Frequently Asked Questions for Trainees
Click on the blue headings for more information.
Trainees returning to training can access the following via the SuppoRTT team:
Funding for RTT Coaching from one of our specialist external providers.
Funding and access to other specialist forms of support such as Counselling, Study Skills and Exam Coaching from specialist external providers dependent on need (NB – you may need a referral to HEE's Professional Support and Wellbeing (PSW) service to access this)
Funding for external update courses not already available in the region, e.g. GP Update; GAS Again (Anaesthetics) – only fees are refunded
Funding for Keeping in Touch (KIT) day expenses such as travel and childcare costs for KIT days (NB we do not pay salary for KIT Days; this is paid for by your employer)
Support and advice for trainees out of training to help them keep in touch with their training programme and remain updated with clinical skills
Evidence-based courses which support returning to training such as:
Well-Being & Personal Management workshop
Supporting Working Parents workshop
Confidence Training workshop
The Challenge of Change workshop
Evidence-based courses that support trainees on OOPR (Out of Programme on Research), such as:
Productivity Retreat for OOPR Trainees
Signpost to support from the National SuppoRTT Team and any relevant upcoming courses in other regions
Access to SuppoRTT is available in the East Midlands Region to trainees who are thinking about, or are already taking approved time out of training for the following reasons:
- Out of Programme - OOPE/OOPR/OOPC/OOPP for more than 3 months
- Planned parental leave of 3 months or more
- Sick leave of 3 months or more
To be eligible to access support through the SuppoRTT Scheme, trainees must either have a national training number (NTN) or be a trainee on a recognised training scheme (such as Foundation Trainees).
We are currently unable to offer support to Trust Grade Doctors, Public Health and Dental Trainees, however the principles of SuppoRTT are being widely followed across Trusts in the East Midlands so you may be able to access similar benefits of the scheme via your Trust.
As soon as you know you want to take time out, make an appointment with your Educational Supervisor (or TPD or GP Programme Manager for GP Trainees) to discuss your circumstances with them. This discussion should take place ASAP and ideally no less than three months in advance of your out of programme date (where appropriate).
At this stage, Trainees (in conjunction with their Educational Supervisor or TPD) should start to complete the Pre-Absence Form 1.
Have a look at the SuppoRTT timeline to help you plan.
Your Educational Supervisor,(or in some cases your Training Programme Director or College Tutor) is required to meet with you to discuss and complete the SuppoRTT forms at three phases: prior to any long term absence (where possible), prior to your return to training and two weeks after your return to training. This is so they they can work with you to review the SuppoRTT plan and decide if any additional support is necessary. At HEE we are reliant on the knowledge and extensive experience of Educators to partake in and approve each bespoke plan and discuss with trainees what is best to support their return.
The planning meeting should normally be conducted between the trainee and the Educational Supervisor. However complex cases, such as ill-health or other issues impacting on the trainee's ability to complete the training programme may require the involvement of the TPD, Head of School, APD and HR of the employing Trust if necessary.
The trainee should make the initial contact (this does not have to be face-to-face and can be via email, telephone or virtually) to arrange a return to training planning meeting.
Supervisors will work with trainees to create an individual SuppoRTT Plan. In doing so trainees should participate in structured planning and review meetings before leaving and on returning to training with their TPD/Educational Supervisor (this should also include the Practice Manager and Programme Manager for GP trainees). This will enable trainees to consider when they should stay in touch with their training programme whilst out of programme and also facilitates the timely identification of any support required upon returning to training.
There are three key components to creating an individual SuppoRTT Plan:
- Planning Your Time Away from Training (see the Pre-Absence Form 1)
- Planning Your Return to Training (see the Pre-Return To Training Form 2)
- Reviewing your Return to Training (see the Post-SuppoRTT Form 3)
The forms are designed to lead you through the return to training process and act as a prompt regarding potential issues you may need to consider with your Supervisor.
Where possible, Form 2 - the Pre-Return to Training form, should be completed prior to the return date. Information logged may include:
An up-to-date health assessment (if required)
An agreement on the anticipated period of any phased return and/or enhanced supervision
Confirmation of LTFT or FT status planned on RTT
List of mandatory requirements e.g. resuscitation and safeguarding
The clinical activities of the enhanced supervision period (e.g. ward work, surgery/outpatient work, home visits, emergency work, out of hours work etc)
The assessment methods for the enhanced supervision period (e.g. SLEs, direct observations, simulation scenarios, senior team feedback, peer feedback etc)
The TPD, Educational Supervisor, Service Lead, Rota Coordinator, HR department (and GM Programme Managers and SLE for GP trainees) must be aware of the return date and must plan an initial induction session for the Trainee. This should include active consideration of:
A welcome back meeting including discussion of placement allocation updates
Essential Employer induction (security, ID badges, Parking etc)
A plan of activities for the first week
Awareness of key policy or procedural changes
Awareness of new personnel
Awareness of key new equipment
For all trainees who are out-of-programme for longer than three months, it is recommended they have a period of enhanced supervision on their return. In the East Midlands this can be for up to 80 hours (two weeks) or longer for LTFT trainees (this needs to be negotiated with the Training Programme and Trust). A full range of duties can be undertaken (the trainee is not supernumerary) but an increased level of supervision will be provided. Activities and competencies within work can be assessed using workplace-based assessments. This period needs to be agreed between the rota co-ordinator, Educational Supervisor and Trainee at least three months prior to the trainee's return.
A further explanation can be found here Enhanced Supervision | Health Education England East Midlands (eastmidlandsdeanery.nhs.uk)
There may be rare occasions when a trainee or supervisor feel a full Supernumerary period is required on return, for example when a trainee has been off sick for a prolonged period of time. Supernumerary is a period where the trainee is an additional member of staff, not required for service provision, can shadow other members of staff but is not restricted in their practice (e.g. they can still perform procedures etc.). This will generally be held at the training site you will continue to work at on completion of this period. Due to the workforce issues, a supernumerary period needs to be discussed and agreed with your Supervisor, TPD and rota co-ordinator at least three months in advance and should not be organised at the last minute. You will be paid as normal by the Trust and HEE will refund the Trust the cost of your basic salary.
Attending pre-existing regional courses is the preferred method for re-developing confidence and competence. If there are no suitable regional courses available, there may be a small amount of funding available for trainees to attend external courses. Please fill in a SuppoRTT Funding Request Form and forward to the SuppoRTT Officer at SuppoRTT.firstname.lastname@example.org with details of the course and why it is important to your return to training.
Funding for external courses is at the discretion of the SuppoRTT team therefore it is recommended that you check with the SuppoRTT team before paying for courses. If your application is accepted, you will need to pay for the course yourself and claim back your fees back through your employer's expenses claims system and Accent Leave Manager (see the Expenses Claims Guide in the document list below).
External courses should be accessed in the three months prior to your absence or in the three months following your return. The course must be directly related to your return to training.
We will not fund the costs of exam revision courses or professional fees - these are the responsibility of the trainee.
For trainees taking maternity leave, Keeping in Touch (KIT) days should be used to access anything that will help them get back up to speed when returning to training. This could include shadowing in clinic or theatre, attending any relevant training courses, regional teaching, departmental meetings, accessing mandatory training or anything that will support trainees returning and keep them 'in touch' with the Training Programme.
The HEE SuppoRTT team does not organise your KIT days nor does HEE pay salary for KIT days. Trainee should therefore contact their Supervisor and HR team (this will be Lead Employer for GP Trainees) who will confirm your KIT days and advise on pay. The HEE-EM SupporTT team cannot advise on KIT days.
Similarly for trainees taking shared parental leave, Shared Parental Leave in Touch (SPLIT) days may be utilised in the same way.
Further information is available via employing Trusts and here: https://www.gov.uk/employee-rights-when-on-leave
Also see the KiT and SPLiT days guidance here.
Funding may be available to reimburse reasonable childcare/travel costs incurred whilst attending KIT Days or for external courses taken related to your return to training (and not available free or locally).
Once confirmed, you will need to pay any costs yourself and claim this back. There are three stages to claiming back costs:
- Complete the SuppoRTT Funding Request form prospectively with as much information as you can and forward to the SuppoRTT Team. We will confirm whether you can go ahead and claim expenses. Also see the claims guidance.
- Apply prospectively for Study Leave funding in the usual way via your Intrepid Leave Manager account letting your Employer know this is a SuppoRTT expenses claim (important!)
- Claim using your Trust's (or Lead Employer's) usual expenses claims procedure. You will need all your travel receipts and invoices for childcare as evidence.
- Your Employer will refund your expenses in your monthly pay in the usual way.
Please note that HEE-EM do not organise KIT/SPLIT days nor do we pay for them - this needs to be arranged by you in conjunction with your local HR team (this will be Lead Employer for GP Trainees). If you are on maternity leave, the employer who is paying your maternity leave pay will pay for your KIT days, even if you are moving Trust to a new placement.
If you are Trainee who needs careers advice or a Trainer who would like to support a trainee, follow this link for further advice https://www.eastmidlandsdeanery.nhs.uk/trainee/careers The SuppoRTT Team is unable to provide careers advice.
You will need to follow the HEE-East Midlands process for applying to take time out-of-programme. Please use this link for further information https://www.eastmidlandsdeanery.nhs.uk/policies/oop
Please speak to your TPD as soon as you become aware you would like to take time out of programme as the application process can be lengthy. The earlier your TPD knows about your plans, the sooner the planning process can begin.
The SuppoRTT Programme is separate to the OOP Process and the two should not be confused.
Also see the case studies of trainees returning from OOP and how SuppoRTT has helped them.
Places on our free SuppoRTT workshops are available to trainees who have recently returned or are due to return to training shortly. Workshops should be booked via Intrepid Course Manager https://secure.intrepidonline.co.uk/CourseManager/EMD/. Please note the following important information:
- Places on these free workshops are very limited so it is recommended that, if you are interested, you book a place as soon as possible.
- You can book on as few or as many workshops as you feel are useful however, once booked, we would be grateful if you could make every effort to attend so that places are not wasted as demand is high
- Once booked/attended, please could you ensure that your TPD/Educational Supervisor is made aware that you have a place on the workshop at your Return to Training meeting and that you add this information to your Return to Training form. Remember that your Return to Training form should be uploaded to your e-Portfolio and emailed to the SuppoRTT team.
- You are welcome to use course days for KIT (if approved by your employer) but please note that HEE-EM does not pay for your KIT days – that is the responsibility of your Trust. You should liaise with the relevant HR Team at your Trust (or Lead Employer for GP Trainees) to advise them that you would like to go on a course as part of your KIT days. It is up to individual Trusts and their policies as to whether they accept this. HEE has no control over this part of the process.
Please see the Breastfeeding Factsheet in the documents section below
- East Midlands Supported Return to Training Team email@example.com
Professional Support & Wellbeing Service (PSW) firstname.lastname@example.org
East Midlands Careers Service (HEE) email@example.com
HEE National Supported Return to Training document https://hee.nhs.uk/sites/default/files/documents/Supported%20Return%20to%20Training.pdf
HEE Enhancing Working Lives https://www.hee.nhs.uk/our-work/doctors-training/enhancing-working-lives
The Gold Guide https://www.copmed.org.uk/gold-guide/