GP WES Ten Top Tips for Trainers 20080221

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					NHS Education South Central (NESC)

Wessex School of General Practice

                Ten Top Tips for Educational Supervisors/Trainers

Following on from the Annual Competence Review Process (ARCP) Panel meeting in Highcroft
in January, it was though sensible to pass onto Educational Supervisors and Trainers in the
Wessex Deanery area some tips to provide help now with the 6 monthly reviews of the Trainee’s
progress as well as preparing for their important end of year assessment and subsequent panel
review in June/July.

Later this summer, some 400+ Trainees at all stages of their development will have their
ePortfolios checked for evidence of good progress in developing “the competencies” to become
an independently practising General Practitioner. Those with insufficient evidence will be asked
by the panel to give an explanation of their poor performance and will then be invited to attend a
face to face meeting with senior educationalists to make a plan to help them with their future
training. The process is one of facilitation – not punishment.

The Panel needs to review ST3 Trainees in early June so that they can obtain their CCTs in time.
There is not so much of a hurry with ST1 and ST2 doctors. It has been decided to hold ARCP
Panel meetings in July for these doctors – they have an extra month to collect their evidence.

Without approval from the ARCP Panel, the Trainee cannot progress to the next stage of their
career (ST1 → ST2, ST2 → ST3 and ST3 → obtaining the CCT). Providing the correct quantity
and quality of evidence for the panel to review is essential. In the first instance the panel will
only be reviewing the electronic evidence supplied to it and any problem in providing the
evidence could cause a major delay in the Trainee’s career. For ST3 Trainees this could result in
a delay in obtaining their CCT and therefore not be allowed to work as an independently
practising GP.

By the time the final end of year reports need to be performed all of the forms should be
available electronically. We are told that version 3 of the ePortfolio will fix some more of the
bugs and also provide the Educational Supervisor with the electronic forms – but when v3 will
be released is uncertain.

We are aware of course that not all Trainees finish either at the end of July or January. Out of
schedule Trainees due to ill health, maternity leave etc will need to have panel reviews at
irregular times throughout the year. There will be ARCP Panels convened probably every month
so that ST3 Trainees can obtain their CCTs without delay.

We are looking for senor Trainers, Course Organisers and Programme Organisers to be trained
up to act as members of the panel from time to time. If you are interested could you please
forward your name and contact details to Fenella Williams by email at Highcroft

I hope the following sheet will help you

                                                                            Dr Jonathan Foulkes
                                              Deputy Associate Director of GP Education, Dorset
                                                   Wessex Lead on the GP ARCP Panel Process
Top Tips

    1. Minimum really is minimum: The PMETB has agreed with the RCGP what is the minimum evidence
       required. It is an absolute requirement to provide the correct number of assessments. If an ePortfolio is
       presented to the panel in the summer without the correct number of assessments it will not even be
       considered. It will be rejected causing a delay for the Trainee. The RCGP expects more than the minimum
    2. One a week: The Trainee should be performing some sort of assessment each week. Have it built into the
       weekly training timetable. Most assessments should not take much more than 30 mins including feedback.
    3. Time spent on assessments is not tutorial time: Please continue to provide protected time for tutorials as
       you have always done and try as best you can to compensate for time lost to the assessments. At least this
       year tutorials will not be spent checking endless hours of videos!
    4. Quality and Quantity: The Trainee should have good quality assessments. There is no point in a Trainee
       asking a fellow ST1 to do a Mini-CEX for example. It has to be a senior Clinician – and the panel will
       check up randomly to make sure that there are no counterfeit entries.
    5. Professional Competencies: By the end of the ST3 year all of the Professional Competency Areas must
       have been adequately covered. It is not essential to cover them all in the ST1 and ST2 years.
    6. Curriculum areas: This year ST3 Trainees have had a short time to collect evidence of knowledge in all
       curriculum areas. Therefore the panel will accept ePortfolios where there are gaps in some of the areas. The
       opinion of the Educational Supervisor will be taken into account. The AKT and CSA will give other
       triangulating evidence of the Trainee’s knowledge.
    7. Out of Hours experience: The Trainees must NOT leave all of their OOH sessions to the last minute. The
       final Educational Supervisors report is done in month 34 (May 08) by which time the Ed Supr will in many
       cases not be able to say that the Trainee has sufficient experience in OOH. The Ed Supr must put in the
       report exactly how much has been done and if the Trainee has evidence that more sessions are booked this
       should be included in the report. The panel will be reviewing the ePortfolios several weeks after the Ed
       Supr’s report by which time evidence of the extra sessions should be visible.
    8. Shared Log: When the Educational Supervisor views the Trainee’s shared log diary entries please make
       sure that the entries are correctly validated against the GP Curriculum and Professional Competencies as
       this will help the Trainee to collect evidence.
    9. Assessments: All of the assessments (MSF, PSQ, COT, CbD etc.) can be used to help complete the
       professional competencies. See table below

Competency Area                                                MSF      PSQ     COT       CbD     CEX       CSR
Communication and consultation skills
Practising holistically
Data gathering and interpretation
Making a diagnosis/decisions
Clinical management
Managing medical complexity
Primary care admin and IMT
Working with colleagues and in teams
Community orientation
Maintaining performance, learning and teaching
Maintaining an ethical approach
Fitness to practise

    10. ARCP timing: ST3 Trainees need to have their final Educational review in May (month 34 of the average
        3 year training scheme) with the ARCP panel meeting in June, to allow time for the RCGP and PMETB to
        process the paperwork and issue a CCT etc. The timing is less critical for ST1 and ST2 Trainees. It has
        been decided to hold a separate panel meeting for ST1 and ST2 Trainees in July which will give them more
        time to collect their evidence. The end of year reports for these trainees can be done in late June

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