Training Progression Monitoring

Julie Turbitt

Healthcare Science Specialty Lead, Genetic Science

NHS Education for Scotland

Why is training progression monitoring

required?

• Governance:

Training must be quality managed, monitored, reviewed, evaluated and improved.

• Critical for success:

Monitoring training progression proves that the training is ‘actually working!’

• HCS is IMPORTANT:

HCS postgraduate community is too important not to be monitored!

How is training progression currently monitored by our

Healthcare Science community?

Do you have a clear and agreed training plan?

70%

30%YES

NO

2016 Healthcare Science Postgraduate Trainee Survey

[47% Response rate]

• 22% supervisors (60% Response rate) – No or partial training plan

• 38% trainees - No regular contact with supervisor

• 25% trainees - Progress is not documented

“ My supervisor hasn’t allocated any time within work to review my training.”

“Regular meetings to re-affirm progress would be an improvement.”

“ More communication is required between NES and the labs with regards to means of

reviewing postgraduate training.”

9%

46%

45%NO

PARTLY

YES

Do trainees have an annual/mid-point review of progression?

How is training progression currently monitored by our

Healthcare Science community?

2016 Healthcare Science Postgraduate Supervisor Survey

[60% Response rate]

• Half way through training, trainees submit portfolio of evidence

• Panel of three conduct an examination by viva

• One of the assessors will be an ‘expert’ in the trainees specialism

• An external moderator/advisor is also present

• Panel decides on outcome: Satisfactory/unsatisfactory

•Documented feedback is provided to training centre

and trainee

Mid-Point Quality Assurance

The Scottish Medical Physics Training Scheme (Non-STP)

Special Measures!!!!

NES Healthcare Science Postgraduate trainees

Special Measures Principles

A. Scope

A.01 These principles outline NES Healthcare Science approach to Special

Measures in cases where either trainees, supervisors or training

departments cannot demonstrate satisfactory attainment or maintenance

of training standards

A.02 Two primary objectives of these principles are to:

A.2.1 ensure patient safety, both the immediate practice placement

and later likely performance of an individual whose training

experience has been compromised.

A.2.2 ensure progression, both for the well-being of the individual

trainee and the return on investment of public funds in NHS training.

How do other communities monitor training progression?

Annual Review of Competence Progression (ARCP)

• GP training reviewed at least once a year: ensures satisfactory progression.

• ARCP panel: Review carried out at the Annual Review of Competence Progression panel.

• Panel: 3 members including a lay member.

• Panel makes a decision as to whether the trainee is achieving

progress at the expected level.

How do NES monitor training progression?

• Training Programme Management (TPM):

- Tracking trainees, supervisors, departments, monitoring progression.

• Current TPM System:

- NES provide trainees with a unique National Training Number (NTN).

- NTN’s along with other training details are stored on excel spread sheet.

• TPM Updates:

- HCS Programme Director and Specialty Leads update records by contacting both

trainees and supervisors.

NES Training Programme Management System

NT

N

Na

me

Su

perv

iso

r

Th

em

e

HC

S

Div

isio

n

Sp

ec

ialt

y

Em

plo

ye

r

De

pa

rtm

en

t

Fu

nd

ing

Sta

tus

Inta

ke Y

ear

Co

mp

leti

on

Year

Major problem with current system: No central back-up!

Recent audit of NES Healthcare Science Trainee

Management?

• Scott-Moncrieff (business advisors and

accountants) performed an audit of NES HCS

Trainee Management in August 2016.

• Audit Scope:

- Audit reviewed the processes for managing

and supporting trainees within HCS.

- Included ensuring that NES policies and

procedures are adhered to and followed.

- Consideration of the success of moving onto

NES’s digital platform TURAS.

Summary of Scott-Moncreiff audit findings

OBSERVATION RISK! RECOMMENDATION

- Data is held on

excel spreadsheet.

- Requires manual

updates.

1.1

Administration of

trainees:

3.1

Monitoring

Progress

- Information is out

of date, incomplete

or inaccurate.

-Turas: live record

accessible by Boards.

-Changes processed

in a timely manner.

- Mid-point reviews

undertaken for

some schemes.

- Not replicated

across all schemes.

- Trainees may not

be receiving

adequate support.

- Negative impact

on trainee

achievement rates.

-NES should

establish a

programme of

regular reviews of

trainee progress.

NES response to audit findings

• 1.1 Administration of trainees: Implementation of TURAS

TURAS Training Programme Management (TPM)

TURAS – HCS TPM Progress to date

TURAS – Charting the Trainee’s journey

NES response to audit findings

• 3.1 Monitoring Progress

Potential Mid-point Reviews?

• Review of trainee progression should be consistent and – where

practicable – harmonised across specialties.

• NES development of standardised form/documentation

We need YOUR help!

• TURAS implementation completion:

- Specialty Leads may be contacting trainees and supervisors

• Trainee Progression documentation is in draft:

- Ideas on how to improve draft progression documentation are welcome.

Standardising HCS progress monitoring - documentation