Before the Trainee Arrives
Three Months before the trainee joins the practice:
The PDs regularly circulate spreadsheets showing trainee allocations to practices across ST1,2 and 3- so often you will know who is coming to you years in advance-and in the case of ST3s formed a relationship with them through acting as their ES through their ST1 and 2 training. However, due to maternities, sickness, exam failure and intra and inter-deanery transfers some changes are sometimes necessary. Except in exceptional circumstances, you should receive the name and contact details of your new trainee at least 3 months before they start with you.
You or your practice manager should contact them, ideally arrange to meet, and certainly to obtain the following information. As their employer, the checking of these documents is your responsibility.
- GMC- licensure. Check certificate, check online www.gmc-uk.org
- Medical defence – check and check upgraded for GP work
- CRB- check and new application TVPCA – www.tvpca.nhs.uk (Can take 3/12)
- Medical performers list – apply. www.tvpca.nhs.uk (without this they cannot work in GP in the deanery)
- Driving licence – check (Must hold valid driving licence & have use of a car)
- Residency/passport
- Hepatitis B status
- Disability , special needs. Any reasonable adaptions required? - see sample letter to registrar at the end of this page
You should also arrange in advance any admin that may be necessary to work in your practice eg.
- ID cards
- Keys. Alarm signage
- Access cards e.g. Smart card (and registration of this to your practice), West Berks Community Hospital
- Access to webpath
- Set up trainee email in-house to receive copies of relevant clinical emails
- Passwords – Windows, GP gateway, Docman, EMIS or other, C&B
- Name plate
In terms of ensuring the practice itself is ready to receive them, in addition to discussion with staff to manage expectations, remember to check you have:
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a notice and/or booklet in reception/ the waiting room to inform patients that you have a trainee
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a fully equipped room ready for the trainee
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a fully equipped doctor's bag for the trainee
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a video camera and facilites for playback (for consultation analysis)
You will also need to
- apply for your training grant- see www.tvpca.nhs.uk
- familiarise youself with their eportfolio and PDP if you have not previously been their Ed Sup
- liase with their Ed Sup if it is not you
- prepare an induction timetable for them
- Familiarise yourself with, and print some copies of consent forms www.rcgp.org.uk
6 weeks before the Trainee Arrives at the Practice
Send the trainee a pack containing:
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Their contract- ensure they sign and return it to you. This will need to be adjusted for ST1/2/3 but the BMA model contract can be found at www.rcgp.org.uk Your practice manager will be able to determine their salary scale from previous payslips or their P45- for graduates from abroad their scale point depends only on NHS service- see www.tvpca.nhs
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Practice brochure
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Practice handbook
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Any other materials routinely provided to new staff
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You may also wish to send them a copy of an Educational Contract to sign - www.rcgp.org.uk This is no longer obligatory as there is a similar document contained within the eportfolio however many trainers find it useful. You may alternatively wish to use this as a basis for discussion at an early tutorial.
Who to go to for Help
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Deanery Information www.nesc.nhs.uk
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Your PDs
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Other trainers in your Subgroup
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Barbara Gow b.gow@oxford-pgmde.co.uk
Sample Pre-employment Letter to Trainee re Health Issues
Feel free to copy and paste as you wish....
This letter is important; please reply with the details requested.
We promote equality & diversity. If there are any special adaptations to the workplace that would enable you to perform to the best of you ability, or any other practical issues that we should be aware of, please let us know. You do not need to tell us about health problems that will not affect your training.
As we are obliged to protect your health & safety at work, please provide us with documentary evidence of you immunity to Hepatitis B.
The following information is important for you to be aware of in relation to your GP training:
· It is a requirement of your GP placements in Speciality Training for General Practice that you have a valid driving licence & car, or are able to access transport that will enable you to fulfil the responsibilities of a GP.
· Your contract sets out the arrangements for absence in the event of sickness, however any sickness absence in excess of 2 weeks during the ST3 year may result in an extension to your training.