Practice Managers Handbook
The Practice Managers Handbook contains a variety of important information which you need to consider when there are trainees based in the practice.
This is regularly updated ready for the new intake of trainees so please check to ensure you have the most up to date version.
If you think there is anything missing from the handbook which you would find useful please email Sarah Anderson
Peninsula Postgraduate Medical Education
Information Pack for General Practice Training Practice Managers
General Terms and Conditions for GP Specialty Trainee Registrars
Sickness and Parental Leave
Absence from Training
Notification of Change in Circumstances
Less than Full Time (LTFT) Training
National Performers' List
Revalidation for Trainees
Trainer Approval and Re-approval Visits
Trainees in Difficulty
Delivering the Curriculum
The Educational Supervisor (ES)
Training Programme Directors (TPDs)
Useful Information – Guidelines, Policies and Procedures
A Guide to Training – The Gold Guide
Policies and Guidelines
Staff Contact Details
Other Useful Contacts
MDDUS – Medical Indemnity
General Medical Council (GMC)
Royal College of General Practitioners (RCGP)
The British Medical Association (BMA)
Doctors on rotations in their Specialty Training (ST) 1 or ST2 year will have a 6 or 12 month attachment to a training practice. In the ST3 year the practice placement will be 12 months.
Trainee employment contracts are held by the School of Primary Care’s Lead Employers, based within the appropriate acute trust. For all contractual or employment-related issues, please contact your Lead Employer; details and contact information can be found here
Trainees must notify their Lead Employer on the first day of sickness, and submit the appropriate documentation (self-certificate, fit note), in a timely manner.
The trainee should notify their Lead Employer of any change in circumstances using the GP Trainee Change of Circumstance form. On completion the form should be sent to their local Programme Administrator as detailed on the form.
For trainees who are returning from a prolonged period of absence, for example due to sick leave or parental leave, and are near the end of their training the following points need to be considered:
- All doctors returning to training from a prolonged period of absence greater than 12 months (exactly 12 months is acceptable) in total wishing to apply for their CCT would be expected to have a minimum period in clinical practice to allow adequate time for the Educational Supervisor (ES) to assess the doctors competencies before a recommendation for a Certificate of Completion of Training (CCT) will be made.
- This period might usually be of three months duration. In certain circumstances the School of Primary Care may be required to provide additional funding for an extension.
- Trainees must be reminded that annual leave accrued during sickness or maternity leave (for which they get paid) may put their absence from training over the maximum 12 month period away from Clinical Practice and require them to have an extension before a recommendation for a CCT will be made.
- For any absence periods of 12 months or less, if the Annual Review of Competency Progression (ARCP) panel decides that there is sufficient evidence to confirm that the trainee has gained all the required competences for the completion of training (which includes their own review of the trainees ePortfolio as well as the results of the ES report) and all other Membership of the Royal College of General Practitioners (MRCGP) components have been passed, then a successful completion of training has been achieved.
All trainees who have been away from training for 3 months or longer have access to a range of measures aimed at supporting them back into the workplace, through the Supported Return To Training (SupporTT) programme.
Full details of the deanery's absence from training policy can be found here
The Practice Manager is asked to inform the relevant Lead Employer, on a monthly basis, of all trainees' periods of absence including sick leave/annual leave/study leave.
Full details of study leave and appropriate forms can be found here
Information about bulk provision of indemnity cover is available here
It is important that the School of Primary Care maintains accurate information about trainees. Trainees should inform the local patch administrator and the Lead Employer of any change of circumstances that will affect the records we keep. This includes:
- Change of name
- Change of address
- Change of email
- Change of telephone number
- Maternity Leave
- Change of post start or end date
- Change to percentage of working
Changes need to be notified using the GP Trainee Change of Circumstance form. Once completed, the form should be sent to their local Programme Administrator as detailed on the form.
Information regarding less than full time training can be found here
Information regarding the Performers List process can be found here
Information regarding Revalidation can be found here
Information regarding the process for approval and reapproval of GP Trainers can be found here
For information about supporting trainees in difficulty, please contact your Patch education team in the first instance.
Information about the resources available to support trainees can be found here
Supervising and supporting GPSTs throughout the three year programme is a role of the trainee's ES and they will have an overview of progress throughout the training programme. The ES will contact the trainee at the start of their three year programme to arrange a face to face meeting. This meeting must take place within six weeks of the trainee starting on the programme. Whilst the trainee is in hospital placements, the ES will meet with them in January and June ready for their six month reviews and ARCP panels. The ES generally remains with the trainee for their first two years in training before they move practice, and Trainer, for their final third year.
The TPDs' role over the three years is to facilitate small groups and learning activities appropriate to a small group setting. These small groups will be based in the local Postgraduate Medical Education Centres within the hospital. The TPDs also plan the trainees’ placements and are a first point of call for trainees if they have any issues. They can be contacted via your local Patch team.
The Gold Guide explains arrangement for Specialty Training programmes within the United Kingdom. You can access it via this website if you would like more information.
Information relating to payments to practices can be found here
Additional policies and guidelines applicable to GP trainees can be found here
Contact details for the School of Primary Care admin team, senior and local education teams can be found here
Other useful contacts
With effect from 1st April 2017 the Lead Employer for GP Trainees will be the relevant Acute Hospital Trust for the VTS Scheme they are attending. Click here for contact information.
120 Blythswood Street
Contact Email: firstname.lastname@example.org
Contact number: 0333 043 4444
The GMC is the body responsible for postgraduate medical education and training. The website is full of useful information for GPSTs:
The RCGP leads on all aspects of GP training across the UK through providing guidance and running the GP assessments. They can provide information on the assessments a GPST is required to complete during their training and can also help with any problems with the ePortfolio.
- Main telephone – 020 3188 7400
- ePortfolio helpdesk – 020 3188 7655
- Examinations email – email@example.com
- General enquiries – firstname.lastname@example.org
- ePortfolio problems – email@example.com
- Website – www.rcgp.org.uk
The BMA can provide guidance on a number of issues regarding trainees, such as contract etc.
- Main telephone – 020 7387 4499
For BMA members who require new employment advice and information queries, there are a number of other contact details: