NHS FORTH VALLEY ACUTE OPERATING DIVISION CLINICAL ATTACHMENT POLICY

Transcription

1 Purpose NHS Forth Valley Acute Operating Division recognises that there is and will be for the foreseeable future a shortage of suitably qualified doctors and dentists in certain specialties. In order to address the shortages measures are being taken to support doctors and dentists. A clinical attachment is one such way of taking positive action. Clinical attachments allow a doctor or dentist from outside the United Kingdom to learn new skills and knowledge which will either allow the doctor or dentist to: Take up a post in the United Kingdom and complete additional qualifications, Enhance clinical practice and patient care outside the United Kingdom, Enable a doctor or dentist to complete their medical training outside the United Kingdom. This policy has been designed to enable everyone throughout the Division to understand the mechanisms involved in organising and approving a clinical attachment. The Policy is not intended to detract from or conflict with the NHS Education for Scotland Clinical Attachment Scheme but work in parallel with it. This policy does not apply to: medical students allocated to the Division by Universities in Scotland, school pupils on work experience or doctors or dentist obtaining experience in the Division who are on a substantive NHS contract elsewhere in the country. (The Postgraduate Administrators are responsible for co-ordinating the process of medical/dental students allocated to the Division. School pupils are dealt with by the Human Resource Department under the Division s Work Experience Policy. Doctors or dentists obtaining experience in the Division who are on a substantive NHS contract elsewhere in the country will be given Honorary Contracts or Locum Contracts depending on what registration restrictions are in place). Division Agreed Definition of Clinical Attachment Remit A clinical attachment is to be attached to a named consultant. The Division will allow them to observe and discuss clinical practice within a specialty however they will not be allowed to carry out hands on work nor disrupt the work of doctors or dentists in training. ( Hands on work requires an Honorary or Locum contract. Hands on work is work involving physical contact with a patient e.g. checking pulse, taking blood or work which could be construed as employment by the Immigration and Nationality Division. If in doubt look at the IND website: The clinical attachment must not assist in operations, administer drugs, record results or be left in charge of a patient. The named consultant or one of their colleagues must supervise them at all times. 1

2 The attachment will at all times follow the Division s policies, practices and procedures, which may be varied from time to time. In particular, the disclosure of commercial or other confidential information which may affect the Division s business interests or endangers the survival of any of its services will be regarded as a fundamental breach of the mutual confidence which must exist between the employer and the attachee. Eligibility A doctor or dentist wishing to take on a clinical attachment must: Have the right granted by the Home Office to obtain unpaid work experience and training. (See and then go to the Employers Information Link and the UK Passport Stamps link. This gives you information on which passport stamp is acceptable for those who are coming in as non-employees. If in doubt contact IND on their telephone help number.) Completed an acceptable internship of not less than 12 months. Thereafter, completed not less than 2 years in medical/dental practice overseas, of which not less than one year must have been spent in the specialty in which he/she wishes to pursue further training in the United Kingdom. Have a suitable degree of oral and written communication skills. Have a clean criminal record and disclosure background. If coming from overseas translated criminal records check document will be required. A medical/dental student wishing to take on a clinical attachment must have: The right granted by the Home Office to obtain unpaid work experience and training. (See and then go to the Employers Information Link and the UK Passport Stamps link. This gives you information on which passport stamp is acceptable for those who are coming in as non-employees. If in doubt contact IND on their telephone help number) Have a suitable degree of oral and written communication skills. A clean criminal record and disclosure background. If coming from overseas translated criminal records check document will be required. 2

3 Applications A doctor/dentist/medical/dental student wishing to carry out a clinical attachment must apply in writing to the Postgraduate Administrator for the relevant site. Applications must normally include: 1. A cover letter stating which department or unit they wish to obtain experience in and why. 2. A detailed Curriculum Vitae which shows previous work experience, all relevant postgraduate and undergraduate training, keys skills, and the names and addresses of three referees (one of whom should have been their most recent employer or educational adviser) 3. A copy of the diploma issued by the University or other body granting the applicant s medical qualification (not applicable if a medical student). 4. A copy of any postgraduate pass certificate (not applicable if a medical student). 5. A photocopy of a criminal records check if they are coming from out with the United Kingdom 6. Evidence of appropriate health immunisation i.e. Hepatitis B & C Tuberculosis, Tetanus, Chickenpox, Polio and Rubella. If applications are received elsewhere in the Division for example by , they must be forwarded on to the relevant Postgraduate Administrator. The Postgraduate Administrators will check with the Associate Medical Directors and General Manager if the Department and Unit have the capacity to take on a clinical attachment at the desired point in time (this period must be at least one month away). The postgraduate administrators will also check all the relevant documents have been received (See Appendix B for checklist). If there are documents missing they will send out a request letter or in line with Appendix I. It is the responsibility of the Personnel Co-ordinator to check all the documents are genuine and satisfactory. Consultant and Departmental Requirements In order for a clinical attachment to be authorised by the Associate Medical Director and General Manager, a consultant or department must inform the Associate Medical Director in writing every year (See Appendix A) that they wish to accept clinical attachments, in their areas of responsibility. The postgraduate administrators will write out to units on behalf of the Associate Medical Director by 31 st March every year to obtain this information. The consultant(s) desiring the attachment must agree with their colleagues that they are agreeable for this to take place and state clearly to the Associate Medical Director the periods when they are able to take clinical attachments. Clinical attachments must not occur at times when the consultant responsible for the individual is away on holiday or study/training leave or periods when the department anticipates exceptional service pressure. A work plan must be agreed prior to the commencement with clear outcomes and performance measures. 3

4 Post Clinical Attachment Feedback During the last week of the Clinical Attachment the Personnel Co-ordinator will provide the Consultant responsible for the attachment with a standard post-attachment review form (See Appendix H). The Consultant responsible for the attachment will complete this with the individual concerned. This will enable a record to be kept by both parties of skills and knowledge learned, learning need requirements, and career aspirations. The individual completing the clinical attachment and the relevant unit Personnel Co-ordinator will retain a copy of this form. Approval The Associate Medical Director and General Manager have two weeks (except during holiday periods) to approve the clinical attachment. If the attachment is approved, the Postgraduate Administrator will forward the information on to the relevant Unit Personnel Co-ordinator (See Appendix C). The Personnel Co-ordinator will then offer the individual a clinical attachment (see Appendix F) subject to obtaining: At least two suitable references (one from the most recent employer or educational adviser) - Appendix G is the standard request, A satisfactory occupational health check and A clean criminal records check. Confirmation from the individual that they are not applying for the NHS Education for Scotland (North, West or East) Clinical Attachment Schemes. Evidence of the right granted by the Home Office to obtain unpaid work experience and training. The doctor/dentist/medical/dental student concerned will be sent a paper (fax) or electronic occupational health questionnaire, and a Doctors Declaration form (unless they are a student) to complete and return within one week. If the doctor/dentist/medical/dental student resides out with the United Kingdom, they must be able to supply a clean and satisfactory Criminal Records (Police) Certificate (translated into English) prior to commencing with the Division. If the individual is residing within the UK, then they will be sent a Disclosure Scotland Form, which they must complete and return with the relevant documents (passport, drivers licence, birth certificate) to the appropriate Personnel Co-ordinator within two weeks. The Clinical Attachment must accept in writing (an is satisfactory) the offer of the clinical attachment within two weeks of the letter/ being sent by the Personnel Co-ordinator. The Personnel Co-ordinators will maintain and update a database of the Division s clinical attachments. Clinical Attachments must prior to their commencement have a full Occupational Health Check with an NHS Forth Valley Occupational Health nurse. On their first day as an attachment, they must meet the Personnel Co-ordinator for the Unit or another delegated member of staff to obtain an Identity badge. In addition, on the first day the 4

5 clinical attachment will also be given an induction by the department concerned which covers the basic health, safety, fire and security regulations. Non Approval If an application for a clinical attachment is not approved the case the Postgraduate Administrator will send out a standard letter to the doctor/dentist/medical/dental student, thanking them for their interest in the Division and stating that on this occasion the Division is unable to offer them attachment. Payment and Accommodation The Division will not provide any financial support for clinical attachments or accommodation. Personnel Co-ordinators will assist individuals by providing details of suitable local rented and bed and breakfast accommodation. Attachment Periods Clinical Attachments will usually be for a minimum of 3 weeks and must not exceed 6 months. Extensions are not normally granted but will be considered under exceptional circumstances. 5

6 Procedure Timescales Appropriate documents received by Postgraduate Administrator Postgraduate Administrator refers 5th working day to appropriate Associate Medical Director and after appropriate General Manager documents arrive (unless on holiday) Associate Medical Director and General 15th working day Manager decide and inform Postgraduate administrator after document Postgraduate administrator arrive (process may be extended by another 10 days if over a holiday period) Postgraduate Administrator forwards to 18th working day Personnel Co-ordinator if successful/replies to after documents Individual on standard letter if unsuccessful arrive If successful Personnel Co-ordinator offers 20th working day individual Clinical Attachment subject to terms after documents issues being met. arrive Subject to the relevant documents being completed 20 or > working and procedures carried out individual starts attachment days after documents arrive Policy agreed by Executive Management Team: NAME & date: Policy Agreed by LNC Representative: NAME & date: 6

7 Appendix A Departmental view on clinical attachments To: Associate Medical Director (insert unit) From: (Print unit) (Print name) (Signature) Date: (insert) I/we confirm that I/we are/are not willing to consider clinical attachments in our department during this year (1 st April st March 2005). I/we accept that I/we will be consulted prior to any clinical attachment starting. (If willing to consider clinical attachments, please complete). We are likely to be able to take clinical attachments during the following dates: (list dates) I/we have noted that February and August due to junior doctor changeovers are periods of pressure on the hospitals in the above dates. Please return to your unit Associate Medical Director. 7

8 Appendix B Postgraduate Administrator Checklist Document Received Yes/No Comments Cover letter stating which department or unit they wish to obtain experience in and why. Detailed Curriculum Vitae which shows previous work experience, all relevant postgraduate and undergraduate training, keys skills, and the names and addresses of three referees Photocopy of the diploma issued by the University or other body granting the applicant s medical qualification (not applicable if a medical student) Photocopy of any postgraduate pass certificate (not applicable if a medical student) Photocopy of a translated criminal records check (if they are coming from out with the United Kingdom) Evidence of appropriate health immunisation i.e. Hepatitis B and C. 8

9 Appendix C Postgraduate Administrator Memo To: Personnel Co-ordinator (insert unit) From: Postgraduate Administrator Date: (insert) Subject: Clinical Attachment within NHS Forth Valley Please find attached all the documents related to:. (insert name). This attachment was approved by: (print name) on (date). Please note(insert any additional comments):.. 9

10 Appendix D Postgrad rejection letter Date Dear (Insert details), Thank you for your expressing an interest in NHS Forth Valley Acute Operating Division. Unfortunately, we are unable to provide you with a Clinical Attachment. We wish you all the best in your future career. Yours sincerely, Postgraduate Administrator On behalf of Forth Valley NHS Board 10

11 Appendix F Form of Offer and Acceptance of Clinical Attachment <date> <Title> <Forename> <Surname> <Address> Dear <Title> <Surname>, Offer of Attachment I am instructed by the Forth Valley NHS Board (hereafter referred to as the Board) to offer you/ confirm the offer of a Clinical Attachment in <Specialty> at <base hospital> commencing on <DOC> for a period of <duration> terminating on <end date> (inclusive). This is subject to: You providing at least two suitable references (one from the most recent employer or educational adviser), Satisfactory occupational healths checks once in Forth Valley. (This will include a suitable immunisation status from documents already provided). A clean criminal records check. You providing written confirmation that you are not applying for the NHS Education for Scotland Clinical Attachment Scheme Evidence of the right to obtain unpaid work experience and training as granted by the Home Office. (Your passport and other relevant documents will be checked prior to commencement). Applicable collective agreement The attachment will be subject to the Terms and Conditions of the Board s Clinical Attachment Policy (Acute Operating Division) as amended from time to time. Policies and Procedures You will at all times carry out your duties under this agreement according to the Board s policies, practices and procedures, which may be varied from time to time. 11

12 Data Protection and Confidentiality In the course of your clinical attachment you may find out information about staff or patients or other aspects of the NHS Forth Valley s activities. As a clinical attachment you agree to maintain confidentiality at all times and are responsible for ensuring that information relating to attachment is kept and maintained securely in accordance with the requirements of the Data Protection Act (1998), Board policies and good practice. In particular, the disclosure of commercial or other confidential information which may affect the Board s business interests or endangers the survival of any of its services will be regarded as a fundamental breach of the mutual confidence which exists between the Board and yourself. You should seek advice from your General Manager, Unit Personnel Office, Caldicott Guardian or Data Protection Officer if you are in any doubt whatsoever. Unauthorised disclosure or removal of information will lead to termination of clinical attachment and may lead to legal action being taken. The Personnel Co-ordinators will retain all copies of your application, Curriculum Vitae and job plan and job plan review documents for a period of 6 years. This is to ensure that the Board is able to provide suitable references if required to attachments, assist in future Board recruitment and ensure a suitable audit trail. Duties Your hours and commitments are as agreed in the work plan. The Board requires you to complete a review of the work plan prior to you leaving your attachment. Pay You will receive no salary for this attachment nor benefits from the Board for example accommodation or travel expenses. Pension Your attachment will not entitle you to any pension rights. Notice You are entitled to receive 1 weeks notice of termination of attachment unless there has been a fundamental breach of trust between you and the Board. Registration and insurance You are not covered by the NHS Hospital and Community Health Services Indemnity against claims of medical negligence. The Health Departments therefore advise that you maintain membership of your medical defence organisation if you are a doctor or dentist. Additional work You agree not to undertake locum medical or dental work for Board or any other party unless agreed with your General Manager and you are suitably registered (GMC/GDC/Home Office IND Immigration Documents). Residence This attachment does not require you to reside in the hospital and accommodation will not be provided free of charge. 12

13 Leave/Sickness You must inform your agreed supervisor of any leave you have planned for the period of your attachment prior to the attachment occurring. If you are sick and the your named supervisor is expecting you in, you must make reasonable efforts to contact the named supervisor to let them know the situation. Property The Board accepts no responsibility for damage to or loss of personal property, with the exception of small valuables handed to their officials for safe custody. You are therefore recommended to take out an insurance policy to cover your personal property. Grievance procedure Should you have any grievance relating to your attachment you are entitled to discuss the matter in the first instance with the consultant to whom you are responsible, and where appropriate to consult, either personally or in writing, with HR, at NHS Forth Valley Acute Operating Division Headquarters, Westburn Avenue, Falkirk FK1 5SU. Misconduct If you are found to be breach of Board policy and procedures you will be asked to leave the Board premises and your attachment will be terminated. References The Board is not obliged to provide you with references after you have been attached to it. If a reference is provided it will have to declare any issues which have arisen from your job plan review. Health & Safety Statement Clinical attachments have a responsibility for their own health & safety and the health & safety of others who may be affected by what they do. Attachments also have a duty to co-operate with the Board by following NHS Forth Valley policies and procedures and safe systems of work; by using equipment safely and by bringing any shortcomings in health and safety arrangements to the attention of the Board. Where something is provided in the interests of health & safety clinical attachments must not interfere or misuse it. All attachments have a legal responsibility to report any shortcomings in terms of this in their area. Managers and supervisors have a responsibility for monitoring health & safety arrangements and ensuring staff are following policies and procedures and safe systems of work. Acceptance If you agree to accept the attachment on the terms specified above, please sign the form of acceptance on the following page and return it to me. A second signed copy of this is attached, which you should also sign, and retain for your future reference. 13

14 Yours faithfully NHS FORTH VALLEY ACUTE OPERATING DIVISION Signature <Name of signatory> <Post Title> On behalf of Forth Valley NHS Board Acute Operating Division PLEASE DO NOT DETACH I hereby accept the offer of an attachment mentioned in the foregoing letter on the terms and subject to the conditions referred to in it. Signature Date This offer, and acceptance of it, shall together constitute an agreement between the parties. 14

15 Appendix G Reference Request Sheet Ref. <date> «Title» «FirstName» «LastName» «Address1» «Address2» «City» «PostalCode» Dear «Title» «LastName» CLINICAL ATTACHMENT REFERENCE «Title» <<Forename>> <<Surname>> has applied for a clinical attachment and has given your name as a referee. I should be grateful if you could provide me with your views about the candidate s suitability. As a guide, we would ask for your response to consider the following: The length and nature of your working relationship with «Title» <<Surname>> Factual information relating to duties currently undertaken, performance and particular contributions to the organisation Particular personal strengths, and any identified development needs Any health related matters which may be of importance Any other information/remarks of relevance in giving your opinion as to the candidates suitability for an attachment «Title» <<Surname>> would like to start his clinical attachment on <<date>> and I would therefore be grateful for a reply as soon as possible. You could fax the reference to me on fax <<form field>>, but please also forward the original reference to us in the envelope provided. Thank you for your assistance. Yours sincerely <Name> Personnel Co-ordinator <Unit Name> Unit NHS Forth Valley Acute Operating Division Tel. <Contact Tel No> 15

16 Appendix H Follow-up review sheet FORTH VALLEY ACUTE OPERATING DIVISION Assessment of Clinical Attachment CLINICAL ATTACHMENT S NAME:. GMC/GDC No (if relevant) SPECIALTY.. HOSPITAL. PERIOD. UNIT THE CLINICAL ATTACHMENT S PERFORMANCE IN HAS BEEN *: GOOD. AVERAGE POOR. UNSATISFACTORY **. ** In the event of unsatisfactory work by a locum doctor/dentist, please give more details. WOULD YOU EMPLOY THIS CLINICAL ATTACHMENT IN A NON-CLINICAL ATTACHMENT GRADE IN THE HOSPITAL AGAIN? YES NO Please tick as appropriate Please give reason 16

17 FORTH VALLEY ACUTE OPERATING DIVISION CLINICAL ATTACHMENTS POLICY DOES THIS CLINICAL ATTACHMENT HAVE ANY TRAINING NEEDS THAT YOU HAVE IDENTIFIED? SUMMARY PLEASE TICK THE APPROPRIATE BOXES: KNOWLEDGE Theoretical Medical/Dental Clinical Skills ATTITUDE Reliability Time keeping RELATIONSHIPS Colleagues Patients Other staff Communication skills PERSONAL QUALITIES Appearance Integrity Interpersonal skills (Please tick as appropriate) GOOD AVERAGE BELOW AVERAGE UNACCEPTABLE NAME OF SUPERVISING DOCTOR/DENTIST Signed Date.. STATEMENT OF CLINICAL ATTACHMENT I have seen the above assessment report and I agree/disagree* with its contents. If you disagree with the contents you should tell the medical director. Comments by Locum doctor/dentist (if desired). *Please delete as appropriate 17

18 Dear Sir/Madam, FORTH VALLEY ACUTE OPERATING DIVISION CLINICAL ATTACHMENTS POLICY Appendix I Postgraduate Centre, Stirling/Falkirk & District Royal Infirmary NHS Forth Valley Acute Operating Division Rest of Address Thank you for expressing interest in obtaining a clinical attachment at our hospital. In order that we can consider you request further we require the following details: Date Details of which department or unit you wish to obtain experience in and why. (Tick for missing document) A detailed Curriculum Vitae which shows previous work experience, all relevant postgraduate and undergraduate training, keys skills, and the names and addresses of three referees (one of whom should have been their most recent employer or educational adviser) A copy of the diploma issued by the University or other body granting medical qualification (not applicable if a medical student). A copy of any postgraduate pass certificate (not applicable if a medical student). A photocopy of a criminal records check if you are coming from out with the United Kingdom which is translated into English. Evidence of appropriate health immunisation i.e. Hepatitis B & C Tuberculosis, Tetanus, Chickenpox, Polio and Rubella. Please return these to the address above. Yours gratefully, Postgraduate Centre Administrator, Postgraduate Centre Stirling/Falkirk & District Royal Infirmary 18