Instructions for administering GMC colleague and patient questionnaires

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Lorin Porter
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1 Istructios for admiisterig GMC colleague ad patiet questioaires The followig istructios relate to the GMC s colleague ad patiet questioaires. If you are usig a differet questioaire to collect feedback, you should use the istructios provided with that questioaire. This guidace is aimed at those resposible for admiisterig GMC questioaires ad those hadlig ad distributig GMC questioaire i their orgaisatios. However, idividual doctors, appraisers ad Resposible Officers may also be iterested i readig these istructios. If you are a appraiser, or are resposible for feedig back the questioaire results, detailed backgroud iformatio is available i Iformatio for appraisers: Iterpretig ad hadlig multisource feedback results. This guidace is based o how the GMC questioaires were admiistered durig two phases of pilotig ad research that ivolved over 1450 doctors, patiets ad colleagues. Before you begi You eed to esure that: All iformatio ad resposes will be held i lie with the data protectio legislatio. Doctors will ot see ay idividual resposes from colleagues or patiets. Feedback to doctors must be based o the aswers from everyoe takig part. No respodets should be idetifiable i ay way. You make the questioaires available i alterative formats such as large prit, whe requested, to meet the eeds of respodets (i lie with your legal resposibilities uder the Equality Act 2010). Distributio Patiet questioaire The GMC questioaire is desiged to be admiistered to 45 cosecutive patiets (or carers) as a postcosultatio or exit survey. It should take patiets about five miutes to complete. To gai a good overall perceptio of performace through the eyes of their patiets, doctors should aim to collect a miimum 34 completed questioaires from their patiets. Further iformatio about the testig ad pilotig of the questioaires is available o the GMC website. I cliical settigs, the survey pack ca be distributed by receptio staff or other cliical staff. Patiets should be ecouraged wherever possible to complete their questioaire i the waitig area, immediately after their appoitmet with the doctor, ad retur it i a sealed evelope to a deposit box i the cliic. Wherever possible, the questioaires should ot be distributed directly by the doctor. However, i some settigs, the doctor may eed to approach patiets ad distribute the survey packs themselves at the ed of the cosultatio. If a deposit box is ot feasible, patiets may take the questioaire home ad post their completed questioaire to the survey orgaisatio i a replypaid evelope. However, this may affect the umber of completed questioaires retured. If the patiet is a youg child (uder 12) or lacks metal capacity, a carer (or proxy ) ca complete it o the patiet s behalf. However, a proxy should ot be used as a default for patiets who require questioaires i a alterative format. Reasoable adjustmets should be made for patiets requirig questioaires i alterative formats i lie with legal requiremets set out uder the Equality Act The GMC is a charity registered i Eglad ad Wales ( ) ad Scotlad SCO37750)

2 Selectio of patiets You do ot eed to select particular patiets to complete the feedback questioaire. The questioaire should be provided to 45 cosecutive patiets to esure that a full ad ubiased represetatio of your patiets is reflected i the feedback sample. However, there may be istaces where you judge that it is ot appropriate to seek feedback from a particular patiet. Doctors ad staff eed to exercise professioal judgemet about the appropriateess of requestig feedback from a patiet, while esurig that o bias is occurrig i the patiet sample. Who is a patiet? For the majority of doctors i cliical practice idetifyig patiets who ca provide feedback will ot be a problem. However, some doctors do ot see patiets ad will woder whether they eed to seek feedback from others. You should ecourage these doctors to thik very broadly about who i their day to day practice might have somethig to cotribute that will help the doctor demostrate their skills ad provide them with material for reflectio at appraisal. Colleague questioaire At the start of the process, the doctor will eed to omiate 20 colleagues who are able to provide feedback o their professioal performace. The omiated sample should be made up of a mixture of medical ad o-medical colleagues (10 medical ad 10 o-medical if possible). To gai reliable feedback from colleagues, the aim should be to collect a miimum of 15 completed colleague questioaires. Data collectio for the colleague survey should be maaged by a idepedet survey orgaisatio. Doctors provide the survey orgaisatio with a list of their omiated colleagues, ad their or postal addresses. Each colleague o the list is the approached by the survey orgaisatio ad ivited to complete a olie questioaire usig a secure process. A paper versio of the questioaire ca be made available o request. Selectio of colleagues Whe selectig medical colleagues, we suggest choosig: At least oe colleague from your specialty At least oe colleague to whom you regularly refer patiets, where applicable At least oe colleague with whom you regularly discuss patiets or who refers patiets to you For surgical specialists, at least oe aaesthetist with whom you frequetly work For aaesthetists, at least oe surgical specialist with whom you frequetly work Your lie maager, if you have oe Geeral practitioers should also try to iclude: At least oe colleague at your practice, or if you are a sole practitioer, the colleague with whom you most frequetly commuicate o cliical issues A juior peer A seior peer (such as a seior geeral practitioer colleague or cosultat) At least oe urse with whom you frequetly work Hospital-based doctors should also try to iclude: The ward maager ad a urse (or urses) from the ward you most frequetly work i A staff urse from the Outpatiets departmet For cliicias udertakig procedures, at least oe theatre urse with whom you frequetly work Whe selectig o-medical colleagues, you might cosider A pharmacist Admiistrative staff such as receptio or secretarial staff workig withi your team Other health professioals with whom you work (such as a physiotherapist, occupatioal therapist, commuity metal health urse or laboratory techical staff)

3 Self-assessmet questioaire Each doctor should complete a self-assessmet questioaire. Most survey orgaisatios will make this available olie, ad remiders will be set to o-respodig doctors. A paper versio ca be made available o request. Collatio Resposes must be collated idepedetly of the doctor, appraiser ad Resposible Officer. Feedback Doctors should receive feedback from a idividual with experiece i providig feedback. The Feedback report A persoalised summary report should be set to each idividual doctor. All iformatio must be aoymised ad the doctor must ot be able to idetify respodets from ay iformatio provided. Uderstadig bias ad limitatios i the results The GMC questioaires have bee subject to detailed research which has eabled us to idetify particular biases ad limitatios. Those resposible for appraisig doctors eed to be aware of the limitatios of, or potetial sources of bias i the feedback obtaied usig the GMC colleague ad patiet questioaires. As with ay questioaire, these potetial sources of biases eed to be take ito accout whe iterpretig ad providig feedback. Examples of limitatios ad biases are set out below. More detailed iformatio is available i the Iformatio for appraisers. Pilotig has foud that feedback from both colleagues ad patiets is overwhelmigly positive. There is a bias towards positive assessmets. This report should summarise key iformatio such as: Frequecy ad distributio of resposes across each questio Results are less reliable where there are less tha 34 completed patiet questioaires ad 15 completed colleague questioaires. Free text commets Comparisos betwee self assessmet resposes ad the feedback from colleagues ad patiets. Backgroud iformatio about the samples of patiets ad colleagues who took part i the survey, where this is possible without idetifyig ay participats. Pilotig has suggested that some patiet characteristics, such as age ad ethicity, ca ifluece the ratigs that doctors receive o idividual questios. If the doctor has a high proportio of patiets i these groups i their survey sample, it could affect the ratigs they have obtaied. Further iformatio ad characteristics of possible importace are available i the Iformatio for appraisers. Nomiatig a supportig medical colleague At the begiig of the survey process, doctors might like to omiate a supportig medical colleague with whom they ca iformally discuss their report shortly after its receipt. Pilotig has also suggested that some colleague characteristics ca ifluece ratigs. Further iformatio ad characteristics of possible importace are available i the Iformatio for appraisers. Characteristics of the doctors themselves, such as their role or cliical specialty may also affect a score. Further iformatio is available i the Iformatio for appraisers.

4 Appraisal Collectig feedback from colleagues ad patiets is a formative activity. Doctors will eed to review the feedback ad what it says about their practice ad performace. The feedback should highlight stregths ad idetify areas for further improvemet. Doctors should also review their self-assessmet scores agaist the feedback provided by patiets ad colleagues to build ad ecourage isight ito their practice. These reflectios should be discussed at appraisal. Ay coclusios made about a doctor s practice as a result of feedback will take ito accout other pieces of supportig iformatio, as well as the wider practice cotext. Please see our guidace Supportig iformatio for revalidatio. However, if ay serious cocers become apparet, these should be pursued through the usual processes i the workplace.

5 Guidelies for staff who are distributig patiet questioaires o behalf of doctors Istructios 1. Please esure that the doctor s ame appears at the top of the questioaire. 2. Please had out oe questioaire, iformatio sheet ad evelope to each patiet. 3. Please offer a questioaire pack to every patiet the doctor is seeig that day. 4. Please had out all 45 questioaires. Suggestios about what to say about the questioaire Your doctor is seekig his/her patiet s views o how well they perform ad whether they could improve the way they work. We would like you to fill i the questioaire after you have see the doctor today It will oly take five miutes Please give your hoest views Whe you have filled it i, please place your completed questioaire i the evelope, seal it ad put it i the deposit box. Helpful tips Wherever possible, ivite the patiet to take part i the survey whe they sig i for their appoitmet with the doctor. This is easier tha attemptig to catch the patiet before they leave the cliic. Ask the patiet to complete the questioaire after the cosultatio ON-SITE if possible, rather tha takig it home. This helps avoid the possibility of patiets forgettig to post back their completed questioaire. Have a deposit ballot box i receptio for patiets to retur their completed ad sealed questioaires. This will help reassure them that their resposes are etirely aoymous. If the patiet is a child (uder 12) who is uable to complete the questioaire please ask a accompayig adult to fill it i o the patiet s behalf. If the patiet has a disability they may ask for assistace i completig the questioaire, or for the questioaire to be provided i a alterative format, such as large prit, i order to meet their eeds. You should try to meet their eeds if at all possible. There may be istaces where it is ot appropriate to ask a patiet for feedback, for example a patiet i a very distressed state. Please use your professioal judgemet i such cases. Importat The doctor MUST NOT be give access to idividual completed questioaires as the aoymity of the patiets could be compromised. The GMC is a charity registered i Eglad ad Wales ( ) ad Scotlad SCO37750)

6 Guidelies for doctors who are distributig their ow patiet questioaires Istructios 1. Please esure that your ame appears at the top of each questioaire. 2. Please had out oe questioaire, iformatio sheet ad evelope to each patiet. 3. Please offer a questioaire pack to every patiet who cosults you durig the survey period. 4. Please had out all 45 questioaires. Suggestios about what to say about the questioaire I am seekig my patiets views o what they feel about my professioal behaviour ad practice, ad whether they thik I could improve the way I work. I would like you to fill i this questioaire after our cosultatio today It will take about five miutes to fill it i Please give your hoest views Whe you have filled it i, please place your questioaire i the evelope, seal it up ad put it i the deposit box provided or post it back directly to the survey orgaisatio Helpful tips Ivite the patiet to take part i the survey at the ed of their cosultatio with you. If they agree to take part i the survey, had them a questioaire pack to complete i the waitig area or other suitable area. Ask the patiet to read the istructios ad complete the questioaire as soo as possible, so that the cosultatio is still fresh i their mid ideally ON-SITE ad immediately after the cosultatio. Please ask the patiet to post their completed ad sealed questioaire i the deposit box provided or post it directly to your survey compay. If ay questioaires are retured to you i error, please forward them (uopeed) to your survey compay. There may be istaces where it is ot appropriate to ask a patiet for feedback, for example a patiet i a very distressed state. Please use your professioal judgemet i such cases. If the patiet is a child (uder 12) who is uable to complete the questioaire, please ask a accompayig adult to fill it i o the patiet s behalf. If the patiet has a disability, they may ask for assistace to complete the questioaire or for the questioaire to be provided i a alterative format, such as large prit. You should try to meet their eeds if at all possible. Importat You MUST NOT have sight of idividual completed questioaires as the aoymity of the patiets could be compromised. The GMC is a charity registered i Eglad ad Wales ( ) ad Scotlad SCO37750)

7 Iformatio for patiets ad carers Thak you for agreeig to fill i a questioaire. The cliic receptioist, urse or doctor who gave you the questioaire will explai what you eed to do ext. If you would like more iformatio about the survey ad how to fill i ad retur the questioaire, please read this leaflet. Your doctor would like to kow how well you thik they have performed today ad whether you thik they could improve the way they work. The results of the survey will be used to improve the way your doctor iteracts with patiets ad the healthcare you receive. How to fill i the questioaire It should take o more tha 5 miutes to fill i the questioaire. Please do ot write your ame o the questioaire. Please fill it i after you have see the doctor ad base your aswers o the appoitmet you have had today. If you are a carer who has bee ivited to fill i the questioaire o behalf of a patiet, please aswer Questios 2-12 from the patiet s poit of view. The doctor will ot see your aswers, so please give your hoest views. Please ask the receptio or cliical staff if you require the questioaire i a alterative format, for example, large prit. How to retur the questioaire Please fill i the questioaire as soo as possible after you see the doctor, so that the cosultatio is still fresh i your mid. Ideally this should be doe before you leave the hospital departmet or surgery/cliic waitig area. Oce you have aswered all the items, please put the questioaire iside the evelope provided, seal up the evelope ad place it i the deposit box i the waitig area or had it back to the cliic receptioist or urse. If you are uable to stay i the waitig area to complete the questioaire after your appoitmet today, you ca fill it i at home ad the post it back to the survey orgaisatio i the evelope provided. The GMC is a charity registered i Eglad ad Wales ( ) ad Scotlad SCO37750)

National training survey 2013: summary report for Wales

National training survey 2013: summary report for Wales Natioal traiig survey 2013: summary report for Wales Who aswered the survey i Wales? This year, 2,237 doctors i traiig completed the survey out of 2,287 who were eligible, givig a respose rate of 97.8%.