Meetings with your trainees
You need two face to face meetings in your first 6 month post, one as the post starts and the registrar is new to the scheme, and one at the end of the post. Other than these face to face meetings you are able to communicate with the trainee through the e-portfolio. At the end of each 6 months you must meet up to complete the paperwork for the e-portfolio and (every year) ARCP panel.
The educators notes area of the e-portfolio can be used by the educational supervisor, clinical supervisor and training programme directors to leave information for the trainees.
What your meetings consist of:
- The post
- The person
- The clinical care of patients
- Relationships with patients
- Past work, and the completed objectives since the last meeting
- Relationships with colleagues
- Significant Event Analysis
- Progress towards CCT
- Educational needs
Things to do:
Declarations – Make sure the declarations are counter-signed.
Log entries – Make sure they have been read, validated and commented on where appropriate.
MSF & PSQ – Make sure the scores and comments have been released before the meeting so that the registrar can reflect on them.
CPR/AED/Safeguarding certificates – In ST3, ensure there is a certificate present in the compliance passport. If this is not present ask your trainee to scan it in, (even if they have shown you it) if it is not available to be seen in the e-portfolio at CCT, they could have a delay in completing training. Once it is viewable in the e-portfolio tick the box on the ES form to say it is there.
Educational Supervisor Capability Ratings – Make sure the 13 capability areas are updated and refer to any evidence in the E-portfolio which backs this up. This must be done before each ARCP panel. (See below for the ratings and what they mean)
What they mean – talk this through with the trainees
NFD – Below expectations Not enough evidence to place the grade any higher NFD – Meets expectations Evidence shows you are performing as expected of you at this time NFD – Above expectations Evidence shows you are working above the expected performance level – well done Competent for licensing At ST3 this level must be shown Excellent Evidence shows that you are working to an excellent level – well done
If a CS (who is with the trainee on a day to day basis) has rated as below expectations then ES can most likely not rate as meeting expectations unless new evidence and very good evidence shown.
The ARCP check list can keep both trainees and CSs organised:
Links for Educational Supervisors:
- Health Education Yorkshire and the Humber Educational Supervision
- Bradford VTS Information for Educational Supervisors
- RCGP information for Educational Supervisors
The Educational Supervisor’s Role is expected to:
- Provide feedback on the trainee’s progress and comment on the number and quality of entries, progress with WBPA and NOE (Naturally Occurring Evidence).
- The trainee is encouraged to complete the ESR check list prior to the ES meeting. This is to ensure that they have competed all the evidence required. The trainee is also expected to complete self ratings on capability rating scale prior to ESR meeting.
After the Educational Supervisors meeting:
- An Educational Supervisor’s Report (ESR) will be completed by the educational supervisor.
- This report will highlight any difficulties – either personal, educational or with the post.
- Therefore, the report has an “agreed action plan” to help the trainee.
The Deanery recommends that:
- There should be a high level of supervision throughout the final year as the year will be entirely in GP.
- It’s important to educate trainees about the quality of the log entries right at the ST1 stage. Getting in there early will help make the rest of the training journey (and future educational supervision meetings) loads easier.
- You need to be more vigilant at the ST2 stage too. Often all of these are in hospital posts where the risk of losing contact with trainees is high. We need to put in the effort to make sure that the GPSTRs are really up to date on learning general practice, developing their understanding of the GP competencies and demonstrating this.
- There is a move to expect more virtual supervision of e-portfolio by the ES, more reading and responding to log diary entries, more use of ‘educators notes’ (a section in the e-portfolio) to point out that somebody is behind ( if appropriate). In other words, that we make sure we do not see doing the ESR meetings as the role of the ES but that these meetings are punctuations on a continuous ( if intermittent) interaction between ES and GPSTR.
- Those who are behind/ under performing may need more meetings, as well as more continuous checking and reading and feeding back etc.
- The deanery expects all trainers to be an ES as required.