencies are provided at the end of this page.

It is the trainee's responsibility before starting work in General Practice to make sure that they are placed on the National Medical Performer's List. To apply for entry onto the Performer's List they must visit http://pcse.england.nhs.uk/performer-list/​ and follow the instructions. Please follow the instructions embedded in the form which inform you about the other documentation to be provided. The website will give contact details for the team managing the trainee's area, please contact them for detailed instructions on where to send the application. The trainee must ensure they are on the Performer's List prior to starting their post. 

The performer’s list regulations allow a GPST, as long as he/she has first applied to join an area team's list, to perform primary medical services despite not being included in the list.  This easement lasts until either the area team gives the GPST the decision on the application, or for two months beginning with the date the training begins (whichever is earlier).  The GMS Contract Regulations 12 make equivalent provision by permitting training practices to employ GP StRs without confirming that their names appear in the performer list until the end of the first two months of the training period.  Area teams are asked, nevertheless, to give priority to the processing of primary medical performers list applications from GPSTs.

There are circumstances where it might be appropriate to refer a GPST for an occupational health opinion during the course of their period of training. If such circumstances should arise, please contact the GP School for Advice.

Assessment can be undertaken by your local hospital trust occupational health department. The cost of screening can be re-claimed from the Payments Agency from which you receive payments in respect of GPSTs. Please forward invoices directly to the agency, unfortunately it is not possible to reimburse the costs directly from HEEoE. Screening should not be undertaken by a partner within the training practice. For doctors who are currently undertaking a training post in another area it would be perfectly acceptable for the screening to be undertaken at their local hospital trust.

If a GPST wishes to undertake their training on a part time basis the proposed arrangements should be agreed with the practice and Programme Directors and HEEoE must be informed. As working less than full time (LTFT) will prolong the period spent in each placement there may be an overlap with another GPST who is already scheduled to come to the practice at a later date as a result. If the practice is unable to accommodate both GPSTs (or approval for more than one GPST cannot be granted by the LTFT Dean), arrangements may need to be made for the LTFT GPST to transfer to an alternative practice at the appropriate time in order to complete their training. Again, Programme Directors should be consulted regarding such matters and HEEoE must be informed.

If you are requesting assistance with calculating periods of training, completion dates and advice on other issues that may arise regarding part time training, please contact your TPD or Post Graduate Centre Administrator.

The minimum percentage of full time a doctor may work is 50% (previously 60%). Saturday mornings (if applicable) should be undertaken at the appropriate percentage of that normally undertaken by a full time GPST at the practice. Out of hours work should be undertaken pro rata in accordance with the COGPED guidelines.

The amount of time devoted to teaching and educational events should be in accordance with the following guidelines (extracted from the Criteria for the Selection and Re-approval of General Practice Trainers and Practices).

Further information regarding less than full time training can be found here: ltft_overview

Please note: If you are employed with St Helens and Knowsley Teaching Hospitals NHS Trust, you must claim your study leave directly from them as your employer. Please see our Lead Employer page.

As of 1 April 2016, we will no longer have two annual claiming periods in which you must submit your claim forms.

We will now accept study leave claims throughout the year.  Please note that you must submit your claim form within 4 weeks from the date of the course.  All claims must be submitted before the end of the financial year in which cost was incurred (the financial year is 1st April to 31st March). Any claims outside of these dates will not be paid.

We do not reimburse for exam fees, mock exam fees or travel expenses for these exams.  You are entitled to claim £600.00 per 12 months in a GP placement - £50.00 per 1 month.  For example, if you are in an 9 month GP placement then you will be entitled to claim £450.00.  

Over the 18 month period in General Practice, this totals to £900.00. This is your TOTAL allowance.  If you have already claimed £900 from your study leave budget, please be aware that there are no new funds available for you.  

Application Process -

To claim the money from your study leave budget you must submit the ‘Study Leave Backing Sheet’ and the ‘Study Leave Claim Form’.  

Please ensure you list all courses you have attended and the amounts on the backing sheet.

Please ensure that the correct amount has been claimed.  There should only be the total claimed amount in the box – no additional narrative or workings.  Please ensure that the total listed on the claim form is equal to that listed on the backing sheet.

Please ensure that bank details provided.   The account name must be the name of the claimant, not the name of the bank.

Please ensure all sections of a form are completed and that the 'Declaration by Claimant' section has been signed by hand.   Failure to do this will result in payment being delayed.

Study Leave Claim Form                  Study Leave Backing Sheet

HEE are unable to accept any handwritten claim forms, these MUST be typed. If any handwritten claim forms are received you will not be contacted and your claim form will not be returned.

Please note that you will not be required to submit certificates or receipts but you MUST keep these for your records.  As part of the audit process, we will require a number of trainees to submit their full records to us on a randomised basis.

Please return all forms to the GP School - 

Scan and send to communityschools.eoe@hee.nhs.uk

OR send via post to Health Education East of England, General Practice, 2-4 Victoria House, Capital Park, Fulbourn Cambridge, CB21 5XB.

Please note: If you are employed with St Helens and Knowsley Teaching Hospitals NHS Trust, you must claim your study leave directly from them as your employer. Please see our Lead Employer page