Induction Policy Practice Guidance Note

Induction Policy Practice Guidance Note

Induction Arrangements for Medical Staff – V04

Date Issued

Issue 1 – Dec 2020

Planned Review

Dec 2023

I-PGN-03

Part of CNTW(HR)01 Induction Policy

Author / Designation Liz Coppock, Lead Trainer, CNTW Academy

Becky Dioh, Head of Medical Recruitment and Education

Responsible Officer / Designation

Lynne Shaw – Acting Executive Director of Workforce and Organisational Development

Contents

Section Description Page No

1 Introduction 1

2 Procedures for Medical Staff 2

3 Locum/Agency Medical Staff Induction 2

4 Monitoring and Compliance 2

Appendices – attached to PGN

Document no:

Description

Appendix 1 Medical Staffing Induction Arrangements

Appendix 2 Induction Programme for Newly Appointed Consultants

Appendix 3 Enhanced Induction Document for International Staff

Appendix 4 Locum Doctor Employment Checklist

Appendix 5 Process to Support Locum Consultants and Specialty Doctors

1 Introduction 1.1 The induction of medical staff as with all staff is vital in that: 1.1.1 A comprehensive induction programme is of fundamental importance to

building positive relationships with new staff when they join the organisation. It welcomes people, helps them to settle in and to understand the culture and values of the organisation.

1.1.2 It sets standards and ensures that new staff have clear terms of reference on which to build their knowledge and motivation to carry out their roles as quickly and effectively as possible, thereby contributing to

I-PGN-03

Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust I-PGN-03 – Induction Arrangements for Medical Staff – V04-Dec 2020 Part of CNTW(HR)01 – Induction Policy

2

the quality of patient care. It also provides health and safety reassurances for the organisation.

1.1.3 A half day Corporate Induction Event will be provided for all new staff.

They will be supplemented by e-learning for essential and statutory and mandatory training plus local induction arrangements. These local arrangements will have a core requirement but will also be flexible to be adapted where necessary to meet the needs of the individual, local team, service or department.

2 Procedure for Medical Staff 2.1 The process for Northumberland, Tyne and Wear NHS Foundation

Trust (the Trust/CNTW) employed medical staff including Consultants and Specialty Doctors as detailed in the Process Flow Chart (Appendix 1) will generally follow the main Trust Induction process.

2.2 This will commence with the Corporate Induction Programme on or near

their first day of employment plus completion of essential, statutory mandatory training via e-learning as laid out in the Induction Policy.

2.3 Following the Corporate Induction Programme a local induction should

be complete in conjunction with the line manager and the Local Induction Checklist, (See CNTW(HR)01 Policy - Appendix 2), returned to the Medical Staffing Department and Training and Development Department for recording. For new Consultants an additional programme of meetings and visits (Appendix 2) are co-ordinated and undertaken and an opportunity to be mentored made.

2.4 Within the first 6 months of employment all Consultants and SAS Drs

will also attend a two day bespoke Induction Programme for medical staff.

3 International Doctors 3.1 International Doctors will attend the Corporate Induction Programme on

or near their first two days of employment 3.2 Following Corporate Induction an enhanced Induction document must

be completed along with the line manager, other people mentioned in the document (Appendix 3)

3.3 This should be completed within two months of starting. 4. International Fellowship Doctors 4.1 The Fellows will attend the Corporate Induction Programme on or near

their first two days of employment plus completion of essential, statutory and mandatory training via e-learning as required in Induction Policy.

I-PGN-03


3

4.2 Following Corporate Induction an enhanced Induction document must be completed along with the line manager, clinical supervisor and educational supervisor. Overall responsibility for the completed document lies with the line manager. (Appendix 3)

4.3 This should be completed within two months of starting. 4.4 Regular meetings with the Fellowship Tutor will ensure that all induction

requirements are met and any specific or individual needs are addressed.

5. Locum/Agency Medical Staff Induction 5.1 Any locum/agency staff taken on by the Trust will report to Medical

Staffing on the first Day of duty. Induction will follow the Locum Doctor Employment Checklist (Appendix 4) before they can commence with the Trust.

5.2 A Local Induction following the Trust process resulting in the completion

of a Local Induction Checklist is undertaken by the Head Consultant of the service in which the Locum is placed.

5.3 Ongoing support of the Locum is provided in line with procedure set out

in Appendix 5 6 Monitoring And Compliance 6.1 Monitoring of compliance with the Trust standard induction

requirements will be undertaken through compliance reports provided by Workforce Planning team on Quarterly Basis to Workforce Training and Development Sub Group.

6.2 Medical Staffing Department will maintain and report to Workforce

Training and Development Sub Group any non compliance with locum arrangements.

I-PGN-03


4

Appendix 1

Medical Staff Induction Arrangements

Employee commences with Trust

Consultant or Specialty Doctor

Attends Corporate Induction and Complete essential, statutory,

Mandatory training via e-learning during first 2 days of employment

Attends Consultant and SAS Induction (Within first 6 mths of employment)

Consultant and SAS Doctors

Complete Local Induction paperwork

(PGN Appendix 2)

International Doctors

Complete Enhanced Local Induction paperwork

(PGN Appendix 3)

I-PGN-03


5

Appendix 2

Induction Programme for Newly Appointed Consultants

John Lawlor - Chief Executive

Paula Whitty, Director of Research

Academic Consultants (if applicable to post)

Gary O’Hare, Executive Director of Nursing and Chief Operating Officer

Dr Rajesh Nadkarni, Executive Medical Director

Professor Eilish Gilvarry, Deputy Medical Director (Responsible Officer), Medical Development and Revalidation

Dr Bob Barber – Chair of MSC

Dr Mike Shaw – Chair of Local Negotiating Committee

Consultants in Service Area

Group Director, Group Nurse Director, Group Medical Director

Andy Hope Mental Health Act Office, St Nicholas Hospital

Tim Donaldson – Chief Pharmacist

Crisis Assessment and Treatment Team (Newcastle)

Or

CAIS Team (Northumberland)

Or

Crisis Team (Sunderland)

I-PGN-03


6

Appendix 3

Name: Job Title: Hospital Base:

Departmental Enhanced

Induction Plan

I-PGN-03


7

Key Information

Aim: To support the doctors in settling down in their professional and personal

lives in the new environment

Objectives

Increase awareness of the key structures within which care is delivered in the

NHS

Improve understanding of the differences from previous practice settings that

you may face in the day to day clinical practice at CNTW

Increase understanding of the Team working and understanding of team

member’s roles and responsibilities.

Improve knowledge and skills in other roles such as training, teaching,

leadership and service development

Help full-fill the statutory and mandatory training requirements of CNTW and

other bodies such as Mental health act appropriate to your role

Introduction to the cultural aspects of the life in the North East

Information and Practical help to start living in the North East and to address

any immediate issues

Continuing support and supervision in personal and professional areas

Understand the role of your secretary and what this means in practice.

Principles

Extended (3-6 months) rather than one event

Personalised- needs based, developmental and collaborative

Underpinned by evidence - Start well (RCPsych), GMC, BMA, direct

feedback

Local delivery - Central Assurance

Linked to Initial Job plan / appraisal

Maximise the resources already available in Trust

Pastoral support crucial - begins before starting in the Trust

I-PGN-03


8

Information for Fellowship Doctor

CNTW recognises the challenge and steep learning curve for clinicians who have

been recruited through international recruitment. We appreciate that this is

despite that these are very experienced clinicians in their own care systems and

it’s often due to lack of sufficient knowledge of the new systems and framework

of care in NHS which may be quite different to their own previous system of care.

This can create risks to patient care and put those new staff under undue

pressure. GMC and Trust policy are clear that they would need to be supported

in a manner to make this transition safe, supportive and done in a manner that

offers time for reflection and validation. There are several mechanisms in place

for this, a crucial one is induction.

The aim of the induction is to enable you to understand the context of your

clinical practice within your teams and the wider NHS structures of care. It will

help for this program determine the level of autonomy and supervision required.

The pastoral aspects are as important for you (and your family) to settle into this

part of the world. The resettlement officer would help with the induction in this

area.

The Induction in this context is shared responsibility of the doctor along with

various directorates such as Medical, Operations and Human Resources, though

a large onus is on the service line, immediate line management, supervisor, tutor

along with the resettlement officer. The current evidence, through direct feedback

of Medical staff recruited tells us the first few months of development can make

very positively affect the doctor’s performance and retention in the longer term.

Communication between the key leaders identified within this document will allow

opportunity for open discussion about any specific issues that have been

identified during the transition period into the role and any areas that need to be

addressed in greater detail.

Typically the induction period would be 3 months. It would have several one day

events such as the corporate induction and the clinical induction days. The rest

of the induction would be within the local areas with your clinical supervisor, line

manager and Fellowship Tutor.

I-PGN-03


1

Local Induction Checklist

Once completed to be submitted to [email protected]

Area to Cover

When to Cover Responsibility Date Completed

Comments

Relocation Assessment of Needs Completed Before Start Date Resettlement Officer

Introduce Line Manager + responsibilities Before Start Date Resettlement Officer

Introduce Colleagues + roles Before Start Date Line Manager

Orientation to site facilities and locations inc parking, restaurants

Day 1 Line Manager

Orientation to ward / Department inc lockers, toilets, kitchen facilities

Day 1 Line Manager

Financial processes explained and documents issued it travel expenses

Day 1 Line Manager

Orientation to Service Provision and Client Group

Day 1 Line Manager

Work Related Policies and processes explained in time off, sickness, handover etc

Day 1 Line Manager

Provide information on Trust wide and department communication systems provided inc issuing bleeps, Trust Bulletins etc

Day 1 Line Manager

Provide IT login Day 1 Line Manager

Provide guidance on documentation relevant to role inc processes quality and confidentiality

Day 1 Line Manager

Explain key contact details for service and staff relevant to role

Day 1 Line Manager

Introduce Secretarial Support Day 1 Line Manager

Introduce Local Management Structure Day 1 Line Manager

Inform about Trade Union Support Day 1 Line Manager

Inform about Trust and Local Medical Staff Committee

Day 1 Line Manager

mailto:[email protected]

I-PGN-03


2

Area to Cover


Comments

Inform about Local Postgraduate Teaching Programme

Day 1 Line Manager

Safety and Security Procedures in Clinical Area

Day 1 Line Manager

Inform about Self-Prescription Day 1 Line Manager

Inform about PAM (OH provider) Day 1 Line Manager

Who can I speak to immediately if there is a cause for concern e.g. violent incident on the ward / patients are making threats to personal / own safety for example.

Day 1 Line Manager

Confidentiality Day 1 Line Manager

Inform about Essential Processes:

Clerking Patients

Daily Review

E-Discharge

MDTs

CPA

Within 1 week Line Manager

Complete Shadowing plan for initial 2-3 months

Independent Caseload

Assisting in RC Roles

Tribunal reports / attendance

Discharge / Transition decisions

Working out of Hours (if applicable)


Weekly timetable including informal feedback meeting time


Arrange meetings for Clinical Supervision + explain importance

Within 2 weeks Clinical Supervisor

Boundaries in Patient and Colleague Relationships (underpinned in cultural differences)

Within 2 weeks Line Manager

I-PGN-03


3

Area to Cover


Comments

Meet with Buddy / Mentor Within 1 month Doctor

Royal College – Information about local division and support available

Within 1 month Line Manager

Arrange meetings for Education Supervision, if applicable + explain importance

Within 1 month Educational Supervisor

Team Working – what is your role in the team and who is the Team?


Team Leadership – who is your Team Leader and who do you lead?


Who will provide supervision for complex clinical cases


Support Needs Plan – Plan to support in event of SUI/Complaint/Conflict/Excessive Workload


Action learning set for new cohort/Balint Group Within 1 month Line Manager

Resilience Within 1 month Line Manager

Mindfulness Practice Within 1 month Line Manager

Escalation of Concerns Within 1 month Line Manager

How to contact staff to share a concern Within 1 month Line Manager

Complete Job Plan Within 6 weeks Line Manager

Development of AC role – Sec 12 Course Booking + AC Portfolio

Within 3 months Line Manager

Simulation Training for Tribunals Within 3 months Line Manager

Complete Initial Appraisal Within 3 months Appraiser

Inform about Peer Group Within 3 months Justine Nicholls

Educational Supervision Training Within 6 months Line Manager

Case Based Discussions arrange (once in 3 months and within 12 months)


DONCS – once in 6 months and 12 months Within 6 months Line Manager

Patient Feedback – 6 months Within 6 months Line Manager

Talent Management Within 12 months Line Manager

Special Interest Within 12 months Line Manager

Healthcare Leadership Model Within 12 months Line Manager

Career Progression – support with Portfolio for GMC Specialist Registration


I-PGN-03


1

Appendix 4

Locum Doctor Employment Checklist Signed:……………………. …… Date: ………….....

Name:

Mobile number:

Approval for Booking obtained from SMT:

Grade:

Place of Work:

Dates of Locum:

Agency:

Previous engagement with CNTW as an Agency Locum: (if so list dates)

GMC Checked (including L2P) (attach copy):

Approved Clinician Status/Responsible Clinician Status: Section 12 Approval (if applicable):

Immigration Status (passport recorded):

Alert List Checked:

References Checked*:

Last substantive employer and Last place of work

MRC Psych Qualification (if applicable):

Fitness to Practice Form Signed:

Any Convictions Declared:

CRB Disclosure no and date obtained:

Pharmacy form complete (send to Lorraine in Pharmacy SNH) and Pharmacy Induction Information given:

Emergency contacts form complete:

Health Declaration completed:

Health information requested from agency (if required from declaration form):

Accommodation Arranged (if applicable): (Trust to pay 1mth only):

Switchboard Informed:

Confirmation of booking faxed to agency:

Andy Hope (Mental Health Act Office-SNH) informed (for Approved Clinician Status and section 12 approvals - Consultant bookings only):

Hourly rate agreed:

To attend Corporate Induction if booking is >1 week Notify Terri Lawson, Medical Directorate Office, CKH to arrange local induction Copy of Induction Disc given:

Original documents sighted on first day:

GMC Passport CRB form Letter given and Declaration Signed

Advise on Breaks (min 20 mins per day) to be recorded on timesheets

Pass Locum paperwork/file to DST to add locum details to Invoice Log Spreadsheet

For Consultant Appointments: Email Dr Owen and College Tutor if post supervising trainee

End of Placement Assessment form – emailed to Agency following completion

Locum Spreadsheet updated and file archived (at the end of placement)

I-PGN-03


2

Lead Consultant/Clinical Director Responsibilities

To complete Local Induction Form:

To arrange email account with IT:

To arrange RiO Training:

To arrange Essential Training (e-learning) on Safeguarding and Information Governance:

Arrange for 1 month review :

Arrange for 3 month review:





Completion of End of Placement Assessment Form:

I-PGN-03


3

Appendix 5

Supports for Locum Consultants and Specialty Doctors

The aims of these support arrangements are to assure Northumberland, Tyne and

Wear NHS Foundation Trust (the Trust/CNTW) that doctors who are temporarily

employed in the Trust are practicing to an acceptable standard and that they

receive professional support to at least the same extent as colleagues in

substantive posts. The specific objectives include:

To meet the requirements of Trust Policies, CNTW(HR)01, Induction Policy

and CNTW(C)31, Clinical Supervision Policy

To give the doctors concerned opportunities to gather the necessary

information for appraisal/revalidation

If this process raises concerns about the performance of a doctor who is

employed by the Trust, they should be addressed within the framework of the

Trust Policy, CNTW(HR)02 - Handling Concerns about Doctors. If the doctor is

not employed by the Trust, i.e. they are an ‘agency locum’; the concern must be

reported to the locum agency concerned and consideration given to reporting the

concern to the General Medical Council.

Procedure This procedure places responsibilities on the line manager of the doctor

concerned as well as on the doctor themselves. The doctor should ensure that

they maintain the evidence generated by this process in a portfolio. The line

manager should ensure that the information is passed to the doctor’s next

employer.

In certain circumstances the Line Manager may delegate some of their responsibilities to another senior clinician, but the Line Manager must be assured that the delegated doctor has the necessary competency to fulfil the task concerned. The Line Manger must conduct the review interview with the locum doctor themselves.

I-PGN-03


4

Timing Responsibility Action

Before taking up post

Medical Staffing Complete locum doctor checklist

Within one month

Line Manager Complete and return local induction checklist

At one month Locum Doctor Participate in one round of multi-source feedback (MSF) with colleagues/co-workers

Line Manager Conduct at least one Case-based Discussion of a randomly selected case representative of the locum doctor’s area of work

Line Manager Interview at least two appropriate clinical colleagues who work closely with the locum doctor to gather feedback on the doctor’s performance. The information gathered from colleagues in this step must be attributable to the clinicians concerned.

Line Manager Ensure that the locum doctor is involved in monthly peer review of clinical work

After one month Line Manager Discuss results of the review, including the MSF, with the doctor. Ensure that the doctor has an appropriate personal development plan

At three months Line Manager Conduct at least one Case-based Discussion of a randomly selected case representative of the locum doctor’s area of work

Line Manager Interview at least two appropriate clinical colleagues who work closely with the locum doctor to gather feedback on the doctor’s performance. The information gathered from colleagues in this step must be attributable to the clinicians concerned.

At six months and every six months thereafter

Line manager Conduct at least one Case-based Discussion of a randomly selected case representative of the locum doctor’s area of work

Interview at least two appropriate clinical colleagues who work closely with the locum doctor to gather feedback on the doctor’s performance. The information gathered from colleagues in this step must be attributable to the clinicians concerned.

At the end of contract

Line Manager Complete a Locum Doctor Assessment Form and discuss with the locum doctor

Documents

Induction Policy Practice Guidance Note