GP Trainer Re-Approval.
Thank you for your dedicated work as a GP Trainer for the Yorkshire and the Humber School of General Practice. HEYH are aware of the demands of this highly skilled role and endeavour to maintain the high standards of training.
From 2014 the re-approval process changed to align with GMC statutory responsibility for GP Trainers. HEYH tries to minimise the administrative burden throughout the re-approval process, however the trainer must demonstrate their statutory responsibility for ensuring the quality of their General Practice Trainer’s role through a 5 yearly cycle of GP trainer re-approval as stipulated by the GMC.
The evidence will look to satisfy the GMC standards.
There have been significant changes over the past few months as a result of the Covid pandemic - this meant that we postponed re-approval for some of you and we had to cancel trainers seminars that some of you were booked to attend. We are currently in the process of developing the trainers' seminars be delivered in a remote format.
In addition to these changes, we have changed the platform that we use for managing approval and re-approval applications from the current web app to a system called PARE. The new process will separate the approval and re-approval of practices from trainers to avoid repetition of submission of information. The PARE system is now being used for re-approvals due on 31st July 2021 and beyond and a SWAY guide has been produced which can be found here.
Once again thank you for your continued support in this process. The FAQs shown below and the documents shown at the bottom of this page are available for further information in the first instance.
If you require further information please see the FAQs below or contact the GP Trainer Quality Assurance team.
All sites from which training takes place need to be approved as an educational site and registered as such with the GMC.
I want to start training in a practice that is not a current training practice
- You need to arrange an initial visit from a TPD and the visit form is to be completed and uploaded to the web application (this may be part of the trainer approval process if you are also new to training).
- If the informal visit is satisfactory then a web app submission should be made and a formal visit requested (this would be when you are ready to submit for interview if you are new to training).
- Submission dates are 1 August to start training in February and 1 February for to start training in August.
- Your formal visit will be conducted by a QA tutor. You and your Practice Manager will need to be available for this visit.
- The web application will be reviewed by the Trainer approval interview panel. You will only need to attend the panel if you are also wanting to be approved as a trainer.
- Funding is available for approved trainers starting in a new to training practice to provide equipment for a trainee e.g books, bags and equipment, video recording and playback equipment.
My practice is moving site/ My practice is merging or federating with a practice not approved for training and I want my trainee to work at that site.
- You will need to arrange a visit from your TPD to assess the premises to ensure they meet adequate standards for training.
- If there are concerns about your new site then an action plan will be agreed with by you and the TDP and the TPD will revisit to check for completion.
- If the TPD still has concerns then they can request a formal visit.
- The completed visit form should be sent to the GP approvals team
How often do I need to be reapproved as a GP trainer?
Trainers will be approved on a 5-yearly cycle. This has been extended for soe currently due to be approved whilst new remote courses are developed
What Educational CPD is required during my approval cycle?
- You must attend the Trainer’s Seminar (remotely) - attendance is by invitation mid-way during the re approval cycle.
- You should undertake 50 hours of CPD over a 5-year cycle related to GP training role this can include trainer’s workshops, Spring and autumn schools.
- You must attend trainer’s workshops – Attendance at a minimum of 6 hours per year
- You must undertake Equality and Diversity training which should be updated 3 yearly
- You should have a PDP which includes GP trainer related objectives
How do I apply for re-approval?
- You will receive an email requesting that you complete the web application form.
- You MUST keep your email address up to date with the GP approvals team.
What evidence do I need to submit?
- Required evidence is based on 3 areas:
- Practice as a training environment
- Trainer and trainee in practice
- Trainer as Educator
How will my submission be assessed?
- Your web application will be assessed by 2 GP QA Locality leads as part of a virtual panel
- Further evidence can be requested as needed
- A final report will be issued to the trainer by the second reviewer
- Re-approval outcomes:
- Re-approval for five years (normally with identification of areas of good practice and recommendations for development)
- Re-approval for less than five years (with identification of areas to be addressed within a specific time)
- Practice visit to be arranged (if evidence is insufficient or concerns have been identified that require further investigation)
- The panel will make a referral to the School lead if major concerns are identified that are unlikely to be resolved at a practice visit, or if following a practice visit, major concerns remain that prevent re-approval of the trainer.
What happens if I don’t complete my application?
If you haven’t started your web application
- You MUST ensure that your email address is kept up to date with the GP approvals team
- You will get a follow up email 8 weeks after the requested submission date. Your training scheme and your practice manager will be copied in if their email address is known in case you did not receive the first email.
- If you do not submit an application for re-approval after the first reminder email then a further email will be sent to you warning you that it is assumed that the you no longer wishing to train and your name will be removed from GMC register as a trainer. Your GP scheme and practice manager will be copied in.
If you haven’t responded to request for further information
- You will receive a reminder email which will be sent to email address on the web application. Your scheme and practice manager will be copied in, in case you did not receive the original email request for further information.
I currently train within Yorkshire and the Humber
- If the you are moving to a current training practice, then you should inform the GP approvals team and the local schemes involved. There is no other action required.
- If you are moving to a non-training practice, then the practice needs to go through the formal approval process if the practice wishes to train (see above and site approval section in FAQs).
I have been approved in another Deanery and am moving into the Yorkshire and the Humber region
- Your approval status is unchanged and you can continue to train dependent on the practice training status, as for trainers moving within Yorkshire and the Humber (see above and site approval section in FAQs).
- You must inform the GP approvals team and your local scheme that you plan to start training in the area.
- If you are in your first re-approval cycle you will have a re-approval within 2 years of your initial approval as per Y&H trainers. All other trainers will have a 5-year re-approval cycle.
- You will be invited to and must attend the Trainers Seminar before your next re approval.
- Fallow periods of up to 12 months (other than enforced due to gaps in rotations) should be agreed with the local scheme and the GP approvals team should be informed.
- If the period is greater than 12 months then you need to show evidence of keeping up to date with training requirements and TPD support for returning to training. This will be assessed by the school lead on an individual trainer basis.
I am going on maternity leave
- The local scheme and the GP approvals team should be informed. If the period is greater than 12 months then the trainer needs to show evidence of keeping up to date with training requirements and TPD support for returning to training. This will be assessed by the school lead on an individual trainer basis.
It is always with sadness that we have to accept that for various reasons trainers no longer wish to train. The deanery, schemes and trainees all appreciate the time and effort that you will have put into your training role.
- Please confirm your intentions, including the exact date that you wish to stop training, by email to the GP approvals team.
- The approvals team will inform the GMC on your behalf. Please note that you will not be able to train after the date you training status is taken off the GMC register.
Below are all the resources available for supporting the content of the Trainers Seminars: -