TranslateException Reporting and Schedules
What is a Work Schedule?
A Work Schedule (WS) is a document which sets out the intended learning outcomes, the scheduled duties of the doctor, the number and distribution of hours for which the doctor is contracted and any time set aside for Quality Improvement, research, patient safety activity and periods of formal education.
A WS is not the same as a rota, which is the specific working pattern of an individual doctor or group of doctors.
A WS is important to ensure that conditions are safe for patients and trainees and enables the delivery of both clinical services and appropriate training. It should take into account expected service commitments and the parts of the relevant training curriculum that can be achieved in the post.
There are 2 parts to the Work Schedule:
- Generic Work Schedule
This sets out the work and range of duties a trainee will deliver, the intended learning outcomes mapped to the curriculum, the trainee’s scheduled duties, time set aside for Quality Improvement and patient safety activities, formal educational opportunities, the number and distribution of hours, the shift pattern or on call arrangements and where and when the duties will be delivered.
It should be sent to trainees at least 8 weeks before the start of the placement. In addition, rotas should be received by trainees at least 6 weeks before the start of the placement. If either of these targets is not met, the Guardian of Safe Working can impose a fine on the relevant department.
- Personalised Work Schedule
This should be agreed between the trainee and the Educational Supervisor at their first meeting, either before or as soon as possible after starting the placement. It should reflect the doctor’s training needs and the opportunities within the post.
The WS should be reviewed at the beginning and end of each placement, and progress considered against the agreed learning objectives. If, at the End of Attachment review, the opportunities, duties, responsibilities, objectives or hours of work experienced by the trainee differ from those set out in the work schedule, the WS may need to be changed for future trainees rotating into the post.
Work Schedule Review
This is a formal process to ensure that a WS remains fit for purpose. It may be requested by a trainee or Guardian of Safe Working Hours as a result of breaches leading to exception reports, particularly if Immediate Safety Concerns have been raised.
The outcome of a WS review will be one or more of:
- No change to the WS is required
- Prospective changes to be made to the WS
- Compensation (TOIL or payment)
- Organisational change (eg review timing of ward rounds, handovers and clinics etc)
This template also makes a good basis for submitting, discussing and signing off Exception Reports, and for the WS review at the end of each attachment.
Tips for trainees
You should receive your work schedule at least 8 weeks before you are due to start a new post.
You should receive your rota at least 6 weeks before you start your new post.
Arrange to meet your Educational Supervisor as soon as possible after you start in a new post to review your generic WS and agree a personal WS.
In your end of attachment meeting, review your WS (both bits) with your Educational Supervisor to see if any changes are required for the next trainee to take up the post.
When submitting Exception Reports, it would be helpful if you could summarise how the exception breached the terms of your WS, and whether you feel that changes to your WS / organisational changes are required (or not).
Contact the Medical Compliance Team or Guardian / Deputy Guardian of Safe Working Hours if you have any concerns about your WS.
Tips for Educational Supervisors
Arrange to meet your trainee as soon as possible after the start of a new rotation to review the trainee’s generic WS and agree a personal WS.
In the end of attachment meeting, review the WS (both parts) with the trainee to see if any changes are required for the next trainee to take up the post.
When discussing and signing off Exception Reports, it would be helpful if you could comment about whether you feel that changes to the WS / organisational changes are required.
Contact the Medical Compliance Team or Guardian / Deputy Guardian of Safe Working Hours if you have any concerns about a WS.
Tips for rota coordinators
Trainees should receive their work schedule at least 8 weeks before they are due to start a new post, and their rota 6 weeks before they start. In order for the Medical Compliance team to achieve this, they need to be sent details about the proposed rota 10 weeks before changeover. They will then be able to check the rota against the 2016 TCSs, flag up any changes required, review amended rotas and provide the trainees with a generic WS within the stipulated timeframe.
The local departmental teams are responsible for sending rotas to trainees at least 6 weeks before they start.
Any new rotas or changes to previously approved rotas must be checked against the 2016 TCS by the Medical Compliance Team before rotas can be circulated to the trainees.
The Guardians of Safe Working are authorised to impose a fine on the department if WSs and / or rotas are not given to trainees within the agreed timeframe.
