Guidance on Exception Reporting for Educational and Clinical Supervisors and Leads

Transcription

1 Guidance n Exceptin Reprting fr Educatinal and Clinical Supervisrs and Leads Exceptin Reprting is the mechanism used by dctrs t infrm the emplyer when their day-t day wrk varies significantly and/r regularly frm the agreed wrk schedule. Primarily these variatins will be: Differences in the ttal hurs f wrk (including pprtunities fr rest breaks) Differences in the pattern f hurs wrked Differences in the Educatinal pprtunities and supprt available t the dctr and/r Differences in the supprt available t the dctr during service cmmitments. Exceptin reprts allw the Trust the pprtunity t address issues as they arise, and t make timely adjustments t wrk schedules. Trainees at Blackpl Teaching Hspitals will use the DRS4 electrnic system t raise an Exceptin Reprt abut issues relating t Training and Educatin r Safe Wrking Practices. The tw flw charts attached shw the prcess that shuld be fllwed by all parties invlved. Safe wrking flw chart.pdf Training issues flwchart.pdf Under the new Terms and Cnditins, accuntability fr respnding t Exceptin reprts lies with the Educatinal Supervisr, althugh cmpleting certain tasks may be frmally reassigned. The ES may delegate t the Clinical Supervisr r the Trust Specialty Training Lead fr the specialty. This will depend n lcal arrangements. The Educatinal Supervisr must ntify the Medical Educatin Team at the beginning f a trainee s rtatin if they wish t delegate the exceptin investigatin t the Clinical Supervisr r the Training Lead.

2 The prcess All ES/CS wh are respnsible fr dealing with exceptin reprts will be given a username and passwrd t access the DRS4 system. Instructins n hw t access the system are available here Exceptin Reprting System DRS guidance Any Supervisr wh is ging t be n leave r absent frm wrk and unable t manage exceptin reprts, shuld ntify the Guardian f Safe Wrking Administratr. This will enable her t ensure that the exceptins are apprpriately redirected. Issues relating t Safe Wrking Hurs The ES/CS will be ntified autmatically by that an Exceptin Reprt has been submitted n DRS4. All exceptins shuld be submitted within 14 days f the event (r 7 days when making a claim fr additinal pay)by the trainee. Supervisrs need t respnd t an exceptin reprt within 7 days The ES/CS will need t discuss the Exceptin Reprt with the trainee t fully understand the nature f the variatin and any actins already taken by the trainee. They must then agree the actins required t address the reprted variatin r cncern. Befre a decisin is made, further infrmatin and discussin may be required frm ther clleagues, especially the Rta C-rdinatr, t help understand the issue and arrive at a satisfactry reslutin. After discussin and apprpriate cnsideratin the ES/CS will need t respnd t the Exceptin Reprt n DRS4. Indicating whether they 'Agree' r they d 'Nt Agree' t the exceptin reprt. If they agree then they will need t cnfirm ne f three actins either: 'Time Off in Lieu' (TOIL); ' Payment fr Additinal Hurs'; r 'N Actin'. TOIL shuld be the preferred ptin. This wuld be used where safe wrking hurs are threatened by an extensin f wrking hurs. If the additinal hurs wrked have caused a breach f rest requirements then time ff in lieu must be taken within 24 hurs unless the dctr self declares as fit fr wrk and the manager agrees. Payment fr additinal hurs must first be agreed with the divisin.

3 If they d 'Nt Agree' an autmatic will be sent t the Guardian f Safe Wrking (GOSW) t prmpt a review In sme cases the supervisr may nt have enugh infrmatin submitted n the exceptin reprt t make a decisin. The supervisr shuld cntract the trainee fr further infrmatin. If hwever, they are unable t cntract the trainee and the deadline f the 7 days respnse time is appraching, click the d nt agree buttn. The supervisr will need t put in the reply as t what further infrmatin is required. The trainee will then need t resubmit the exceptin with the apprpriate infrmatin. The trainee will receive the respnse frm the ES/CS n DRS4. When the actin is TOIL r Payment fr Additinal Hurs the trainee will frward the recmmendatin t the Rta Crdinatr wh will then fllw the divisinal prcess t authrise the TOIL r payment. A wrk schedule review can be requested by the Trainee, ES/CS r the GOSW if the Exceptin Reprt(s) indicate a frequent, recurring r significant prblem. The Trainee can seek the supprt f the GOSW at any time if they feel uncmfrtable with submitting an Exceptin Reprt r are unhappy with the prcess r utcme f an Exceptin Reprt. The GOSW will review the utcme f the exceptin reprts t identify whether further imprvements t the dctrs wrking hurs are required and/r whether a fine is required t the divisin. Issues relating t Training issues The ES/CS will be ntified autmatically by that an Exceptin Reprt has been submitted n DRS4 The ES/CS will need t discuss the Exceptin Reprt with the trainee t fully understand the nature f the variatin and any actins already taken by the trainee. They will then need t agree the actins required t address the reprted variatin r cncern. In the case f Educatinal Opprtunities and the supprt available the ES/CS may need t liaise with the Educatinal lead fr the department. Alternatively they may need t discuss with the Head f Department.

4 After discussin and apprpriate cnsideratin the ES/CS will need t respnd t the Exceptin Reprt n DRS4 by indicating whether they 'Agree' r they d 'Nt Agree' t the exceptin reprt. They shuld prvide a shrt narrative f explanatin in the space prvided. If they d 'Nt Agree' an autmatic will be sent t the Directr f Medical Educatin (DME) t prmpt a review. If the Exceptin Reprt is regarding educatin nly and nt wrking hurs then the ES/CS shuld cnfirm 'N Actin': bth TOIL and ' Payment fr Additinal Hurs' will nt apply. A wrk schedule review can be requested by the Trainee, ES/CS r the DME if the Exceptin Reprt(s) indicate a frequent, recurring r significant prblem. The Trainee can seek the supprt f the DME at any time if they feel uncmfrtable with submitting an Exceptin Reprt, r if they are unhappy with the prcess r utcme f an Exceptin Reprt. The DME will review the utcme f the exceptin reprts t identify whether further imprvements t the dctrs wrking hurs experience are required and/r whether a fine is required t the divisin. Immediate Safety Cncerns Where an exceptin reprt indicates cncern that there is an immediate and substantive risk t the safety f patients r f the dctr submitting the reprt, then this shuld be raised verbally by the dctr with the clinician respnsible fr the service in which the risk is thught t be present (typically, this wuld be the head f service r the cnsultant n-call). Cncerns f this nature must be raised urgently. The dctr must als cnfirm such reprts electrnically t the ES/CS (via an exceptin reprt) within 24 hurs. Where the clinician receiving the reprt cnsiders that there are serius cncerns and agrees that there is an immediate risk t patient and/r the safety f the dctr, then where apprpriate the cnsultant n call shall grant the dctr immediate time ff frm their agreed wrk schedule and/r (depending n the nature f the reprted variatin) ensure the immediate prvisin f supprt t the dctr. The clinician shall additinally ntify the ES/CS and the GOSW within 24 hurs. The ES

5 will undertake an immediate wrk schedule review and will ensure apprpriate (and where necessary, nging) remedial actin is taken. Where the clinician receiving the reprt cnsiders that there are serius but nt immediate cncerns, the clinician shall ask the dctr t submit an exceptin reprt t the ES, describing the cncern raised and requesting a wrk schedule review. Where the clinician receiving the reprt cnsiders that the single cncern raised is significant but nt serius, r understands that there are persistent r regular similar cncerns being raised, the clinician shall ask the dctr t raise an exceptin reprt t the ES within 48 hurs. Help and Supprt fr Supervisrs Name Rle address Extensin TBC Guardian f Safe Wrking Administratr GOSW@bfwhspitals.nhs.uk Laura Davey Pstgraduate Manager Laura.davey@bfwhspitals.nhs.uk Dr Linda Hacking Directr f Medical Educatin Dr.hacking@bfwhspitals.nhs.uk Nicla Di-Vit Trainee cmpliance/revalidatin Manager Nicla.Di-Vit@bfwhspitals.nhs.uk Dr Chris Dunkley Guardian f Safe Wrking Dr.Dunkley@bfwhspitals.nhs.uk 53499