Quality Education for a Healthier Scotland

Appraisal Form 4 (Summary):

Review, Edit, and Approvefor Appraisees

(Primary and Secondary Care)

Appraisal Form 4 (Summary)

• Form 4 is a summary document of the appraisal discussions

• It is used by Appraisees as proof of their appraisal

• For Quality Assurance purposes, only the Appraiser can draft the Form 4

• Appraisee reviews and approve forwarded draft

What is on Appraisal Form 4?

• Summary of agreed actions and outcomes as per appraisal discussions

• Overview and summary (if applicable) of self declarations on Health, Probity, and Complaints

• Overview of Core Elements’ Supporting Information submitted in current and previous appraisals

• Agreed learning needs from Form 4 will form the Appraisees’ PDP for the year ahead

• Signed off Form 4’s can be exported as PDF

How to review my Form 4?

• If you have not signed off your Form 4, SOAR will send email reminders at 2 and 4-week intervals – follow the provided link in the email

• To review your past Form 4’s:1. Login to SOAR2. Navigate to “My Appraisals”3. Decide the appraisal you wish to review,

and click on the notepad icon4. Go to the Form 4 tab

• Login to SOAR• Click My

Appraisals• Click Appraisals

tab• Your Appraisal

History is listed, latest one at the top

• To view an appraisal’s details, submitted forms / docs, or the Form 4 (if done using SOAR), click on the corresponding notepad icon under the “Edit” column• For GPs, brown notepad icons mean that appraisal was done using online appraisal forms; white icons signify old/paper forms

• For Secondary Care users, only appraisals done using online forms are recorded on SOAR

• When in Appraisal details, click Form 4

• Expand each section to review in full

• If Form 4 has been approved/signed off, you can save it as a PDF

• If you were changing jobs (outside of Scotland) you can use this PDF as proof of your appraisal

• You cannot edit Form 4 – all changes have to be done by the Appraiser

Why can't I make changes to my Form

4?• For purposes of quality assurance (of

Appraisers), and for avoidance of collusion, only the Appraiser can draft and edit Form 4

• If you have changes you wish to make, or you spot a mistake on your Form 4, make a "Change request" once the Form 4 has been forwarded to you

• You will be asked to document the changes you wish the appraiser to make (e.g. "typo in paragraph 2 under domain 1"; or "missed discussion about my medication" etc).

To make a Change Request:• Click Change Request• Enter details of your

change request in the pop up box

• Use the Hide button to return to the Form 4 to check the content

• When you click Change Request again, the text entered will still be there

• Click Submit to send the request to your appraiser

• History of sign offs is recorded on Form 4

• “Approve Form 4” button is near the bottom right of page (above the “Change Request” button mentioned)

• Once the Approve button is clicked, the appraisal process on SOAR is complete

• SOAR will send an automated email confirmation to:– Appraisee– Appraiser– Health Board Administration team

I am happy with the form, how do I sign it

off?

Approve Form 4:• Appraiser will forward

Form 4 to you when it is finalised

• Review it, and if happy with it, click Approve Form 4

• You will be prompted with an “Are you sure?” message – click OK to proceed

• Form 4 is signed off, and appraisal process is completed – SOAR will email automated confirmations

• Sign off is recorded at bottom of Form 4

• Appraisee (you)• Your current assigned Appraiser• Your Local Appraisal Adviser / Appraisal

Lead (for Quality Assurance of Appraisers)• Your Responsible Officer

• The above have access to your Form 4• Apart from you and your current assigned

appraiser, NO ONE will have access to your submitted Appraisal Forms and documents

Who can see my Appraisal Form 4?

Further support• Medical Appraisal Scotland website:

– www.appraisal.nes.scot.nhs.uk– Resources, FAQ and other useful sections

• Local Administration teams:– Contact details on Medical Appraisal Scotland

• SOAR Helpdesk– Black “Help” box on right when logged into SOAR;– or SOAR@nes.scot.nhs.uk

• Due to capacity issues we are unable to offer telephone support– You can request a call back via the Helpdesk – but

we need detailed descriptions of the issue(s)