Summary progress monitoring for Histopathology trainees

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					                 Summary : progress monitoring for Histopathology trainees

Introduction

This document summarises the arrangements for monitoring Histopathology trainees on the Yorkshire
rotation. It brings together all the forms required, and describes how these are used and filed in the trainee
portfolio and Deanery to build up a full record of progress during the rotation.

 Trainees are assigned a Leeds based educational supervisor at the beginning of their training – this will
remain the same throughout the training, so that a supportive relationship can build up over years. On
average, trainees spend 3 years in Leeds and 2 years in hospitals outside Leeds – during these attachments
their educational supervisor will be the local member of the Specialty Training Committee, but trainees
should retain some contact with their Leeds based educational supervisor, especially if out of Leeds for more
than 6 months.

Please refer to the attached chart of the annual cycle of progress monitoring:

Every year:
Jan/Feb – form1. generic competencies form for last 6 months – portfolio and to AnneLee (secretary, SJUH)
July/Aug – form1. generic competencies form for last 6 months – portfolio and to Anne
September STC – discussion of progress – record on database and send to Ed.Supervisor*
Sept – check portfolio with Educational Supervisor, complete form 2, filed in portfolio and copy brought to RITA

Oct/Nov – annual RITA.
     Trainee brings form 2 signed by educational supervisor, and form 3, summary of activities
     A copy of form 1 from each attachment, already collected by Anne is now placed in Deanery file
     RITA certificate issued, filed in Deanery file
     RITA record of discussion and training and development action plan – triplicate form kept at Deanery and
      filled in during the RITA interview – top copy in deanery file, other copies to trainee portfolio and educational supervisor

June – additional RITA for trainees with RITA D/E and trainees who have taken final MRCPath in May
      The documentation is identical to the Oct/Nov RITAs; only one form 1 from Jan/Feb will be available.


To add to this: Workplace based assessment forms, to be introduced

* Clarification of Educational Supervisor: If the trainee is currently in Leeds, this will be their Leeds
educational supervisor. If currently outside Leeds then this will be the local STC representative. Trainees
should maintain some contact with their Leeds supervisor during attachments outside Leeds – at least one
informal meeting during each 6 months.

List of forms attached:

      Form 1. = APPENDIX 1: GENERIC COMPETENCIES FORM from RCPath trainee logbook
               Form B : For Trainers
      Completed at the end of each 6 months, discussed with trainee by educational supervisor, and filed in
      the portfolio and copy sent to Anne Lee. Trainees may also complete this form, to compare their view
      of their performance with that of the consultants, and should discuss this with their educational
      supervisor.




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     Form 2. CHECKLIST FOR TRAINING PORTFOLIO
     Completed by educational supervisor confirming annual inspection of portfolio, filed in portfolio and
     forms part of evidence for annual RITA.

     Form 3. SPR RITAs Annual summary of activities
     Completed by trainee, used to provide focus during RITA interview.

     Form 4. YORKSHIRE REGIONAL TRAINING SCHEME IN HISTOPATHOLOGY
     CAREERS ADVICE, COUNSELLING AND APPRAISAL FOR TRAINEES
     Used at start and end of each 6 months attachment, as a tool to guide and record the meetings with the
     educational supervisor. This reflects on the trainee’s progress to date and sets objectives, which are
     reviewed at the end of 6 months. This form should be filed in the training portfolio. (It may
     occasionally be appropriate for a separate confidential record of part of the discussion to be kept by
     trainee and educational supervisor, but not filed in the portfolio). It does not normally form part of the
     evidence assessed at the RITA interview.


Record keeping:
In Portfolio:
           Generic competency forms for each 6 months (form 1).
           Counseling and appraisal form for each 6 months (form 4).
           WPBA
           Portfolio review form 2
           Annual summary form 3                                                      for each RITA
           RITA record of discussion and training and development action plan

     …………………………………………………………………………………………………..

     How should we monitor RITA D/E trainees?

     Award of RITA D/E certificate – Consultant at the RITA interview will convey this information to the
     educational supervisor, with a summary (verbal or written) of the discussion at the RITA interview.
     If the trainee is currently in Leeds, this will be their Leeds educational supervisor; if currently outside
     Leeds then this will be the local STC representative.

           This educational supervisor will meet with the trainee to devise an action plan.
           Action plan will be filed in the portfolio.
           They should meet regularly to review progress.
           They should agree how the action plan will be made known to the other consultants at the
            current and next hospital.
     There will normally be another RITA interview to review progress after 6 months.

     Trainees should present for MRCPath examinations when they and their Educational Supervisor feel
     that they are ready. There may be occasions when RITA E is necessary to give sufficient preparation
     for the exam, in which case the training objectives will include the areas in which more preparation is
     required, how to prepare, and expected time frame.

     JIW
     March 2007.




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Form 1:
         APPENDIX 1: GENERIC COMPETENCIES FORM
         Form B : For Trainers

         SpR year ....                                        Name of Trainee ...........................

         on attachment at .....................               between .........    and ...............
         Parameter                                Trainers                    CONSTRUCTIVE COMMENTS
                                                  Score 0-3
                                                                              addressing any cause for concern/include
                                                                              positive feedback
 GOOD CLINICAL CARE
 Surgical Pathology
 Surgicals technical (gross
 examination, cut-up considering SOPs)
 Surgicals workup (Extras eg extra
 blocks, stains, review old cases etc
 appropriate to pathological findings and
 clinical context)
 Surgicals interpretive (Integrate
 clinical and pathology data to make
 conclusions)
 Cytology
 Cytology workup
 Cytology interpretive
 Autopsies
 Medico-legal aspects and
 consent
 Technical procedures
 Interpretation of findings
 General
 Recognises and works within
 limitations
 MAINTAINING GOOD
 MEDICAL PRACTICE
 Basic science
 Relevant, clinical knowledge
 and understanding
 PROFESSIONAL
 RELATIONSHIPS
 Working with other doctors
 Working with other staff
 (laboratory, mortuary, clerical)
 COMMUNICATION SKILLS
 Reports – style and content
 MDTs – convey relevant
 information
 ATTITUDES
 Is this doctor dependable
 Initiative
 ADMINISTRATION
 Turnaround of reports
 Timeliness
 OCCUPATIONAL HEALTH
 Health & Safety
 Follow safe practice




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Guidance notes for scoring system

Score as follows:

       0      -         Below expectations for training year/stage
       1      -         Borderline progress
       2      -         Appropriate for training year/stage
       3      -         Above expectations for training year/stage

Please note following

       Years 1-2 are not independent reporters in Yorkshire Deanery.

       Year 3 – suitable for independent reporting with restrictions. Should fulfill the following a-d:
       a. Of standard able to deal with most straight forward specimens independently,
       b. Gives appropriate consideration of clinical setting
       c. Writes unambiguous reports
       d. Recognises limitations and seeks consultant advice where local departmental protocol
       indicates or where uncertainty exists (eg atypical appearances, unusual clinical scenario,
       complex case, condition not seen or dealt with before)

       Year 4 – Competence level of final MRCPath (Stage D). In addition to qualities outlined in Year
       3, SpR has knowledge and experience to report majority of cases independently as one would
       be expected to do to pass final MRCPath and to act as a new consultant.

       Year 5 – Consultant level. Independent practice.




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Form 2
                                 CHECKLIST FOR TRAINING PORTFOLIO

(Completed by educational supervisor confirming annual inspection of portfolio,
filed in portfolio and forms part of evidence for annual RITA)


                                           Entry exists       comments
                                           with
                                           documentation*
 Time in specialist attachments

 Numbers of cases reported

 Audit

 Teaching

 Research

 Examples of reports:
     Histology
     Cytology

       Autopsy

 management

 Assessment form for each
 6 months

* documentation where appropriate, e.g. certificates of attendance at courses/meetings, exam results, audit reports, teaching
feedback, assessment forms etc.

Comments from educational supervisor:




Signed:
Trainee

Educational supervisor

Date
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       Form 3
                                   SPR RITAs
                           Annual summary of activities
                          ( filled in by trainee to bring to RITA )


Name


Year commenced as SpR


Year of SpR training


Attachments from August to now
(with dates)



Issues relating to diagnostic
work?



Examinations taken during last
year, with dates and outcomes


Examinations planned during next
year (with dates)

Courses attended


Research projects involved in


Papers of presentations


Involvement in teaching


Other key achievements


Other issues



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Form 4
         YORKSHIRE REGIONAL TRAINING SCHEME IN HISTOPATHOLOGY

        CAREERS ADVICE, COUNSELLING AND APPRAISAL FOR TRAINEES

                                           RECORD SHEET


Name of Trainee                         ………………………………………………….

Grade                                   ………………………………………………….

Hospital                                ………………………………………………….

Name of Supervising Consultant          ………………………………………………….

Start date      ……………… End date ………….. Duration …………………….

                                           INITIAL REVIEW
Discuss job content, duties and responsibilities
Identify areas for further development of professional competence
Consider means of achieving and help set objectives




                                             Objectives




Signed Trainee                                  ……………………………………..

Signed Supervising Consultant                   ……………………………………..

Date                                            ……………………………………..



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                                  INITIAL REVIEW (TRAINEE)

Strengths




Weaknesses




Objectives




Desired opportunities




Signed Trainee                              ……………………………………..

Signed Supervising Consultant               ……………………………………..

Date                                        ……………………………………..


This form should be filled in by trainee prior to initial review. It is intended to serve as an aid to
planning for the six month period. A copy should be retained by the trainee and supervisor. This is not
to be returned to the Training Sub-Committee.




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        YORKSHIRE REGIONAL TRAINING SCHEME IN HISTOPATHOLOGY

        CAREERS ADVICE, COUNSELLING AND APPRAISAL FOR TRAINEES

                                           RECORD SHEET

Name of Trainee                        ………………………………………………….

Grade                                  ………………………………………………….

Hospital                               ………………………………………………….

Name of Supervising Consultant         ………………………………………………….

Start date     ……………… End date ………….. Duration …………………….

                                            FINAL REVIEW
Discuss any issues arising from assessment forms as required.
Strengths and weaknesses.
Constraints on effectiveness.
Career expectations and choices.




                       Comments on achievement of objectives




Signed Trainee                                 ……………………………………..

Signed Supervising Consultant                  ……………………………………..

Date                                           ……………………………………..



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                                    FINAL REVIEW (TRAINEE)

Comments on achievement of objectives




Comments on changes in strengths and weaknesses




Residual constraints on effectiveness




Any other comment




This form should be filled in by trainee prior to final review. A copy should be retained by the trainee
and supervisor. This is not to be returned to the Training Sub-Committee




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