Induction Policy Practice Guidance Note Induction Arrangements for Medical Staff in Training V03 Date Issued Issue 1 Feb 17 Planned Review February 2020 I-PGN-05 Part of NTW(HR)01 Induction Policy Author / Designation Responsible Officer / Designation Jacqueline Tate, Workforce Projects Manager Lisa Crichton-Jones Executive Director of Workforce and Organisational Development Contents Section Description Page No 1 Introduction 1 2 Medical Staff in Training 2 3 Monitoring 4 Appendices attached to PGN Document no: Description Issue Date Issued Review date Page No: Appendix 1 Example - Flow Chart 1 Feb 17 Feb 20 5 Appendix 2 Example - 3 Day Induction Programme 1 Feb 17 Feb 20 7 Appendix 3 Example - Handbook 1 Feb 17 Feb 20 9 Appendix 4 Example - Welcome Pack 1 Feb 17 Feb 20 11 Appendix 5 Example - Site Induction 1 Feb 17 Feb 20 12 Appendix 6 Example - Trust Induction 1 Feb 17 Feb 20 13 Appendix 7 Example - Handbook 1 Feb 17 Feb 20 14 1 Introduction 1.1 A comprehensive induction programme is of fundamental importance to building positive relationships with new staff when they join the organisation. It welcomes people, helps them to settle in and to understand the culture and values of the organisation. 1.2 It sets standards and ensures that new staff have clear terms of reference on which to build their knowledge and motivation to carry out their roles as quickly and effectively as possible, thereby contributing to the quality of patient care. It also provides health and safety reassurances for the organisation 1
2 Medical Staff in Training 2.1 Medical staff in training grades rotate into posts within Northumberland Tyne and Wear NHS Foundation Trust (the Trust/NTW) on different dates depending upon grade. On their first placement in the Trust they will receive an induction into the Trust that will include the core elements of the Corporate Induction programme, not already provided via the Lead Employing Trust (LET) or Deanery. 2.1.1 The processes differ depending on the location in which the doctor is to be based and the stage of the Doctor in Training. A process flow chart (Appendix 1) details the induction programme for the different states of Doctors in Training and locations in which they will be based. 2.2 Year 1 3 Trainees 2.2.1 All trainees will have an induction with the Lead Employing Trust; this will be provided by E learning and will cover: Welcome to the North East Roles of the Junior Doctor Your employer Calculating Drug Doses for Adults Child Protection Level 2 Complaints Fire Safety Fraud in the NHS Hand Hygiene Health and Safety Infection Control Medication History Mental Capacity Act MRSA Risk Management Safeguarding Adults 2.3 For trainees South of the Tyne they will undertake a 3 day Induction Programme (Appendix 2) and will be issued with a handbook covering key areas (Appendix 3) and a welcome pack covering (Appendix 4) information vital for new starters. 2.3.1 Additional training is also booked/scheduled for all inductees in Trust required topics as detailed in flow chart (Appendix 1). 2
2.4 For trainees North of the Tyne they will receive a site induction, sample attached (Appendix 5) and a Trust Induction (Appendix 6). 2.4.1 Trainees will then have 10 days to complete the Induction E learning programme covering: Care Coordination Risk Assessment Safe Prescribing Seclusion Mental Health Act Rapid Tranquillisation Learning Disabilities and will be booked/scheduled to attend the additional required training as detailed on the process flow chart (Appendix 1). 2.4.2 Trainees will be provided with a handbook covering essential information (Appendix 7) as well as a DVD covering required knowledge and on call arrangements. 2.5 Both sets of Trainees will have a local Induction with the consultant in their area, as well as a meeting within the first week with their Education Supervisor who will produce an individual Learning Plan. 2.6 Year 4 6 Trainees 2.6.1 Will have an Induction provided by the School of Psychiatry via the Deanery to GMC standards. This will be followed by site and Trust Induction as per North of Tyne process and the issue of North of Tyne handbook and on call DVD. 2.6.2 Additional training will be scheduled to cover Clinical Supervision and Learning Disability Awareness as well as completing the Learning Disability E learning module. 2.6.3 They will then receive a local induction from the consultant for their area. 2.7 F2 s 2.7.1 Follow the same process as for year 1 3 trainees North of Tyne to include LET Induction as well as Trust provided induction. 2.7.2 Where F2 s rotate outside usual induction periods the induction is provided on a DVD. 2.7.3 F2 s will also get a local induction with the consultant in their area. 3
3 Monitoring Records of Induction compliance for all Medical Staff in Training to include completion of E modules, attendance/non-attendance on programmes etc is held by the Post Graduate Medical Education Department and the Deanery on the Intrepid system. Bi annual confirmation provided by the Medical Education Department of all medical staff in training compliance with induction arrangements. 4
Medical Staff in Training Induction Process Appendix 1 Year 1 3 Trainees (February and August Intakes) Lead Employing Trust Induction Welcome to the North East Hand Hygiene Roles of the Junior Doctor Health and Safety Your employer Infection Control Calculating Drug Doses for Adults Medication History Child Protection Level 2 Mental Capacity Act Complaints MRSA Fire Safety Risk Management Fraud in the NHS Safeguarding Adults South of Tyne 3 Day Induction Programme Handbook and welcome information issued North of Tyne Site Induction and Trust Induction Handbook and on call DVD Issued Additional Training Booked: PMVA RiO ECT (where required) CPR Mental Health Cluster Training Induction E Learning (completed within 10 days): Care Coordination Seclusion Risk Assessment Safe Prescribing Mental Health Act Rapid Tranquilisation Learning Disabilities Local Induction with consultant Additional Training Booked: Mental Health Cluster Training RIO PMVA CPR LD Awareness ECT (Newcastle and Northumberland Only) Local Induction with Consultant Education Supervisor undertakes Development Review within 1 st week Course completion / Attendance / Non Attendance Information held by Post Graduate Medical Education and Deanery Intrepid System 5
Appendix 1.continued Year 4 6 Trainees (August Intake) Induction provided by School of Psychiatry via Deanery to GMC standards F2 s (4 Monthly Intakes) LET Induction as per year 1 3 trainees Site Induction and Trust Induction Handbook and on call DVD as per North of Tyne Additional Training: Clinical Supervision LD E Learning Module LD Awareness Follow same Induction as North of Tyne year 1 3 trainees Including Handbook and on call DVD Those starting out of rotation get induction on DVD Local Induction with consultant Local Induction with consultant Course completion / Attendance / Non Attendance Information held by Post Graduate Medical Education and Deanery Intrepid System 6
Appendix 2 Junior Doctors Induction Day Programme For Sunderland, South Tyneside and Gateshead Localities - Date Postgraduate Centre, Training and Education, Hopewood Park, Sunderland 8.30-9.10 Arrival and coffee 9.10-9.30 Welcome to Dr Arun Gupta, Clinical Tutor, South of Tyne 9.30-10.00 Mental Health Act Presentation Dr Neeraj Berry, College Tutor, South Tyneside 10.00-11.00 Handover Procedures Dr Arun Gupta, Clinical Tutor, South of Tyne Dr Ruth Williams, College Tutor, Gateshead Infection Control Kay Gwynn, Modern Matron IPC Information Governance Information Governance Manager 11.00-11.15 Coffee Health and Safety Craig Newby, Head of Safety and Security 11.15-12.15 Human Resources Jackie Snaith, Medical Staffing Manager Chrissie Hetherington, Assistant Medical Staffing Manager Tracy Dodds, HR Officer, Lead Employer Trust, Northern Deanery 12.15-12.45 Lunch Library Services Jackie Howard, Library Manager, South of Tyne Marion Bilton, Library Information Assistant, South of Tyne Postgraduate Services Karen Peverell, Postgraduate Centre Manager, South of Tyne Lorne Carlile, Clinical Education Practitioner, South Tyneside Psychotherapy Teaching Details & Northern Deanery Trainee Committee David Reay Adult Psychotherapist and Dr Sally Mitchison Consultant Psychiatrist Dr Srinivas Annadatha Psychiatry Trainee 12.45 Practical Information and Tour of Wards/Hospital Site for Sunderland juniors Attend Staff Health Dept at South Tyneside Hospital for South Tyneside juniors Attend Tranwell Unit, QE Hospital with Dr Williams for Gateshead juniors 7
POSTGRADUATE INDUCTION PROGRAMME SUNDERLAND LOCALITY Day and Date 9.30-10.30 ECT Seminar, Wellfield Day Unit Dr Rastogi 10.30-11.00 Coffee 11.00-12.00 Assessment and Management of Dr Sharma Risk of Violence 12.00-12.30 Crisis and Home Treatment Service Dr Paul Brown Day and Date 9.30-10.30 Assessments of Patients Committing Acts of Self Harm Dr Lawrie 10.30-11.00 Mental Capacity Act Louise Williams 11.00-11.15 Coffee 11.15-11.45 Observation Policy Rachel Weddle Nicola Armstrong 11.45-12.00 HISS System Leona Fairhurst Day and Date 9.30-10.30 Emergency Control of the Jacinta Dean Disturbed Patient Dr Srinivas 10.30-10.45 Coffee 10.45-11.45 MCQs - self test on induction knowledge Dr Srinivas 11.45-12.30 Specialty Overview - Old Age Dr Craddock - Learning Disability Dr Nicola Phillips 12.30-1.00 Break 1.00-1.15 Intro to User/Carer Group Meetings Dr Hobson 1.15-2.15 Mental State Examination Dr Cooper 8
Appendix 3 Contents: 1. Useful Telephone Numbers 3 2. General Information a. Junior medical staff facilities 4 b. Mobile telephones 4 c. Bleeps/pagers 5 d. Keys and Security Fobs for access to secure areas 5 e. How to obtain IT usernames and passwords and access the medical education website and the postgraduate induction pages 6 3. Service Structure 8 a. Individual ward and clinical team information 9 b. Which Consultant Psychiatrist does what 11 c. Medical Records Department 12 d. Acute medical problems and emergency facilities and equipment 12 e. Discharge Liaison Nurse for the Urgent Care (Working Age Adults) service 13 f. Patient Advice and Liaison Service (PALS) 13 4. Clinical Role and Responsibilities for the trainee a. Guidelines for all trainees as to clinical role 14 b. Assessment and/or admission requirements, including management guidelines 14 c. Prescription pads 16 5. Out of Hours Night Shift and the Duty Rota 17 a. Responsibilities during the Long Day in the evening 17 b. Responsibilities during the night shift 18 c. Access to specific units out of hours 18 d. Transport 18 e. Working with the Crisis and Home Treatment Team (CHTT) 19 f. Responsibilities when dealing with patients >65yrs on behalf of Older Persons Service 19 g. Duty Rota guidance 19 h. What to do in the event that a colleague does not arrive for duty 21 6. JUNIOR DOCTORS INDUCTION PROGRAMME for South Tyneside a. Locality induction programme 22 b. NTW NHS Trust mandatory training for medical staff 23 9
7. Continuing Professional Development and the South Tyneside training programme a. Educational Supervision arrangements for Core Trainees (CT1) 24 b. Group Supervision 24 c. Case Conference and Journal Club 24 d. Clinical Governance sessions 25 e. Study Leave Guidelines for Specialist Trainees (ST1-6), Core Trainees (CT1-3) and Flexible Trainees 26 f. Study Leave Guidelines for GP trainees (NVTS) 30 g. Psychotherapy training 32 i. Regional and Local information 34 ii. 2 Day Introductory Workshop in Cognitive Behavioural Therapy 37 iii. Case-Based Discussion Group for South Tyneside 38 h. Appraisal and Personal Development Planning (PDP) Information 41 i. Access to undergraduate medical students for mentoring and teaching 44 8. Policies and Procedures a. NTW Phlebotomy Policy 45 9. Maps and Directions For All Local Hospitals and Community Teams a. South Tyneside Hospital site map 46 b. Hopewood Park map 47 c. Travel information and direction to other sites 48 10. Other Helpful Hints and Tips from current trainee s a. Top Tips for all trainee s working in psychiatry in South Tyneside 49 b. For the trainee working with Dr Roy- Planned Care (community) 50 c. For the GPR working for the West Community Mental Health Team 52 d. For the trainee working with Dr Hodes and the CHTT 54 10
Appendix 4 Welcome Pack CONTENTS Catchment Area/Wards - Working Age Adult - Old Age Admission Arrangements 3,4,5 Intensive Care Ward 5,6 Community Bases 6 Self-Harm/A&E Mental Health Liaison Team 6,7 Other Admissions and Assessments 7 Missing Patients 7 Drug Misuse 7 Alcohol 8 Education - Postgraduate Programme - Psychotherapy Arrangements - Library - Computer Facilities - Educational Supervision 3 3 8 8 8 8,9 9 ECT 9 Medical and Surgical Emergencies 9,10 Psychiatric Management Emergency Sedation 10 10 Aggressive/Violent Incidents 10 Self-Discharge 10 Observation Levels 10 Deaths 10,11 Fire 11 Mental Health Act 11,12 ECG Equipment 12 Entry to Hospital at Night 12 Telephone System 12 Pharmacy 12 Staff - Assaults - Sickness 13 13 13 - Staff Health Department Duty Rotas 13 Junior Doctor Cover 13 Reporting in Sick 14 Duty Doctor Facilities 14 Off Site Clinics 14 Junior Staff Committee 14 Medical Staff Meeting 14 11
Appendix 5 SITE INDUCTION PROGRAMME Site: Newcastle General Hospital Date: Time: Venue: 9.15 AM to 12.15 AM Wolfson Seminar Room, Wolfson Research Centre, NGH For queries contact: Tel No: 01912468649 / 01912468614 Time Topic Speaker 9.15 Introduction/Induction Pack/ Pharmacy/Library/IT/ MHA Policy on section 5(2) and 136 10.00 Deliberate Self Harm Assessment/Referrals 10.30 CAT Team Referral out of hours and Local procedures for handling emergencies, Admissions, resuscitation/liaison with CAT/DSH Team Dr Jane Carlile/ Dr Mani Krishnan Mr Steve Taylor Shane Wasley Zak Benbow 11.30 Coffee On Call Rota 12 Noon Split into two Adult & Old Age Local on call arrangements Handover and Supervision 12.30 Site orientation Site security and safety, Library and Parking Mani Krishnan /Pat Myint Jane Carlile 13.00 Lunch and Evaluation 12
Appendix 6 TRAINING GRADE DOCTOR INDUCTION PROGRAMME North of Tyne Psychiatric and LD Trainees F2s, Year 1-3 trainees, GPR s, locum SHOs Date: Time: 8.45 am 1.45 pm approx Venue: Jubilee Theatre, St Nicholas Hospital Organiser: dee.smith@ntw.nhs.uk or 0191 245 6849 Who should attend: Anyone new to NTW, the Deanery, GP STRs, locums and trainees moving over from a post in South of Tyne who have not worked in North in the past or it was more than two years ago. Any ST4-6s, SPRs who have are completely new to NTW. Who doesn t need to attend: Any trainee who has already attended Trust Induction after Aug 2007. Since Aug 07 you only need to attend Trust induction once whilst in NTW (with the exception of those moving over from South of Tyne) Time Topic Speaker 08.45 am Registration (refreshments and breakfast available) 09.00 am Welcome and Introduction - To the Trust - To the Induction Programme 09.15 am Professionalism and the doctor in training - Role of the junior doctor - responsibilities - Support systems Please arrive promptly Dr Bruce Owen Director of Medical Education Dr Bruce Owen Director of Medical Education User and Carer Representative 10.15 am Learning & Information Systems Sheena Hanes Library and Information Manager 10.30 am Break 10.45 am Trainees Committee Louise Grayson Trainee in Psychiatry 11.00 am Fire Lecture Jeff Sabiston Fire Officer 11.45 pm Patient Safety including medication incident reporting Craig Newby Head of Safety and Security 12.30 pm Human Resources and LET Jackie Snaith Medical Staffing Manager and Tracy Dodds, LET 1.00 pm Lunch Provided Mental Health Act, Safe Prescribing, Risk Assessment, Care Co-ordination, Seclusion and Rapid Tranquilisation are part of NTW medical education on line. Details of how to register for the on line induction will be forwarded to you. If you have problems logging in please contact dee.smith@ntw.nhs.uk. If you are new to the Deanery you should also complete the North East on Line induction. 13
Appendix 7 Contents Section 1- Education, Training and Development Obligations of the Deanery Page 4-5 Roles and Responsibilities Page 6 Education Faculty Contacts Page 7 ARCP Page 8-9 Learning Plan Guidelines Page 10 Statutory & Mandatory Training Page 11 Psychotherapy Page 12-14 Educational website links and contacts Page 15 MRC Psych revision (on line) Page 16 MRC Psych Page 17 Duties of the Educational Supervisor Page 18 Section 2 Work Based Assessment Page 19-25 Section 3 Research and Audit Page 26-33 Section 4 Rota Cover/on call Page 34-62 - Handover Procedure (Draft) Page 54-57 - Compensatory rest Page 58-59 - Junior Doctor Locum Cover Page 61-62 Section 5 Study Leave (LET Employees) Page 63-67 - GP Trainee Study Leave Page 68 Section 6 Policies and Procedures Page 69 - Mental Health Act Page 70 - Mental Health Act Assessment (SPRs) Page 71 - Clinical Guidelines Page 72-73 - Infection & Control Page 74-75 - Request for Access to Patient Records by Legal Rep Page 76 - Taxi Procedure Page 77-78 - Northern Deanery HR Policies website link address Page 79 - (annual leave, maternity and paternity leave etc) - Supervision of Pre CT Trainees important memo Page 80 14
Section 7 Services Page 81 - CAT Service Page 82-84 - Trainees Committee Page 85 - House Concern Page 86 - Switchboard Page 87-88 - Emergency Numbers Page 89-91 - Library Page 92-95 - Catering Page 96-98 - Pathology Page 99 - Perinatal CMHT Page 100-102 Section 8 Health and Safety Page 103 106 110 - Guide to Health and Safety Policy Page 104 - - Personal Safety when Travelling or Home Visiting Page 107 - Section 9 Information Technology Page 111 113 119 - University s Policy on the User of Internet Facilities Page 112- - Trust Caldicott Guidelines Page 114- Section 10 Pharmacy and Rapid Tranquilisation Page 120 - Pharmacy Induction Pack Page 121 15