DOWNLOADS
Policies
OOH Training Documents
- OOH Sessions – How to Maximise Learning (for trainees and supervisors)
- Guidance for OOH Clinical Supervisors
- Out Of Hours workbooklet (COGPED)
- Systmone OOH manual
- Making Referrals
- OOH Emergencies
- Communication Skills
- The Unscheduled Care Course workbook
- ‘Care of the Acutely Ill’ online resources
- ..click here for more OOH resources
Other documents about OOH
IMPORTANT NOTE: AS OF FEB 2013 THE CURRENT OOH SYSTEM IS BEING REVIEWED AND MODIFIED. THERE MAY BE INACCURACIES ON THIS PAGE RELATING TO INFORMATION SPECIFICALLY FOR TRAINEES IN THE WEST YORKSHIRE REGION. AS SOON AS WE HAVE A CLEAR PICTURE, WE WILL UPDATE THIS PAGE.
GP trainees in GP posts should have experience of both face to face care and telephone triage. Trainees will do sessions with NHS Direct at their Wakefield centre – which will include comprehensive training in telephone triage as well as an introduction to their systems. Training in telephone triage and NHSD’s systems will be a useful addition to GP training.
We’ve noticed that a lot of trainees are being referred to ARCP panels for making unsatisfactory progress with respect to OOH training – either not doing the minimum required number of sessions or (more commonly) not writing them up in a way that shows their reflection and learning. PLEASE REMEMBER, YOU ARE PAID TO DO OUT OF HOURS – IT’S INCLUDED IN YOUR SALARY!
It is the trainee’s job to make the job of your educational supervisor and the ARCP panel easy. In this case it means do the OOHs, write it up, preferably with something about what you have learnt and ideally document competencies in relation to the attached COGPED statement.
The training programme director with lead responsibility for OOH is Nick Price. Please contact him if you have any further queries.
EXAMPLE OF AN OOH REFLECTIVE LOG ENTRY
PLEASE CLICK THE HEADERS BELOW TO SEE MORE
- Venue: Bradford OOH
- Date: July 21st
- Time: 19:00 – 23:00 5 hours
- Supervisor: Dr Ashraf Khan
- Type of session: face to face consultations
- Number of patients seen: 7
- LRTI – 64 yr old Asian lady with COPD and CKD seen with daughter interpreting. Presented with symptoms and signs of LRTI, admitted to BRI due to tachypnoea, tachycardia, and dehydration.
- Abdo pain – 18 yr old girl with Down’s syndrome, seen with parents, with crampy abdo pain and 3 wks alternating constipation and diarrhoea.
- Threatened abortion – 19 yr old lady with partner with threatenred abortion at 6 wks. Scan arranged for 1 week later, patient unhappy with wait.
- 2yr old, wheezy and pyrexial from URTI. Seen with separated parents, much confusion between them abot which inhalers were prescribed. Desperate for something to be done to help child sleep. Advised child was well at present (wheeze and pyrexia settled), and needed to see own GP for further clarification of long term management plan. Several minor respiratory infections – children and adult, acute back pain, probable depression, drug abuser seeking medication, new migraine, emergency contraception.
- Acute back pain – 24y old with acute low back pain for 3d, not settling. No alarm features. Analgesia and mobility advice given. see own GP
- Probable depression – 33y old low mood, going on for months but getting worse. no suicidal ideation. empthathised, advised to see own GP.
- Migraine diagnosis – 45 y old with typical migrainous headache (hemicrania, photophobia, aura etc) – given im sumotryptan
Communication – I found the case of the girl with Down’s syndrome interesting as I presumed I was going to have immense communication and cognitive difficulties with her. I was also anxious not to miss a serious problem – perhaps she would not be able to accurately present her problems. But this couldn’t be further from the truth! The patient was charming and cooperative. She spoke quite a few words to me and we didn’t really need much input from her parents (although they did contribute, of course).
- I must not presume that someone with learning disabilities means the consultation will be more difficult (person centred care and hence practising ethically)
- I built rapport in this particular case by introducing myself and showing interest in her comments about cartoons and toys. This helped the consultation to ‘flow’. (communication skills)
- Of course, there were other things that made this consultation ‘flow’ – such as keeping questions and language as simple as possible. (communication skills, data gathering)
- It’s important to engage other people present in the consultation (in this case, the parents) not only to triangulate the information recieved (data gathering & interpretation), but to get a fuller picture (practising holistically) and make them feel involved.
- During the examination I was conscious that it was important to keep things as comfortable as possible for her while still completing the necessary exam as I did not want to lose her trust and possibly make her frightened of doctors in the future. In fact she expressed no pain and giggled throughout her abdo exam.
In the end, I was relieved to exclude an acute abdomen and was pleased that the consultation went well with the invaluable input of the patient’s parents. I think she had constipation. She hadn’t been to the toilet for several days, her motions prior to that were round pellet like and the pain was crampy and colicky in nature. There were no alarm features and the history was fairly acute (making diagnoses/decisions). I gave her some movicol and suggest she be reviewed by her GP in 2 weeks if no better. (clinical management)
Here are the competencies the Clinical Supervisor awarded…
-
Communication Skills
-
Data gathering & interpretation
-
Practising holistically
-
Making diagnoses/decisions
-
Clinical management
Notice how the trainee in this excellent write up indicates (in parentheses) which clinical competencies her statements and learning points relate to. For a professional competency to be awarded, you must show some reflection on that particular competency resulting in some sort of action to be maintained or pursued in the future.
SETTING THE RECORD STRAIGHT
The General Medical Services contract (GMS) has defined the normal working day for general practice to be between 08.00 and 18.30 on all weekdays except public holidays. Thus, OOH is defined as that work undertaken between 18.30-08.00 and all day at weekends and on public holidays. However, in GP training, OOH is also taken to mean the type and style of working that takes place in this time. At Deanery level it has been decided that GP trainees in GP posts should have experience of both face-to-face care and telephone triage. Therefore, trainees will do:
- Sessions with NHS Direct at their Wakefield centre – which will include comprehensive training in telephone triage as well as an introduction to their systems. Training in telephone triage and NHSD systems will be a useful addition to GP training.
- Sessions with LCD, at Eccleshill – roughly 6 x 6h per 6m full-time equivalent GP post. If your sessions are less than 6 hours each, then basically you have to do enough sessions to make up a minimum of 24 hours in total within that 6m period.
We’ve noticed that a lot of trainees are being referred to ARCP panels for making unsatisfactory progress with respect to OOH training – either not doing the minimum required number of sessions or (more commonly) not writing them up in a way that shows their reflection and learning. It’s the trainee’s responsibility to do the OOHs, do the right number of OOHs and write them up in the most reflective and educational way. Please try to make the job of your Educational Supervisor and ARCP panel easy – they really do want to push you through but cannot do that if you don’t provide the right information or evidence!
As well as the number of sessions you’ve done, the Panel will expect evidence of the educational quality of your OOH experience – so make sure that each session is supported by a log entry clearly indicating what you’ve learned. Ideally you should make clear how this relates specifically to the OOH setting (as opposed to what you might have learned from the same case in a routine setting).
You can maximise the chances of your OOH experience being accepted if you write an extra OOH log entry which summarises the evidence in your EP supporting the ‘OOH competencies’ (e g the 4 points below), and explains why you were unable to complete 18 sessions. Your ES and the ARCP panel need to be convinced that you
- Can consult effectively on the telephone
- Recognise and manage acute illness in the OOH setting
- Refer acute illness appropriately in the OOH setting
- Understand the organisational aspects of OOH care
THE BASICS
- Who to contact: The Training Programme Director with lead responsibility for OOH in Bradford is Nick Price. Please contact him or Sofya Loren (our administrator) if you have any queries or problems in relation to OOH. And do this EARLY.
- Guidelines on OOH: Basically you need to do on call. In hospital posts, this will be whatever the department has organised. In general practice posts, you will participate in a rota for on call with the Out Of Hours service providers. The rota will have already been worked out in advanced and is available on this website. Click here to see the rota now.
- We realise that GP trainees are human and like most doctors are not overcome with a love of on-call. You are paid a significant uplift in your salary for on-call and so cannot opt out. However, you might find it helpful to remember that the Yorkshire-Humber approach is an educational one rather than a punitive or service approach.
- Yorkshire being so diverse in geography has different on-call systems in different areas. There are a number of organisations involved in the delivery of OOH and unscheduled care services, including GP co-operatives, commercial services, NHS Direct, NHS 24, nurse triage, urgent care centres, minor injury centres, primary care walk-in centres (eg Darzi centres), GPs embedded within A&E departments and some remaining individual practices and practitioners. The model of service provided is out of necessity varied; this also means that one model as an answer does not fit all. Don’t be surprised if what you are doing differs from a peer on another scheme.
The problem with OOH sessions is that they can appear very unstructured in terms of learning because of its nature (people presenting at random, unpredicatably of what will come in etc). Some trainees feel they dont get much out of OOH sessions whilst others say the opposite. The reality is that trainees who get a lot out of it either have a really good clinical supervisor OR the trainee is so motivated that (s)he maximises the learning potential within the session. The main thing is that the Trainees get a wide experience in OOH which includes differing timing of shifts and telephone/visits etc. For example, if the Trainee was in the Outer Hebrides then they might need to do more hours but in inner city areas the Trainer/Deanery might feel they have achieved the competencies required in a shorter amount of time. In a nutshell, you have to engage in OOH so that before we sign you up as qualified GPs, we can be certain that you:
- Are able to manage common medical, surgical and psychiatric emergencies in the out-of-hours setting.
- Understand the organisational aspects of NHS out of hours care.
- Are able to make appropriate referrals to hospitals and other professionals in the out-of-hours setting.
- Can demonstrate the communication skills required for out-of-hours care.
- Can manage your own individual personal time and stress.
- Are aware and can maintain your personal security and awareness as well as that of others.
The COGPED statement makes it very clear that it is the trainee’s responsibility to present the ARCP panel with sufficient evidence to convince the panel that the appropriate competencies have been gained. Don’t be too worried about whether their OOH sessions have been 4 or 6 hours long and but concern yourselves diligently with demonstration that the Chapter 7 competencies have been acquired. Satisfying the panels that OOH competencies have been acquired is one of the most frequent problems trainees encounter at ARCP time and at the end of the training programme this is a high stakes issue – so please do not to take this issue lightly. And please if you have any doubts or queries, ask for clarification sooner rather than later. Encourage the OOH Clinical Supervisor to complete a feedback sheet (they’re meant to do this anyway) – perhaps in relation to the 6 competencies above. Make sure you share with your trainer not only for evidence purposes but to encourage reflection and consolidate learning. Do this at the next available opportunity with your trainer.
SPECIFIC POINTS FOR BRADFORD TRAINEES
To work in Out of Hours in General Practice, you need to have a smart card to give you authorisation to access electronic medical records through a piece of software called SystmOne (why they can’t spell System, I will never know!).
-
It is your responsibility to ensure you have a smartcard
-
Access to SystmOne OOH is only available via a smartcard and is a requirment when working OOH sessions
-
You will need to contact Susan Webster susan.webster@bradford.nhs.uk or Julie Hayley julie.hayley@lcdwestyorks.nhs.uk with your name and smartcard number so one of them (sponsor) can arrange for you to be given access to this particular unit.
-
YOU MUST DO THIS IN GOOD TIME before you are due to work OOH.
A smartcard can take approximately 2 weeks to set up. You have to provide a sponsor with the completed form and ID so they can then complete part 3. You then need to go to the PCT to have your card issued. Adding access to this unit will normally take 1 week. The sponsor fills out a form and sends it to the PCT for processing.
VERY IMPORTANT PLEASE READ: DO YOU WANT TO CREATE A CLINICAL RISK? IF YOUR ANSWER IS “NO” PLEASE ACT NOW!
-
If you use SystmOne in any form you MUST have a working valid Smartcard.
-
If you receive any of the following messages please speak with one of the contacts below:
-
RBAC Verification Mode – “Your Smartcard is not setup to allow you to access to this UNIT
-
RBAC Verification Mode – “There is a discrepancy between your Smartcard and your SystmOne access rights”
-
Who to contact:
-
IT Helpdesk on telephone number: 01274 237777
-
Julie Hayley, Tel: 01484 487287, Email: Julie.hayley@lcdwestyorks.nhs.uk
-
Susan Webster, Tel: 07795 482563, Email: susan.webster@bradford.nhs.uk
WHO ORGANISES THE OOH ROTA & WHERE CAN I FIND IT?
WHEN DOES OOH HAPPEN?
WHERE DOES OOH HAPPEN?
If you are down for a mobile session – i.e. where you are driven to patients’ homes in a car, then you will need to report to Westbourne Green Community Hospital. Address: Westbourne Green Community Hospital 50 Heaton Rd, Bradford BD8 8RA Phone:01274 322093. Click here to see Westbourne Green on a map.
WHAT IF I NEED TO CANCEL MY OOH SESSION?
Firstly, you shouldn’t cancel unless it is absolutely necessary. If it is, you should try and swap that session with one of your colleagues; it is your responsibility to do this.
After making changes, YOU MUST INFORM:
- the trainer you would have originally been on call with
- the new trainer you will be on call with
- the co-operative/deputising service (tel: 01484 487272) , and
- Dr. Nick Price & Sofya Loren (our administrator)
AM I COVERED TO DO OOH SESSIONS? (INDEMNITY & LIABILITY)
Trainees in general practice will be subject to the normal processes of clinical governance, GMC regulations and civil law. Each doctor will carry their own professional insurance and medical indemnity organisations have indicated that a GP trainee’s standard membership will provide indemnity for work undertaken during OOH training.
In short… YES. But double check with your medical indemnity cover provider (usually MDU or MPS).
WHAT ARE THE GUIDELINES ON OOH COMMITMENT?
Basically you need to do on call. In hospital posts, this will be whatever the department has organised. In general practice posts, you will participate in a rota for on call with the out of hours service providers. The rota will have already been worked out in advanced and is available on this website (go to the bottom section of the home page).
We realise that GP trainees are human and like most doctors are not overcome with a love of on-call. You are paid a significant uplift in your salary for on-call and so cannot opt out. However, you might find it helpful to remember that the Yorkshire-Humber approach is an educational one rather than a punitive or service approach.
Yorkshire being so diverse in geography has different problems about on-call in different areas. There are a number of organisations involved in the delivery of OOH and unscheduled care services, including GP co-operatives, commercial services, NHS Direct, NHS 24, nurse triage, urgent care centres, minor injury centres, primary care walk-in centres (eg Darzi centres), GPs embedded within A&E departments and some remaining individual practices and
OOH EXPECTATIONS
The number and frequency of out of hours sessions to be completed whilst working in a training practice is defined in Form B for each post. This is usually, but not always, at least one session of at least 4 hours per month.
As a trainee you need to discuss with your trainer – and / or educational supervisor how you are going to fulfil your out of hours commitments during your induction to the training practice. Leaving this until later might reduce your opportunities to complete a sufficient number of sessions toward the end of your post and create problems when an ARCP panel assesses your portfolio.
There needs to be an appropriate balance between telephone consultations and face to face consultations in your out of hours experience. You should discuss this with your trainer at induction and review your progress through the post. Consulting on the telephone is an important skill and should not be neglected. As a guide it might be considered that between a third and a half of your out of hours sessions should focus on telephone consulting. This might vary depending on how much telephone consulting is experienced in the practice in normal hours and the rate of competency progression.
A separate but related issue is the development of the competencies detailed in chapter 7 of the GP curriculum – Care of Acutely Ill People. These competencies can be developed in a number of settings in primary and secondary care and within working hours as well as out of hours. Working in an out of hours setting provides a different and important experience in managing acutely ill people. When your portfolio is assessed by an ARCP panel evidence of satisfactory competence progression in a variety of settings will be required.
Finally you should remember that some out of hours centres and some sessions tend to be busier than others. It may be the case that in order to demonstrate all the required competencies you might need to do more sessions than those specified in form B or more daytime “on call” activity. You should discuss this with your trainer and educational supervisor sooner rather than later and not leave it until an ARCP panel advises that your portfolio does not demonstrate sufficient coverage of the curriculum in this area.
HOW WILL I BE SUPERVISED?
Depending on what stage you are at in your training and how experienced you are, your clinical supervisor may either oversee your work in detail or take a step back and see how you get on.
- Direct Supervision – the GP StR is supervised directly by the clinical supervisor and takes no clinical responsibility.
- Close supervision – the GP StR consults independently but with the clinical supervisor close at hand e.g. in the same building.
- Remote supervision – the GP StR consults independently and remotely from the clinical supervisor, who is available by telephone. An example of such a session would include a session ‘in the ‘car’ supervised by another GP ‘at base’.
WHAT SORTS OF THINGS WILL I BE DOING IN THE GP OOH SESSION?
There needs to be an appropriate balance between telephone consultations and face to face consultations in your out of hours experience. You should discuss this with your trainer at induction and review your progress through the post. Consulting on the telephone is an important skill and should not be neglected. As a guide it might be considered that between a third and a half of your OOH sessions should focus on telephone consulting. This might vary depending on how much telephone consulting is experienced in the practice in normal hours and the rate of competency progression.
A separate but related issue is the development of the competencies detailed in chapter 7 of the GP curriculum – Care of Acutely Ill People. These competencies can be developed in a number of settings in primary and secondary care and within working hours as well as out of hours. Working in an out of hours setting provides a different and important experience in managing acutely ill people. When your portfolio is assessed by an ARCP panel evidence of satisfactory competence progression in a variety of settings will be required.
Finally you should remember that some out of hours centres and some sessions tend to be busier than others. It may be the case that in order to demonstrate all the required competencies you might need to do more sessions than those specified in the Form B or more daytime “on-call” activity. You should discuss this with your trainer and Educational Supervisor sooner rather than later and not leave it until an ARCP panel advises that your ePortfolio does not demonstrate sufficient coverage of the curriculum in this area.
LEARNING THROUGH OOH
The problem with OOH sessions is that they can appear very unstructured in terms of learning because of its nature (people presenting at random, unpredicatably of what will come in etc). Some trainees feel they dont get much out of OOH sessions whilst others say the opposite. The reality is that trainees who get a lot out of it either have a really good clinical supervisor OR the trainee is so motivated that (s)he maximises the learning potential within the session. The main thing is that the Trainees get a wide experience in OOH which includes differing timing of shifts and telephone/visits etc. For example, if the Trainee was in the Outer Hebrides then they might need to do more hours but in inner city areas the Trainer/Deanery might feel they have achieved the competencies required in a shorter amount of time.
And these are the 6 generic competencies which YOU NEED TO DEMONSTRATE:
- Ability to manage common medical, surgical and psychiatric emergencies in the out-of-hours setting.
- Understanding of the organisational aspects of NHS out of hours care.
- Ability to make appropriate referrals to hospitals and other professionals in the out-of-hours setting.
- Demonstration of communication skills required for out-of-hours care.
- Individual personal time and stress management.
- Maintenance of personal security and awareness and management of the security risks to others.
The COGPED statement makes it very clear that it is the trainee’s responsibility to present the ARCP panel with sufficient evidence to convince the panel that the appropriate competencies have been gained. Don’t be too worried about whether their OOH sessions have been 4 or 6 hours long and but concern yourselves diligently with demonstration that the Chapter 7 competencies have been acquired. And remember that chapter 7 competencies can be acquired in a variety of settings in addition to OOH. Satisfying the panels that OOH competencies have been acquired is one of the most frequent problems trainees encounter at ARCP time and at the end of the training programme this is a high stakes issue – so please do not to take this issue lightly. And please if you have any doubts or queries, ask for clarification sooner rather than later.
Encourage the OOH clinical supervisor to complete a session feedback sheet (they’re meant to do this anyway) in relation to the 6 competencies above. Make sure you sshare with your trainer not only for evidence purposes but to encourage reflection and consolidate learning. Do this at the next available opportunity with your trainer.
WHAT IF I DIDN'T SEE THAT MANY PATIENTS IN MY OOH SESSION?
HOW MANY OOH SESSIONS DO I NEED TO DO IN A GP POST?
The indicative benchmark is at least one session (of at least 4 hours) every month for a full timer, adjusted for part-time trainees on a pro rata basis. Sessions usually last between 4-6 hours depending on the OOH provider but in some areas, it’s not as simple as ‘one session every month’.
- The minimum is 4 hours per month = 48 hours per year
- The ideal is 6 hours per month = 72 hours per year
In Bradford, for example, sessions do not last 4 hours, and hence you need to do more; a full time Bradford trainee would therefore need to do around 2 per month (where one session usually lasts 3 hours). Remember, this isn’t much if you reflect back and think of how many times you had to do on call in your hospital posts (Paeds for iinstance). Failure to complete the requisite number of sessions will lead to a face-to-face deanery ARCP panel review.
Remember: as well as the number of sessions you’ve done, the Panel will expect evidence of the educational quality of your OOH experience – so make sure that each session is supported by a log entry clearly indicating what you’ve learned. Ideally you should make clear how this relates specifically to the OOH setting (as opposed to what you might have learned from the same case in a routine setting).
You can maximise the chances of your OOH experience being accepted if you write an extra OOH log entry which summarises the evidence in your EP supporting the ‘OOH competencies’ (e g the 4 points below), and explains why you were unable to complete 18 sessions. Your ES and the ARCP panel need to be convinced that you
- Can consult effectively on the telephone
- Recognise and manage acute illness in the OOH setting
- Refer acute illness appropriately in the OOH setting
- Understand the organisational aspects of OOH care
WHAT IF I AM PART-TIME? (LTFTT)
SO IT'S ALL ABOUT THE NUMBERS?
In the beginning when the portfolio was very new the Deanery ARCP panels were asking trainees to log 6 sessions of OOH – then they moved onto specifying number of hours. Now they are looking for something educationally more appropriate in terms of demonstrating that trainees have had sufficient experience to satisfy the panels that they have acquired the competencies specified in chapter 7 of the curriculum – Care of the Acutely Ill.
Besides being a more meaningful assessment this recognises that OOH sessions in different places provide different experience, caseload and mix. Panels have previously found that although trainees had done 6 sessions of OOH in some sessions they saw so few patients (some have seen no patients at all) that they could not be given satisfactory outcomes.
So we ask trainees to log sufficient sessions sufficient hours and sufficient experience And state clearly that simply logging six sessions attended is most unlikely to be found satisfactory.
COURSE ON THE ACUTELY ILL
WHY DO I NEED TO DO IT IF I DON'T PLAN TO DO OOH WHEN I QUALIFY?
The opinion of the College is that GP StRs should continue to be trained in OOH work, as this remains a core part of the GP’s role. However, opinion doesn’t mean anything without justification, so here goes:
1. Some of the skills and competencies needed for OOH care, for example those exhibited in undertaking telephone triage, also take place during the normal working day, and therefore is a good opportunity for more practise and consolidating learning
2. You cannot predict your future. Your circumstances might change where you might need extra income and thus engage in OOH. For that reason, isn’t it better to have had some training than none?
