The School aims to have all trainees employed by the Host Employer by the end of the 2013 calendar year.  This means all expenses, payroll, and pension processes will be with the Host Employer.

If you are required to continue employing trainees please ensure you continue to use the pay 2 system to communicate any changes to the trainee's hours so we can inform the PCSA.  Please contact us or your PCSA if you have any specific questions about their employment details.

Most trainees have now opted in to the School's medical indemnity scheme whereby the School pays for cover on a trainee's behalf.  From August 2013 trainees that opt out of the scheme will need to contact the GP School Coordinator to make a claim.

Managing the Practice Schedule

Consultation lengths will depend on the trainee’s ability. It will vary on an individual basis, and will depend on what your supervisors have planned for the trainee. For information about what each grade means, please refer to the typical trainee pathway. For information on how to plan a trainee's workload see tips from the Swindon Patch website.

A useful guide to planning the trainee’s schedule is available in the Training Practice Welcome pack.

Trainee Working Hours

GP ST contract states that “The normal working week (excluding out-of-hours training) will comprise of 10 sessions … The nominal length of a session is 4 hours”, and “A degree of flexibility may be required from time to time in order to meet your training needs” Their contract doesn’t state when those sessions start and end, ie it doesn’t state 9-5. Many practices are now offering extended hours surgeries.  So long as trainees do not work in excess of 40 hours per week, and the WTD is adhered to, then they can be expected to take part in these surgeries.  They should be adequately supervised, and should not normally do more extended hours surgeries than other doctors in the practice.  Extended hours do not count towards out of hours training.

Trainees can insist on 10x4 hour sessions per week as per their contract. However, supervisors usually adjust hours to suit the practice’s working patterns, which means learning and supervision can be maximised. Most trainees agree to a work pattern that maps to the practice as the longer days will provide a half-day off in lieu.

Managing Trainee Absence

Although trainees are supernumery in the way their post is funded, and in the length of their post, it is important they become an integral part of the practice in every other way. Ensure your trainee is made aware of your local leave policies when you induct them at the start of their placement. If your trainee is employed by the Host Employer, you will need to use their leave recording and reporting templates.  If the practice is employing the trainee, ensure you introduce the trainee to your local leave tracking system to ensure they follow local procedures. As trainees are entitled to more kinds of leave than their GP colleagues, you may need to tailor your local processes to suit.  A leave card template is available in the Training Practice Welcome pack.

Primary Care Support Agencies calculate the trainee’s salary, the trainee’s sick leave entitlement, their maternity leave eligibility, and their pension for trainees employed directly by you. The Host Employer covers this function for trainees employed by the Host Employer.  Entitlements are calculated through continuing NHS employment, therefore entitlements carry over between placements. Primary Care Support Agencies and the Host Employer obtain information in two ways.

  • They liaise with the trainee’s previous employer through a staff transfer form or equivalent in order to confirm the above.
  • They use information provided by trainee PAY2 forms or change forms.

It is important the trainee and Practice inform Primary Care Support Agencies or the Host Employer of any changes such as sick leave. If your Primary Care Support Agency or Host Employer has not contacted you confirming pay and leave details for your next trainee, please make contact with the appropriate organisation.

Annual Leave

Annual entitlement is dependant on the trainee’s joining date but is confirmed and advised to the GP practice by the Primary Care Support Agency or Host Employer. The following guide may be useful thanks to Wessex Deanery: Annual Leave Entitlement .  Entitlements are based on the BMA-approved contract template. Other useful tips to remember:

  • Annual leave entitlement should be clarified at the start of the placement on a pro rata basis of period of placement. 
  • Registrars are supernumery to GP practices but still need to submit annual leave requests in a timely fashion to Practice Managers.
  • Practice Managers should set expectations of leave request forms at the trainee’s induction eg at least 2 weeks prior notice.
  • Registrars cannot bring forward untaken leave from prior placements as you are a new placement to them in the same way other new colleagues in your Practice would not carry leave over.
  • If a trainee wishes to take accrued leave from previous employment, it would be treated as unpaid leave by the practice, and the trainee would need to inform the PCSA or Host Employer via a change form.
  • If the practice is not in a position to grant the leave, the trainee would need to recover the leave owing from the previous employer or the Host Employer via a payment.
  • It is not the practice’s responsibility to ensure trainees take leave owing from previous employment.

Study Leave

The annual study leave allocation is pro rata for shorter periods or part time training. Practices should confirm what a trainee's entitlement is with them at the start of the placement. See following links for more information: Deanery Study Leave Policy, GP study leave guidance.

  • Annual entitlement is 30 days for ST1/2 & 3
  • 50% entitlement is for internal study leave –which is for day release
  • 50% entitlement is for external study leave – subject to supervisor approval and dependant on registrars identified training needs.
  • It may help to clarify how much study leave a trainee has remaining during their induction.
  • This data is also held in the Deanery electronic database.
  • If you want to check whether your trainee still has study leave available please contact your patch administrator who keeps records on the central deanery database.
  • All study leave needs to be requested prior to the date of leave by completion of a formal study leave form, signed by the supervisor and submitted to the deanery where a formal record is kept.
  • If a trainee does not apply for this leave before taking it, it is likely they are in breach of practice policies on taking leave. They are also in breach of the Deanery study leave policy, which could have serious educational ramifications.
  • While in hospital, trainees require their rota manager’s signature. Practice Managers carry out an equivalent function and are well placed to inform trainees of this at induction to ensure leave is authorised through them as well. Alternatively, at induction a Practice Manager may request trainees follow the Practice internal booking systems and notice periods along side the deanery approval forms

Maternity Leave

A trainee who goes on maternity leave continues to be employed by that employer while on leave, even if the period of leave extends beyond their placement. See Leave Guidance for Trainees for more information and: NHS Mat Leave info  Where trainees are employed by the Host Employer, their employment continues with the Host whilst on maternity leave and during rotations.

For trainees employed by the practice, qualifying criteria for SMP is:

  • Being employed by you in the 15th week before expected date of delivery (EDD) and
  • must have been in continuous employment in that practice for the 26 weeks up to and including the 15th week before EDD
  • Registrars rotations are continuous employment for occupational purposes such as NHS pensions but are not counted as continuous employment for SMP under revenue & Customs rules
  • Registrar employees who are not eligible for SMP from any of their employees may be entitled to maternity allowance – but need to complete a Form MAT1 and obtain Form SMP1 from each of their employers and then apply for maternity allowance from Jobcentre Plus
  • Registrars must advise their Practice Managers and the Primary Care Suppoer Agency GP Payments officer of any maternity allowance granted as this affects calculations of reimbursement to the practice from the Primary Care Support Agency.

Sick Leave

Compassionate Leave