MEDICAL ON CALL ROTAS
RESPONSIBILITIES AND COVER ARRANGEMENTS
This document has been produced to ensure roles and responsibilities are clear in relation to out of hour’s medical cover and in particular the arrangements for cover during absence of a rostered doctor. There are no changes to existing procedures within this document although it serves to bring together a number of previous documents into a single paper.
CONTENTS
1. The different on call rotas in place at LPT / 22. The rota co-ordinators / 3
3. Making changes/swaps to the rotas / 3
4. Notification and arrangements for cover in the event of sickness absence / 3
5. Responsibilities of all doctors / 4
6. E-Rostering / 4
Protocol for identifying a duty doctor in the event of the rostered duty doctor being absent during normal office hours / Appendix 1
Protocol for identifying a duty doctor in the event of the rostered duty doctor being absent outside normal office hours / Appendix 2
Procedure to be followed when locum on call cover cannot be found (Core Trainee / FY2 rotas) / Appendix 3
Adult Consultant rotas – duties and responsibilities / Appendix 4
Specialty Registrar rotas (Adult & Old Age) – duties and responsibilities / Appendix 5
Core Trainee/FY2 rotas – duties and responsibilities / Appendix 6
Important telephone numbers / Appendix 7
1. The different rotas in place at LPT
Consultant / MHSOP / Whole City & County / Weekdays 9am-9am
Weekends 9am-9am
Consultant / East Adult Services / East City
East County
Oadby & Wigston
Blaby & Lutterworth
Charnwood / Weekdays 9am-9am
Weekends 9am-9am
Consultant / West Adult Services / West City
West County (Hinckley & Bosworth and part of Blaby)
NW Leicestershire / Weekdays 9am-9am
Weekends 9am-9am
Consultant / CAMHS / All CAMHS patients / Weekdays 9am-9am
Weekends 9am-9am
Consultant / Learning Disabilities / All LD patients / Weekdays 9am-9am
Weekends 9am-9am
Specialty Registrars / East StR Rota / Adult & Old Age for the East (as referred to above) / Non resident
Weekdays 5pm-9am
Weekends 9am-9am
Specialty Registrars / West StR Rota / Adult & Old Age for the West (as referred to above) / Non resident
Weekdays 5pm-9am
Weekends 9am-9am
Specialty Registrars / CAMHS & LD StR Rota / Combined rota to include all CAMHS & LD patients / Non resident
Weekdays 5pm-9am
Weekends 9am-9am
Core Trainees/FY2 / Bradgate/Bennion / Bradgate & Bennion sites
Bradgate & Bennion sites
Back up bleep holder 9am-5pm.
5.00pm to 6.30pm and 9.30pm to 9.00am - back up for resident on call doctor and first on call for Arnold Lodge/Willows
6.30pm-9.30pm (weekdays) and 9am-12pm (weekends) - Works with resident full shift doctor. Covers Belvoir, Herschel Prins Centre, the Bennion wards and Arnold Lodge/Willows when on site. / Resident
Long day 9am-9pm
Night 8.30pm-9.30am
Non Resident
24 hour on call shift 9am – 9pm
Core Trainees/FY2 / Evington / Evington, Barnsdale & Beaumanor Wards / Resident
Long day 9am-9pm
Night 8.30pm-9.30am
Core Trainees / Central Duty Rota / LRI A&E / Non resident
Long day (week) 5pm-9pm
Long day (weekend) 9am-9pm
Night 9pm-9am
2. The rota co-ordinators
The rota co-ordinators are responsible for writing the rotas.
Rota Name
/Rota Co-ordinator
Consultant MHSOP
/Dr Sri Suribhatla
Consultant East Adult Services
/Dr Harsh Jhingan
Consultant West Adult Services
/Dr Debasis Das
Consultant CAMHS
/Dr Alex Witcomb
Consultant Learning Disabilities
/Linda Hayes
East StR Rota
/Dr J Murray
West StR Rota
/Dr R Sood
CAMHS & LD StR Rota
/Dr Syed Khan (LD) & Dr Bala Nambi (CAMHS)
Core Trainees/FY2 (All)
/Medical Staffing
3. Making changes/swaps to the rota
Consultant rotas:
The individual wishing to make a swap or change to the on call rota must inform the rota co-ordinator, the Trust switchboard (x6000), Medical Staffing and the site Reception for the rota i.e Bradgate, Brandon etc, and all other necessary parties.
All other rotas:
If a trainee wishes to make a swap or change to the on call rota, both parties involved in the change must sign a form (available from Medical Staffing and on the LPT e-Source Intranet) to agree the change and send it to the Medical Staffing office. The original rostered doctor is responsible for informing the relevant reception and switchboard of the change.
In the near future, swaps will be possible through the online e-Rostering tool. See section 6 for further information.
4. Notification and arrangements for cover in the event of sickness absence
Consultant rotas:
The individual should notify their Secretary and the Team Administrator of any sickness absence and inform if they are rostered on call. The Secretary should in turn inform the Clinical Director of the absence and the Team Administrator will ensure the absence is correctly recorded for payroll purposes. The Secretary will liaise with colleagues on site to arrange cover. If cover cannot be found the Clinical Director should be notified.
StR Rotas:
The individual should notify their Secretary and Medical Staffing of any sickness absence. If rostered on call, they should also inform the rota co-ordinator. The rota co-ordinator will help the individual to arrange on call cover. Rota Co-ordinators cross cover each other for their own sickness absence in relation to their Rota Co-ordinator role.
Core Trainee/FY2 Rotas:
The individual should notify their Secretary and Medical Staffing of any sickness absence.
The Medical Staffing Department is responsible for arranging on call cover only for shifts between 5pm and 9am Monday to Friday in the case of sickness absence or where there are vacancies on the rota. The Medical Staffing Department will also find weekend cover for vacancies or where sickness absence has been reported during the week.
If the rostered junior doctor is absent during the normal working day (9am-5pm) the protocol outlined in Appendix 1 will be used.
If the rostered junior doctor becomes absent outside the normal working day i.e. after 5pm when the Medical Staffing office is closed, the protocol outlined in Appendix 2 will be used.
If locum on call cover cannot be found, for Core Trainee/FY2 rotas, the procedure outlined in Appendix 3 should be followed.
5. Responsibilities of all doctors
· All rotas include prospective cover and therefore individuals are responsible for arranging cover for their duties when taking annual leave or study leave. Medical Staffing will not arrange locum cover for any doctor to cover annual or study leave.
· Individuals are responsible for the correct notification of any changes/swaps to the rota. This applies to all grades and all rotas.
· The notification of sickness absence should be done in good time to ensure that cover arrangements can be made. If a doctor is unable to fulfil an on call duty due to sickness absence they are expected to notify those necessary by 10.00am.
· It is expected that when Core Trainees/FY2 doctors are seeking cover for planned leave i.e. Paternity Leave, that they work with the Medical Staffing Department to source cover.
6. E-Rostering
An online tool provided by Zircadian has been purchased until May 2013 to manage the on call rosters for junior doctors. The tool is in developmental stages by Zircadian and therefore the different levels of functionality are being released at various intervals. Currently ‘live’ rosters for all junior doctors are available. (see https://products.zircadian.com/MRM/Login/Login.aspx)
Appendix 1
PROTOCOL FOR IDENTIFYING A DUTY DOCTOR IN THE EVENT
OF THE ROSTERED DUTY DOCTOR BEING ABSENT
DURING NORMAL OFFICE HOURS
1. This protocol is limited to:
· the normal working day – i.e. Monday to Friday 9am – 5pm
· unexpected absence of the duty doctor due to circumstances such as illness
2. In the event of sickness of the duty doctor, the person holding the on call bleep will work backwards through the rota, contacting each doctor in turn until someone agrees to hold the bleep.
3. Doctors who are contacted will be obliged to hold the bleep if they are present on the site, regardless of ward rounds or outpatient clinics on the site. The exceptions to this would be if the doctor were undertaking an ECT or an outpatient clinic off site.
4. If the doctor who has agreed to hold the bleep from 5pm is present on the site, it is expected that they will hold the bleep from 9am, unless they are in ECT.
5. If it proves impossible to find a doctor to hold the bleep, it will be the responsibility of the Consultant on call to arrange for someone to hold the bleep.
6. Under no circumstances should bleeps be handed over to switchboard/reception staff or to involve medical secretaries or administration staff in the identification of a duty doctor.
Appendix 2
PROTOCOL FOR IDENTIFYING A DUTY DOCTOR IN THE EVENT
OF THE ROSTERED DUTY DOCTOR BEING ABSENT OUT OF NORMAL OFFICE HOURS
1. If the duty doctor (1st on call) becomes sick they should contact the appropriate On Call Consultant (as outlined below) via the switchboard – telephone: 0116 225 6000.
· trainees working on the Evington rota should contact the MHSOP Consultant
· trainees working on the Bradgate/Bennion rota should contact the East or West Adult Consultant
· trainees working on the Central Duty rota should contact the MHSOP Consultant
(MHSOP = Mental Health Services for Older Persons)
2. The On Call Consultant will find cover by contacting other trainees and Specialty Doctors/Associate Specialists, that have specifically stated that they are interested in undertaking additional locum duties.
A list of all trainees (years 1-3) home/mobile telephone numbers will be given to all On Call Consultants and the switchboard specifically for this purpose. The list will also contain the telephone numbers of Specialty Doctors/Associate Specialists that have expressed an interest in covering additional duties as a locum.
3. Under Whitley terms and conditions doctors in the training grade are expected to cover for the occasional brief absence of colleagues as far as is practicable. Any doctor that provides cover will be paid at the locum CT1-3 rate.
4. Once cover is arranged the Consultant should inform the following of the change;
a. the switchboard – telephone 0116 225 6000
b. the LRI switchboard – telephone 0116 258 5165 if the change impacts on the Central Duty rota.
c. the Medical Staffing department – telephone 0116 225 6591 (answer machine out of office hours)
5. The Medical Staffing department will;
a) record the sickness period on ESR for payroll,
b) record the locum cover to match to the locum claim form once it is submitted for payment,
Appendix 3
PROCEDURE TO BE FOLLOWED WHEN LOCUM ON CALL COVER CANNOT BE FOUND (Core Trainee/FY2 rotas)
1. If the 1st on call duty doctor working on the Bradgate/Bennion or Evington rotas becomes sick, the Central Duty doctor will cover the vacant site if a locum cannot be obtained.
2. If the Central Duty rota 1st on call doctor becomes sick, or absent to cover another rota, the StRs on the East and West rotas will act down as first on call for A&E, Leicester General and Glenfield Hospitals. Consultants on call will act down as first on call for the community and police station referrals. There will be no change in the East and West rule. There will be extra remuneration for StR’s acting down based on the Core Trainee on call rates.
3. If two 1st on call doctors are unwell whilst on call, the Central Duty rota will be covered as described in point 2 above. The MHSOP Consultant will liaise with the East and West Adult Rota Consultants to inform them of the situation and co-ordinate covering all the rotas.
4. Medical Staffing will notify Consultants on the East, West and MHSOP rotas and the Specialty Registrars on the East and West rotas if any of the on call duties on the Core Trainee rotas are not filled.
5. The Trust recognises that there will be some exceptional circumstances when Consultants will need, at short notice, to provide cover out of hours, for absent colleagues over and above the normal prospective cover arrangements. Any Consultant that does provide such cover will be recompensed. The Trust has a document entitled ‘Agreement for Consultants covering for absent junior colleagues’ which is available from the Medical Staffing office.
Appendix 4
ADULT CONSULTANT ROTAS – DUTIES AND RESPONSIBILITIES
GENERAL INFORMATION
· You will be on call for either the East or West General Adult on call rotas depending on the location of your beds. There is a separate on call rota for Old Age Psychiatry. The City East/West split is: From South Wigston – the railway line as far as London Road (Waterloo Way is West); through the city centre along Granby St., Gallowtree Gate, Church Gate (all East), St Margarets way (West), then the River Soar up to the county boundary in Birstall. All general psychiatry services are dependent on the GP practice the patient is registered with irrespective of the address of the patient or the branch surgery the patient visits. Currently people with a City GP but a County address will be seen by the County consultants. People with a County GP and a City address will be seen by the City consultants. This will apply until the County reconfiguration is completed. At that time, the consultant attached to a GP will see all patients registered with their own GP irrespective of where they live.