Single Employer Acute Trust (Seat) Employment

SINGLE EMPLOYER ACUTE TRUST (SEAT) EMPLOYMENT

OF TRAINEES

FAQs & Facts

for Epsom GP Training Programme

What is the KSS Single Employer Acute Trust model, how did it start and how successful is it?

The Lead Single Employer for GP Trainees in KSS is the Acute Trust in the GP Training Programme area where the trainee commences their training programme, (currently operating in all KSS programme areas except Epsom). The arrangement has been in place since 2011.

The first year pilot fromAugust 2011:

Following consultation with a wide audience of trainers, Trusts, and trainees in December 2010, the KSS GP School carried out a pilot arrangement for GP trainees in their first year of training (ST1) to have a Lead Single Employer. The GP School and the Acute Trusts agreed a Service Level Agreement (SLA) to pilot the arrangement for a year.

Feedback relating to the pilot SEAT arrangement indicated that this pilot ran smoothly and was very positive for GP trainees, host organisations and the Lead Employers.

The second year pilot from August 2012:

The SLA arrangement extended to the employment of the new intake of GPST1s the continuing employment of those trainees moving into their GPST2 year. In East Kent the Trust rolled out an exceptional pilot to employ the GPST3 trainees.

The third year pilot from August 2013:

All SEAT Trusts employed GP trainees in ST1, ST2 & ST3with a contract to take them through the duration of their training programme.

Broad Based Training trainees were included in the SEAT arrangement in the appropriate programme areas.

Following the successful completion of a full cycle of the pilots (detailed above), the SEAT arrangement has become established across KSS Trusts who employ GP & BBT trainees for the duration of their GP Training programmes. The SEAT steering group meets with KSS GP School three times a year.

FACTS & IMPLICATIONS OF THE SINGLE EMPLOYER ACUTE TRUST (SEAT) ARRANGEMENT:

1. What does being SEAT employed mean for GP Trainees ? Trainees:

Will be employed by the Single Employer (Acute Trust that is associated with the GP trainees training programme) for the duration of the training programme.

Will follow the employment policies of the Single Employer

Will have their salary paid by the Single Employer

Will claim their Car Mileage Allowance through the Lead Employer based on the Trust’s and KSS GP School guidance (which is signed off by their GP trainer).

GPST1 & GPST2 trainees will claim all study leave reimbursements (including GP placement study leave) through the Lead Employer’s Medical Education Centre (which will be approved by the GP Training Programme Director).

GPST3 trainees will claim their study leave reimbursements direct from the HEEKSS GP School - claim form can be found here:

Will be offered the discretionary pre-purchased medical indemnity from the MDU, available through completing an on-line form. HEEKSS GP School will pay the fees direct to the MDU after the trainee completes the registration process.

Will apply for removals expenses (if appropriate) as per the HEEKSS policy (which under this process will cover BBT/GP trainees in a GP or hospital placement, as they are employees of the Acute Trust).

Will complete the GP Schoolon line SEGPR placement form to confirm details of a forthcoming GP placement.link

2. What does this mean for GP Training Practices who host a GP trainee from the SEAT:

SEAT Trainees will be employed by the Lead Single Employer - Acute Trust in the training programme.

GP Training Practices will provide a training placement in the Epsom programme and will host a SEAT employed trainee.

As a host organization, GP Training Practices are required to sign the SEAT SLA with the Single Employer Acute Trust:

• Follow the Host Organisation obligations in the SLA
• ensure the Acute Trust has appropriate contact details for the responsible practice manager or administrator,
• Complete monthly absence reports (including zero reporting) and significant and untoward events, especially if involving patient safety issues, and return this to the Single Employer Acute Trust

The GP Trainer completes and returns the HEEKSS/Trainer SLA for hosting a SEAT trainee.

The GP Trainer and the trainee signs the Joint Honorary/Educational Contract which is available on the SEAT web page

The practice will receive reimbursement of the GP Trainer grant for hosting the SEAT GP trainee, from HEEKSS GP School. This will be paid on receipt of the Trainer SLA and an invoice from the practice.

The GP Trainer will sign an honorary/educational contract with the GP Trainer

Complete a number of checks that the trainee has appropriate:

• GMC registration,
• Medical Indemnity
• Has applied to be/is on the National Performers list.

The Practice should retain evidence on file.

Will ensure that the trainee receives appropriate induction into the Practice including Health & Safety processes & procedures (as would be the case for all GP trainees in the Practice).

In summary, the some important benefits of the SEAT arrangement are:

• Trainees will have one employer for the three years in training: means trainees do not have to sign new contracts when moving between Trusts and GP practices
• Access to employee support services such as Occupational Health and HR when the trainee is in a GP placement
• Payroll functions managed by the Lead Employer
• Simpler and assured system through HEE KSS for receiving Trainer Grants

3. What is the responsibility of a “host” organization?

All organisations who host a SEAT trainee, will be known as a ‘Host Organisation’. These will include GP Training Practices, Mental Health Trusts, and other organisations where GP training placements have been organised as part of the GP training programme.

The Host Organisation will be required to support the Lead Single Employer and follow the obligations set out in the Lead Single Employer Service Level Agreement. The Lead Single Employer Acute Trust will forward the SLA to the Host Organisation for signing. A blank copy of the SLA can be found on the SEAT web page.

The GP Programme Directors will provide HEEKSS and the Lead Single Employer Acute Trust with a list of the Host Organisations, together with the rotation details for the trainees on a regular basis.

4. Who is the lead Single Employer for Epsom trainees?

Epsom & St Helier University Hospitals NHS Trust has agreed to be the lead single employer for Epsom trainees from December 2016. They will be consulting with trainees and taking a phased approach to employing the current trainees in the programme.

The Trust will employ GP trainees from December 2016 (those currently in ST1 & ST2 only).

ST3 trainees will continue to be employed by the Practice with whom they currently have a contract until the end of their training programme.

The Lead Single Employer Acute Trust will adhere to the agreed Lead Single Employer Service Level Agreement and employ GP trainees for the duration of their training programme. The Trust will communicate with the host organisations on a regular basis.

5. How do host organisations manage absence?

Annual leave

Trainees will have a fixed annual leave allocation to be used during the gp placement, the Trust and the trainee will confirm this. Leave cannot be carried over. The trainee will liaise with the practice to book annual leave. The practice will complete all leave periods on the returns requested by the SEAT Trust.

Unplanned Leave

Unplanned leave will be managed in accordance with the Trust policies. The trainee should notify the employer and the host organization of any absence as soon as is possible. The host organization will complete the absence on the SEAT Trust absence return.

6. How do we (in the practice) deal with any identified performance issues if we are not the employer?

HEE KSS is responsible for the management of the education and training of GP Specialty trainees, including processes such as review of curriculum delivery, progression through training including ARCP processes and quality management of training placements.

HEE KSS educational governeance processes also include the review of trainee progress through the Local Faculty Group (LFG) and access to the educational expertise of GP Programme Directors, Patch Associate GP Dean, Head of the GP school, Head of Primary and Community Care Education and ultimately the Postgraduate Dean of HEE KSS who is the Responsible Office for trainees in our programmes. A move to a lead employer model does not affect this overarching responsibility.

However, the trainee is an employee of the Trust and as such matters of concern arising in a “host” placement including issues of conduct and capability, fitness to practice and trainee involvementin serious untoward incidents should be shared with the lead employer. The responsibility for managing such issues whilst led by the lead employer is usually undertaken in conjunction with HEE KSS.

7. How are trainee concerns about a “host”managed?

The educational governance processes in KSS support trainees in raising concerns through the LFG, through their representative on the GPStR Training Committee and through GP Programme Directors. These processes are not affected by a move to the lead employer model. However trainees may also raise concerns directly with their employer. Investigations would usually be undertaken in conjunction with HEE KSS.

8. How is the GP Trainer grant paid?

The trainer will complete the GP School Trainer SLA and template invoice form when the trainee starts in post and send it to the KSS GP School.

The GP School will pay the trainer grant for the duration of the planned placement.

If the trainee has an extension to the placement or is approved to change to less than full time training an additional Trainer SLA and invoice for the extended period will need to be submitted for payment.

9. Will there be any Non-SEAT GP Trainees who need to be employed by the practice?

All other GP trainees not employed by the SEAT will be employed by the organization in which they are working – for GP Practices the existing processes should be followed. The current ST3 trainees in Epsom (as at December 2013) will continue to be employed by the practice.

Primary Care Support England (Capita) will reimburse the GP Training Practices for costs (salary, GP Trainer’s grant and expenses) relating to GP trainees not included in the SEAT process.

10. Who can I contact at the KSS GP School?

Queries relating to the Single Employer Acute Trust process should be referred to:

Sandra Forster(issues relating to the SEAT SLA)

Primary Care Business

Sultana Parvez(issues relating to Trainer Grant/trainee placements)

GP Training Recruitment

Dr Chris Warwick (for issues relating to trainee performance – after local resolutions have been explored)

Head of KSS GP

KSS GP School - Fact Sheet for Epsom SEAT arrangement – 7 Nov 2016 v1Page 1