Yearly Task List

Some General Notes

  • Before sending any email, check with TPD with lead responsibility for that area to see if email message still okay to send or whether it needs changing or updating.

[hr] FEBRUARY

week 1

  • Educational Supervisiondouble check the ePortfolio of each trainee to ensure the correct ES is on.  Remember, some trainees may have been reallocated (e.g if an ES has retired or left the scheme).
  • Rotationsdouble check each trainee’s ePortfolio because these may have changed (because of maternity etc).
  • Maternity/OOPE/Long term leave CSR & ESR – check if any trainee is due to go on maternity, OOPE or long-term leave within the next 2 months.  If so, write to the trainee, their trainer and their ES – to do a CSR and an OFFICIAL ESR before they leave.

week 2

  • Educational Supervision – ES fee for reallocated trainees.  If any trainees have been reallocated to another trainer (either permanent or temporary basis) during this period, send them an email to claim their £150 fee for the prospective period Feb-Aug.   This comes out of the central Deanery budget, not our VTS pot.  From Aug, if the trainee is still with the reallocated ES, don’t worry –  it will be picked up by Deanery’s automated system (which looks at number of trainees each ES has according to the ePortfolio.)   (Claire)
  • Claim forms deadline for year end.   Final email call for invoices from TPDs, Trainers and Trainees (Claire).  All claim forms need to be with Claire 6 weeks BEFORE the end of March (i.e. by the end of the 2nd week of Feb)  (Claire)

week 3

  • Educational Supervision – create the next review period: email Educational Supervisors to do this for all their educational supervisees.

week 4

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MARCH

week 1

  • Maternity/OOPE/Long term leave CSR & ESR  – check if any trainee is due to go on maternity, OOPE or long-term leave within the next 2 months.  If so, write to the trainee, their trainer and their ES – to do a CSR and an OFFICIAL ESR before they leave.

week 2

 

week 3

 

week 4

[hr]

APRIL

week 1

  • Maternity/OOPE/Long term leave CSR & ESR – check if any trainee is due to go on maternity, OOPE or long-term leave within the next 2 months.  If so, write to the trainee, their trainer and their ES – to do a CSR and an OFFICIAL ESR before they leave.

week 2

 

week 3

 

week 4

[hr]

MAY

week 1

  • Maternity/OOPE/Long term leave CSR & ESR  – check if any trainee is due to go on maternity, OOPE or long-term leave within the next 2 months.  If so, write to the trainee, their trainer and their ES – to do a CSR and an OFFICIAL ESR before they leave.

week 2

 

week 3

 

week 4

[hr]

JUNE

week 1

  • ARCP – ARCP window is usually weeks 1-3 of June.  Must be done BEFORE week 4.
  • Maternity/OOPE/Long term leave CSR & ESR – check if any trainee is due to go on maternity, OOPE or long-term leave within the next 2 months.  If so, write to the trainee, their trainer and their ES – to do a CSR and an OFFICIAL ESR before they leave.

week 2

 

week 3

 

week 4

[hr]

JULY

week 1

  • Maternity/OOPE/Long term leave CSR & ESR – check if any trainee is due to go on maternity, OOPE or long-term leave within the next 2 months.  If so, write to the trainee, their trainer and their ES – to do a CSR and an OFFICIAL ESR before they leave.

week 2

  • Adding the next GP trainer to the eP.   This only applies to those who are in a GP post in August.   Add their next GP trainer as a Clinical Supervisor roughly 2 weeks before the Aug start date.  Then email the GP trainers and tell them who their next trainee is and that they can log in now to survey their next trainee’s ePortfolio.

 

week 3

PLEASE SEE FEBRUARY – switch over period and anticipate what needs doing now for then.

 

week 4

No HDR – email trainers, trainees and their Practice Managers.  It’s up to the practice whether they wish the trainee to do a surgery instead or not.  (Claire)

[hr]

AUGUST

week 1

  • Maternity/OOPE/Long term leave CSR & ESR – check if any trainee is due to go on maternity, OOPE or long-term leave within the next 2 months.  If so, write to the trainee, their trainer and their ES – to do a CSR and an OFFICIAL ESR before they leave.

week 2

  •  Educational Supervision – ES fee for reallocated trainees.  If any trainees have been reallocated to another trainer (either permanent or temporary basis) during this period, send them an email to claim their £150 fee for the prospective period Feb-Aug.   This comes out of the central Deanery budget, not our VTS pot.  From Aug, if the trainee is still with the reallocated ES, don’t worry –  it will be picked up by Deanery’s automated system (which looks at number of trainees each ES has according to the ePortfolio.)     However, if it is only for 6m, claim.  (Claire)

week 3

  • Educational Supervision – create the next review period: email Educational Supervisors to do this for all their educational supervisees.

week 4

[hr]

SEPTEMBER

week 1

  • Maternity/OOPE/Long term leave CSR & ESR  – check if any trainee is due to go on maternity, OOPE or long-term leave within the next 2 months.  If so, write to the trainee, their trainer and their ES – to do a CSR and an OFFICIAL ESR before they leave.

week 2

 

week 3

 

week 4

[hr]

OCTOBER

week 1

  • Maternity/OOPE/Long term leave CSR & ESR – check if any trainee is due to go on maternity, OOPE or long-term leave within the next 2 months.  If so, write to the trainee, their trainer and their ES – to do a CSR and an OFFICIAL ESR before they leave.

week 2

  • Trainee Reps for BTHFT – Email trainees along the lines of:Dear all, The final Francis report was published on 6 February 2013, considering why the serious problems at the Mid Staffordshire NHS Foundation Trust were not identified and acted on sooner, and identifies important lessons to be learnt for the future of patient care. BTHFT are in the process of setting up a forum for trainees to go to share issues or concerns this ties in with the Francis Report. We are looking for two representatives who would be able to attend. Ideally a junior and a senior trainee. If you are interested, please let me know. Kind regards Claire Johnson

week 3

 

week 4

[hr]

NOVEMBER

week 1

  • Maternity/OOPE/Long term leave CSR & ESR – check if any trainee is due to go on maternity, OOPE or long-term leave within the next 2 months.  If so, write to the trainee, their trainer and their ES – to do a CSR and an OFFICIAL ESR before they leave.

week 2

 

week 3

 

week 4

[hr]

DECEMBER

week 1

  • Maternity/OOPE/Long term leave CSR & ESR – check if any trainee is due to go on maternity, OOPE or long-term leave within the next 2 months.  If so, write to the trainee, their trainer and their ES – to do a CSR and an OFFICIAL ESR before they leave.

week 2

 

week 3

 

week 4

[hr]

JANUARY

week 1

  • Maternity/OOPE/Long term leave CSR & ESR – check if any trainee is due to go on maternity, OOPE or long-term leave within the next 2 months.  If so, write to the trainee, their trainer and their ES – to do a CSR and an OFFICIAL ESR before they leave.

week 2

  • Adding the next GP trainer to the eP.   This only applies to those who are in a GP post in February.   Add their next GP trainer as a Clinical Supervisor roughly 2 weeks before the Feb start date.  Then email the GP trainers and tell them who their next trainee is and that they can log in now to survey their next trainee’s ePortfolio.

week 3

PLEASE SEE FEBRUARY – switch over period and anticipate what needs doing now for then

week 4

  • Sort Dates: ARCP, Induction, TTO are the big three.  ARCP – ARCP window is usually weeks 1-3 of June.  Must be done BEFORE week 4.  Induction usually 2nd week of August on Thurs and Fri (or, more simply put, the Thurs and Fri a week after the changeover).   TTO usually 4th week Nov (Thurs & Fri).  Set dates and book venues.
  • No HDR – email trainers, trainees and their Practice Managers.  It’s up to the practice whether they wish the trainee to do a surgery instead or not.  (Claire)
  • Claim forms deadline for year end.   Send email to trainers, trainees and TPDs that all claim forms need to be in within the next two weeks.  All claim forms need to be with Claire 6 weeks BEFORE the end of March (i.e. by the end of the 2nd week of Feb)

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