GP trainee scheme news

Information and news for GP trainees Issue 21 November 2019

Hello and welcome to the November 2019 edition of the Royal Free
A quick word Lead Employment Service GP trainee newsletter.
from your
We are working on developments to improve the working lives of our
Lead staff; creating a Less Than Full Time (LTFT) Quality Improvement
Working Group with the aim to increase satisfaction amongst the
Employer LTFT trainees, we completed a “Payslip Terminology” project which
will help you to understand your payslip a little better, and we are
working on a new GP Page on our new and improved Freenet 2
internet pages – meaning that vital information that you need is more
easily accessible.

We ran a GP specific payroll surgery on the 4th November – we hope

that this was helpful for those that used it.

Update on GP Expenses is in this edition – please read.

Feedback from the last GP Rep Meeting in September was very

positive, it is good to see all the hard work and initiatives we are
putting together are having a positive impact on the lives of our staff.

Please let me know if there is anything else you would like me to add
into the newsletter that you would find beneficial.

Lisa Fowler
Medical Recruitment Manager
Royal Free Lead Employment Services
E-Payslips
In this issue Pay day
Pay queries
Less Than Full Time (LTFT) trainees
LTFT Champions
Offers
NETS toolkit of resources
Exception reporting
Health Education England
Study Leave
Employee Relations (Absence/Leave entitlements)
GP Committee Meeting Information
DBS Update Service
Resignations
Travel Expenses
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 You will be able to view an electronic copy of your payslip from each
E-Payslips payday via ESR employee self-service. Your e-payslips are
accessible at any time on any PC and on the ESR Mobile App
provided you have an active ESR user account. You can also view on
the MySBSPay app, a free app that provides convenient access to
payslips and P60s from a mobile or tablet device.

There are over 400 GP trainees who have not accessed ESR to view
their payslips; we want to bring this figure down so we have produced
more guidance on how to access your payslips.

Please see attached guidance for username and password resetting

and how to access your payslip.

Please use the username and password with the email address that
we have for you – please do not attempt to use your smartcard to
access your Royal Free payslips as it will not work (unless you are a
Royal Free GP Trainee).

PLEASE NOTE - remember to download and save your e-payslips as

a PDF file, as you will not be able to access your payslips via self-
service once your employment ends, even if the date falls throughout
the month, you will not be able to access it as soon as your
employment ends.

Pay day is normally the last Wednesday of the month.

Payday
Please Note - In December you will get paid on Monday 23rd
December.

MySBSPay App, launched this summer, allowing NHS employees to

view and interrogate their payslips, count down to their next pay day
and use the FAQ and Chatbot functionality to raise pay related
queries, thus reducing the admin burden on in-house payroll/GP
teams. The MySBSPay app is available to download from the iTunes
store for Apple devices and Google Play for Android.

The latest update is particularly popular - discounts! Over 2,000

exclusive discounts are now available from hundreds of high street
and online retailers, including Apple, Argos, Boots, Costa,
Debenhams, M&S, Samsung and more.

Users of the app can register and create a personal profile tailored to
their interests before searching for the latest offers. The average
employee can save hundreds of pounds a year on groceries, fashion,
technology and travel as well as at family attractions such as Alton
Towers, Thorpe Park, Go Ape and LEGOLAND® Windsor,

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 If you have any type of pay query – you will need to contact our
Pay Queries payroll department (SBS) first via the following link:
https://nhssbs.microsoftcrmportals.com/

I have attached the SBS Online User Guide.

When you log your query - please take note of the reference number
they give you as we will need this should we need to get involved.
Although SBS should be able to resolve the query for you.

SBS have developed free to register webinars, designed to give NHS

employees key information on a range of hot topics, saving them time
contacting our helpdesk.

Over the next six months, SBS will be running a series of 7 webinars,
tailored specifically around topics that affect NHS employees. Each of
these webinar topics will be available once a month.

Please click on this link to take you to the webinar programme:

https://www.sbs.nhs.uk/es-
webinars?utm_campaign=1139323_INFORMATION%20-
%20Free%20Webinars%20for%20NHS%20Employees%20-
%20Client%20Communication%20166.0&utm_medium=email&utm_s
ource=Corporate%20website%20-
%20ES%20Webinars&Org_Name=Royal%20Free%20London&ORG
_TYPE=&dm_i=4BD0,OF3V,4Z0AMK,2VU42,1

The LTFT Quality Improvement Working Group has been working

Less Than through how we can streamline and improve this process for all those
involved. Thank you to the GP Trainees who have been involved in
Full Time this process, this has helped us understand the process from your
point of view as well as you the trainee understanding how the
trainees process works from our point of view.

Please also note that in the first instance we will send you a full time
work schedule with your offer if we have not been given a
personalised LTFT work schedule.

From feedback we have received from you we are aware that you
may have received your personalised rota, but it is not always sent on
to us - please ensure that your department have sent the
personalised LTFT work schedule to us as well so that we can ensure
you are paid correctly as we will not know what your specific rota is
therefore your pay will just be pro-rated based on the LTFT
percentage given to us by HEE and it’ll be based on the full time work
schedule for your department / practice.

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 More LTFT information available at:
https://lasepgmdesupport.hee.nhs.uk/support/home

UPDATE: You should give at least 16 weeks’ notice of your wish to

train LTFT (this used to be 12 weeks) to allow sufficient time for HET
to notify your employing trust, and to discuss with your training
programme director for the purposes of rotational planning and
contract/salary adjustment. If HET receive less notice, your request
may be declined and you may be asked to submit a new form with a
16 week notice period. However all requests will be considered on a
case by case basis so please submit evidence of recent and
extraordinary circumstances if your case is urgently requiring this
protocol to be breached. Please discuss this with your training
programme director.

Please see a more up to date LTFT Champion list. If you can fill in the
LTFT blank – please let me know!
Trust Name Email
Champions Barking Havering & Redbridge Caroline Curtin Caroline.Curtin@bhrhospitals.nhs.uk
Barnet, Enfield & Haringey Mental
Health Trust Vivienne Gould vivienne.gould@nhs.net
Barts Health Rifca LeDieu Rifca.LeDieu@bartshealth.nhs.uk
Camden & Islington NHS
Foundation Trust Ruth Allen ruth.allen@candi.nhs.uk
Central & Northwest London NHS
Foundation Trust John Lowe - temp
Chelsea & Westminster NHS
Foundation Trust
East London NHS Foundation Trust Laura Checkley laura.checkley1@nhs.net
Great Ormond Street
Homerton
Imperial College Ruth Brown ruth.brown8@nhs.net
London NW Healthcare NHS Trust Priya Kumar priya.kumar3@nhs.net
Moorfields Eye Hospital NHS Branka
Foundation Trust Marjanovic branka.marjanovic@nhs.net
North East London NHS Foundation
Trust Punita Sharma punita.sharma@nelft.nhs.uk
North Middlesex University Hospital
NHS Trust
Royal Bromptom & Harefield Jo Szram J.szram@rbht.nhs.uk
Royal Free NHS Foundation Trust Sarah Needleman sarah.needleman@nhs.net
Royal Marsden NHS Foundation
Trust Susanna Walker Susanna.Walker@rmh.nhs.uk
RNOH
Tavistock & Portman NHS
Foundation Trust Jessica Yakely JYakeley@tavi-port.nhs.uk
Hillingdon Hospital NHS Foundation
Trust Tristan Bate Tristan Bate tristanbate@nhs.net
UCLH Liz Pruvlovich liz.prvulovich@nhs.net
West London Mental Health NHS
Trust Elizabeth Tullett Elizabeth.Tullett@westlondon.nhs.uk
Whittington Health

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 What happens if I receive an offer letter and work schedule containing
Offers the incorrect information?

If the location details are incorrect, please let us know as soon as

possible. We would also suggest you double checking your e-
Portfolio. If it is also incorrect on your e-Portfolio as well, this means
we have been incorrectly informed by Health Education England of
where you are based. This could lead you to being paid incorrectly.

If the salary details on the work schedule are incorrect, for instance if
you are due to have additional pay supplements but these are not
stated, please contact your host Trust / Practice directly. We at Royal
Free Lead Employment Services cannot update any salary details on
work schedules in our department. If the work schedule is then
updated, we would need to receive this directly from the Trust /
Practice. Unless we receive this, we would not know your salary
details for example, are incorrect.

Every year thousands of multi-professional learners undertake clinical

NETS toolkit placements. For HEE, the quality of teaching, learning and
of resources assessments in work-based placements lies at the heart of its
responsibility in the NHS.

The National Education and Training Survey 2019 (NETS) will be live
from Monday 11 November - when it is live you will be able to find a
link below. NETS will enable us to reach a wider range of clinical
learners, identify good practice and ensure improvements in
educational quality.

https://www.hee.nhs.uk/our-work/quality/national-education-training-
survey

Exception reporting in hospital - email the hospital guardian of safe

Exception working, or choose hospital consultant as clinical supervisor in drop
down list. If you have submitted an exception report and got it
Reporting approved for payment, your Host Trust should email the approval and
and the set hours to be paid to rf.gpleo@nhs.net for it to be processed.

Guardians of (Royal Free GP’s – your line manager (once guardian has approved)
should fill in a change form and submit to SBS directly).
Safe Working
Guardian Details:
- Dr Sarah Jane Wong – sarahjanewong@nhs.net for trainees not
based at Royal Free or Barnet
- Dr Animesh Singh - animesh.singh@nhs.net for GP’s at Royal
Free
- Ravinder Natt - rnatt3@nhs.net for GP’s at Barnet

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 If you need to contact Health Education England you will need to
How can I submit your query through the PGMDE Support Portal at:
contact https://lasepgmdesupport.hee.nhs.uk/support/home

Health There is also lots of information/guidance on the Portal which you

may find helpful. For example: FAQ’s for all specialities, Indemnity,
Education Events, LTFT Information, and Relocation Information.
England?
30 days per year (inclusive of VTS)
All courses need to be approved by educational supervisor and
Study Leave applied for via Trust local process. Aspirational courses need further
approval from TPD and the Head of School. Reimbursement can only
be claimed once the course has been attended.
Michael Adom is your named GP ER Advisor, he works full time and
will be contacting Host Trusts/Practices soon in order to build on the
Employee relationship and improve some of the processes. Trainees under the
GPLEO will follow the Royal Free Policies and Procedures. Please
Relations contact him through the rf.gpleo@nhs.net email address.
If you are going to be absent from work due to sickness it is your
responsibility to ensure that you report in to your practice manager or
Absence host trust so that they can complete the monthly absence returns, as
otherwise it may lead to you being paid incorrectly. If you need a fit
note this needs to be sent to Enfield Civic Centre and marked for
attention of Michael Adom in Employee Relations. If you are on long
term sickness you must also inform HEE as this may impact on your
CCT date.
You can find more information and application forms on the GP Portal
Maternity, – please check here in the first instance. If the query is urgent, please
Paternity, ensure this is marked as so in the subject section of the email.

Adoption & Please see attached a Maternity Leave Timetable which will help you
to understand what needs to be done at each stage.
Parental
leave Please email: rf.gpleo@nhs.net and your email will be triaged to
Michael Adom.

Full time trainees are entitled to 27 days leave per year; or if you have
Annual completed 5 years of NHS Service, you are entitled to 32 days leave
per year. Your line manager should answer your a/l queries.
Leave
If your placement is less than 12 months in duration, your entitlement
entitlement should be calculated by your line manager / rota-co-ordinator. For
example, during a six-month placement, a trainee would be entitled to
half the annual entitlement. If you are a less than full time trainee you
will have your annual entitlement pro-rated to the number of days you
work in a normal week. For example, a trainee who works three days
per week would get 60% of the entitlement of a full time trainee.

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 GP Trainee Committee Meetings are held every 2-3 months, your
Chair is Laleesh Chandramoorthy - laleesh.chandramoorthy@nhs.net
GP Rep and your vice chair is Liam Healy - liamhealy@nhs.net
Meetings You should have a local rep, who you can contact to seek advice, or
contact Laleesh or Liam.

You can also volunteer yourself to become a local rep – please

contact Laleesh or Liam if you are interested in doing this.

Joining the DBS Update service is a requirement of being on the

DBS Update National Performers List.

Service It costs £13 a year and means you keep your DBS certificate up to
date, and the update service can be access by employers.

You must join within 30 days of your DBS certificate issue date, your
paper certificate will be sent to your home address. You will need to
keep hold of this original certificate for future reference. Should you
not receive it within 14 days of the issue date, you are able to request
a reprint (from DBS) within 3 months of the issue date.

We will only cover the cost of your initial DBS check.

In the unlikely event that you wish to resign from the GP training
Resignations programme, you must give 3 months’ notice.

Please note it is your responsibility as a trainee to inform both your

employer (the Royal Free) and Health Education England; you should
also, as a courtesy, inform your line manager at the organisation
where you are placed.

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 As you are all aware since the publication of the amended terms and
Travel conditions it has come to light that the lack of clarity of the Travel Expenses
for GP’s when in a GP Practice has caused problems for employing
Expenses organisations.

GPLEO is working with HET and have asked NHS Employers to better
reflect the intention of the parties during negotiations so they are looking to
clarify the interpretation of the term ‘expectation’, the range of expenses that
can be claimed, mileage rates to be applied and any tax implications
associated with the claims.

Whilst these are still being looked into NHS Employers (red) have answered
some of my questions I posed to them (black) and therefore the answers
that they have provided are what we are currently working to:

 As it just states “home to principal place of work” Do we assume that

you actually mean home to principle place of work and the return
journey? This is home to principle place of work and does not include
the return journey.

 Is there a mileage cap that they can claim for?(Used to be 10 miles) No

 Do we have to assume that every day trainee’s work they can claim for
coming to work as they “may” be required to do a home visit? As the
GPLEO we do not know how many home visits GP’s may be expected
to do a week – 1, 2, or every day? Some trainees are claiming for
everyday they are at work. We are encouraging GP practices to include
home visits into the work schedules.

 We have other trainees saying that they will stop coming by train (which
they pay for themselves) and come by car as they may be expected to
do a home visit and then they can claim for travelling to and from work
every day in the car and receive the 56p per mile. Is this correct? This
would imply that the employer doesn’t currently require the trainee to
use their own vehicle and therefore this provision would not apply.

 When is this effective from 7th August? As the terms and conditions
weren’t published until 2 September this is the date the trainees will be
able to claim from, claims for July and August cannot be claimed at the
new rates.

Trainees should be aware that where possible public transport or

walking is a preferred option when completing home visits, and to
take into consideration the pollution levels when deciding to take a car
to work.

You should submit expenses on a monthly basis, for the month that
has just finished. Your Practice Manager must sign and submit the
travel expenses form by the 1st of each month to:
rf-tr.gpleomonthly-return@nhs.net - In line with Royal Free policy,
claims received more than three months after the date they were
incurred will not be reimbursed.