Trainer Reapproval


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This page has been specifically designed to help trainers belonging to the Yorkshire & Humber Deanery with their re-approval.   Many trainers find the new electronic form a little too over-inclusive (especially as some items have already been checked by CQC).   I’ve also come across anxieties of exactly how much to write in each of the boxes of the new online reapproval form.  So here are some specific things they ask you to submit.  If you haven’t got some of these things, then perhaps you can use what has been provided as a guide.    Otherwise, I hope some of the material gives you an idea of how much to write.  Any ideas for improvement – let me know.

And if you want to access the online reapproval tool… it’s available at this link:

Ramesh Mehay
[email protected][hr]

Delegate to your PM

FIRST OF ALL: delegate a lot of this work to your Practice Manager – you do not need to do it all yourself.  I got mine to do most of it and then tidied it up a little.  Some of the following will need specific templates filling in – just download these from the reapproval site and email them one by one to your PM with some of the advice below to make it go easily and smoothly.  For those that don’t have a proforma to fill in, ask the PM to simply write something in Microsoft Word (and not too lengthy) – I’ve given some examples on this page.   In fact, refer your PM to this page to make their life a bit easier.

  1. QoF and CQC  – get your PM to do both .  Statement of QOF achievement. It is mandatory you use the template provided.
    Click here to see an example.
  2. QoF & CQC reflection – Attach a short written reflection relating to your practice QOF and CQC achievements. Clinical and organisational factors should be discussed here, and trends/patterns or specific areas for change or improvement within your practice as a training practice should be highlighted in what you write any areas of concern highlighted by QOF and CQC processes should be included
  3. List of attendees at 2 practice meetings – Attach details of 2 such meetings held in the past 3 months.  Declare that minutes of meetings are dated, with names and roles of those attending. (Regular meetings should be clearly structured with agendas, objectives, clear descriptions of topic, list attendees etc.)
  4. List of meetings – Attach a list of the meetings that run regularly in the practice (for example, in a typical 3-month period). Within this please highlight those meetings which trainees are free and encouraged to attend.
    Click here to see an example of the types of things to include.
  5. Trainee & Trainer Timetables – be specific about where debriefs happen.   Highlight tutorials and other educational (e.g HDR) activities.  State how trainee gets OOH experience.  Who supervises when Trainer is away?   Does trainer timetable include 1h per week for educational preparation time?  You must use the timetable proforma they give you and not your own.  Add on the bits about OOH and how the trainer is given 1h protected time for tutorial preparation/ePortfolio reading.
  6. Description of timetable alterations depending on trainee need – Ask PM to write a brief account about how this timetable might alter depending on the particular needs and level of each trainee (i.e. appropriate adjustment of appointment length, GPST involvement with telephone triage, home visits, insurance and other paperwork, tasks etc.).
    Click here to see an example.
  7. Induction timetable – there is no proforma for this so your PM can just give you the last time table they used.  It should show things like tutorials, sitting in with various staff, tour of premeses, etc.  Induction timetable should cover at least 2w.


Bits to other people

Please be aware there are two other forms that need to go off to other people who need to send them back to you for you to then upload.  DO THIS AS EARLY AS POSSIBLE.   These forms are

  1. A TPD report on you – download the proforma and email it across to your friendly neighbourhood TPD.
  2. A LAT request form – which you send to the appraisals team who will sign it off saying if there are any GMC/Investigation concerns about you.  You have to email this to….
    • [email protected]                     West Yorkshire Area Team  (this is the one for Bradford)
    • [email protected]             North Yorkshire and the Humber Area Team
    • [email protected]                                  South Yorkshire Area Team


Your Bits


If you don’t have a protocol for one or more of the following, please feel free to use these as a starting point to develop one for yourself.

The Declarations

  • Simply download each declaration proforma and sign it off digitally.
  • I provided a digital signature.  I’m sure that would be enough.

Specific Things They Ask About

Practice Premises

This is what I wrote…

  • We operate from a purpose built surgery built in 2008 providing large clinical rooms which are compliant with the standards set by The Disability Discrimination Act (DDA) and GP Training.  Each GP trainee has their own room which is big enough for video recording and ‘sit and swap’ surgeries’.  We have a well-equipped library (providing online access, books and a quiet space for study).  We have a separate conference room (providing access to projector, online access and again a quiet space for study. This space is often used by a group of GP trainees practicing for their CSA.  There is a small common room downstairs and a large common room upstairs providing a space not only for tea and coffee but also ‘bump zones’ to aid networking with others.

How your practice participates in Audit

I just wrote: the practice identifies areas worth analysing via audit through

  • Significant Events (practice and personal)
  • Prescribing Review meetings in liaison with our in-house pharmacist
  • Items on QoF that we are underachieving
  • Through items on Local and Direct Enhanced Services
  • When we (as a practice) feel or know there is a clinical area that we may be neglecting
  • From clinical ideas as a result of attending courses like GP Update

Provide information to demostrate that you have had training and are regularly using the ePortfolio

As an established trainer up for reapproval, I found this a difficult question to answer.  I’m not sure how good a response this is but it is all I could think of.  May be there are one or two points you can use too.   It’s much easier to answer if you’ve been on a Trainer’s Workshop or Seminar on the ePortfolio.  And I don’t think you need to be as exhaustive as I have been here.

  1. I have run Educational Supervision workshop sessions on using the ePortfolio with the Deanery’s Summer and Autumn Schools – last one being in 2015.
  2. I have run WPBA workshops using the ePortfolio at the Deanery Summer and Autumn schools – last one being in 2015.
  3. I am TPD for Bradford and have developed and written extensively about the ePortfolio and its use in Educational Supervision, Clinical Supervision and the ARCP process.
  4. I co-authored the guide ‘ePortfolio pearls’.
  5. I’m also responsible for the ePortfolio pages on – see here
  6. I declare that I am very familiar with the ePortfolio and that I am using it on a regular basis.


  • Provide a brief description of the educational bits of your PDP that you formulated in your last appraisal.

List of other educational experiences

  • I simply logged into my e-appraisal toolkit (I use clarity) and simply ‘cut and pasted’ all the courses I’ve attended (especially those relating to teaching) into a separate word file and then uploaded that.


Here are the minimum requirements…

  • Child and Adult protection protocols/policies.   Discussion re: recognising protection issues and the multidisciplinary aspects of putting protection into place.
  • Trainees own personal safety issues – i.e. panic alarms, room layout etc
  • Introduction to the work of all members of primary health care team
  • Trainee understanding how they can contact their trainer for help/advice throughout the day
  • Trainee knowing and understanding the ways in which they can also communicate with other members of the practice team including admin staff/managers, and clinicians, Doctors, nurses, HCAs and other attached clinical staff such as counsellors, midwives, health visitors etc.
  • Trainee understanding how to raise concerns during the placement
  • Details of how trainee applies for study and annual leave
  • Information about how to access counselling or occupational health advice
  • Trainee is shown how to use equipment and facilities
    • Audiovisual equipment for recording and reviewing of consultations for WPBA
    • Basic training in how to navigate the practice computer system and also any practice intranet / desktop / library facilities



Oh… good luck, I hope you get re-approved. x

3 thoughts on “Trainer Reapproval”

  1. Hi,
    Thanks for your ongoing hard work upkeeping the excellent website.
    I am a trainer and have previously used some great feeback forms for trainees at the end of their placement to feedback to me for QI and for my appraisal.
    I can’t find them anywhere – maybe I’m not seeing them due to the temporary formatting issues on the site, can you help?
    Best wishes,
    Alexis Tanner

    1. I am very sorry for the late reply.
      I wonder if the forms you are looking for are under EVALUATION
      Go to Educators > Trainers’ Tool Kit > Teaching > Evaluation
      Or another way is Online resources > Teaching and Learning > Evaluation

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