Questions
Who will be employed by GHNHSFT from August?
Trainees who are entering their ST1 placement from August 2013.
Trainees who are moving between a hospital job and a practice job from August 2013.
Trainees who are moving from one practice to another from August 2013.
Trainees who are moving from one trust to another trust from August 2013.
Trainees who undertake an extension placement in a different practice from August 2013
Who are NOT likely to be employed by GHNHSFT from August?
Trainees who are not rotating to a new placement in August such as scholars, trainees on extended placements, or trainees on maternity leave during August.
Trainees who are rotating to a new placement, but with the same employer (such as new placements within the same trust or practice)
Trainees who are changing grade in August but are not changing their placement or their employer.
This group will continue to be employed by their placement employer until we are in a position to manage their transition through the Transfer of Undertakings (Protection of Employment) Regulations.
Who will pay the practice the Trainer Grant when the Host Employer hosts my trainee?
Due to the intricacies of the NHS superannuation scheme as applied to independent contractors, we are required to continue to process trainer grants through the National Commissioning Board Local Area Teams. As such your primary care support agency will continue to pay the practice the trainer grant. There are 3 primary care support agency areas: Somerset, Avon, and BGSW (Bath and North East Somerset, Gloucestershire, Swindon, and Wiltshire).
Do training practices need to issue a contract when the Host Employer hosts the trainee?
Yes. Training practices will need to issue an honourary contract to ensure your expectations of the trainee and their expectations of you remain clear during the training relationship. We will provide a template contract for you to use - see main page
Our GP Training Practice will have a trainee from August that is employed by GHNHSFT, the Host Employer. What do I need to do?
Sign and work according to a Service Level Agreement with GHNHSFT which details your roles and responsibilities with regards to having a trainee who is employed by them. This ensures both parties are clear as to what is expected. A template will be posted on the main page.
Issue a honourary contract with your trainee. A template will be posted on the main page.
You will need to sign an education agreement with the Deanery. A template will be posted on the main page.
You will need to undertake normal induction activities to ensure your trainee is safe to practice at your site.
You will continue to provide training as you did before.
For more information as to what will be expected from education providers please see “What will our Training Practice or Hospital need to do when the Host Employer employs our trainees?”
What will our Training Practice or Hospital need to do when the Host Employer employs our trainees?
As an education provider you will be responsible for undertaking certain activities and communicating with the Host Employer. This includes:
Receive and process annual leave forms from trainees.
Send acknowledgement to trainees when annual leave has been approved, following the local GP practice guidelines.
Send any leave outstanding to the Host Employer at the end of each placement (we will provide a template for GP practices to report with).
Provide trainees with honorary contracts during the training placement. We will provide a template for GP practices to use.
Ensure trainees undertaking primary care placements are entered onto the medical performers list prior to their placement and ensuring they remain on the Medical Performers List for the duration of their placement in primary care.
Ensure appropriate medical indemnity cover is in place prior to and throughout the duration of training.
Notify the Host Employer of any resignations received from trainees where the information has not come directly from the Host Employer.
Notify the Host Employer of sickness and absence for all trainees in a monthly return to the Host Employers. (we will provide a template for GP practices to use).
Email copies of self-certified/doctor’s certified certificates to Host Employer within 5 working days of receipt.
Complete Return to Work interviews for all trainees following any period of sickness absence using local forms and forward a copy to the Host Employer within 5 working days.
Notify the Host of trainee maternity, paternity, parental, adoption, or family leave.
Carry out a formal risk assessment within 10 working days of notification. The trainee and Host Employer must be notified of risk assessment outcomes within 5 working days. Where referral to occupational health is required, utilise the Host Employer’s provider; 2gether Partnership.
For maternity, paternity, adoption, family, and parental leave, the Education Provider is to liaise with the Host Employer to ensure the relevant forms are processed from the trainee.
Provide the Host Employer with relevant information for trainees relating to departmental induction arrangements within 10 working days of the GPST commencing employment. (We will provide a template to GP practices of what this might include).
Monitor the working hours of trainees in accordance with the contractual requirements.
Ensuring GP Trainees complete mandatory training relevant to the roles.
Complete risk assessments and associated actions for trainees as circumstances require such as for expectant mothers and trainees returning from sick leave.
What will the Host Employer do in order to employ our trainees?
The Host Employer will be responsible for the following activities:
Issuing new starter documents such as template contracts and all pre-employment forms for a written contract of employment April 2002 (revised December 2007) in the case of primary care placements and the standard hospital trainee contract in the case of secondary care placements;
Advising trainee, training providers, and Severn Postgraduate Medical Education Office staff on employer policies; e.g. advice for example out of programme experience.
Providing Criminal Records Bureau Disclosure/ Disclosure and Barring Service forms requesting and filing CRB/DBS checks prior to a trainees’ start date;
Issuing details of Criminal Records Bureau clearance for GP specialty GP Speciality trainees to education providers were necessary;
Providing work permit applications in line with Human Resources department guidelines and current UKBA regulations;
Liaising with the Education Providers regarding any reasonable adjustments that may be necessary under the Equalities Act 2010 and agreement of any such reasonable adjustments and providing advice on necessary adjustments;
Providing primary care organisations with the required information in order for them to enter trainees on the Medical Performers List. This will require close liaison with the Local Area Teams of the NCB responsible for Medical Performers Lists to avoid unnecessary duplication of necessary trainee held documentation;
Providing appropriate procedures and a system of review to ensure trainees are considered when policies are amended or implemented in accordance with Schedules to Direction to Strategic Health Authorities Concerning GP Registrars (2003) with updated Amendments in the case of primary care placements or in line with Terms and Conditions of Service of Hospital Medical and Dental Staff and doctors in Public Health Medicine and the Community Health Service in England and Wales in the case of Secondary Care placements;
Calculating and confirming annual leave entitlements with trainees and their training providers;
Maintaining annual leave records by liaising with the education providers on leave taken and ensuring annual leave entitlements are not exceeded;
Providing bank and building societies with financial reference of trainees following approval by the trainee;
Terminating, following statutory process, the employment of a trainee where the training provider discontinues that trainee from the programme;
Prior to the ending of the GP specialty training programme the employer shall ensure appropriate actions are carried to cease the contract with the trainee;
Responding to ad hoc queries raised by trainees both verbally and written.
Providing access to senior level Human Resources support and guidance for highly complex human resources issues if and when they may arise.
Confirm all pre-employment checks with the education provider.
Undertaking initial pre-employment health screening and confirm completion with the relevant education provider, where necessary and undertaking, where necessary, further screening and inoculations, keeping travel to a minimum;
Providing access to occupational health self-referrals and management referrals for trainees during employment, keeping travel to a minimum;
Providing access to counselling and Employee Assistance programme services, keeping travel to a minimum.
Upon receipt of new starter details the Host Employer will set up new starter records on Electronic Staff Record. Entering data into all fields recorded for other Provider staff such as identity checks, Occupational Health screening outcome, Criminal Record Bureau outcome, immigration;
Paying trainees in line with relevant Terms and Conditions.
Updating current trainees records as necessary e.g. employee and contractual changes, allowances and deductions, temporary variations to pay and overpayments and underpayments via the Electronic Staff Record;
Making salary sacrifice deductions such as childcare vouchers;
Setting up and maintaining pay protection for trainees where necessary;
Preserving historical records of trainees who have left in line with Human Resources/payroll department timescales and according to statutory requirements;
Operating payroll deductions in accordance with Her Majesty’s Revenue and Customs and Pensions Agency regulations, (gross to net administration);
Making payment to trainees bank accounts and providing pay slips via the relevant department to the trainees home addresses on pay day;
Maintaining sickness records and ensure all payments are in accordance with occupational and statutory sick rules;
Maintaining necessary maternity pay records to ensure compliance with occupational and statutory maternity pay scheme rules;
Maintaining required records of any necessary unpaid leave;
Calculating industrial injury payments as necessary;
Calculating and recovering any overpayments as necessary in conjunction with the Authority Officer;
Inflating basic pay records for incremental progression and pay awards including the calculation of arrears;
Providing trainees with an annual P60 form in accordance with Her Majesty’s Revenue and Customs regulations;
Ensuring that all Terms and Conditions of service are adhered to in the maintenance of trainee records and payment of salaries including GP Directions where applicable;
Completing part 3 of P45 or form P46 for all new starters and pass to Her Majesty’s Revenue and Customs;
Updating tax codes for trainees on receipt of notified changes from Her Majesty’s Revenue and Customs;
Completing P45 for leavers and forward to trainee together with final pay slip and pension booklet;
Notifying the Her Majesty’s Revenue and Customs of appropriate amounts of tax and National Insurance after the end of the financial year to meet Her Majesty’s Revenue and Customs deadlines;
Making arrangements for the pay of tax and National Insurance contributions on a monthly basis in accordance with Her Majesty’s Revenue and Customs timescales;
Providing other NHS organisations with service history for trainees who have taken up a new NHS post.
Calculating and paying expense claims with salary payment;
Checking expense claims include appropriate sign off from authorised officers at each Education Provider via electronic system;
Managing relocation expenses where GP specialty trainees are entitled to a relocation allowance;
Advising on reimbursement of expenses for trainees, (excluding study leave expenses);
Maintaining pension records for all trainees;
Providing regular updates to the Pensions Agency on any change in pension circumstances;
Providing estimates to trainees on request;
Providing necessary information to trainees about any changes to the Scheme;
Determining eligibility for the purchase of added years and make appropriate deduction of all Additional Voluntary Contributions;
Providing trainees with forms to enable them to transfer pensions from other schemes;
Responding to Pensions Agency on all matters in respect of Staff;
In the event of an death of a trainee, correspond with the next of kin or solicitor to ensure pension entitlement forms are completed and identify any balance of salary due;
Making arrangements for the pay over of pension contributions on a monthly basis to the Pensions Agency.
What will happen to existing STs who are already working in practice and will continue in the same practice after 1st August?
They will remain employed by the practice. In October the School and the Host Employer plan to identify all trainees in this position and commence arrangements to TUPE them to GHNHSFT.
How do GPSTs submit expenses?
This year Gloucestershire Hospitals NHS Foundation Trust (GHNHSFT) took over the central employment of GP Specialty Registrars, with the exception of a small group that will in time transfer over. Therefore if your contract of employment is based with GHNHSFT then any claims for travel expenses will need to be submitted to Richard Giles, Medical Staffing Manager at the trust on the attached travel claim form to the address below. It is important that these are completed and submitted on a monthly basis, any claims over three months old will only be paid on extenuating reasons. Should you have any further questions regarding this, please email Richard at - richard.giles@glos.nhs.uk.
Address for completed forms:
Richard Giles, Medical Staffing Manager, Gloucestershire Hospitals NHS Foundation Trust, 1st Floor, Sandford Education Centre, Keynsham Road, Cheltenham, Gloucestershire, GL53 7PX
How do I ensure entry onto the National Performers List has been completed?
All GP and BBT trainees rotating into general practice placements will be entered on the performers list by BGSW (Bath Gloucestershire Swindon and Wiltshire) area team in liaison with GHNHSFT, the host employer. This includes trainees in both the BGSW area and on behalf of BNSSSG (Bristol North Somerset Somerset South Gloucestershire).
Trainees will still be responsible for ensuring they are entered on to the list, and practices need to ensure this has taken place by the time the trainee starts. To find a performer click here.Please note BNSSSG and BGSW will still retain responsibility for managing performance in their areas, and will still pay practices trainer grants in their areas. Expenses and salary re-payments will be the responsibility of the host employer for all trainees employed by them, and the responsibility of the respective area team for locally employed GP trainees.
For any list-related queries please contact: SBS-I.SWMPL-FHS@nhs.net
How do Trainees get entered on the National Performers List?
The BGSW Area Team will ask each trainee to complete the following steps before they start:
1. download the NHS England National Performers List Application Form from the website here: http://www.performer.england.nhs.uk/Documents
2. Because the host employer (GHNHSFT) liaises with the Medical Performers List Team trainees ONLY to complete the following sections (no attachments are required):
· Sections 1 – number 3 up to number 37
· Section 7 - The Declarations
· Section 8 - Undertakings (Please ensure you have signed after this section)
· Section 9 - Equal Opportunities
3. Once completed, please post it back to the following address with sufficient postage:
Medical Performers List Team
Sanger House
5220 Valiant Court
Gloucester Business Park
Brockworth
Gloucester
GL3 4FE
If you have any queries please either email or phone: SBS-I.SWMPL-FHS@nhs.net 0300 421 1215
How do GPSTs submit expenses?
This year Gloucestershire Hospitals NHS Foundation Trust (GHNHSFT) took over the central employment of GP Specialty Registrars, with the exception of a small group that will in time transfer over. Therefore if your contract of employment is based with GHNHSFT then any claims for travel expenses will need to be submitted to Richard Giles, Medical Staffing Manager at the trust on the attached travel claim form to the address below. It is important that these are completed and submitted on a monthly basis, any claims over three months old will only be paid on extenuating reasons. Should you have any further questions regarding this, please email Richard at - richard.giles@glos.nhs.uk.
Address for completed forms:
Richard Giles, Medical Staffing Manager, Gloucestershire Hospitals NHS Foundation Trust, 1st Floor, Sandford Education Centre, Keynsham Road, Cheltenham, Gloucestershire, GL53 7PX