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Wessex Revalidation - Frequently Asked Questions

Please find a list of questions you may have about revalidation in general and what it means for trainees below:

The specifics of the revalidation process for trainees are still being discussed and finalised, but we will share information as an when it becomes available.Frequently Asked Questions. (Image Source Made by S.Lund)

 

If you have any questions which are not answered here, please don't hesitate to contact the team on HEWRevalidation@wessex.hee.nhs.uk


What is the purpose of revalidation?

The purpose of revalidation of a Doctors License to Practice is to give patients greater confidence in the profession and support the individual in maintaining and improving their practice.

The aim is to support doctors in their professional development and to help improve quality, patient safety and public confidence in the profession.

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What is a Responsible Officer?

A Responsible Officer (RO) is a senior licensed doctor in an organisation, or 'Designated Body', who ensures that the doctors for whom they act in their nominated capacity continue to practise safely and are properly supported and managed in maintaining their professional standards. The RO will be responsible for making revalidation recommendations to the GMC

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What is a Designated Body?

A Designated Body is the organisation that a licensed doctor has a professional, educational or employment connection with and that provides support for revalidation. For postgraduate trainees in the region this will be HEE, Wessex.

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Who is my Responsible Officer?

If you are in an HEE, Wessex training programme then Dr Simon Plint as Postgraduate Dean for the HEE, Wessex is your Responsible Officer.

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How will the GMC know who my "Designated Body" is?

If you are in an HEE, Wessex training programme then HEE, Wessex will be your Designated Body, and the GMC will use your response to the Trainee Survey to ascertain this. If you have changed region since the survey, or you did not complete it you will need to inform the GMC, who will provide details of how and when to do this in due course.

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How can I find out further information?

Further information can be found on this website on the left hand menu, from the GMC website directly or from your Royal College or Faculty.

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How will I revalidate?

You will already produce much or all of the evidence required for revalidation as a matter of course during your training, through meeting the requirements of your curriculum and periodic discussions with your educational supervisor.  

Specialty trainees will need to complete an enhanced Form R. The Form R is the document that all Specialty trainees sign annually, and this enhanced version requires you to answer questions about whether you have been involved in any complaints or investigated incidents over the last year. A Form R will be released through Intrepid V10 prior to each ARCP. Hard copies are available upon request.

Your employer will be asked to provide a report for trainees working in their Trust who have encountered clinical governance "issues". These will be reviewed at your ARCP.

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In relation to completing the Enhanced Form R, what is a significant event?

The GMC state that a significant event (also known as an untoward or critical incident) is any unintended or unexpected event, which could or did lead to harm of one or more patients. This includes incidents which did not cause harm but could have done, or where the event should have been prevented, which is significant enough to be investigated by your employing organisation.

It is an expectation that all doctors as part of the requirements for revalidation are required to record and reflect on significant events in their work with the focus on what they have learnt as a result of the event/s. You only need to record this information on your form R if any formal investigations have not been completed and resolved, or if they have not been included in your portfolio.

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The Enhanced Form R asks for the last revalidation date, what should I enter?

This field is to capture those trainees who have already revalidated previously and will not be used until the first revalidations take place with the GMC. For this year you should leave this blank.

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The Enhanced Form R asks for my revalidation date, what should I enter?

The GMC has indicated that your revalidation date will be set to your expected CCT date or to five years after revalidation commences (expected to be December 2012), whichever is first. Put that date on your form.

All trainees who revalidate at five years, will revalidate again at CCT. For trainees who gain full registration with a licence to practise after December 2012, your revalidation date will be set to five years after full registration (or to your expected CCT date where this comes first).

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When will my revalidation due date be?

The GMC have recently issued further guidance on when you can expect your revalidation due date to be:

Their first revalidation will depend either on their date of full registration (FR) or their expected Certificate of Completion of Training (CCT) date:

  • If a trainee’s expected CCT date is between 1 April 2013 and 31 March 2018, their first revalidation will be at their point of eligibility for CCT.
  • If a trainee’s expected CCT date is after 31 December 2017, their first revalidation will be in December 2017 (responsible officers can ask us to change the revalidation date at any stage to align with any change in expected CCT date).
  • Doctors who gain full registration with a licence to practise after 3 December 2012 will be set a revalidation date five years from the point of full registration. The date can be changed subsequently to align with their expected CCT date where appropriate.

 

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Where can I find the GMC programme approval number and/or Deanery Reference Number/National Training Number?

This information is completed by the HEE, Wessex, but is also available from the original Form R. For the GMC survey this information will be provided to you through the survey from the information provided by HEE direct to the GMC.

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What if I am a military trainee?

The process for revalidation differs depending upon whether you are a military trainee in Primary or Secondary Care. In Primary Care you will continue to have your ARCPs with the DPMD and they will progress your revalidation with their RO once the time comes. If you are a trainee in Secondary Care you will continue to have your ARCP with HEE, Wessex with a representative from the military, when it is time for you to revalidate the RO at the DPMD will make a recommendation based upon your portfolio of evidence. The RO in Wessex will not be making a recommendation on your revalidation.

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What role does my employer have in my revalidation?

Your employer will be asked to provide a report for trainees working in their Trust who have encountered clinical governance "issues"

In the case of GP Trainees, where they have undertaken a placement in general practice and been registered on the LAT Medical Performers List, the LAT will also be required to supply information to the Revalidation Team.

This information will be provided under three headings:

  • Conduct/capability investigation

The employer will be asked to confirm whether you have been involved in a conduct or capability investigation and to provide a brief summary (the Exception report).

If so, has this been resolved satisfactorily with no unresolved concerns about your conduct.

If there are unresolved concerns, they will be asked to give a brief summary (the Exception report) and the anticipated date of the outcome of any investigation.

  • Serious Untoward Incident/Significant Event investigation

If you have been involved in a Serious Untoward Incident whether investigated or not, you should have discussed it with your educational supervisor and reflected on the outcome in your portfolio as part of the normal education appraisal process.

You only need to record this information on your form R if any formal investigations have not been completed and resolved, or if they have not been included in your portfolio.

The employer will be asked if you have been involved in a formal Serious Untoward Incident/Significant Event Investigation and to provide a brief summary (the Exception report).

If so, has this been resolved satisfactorily with no unresolved concerns about your fitness to practice.

If there are unresolved concerns, they will be asked to give a brief summary and the anticipated date of the outcome of any investigation.

  • Complaints

If you know you have been involved in a complaint you should have discussed it with your educational supervisor and reflected on the outcome in your portfolio as part of the normal educational appraisal process. You only need to record information on your form R if the investigation has not been completed and resolved, or if they have not been included in your portfolio.

The employer will be asked if you have been named in a complaint and to provide a brief summary (the Exception report).

If so, has this been resolved satisfactorily with no unresolved concerns about your fitness to practice?

If there are unresolved concerns, they will be asked to give a brief summary and the anticipated date of the outcome of any investigation.

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How often will my employer be asked for this information?

Information will be submitted on a "live" basis to ensure all incidents are dealt with and support provided in a timely manner.

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How will I know if I have been recommended or not for revalidation?

The recommendation for revalidation to the GMC will occur every five years, and again at CCT, or at the point of CCT where this comes first. An ARCP will be held every year and if there are ever any concerns that might affect a trainee’s possible revalidation these will be discussed face-to-face and recorded in the ARCP outcome form. The outcome of ARCP panels should always be passed to the trainee and their employer.

You will receive a formal notification of your revalidation decision from the Wessex Revalidation team and the GMC.

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How is my grace period accounted for?

The Dean will remain the Responsible Officer until the end of the period of grace.

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If I get an outcome other than a one in my ARCP does that mean I will not get revalidation?

Not at all. It is quite possible to get an outcome three or four for failure to pass key exams, but unless there are other problems (e.g. conduct or health) it would have no effect on your revalidation decision.

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What happens when I complete training or leave the region/training programme?

Whilst you are on a Wessex Training programme (including your period of grace and OOP) your designated body will remain HEE Wessex.

Once you leave a training programme (including Foundation training) for whatever reason, and no longer require a Wessex DRN or NTN , you must update your designated body and Responsible officer appropriately. This can done via GMC online.

If you are about to complete GP or Higher specialty training, a recommendation will be made to the GMC once your Final ARCP has been held. This can be done up to two months after your CCT date.

If you are concerned that your Revalidation date is incorrect, please contact the Revalidation team HEWRevalidation@wessex.hee.nhs.uk .

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What if I am in less than full time training?

If you are undertaking your training programme less than full time you are still required to revalidate at CCT and/or five years since your initial registration with the GMC.

In practise you will almost certainly be subject to more revalidation episodes than those trainees in full time training, but only because your training takes longer. The GMC regulations do not distinguish between full time and part time doctors.

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When will I revalidate?

For trainees the revalidation process begins on full registration (F2 for UK trainees) and then you are revalidated at CCT. The current proposal is that for longer training programmes after five years in addition to at CCT.

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What happens if I am absent for a period of time or have a break from my training programme; what effect will this have on my revalidation?

If you are absent or take a break from the training programme which is approved by HEE, Wessex (meaning that you do not give up your training number), then your revalidation date and prescribed connection will remain the same. This might include taking up an out of programme training or research post, or going on maternity or long term sick leave. If your revalidation date happens to fall whilst you are out of training, your Responsible Officer will have the option to defer your revalidation. Deferral of the revalidation recommendation does not have any impact on your licence to practice, and is not a detrimental judgement.

Further information about how taking OOP could effect your revalidation date please refer to the Wessex Guidance on Work Outside of Training.

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I am a doctor on the MTI scheme, what do I need to do for revalidation?

Following guidance from the GMC there are a few key points which are specific to doctors who are on the MTI scheme:

  • Who is the designated body for individuals in MTI posts?

    The employing organisation (i.e. the Trust). These individuals are not eligible to apply to a UK training programme. The PGME office becomes involved because the posts are often set up using spare UK training capacity, and the HEE has to confirm that there is educational capacity for the post, including that this will not adversely affect the UK training programme. HEE does not define the specific educational plan for the post, this is done by the Royal College and is usually tailored to the requirements of the individual applicant.

  • Do doctors taking up MTI posts have to revalidate?

    Yes. The GMC issues full registration with a licence to practise to doctors meeting the criteria, and therefore they must engage with revalidation processes. Even though these individuals are in posts, and have visas, which are time-limited and will probably never reach their revalidation date, they will need to engage with revalidation, including taking part in the annual appraisal process.

  • Maintaining their licence through revalidation?

    If these doctors choose to retain a licence to practice once they go back to their country of origin they will need to maintain it through ongoing participation in revalidation. Aside from the requirements set out in the licensing regulations, the GMC does not specifically prescribe which doctors should or should not maintain a licence as this is an individual doctor's choice. The regulations however are clear that a licence to practice is related to practice within the UK and a doctor working overseas can remain registered with the GMC but not licensed. Doctors can relinquish their licence when they leave the UK and can also apply to have it reinstated if at any time they choose to return to practice in the UK. This can be done up to three months before they return. If however a doctor working overseas does choose the retain their licence they will have to revalidate and will need to consider how they can achieve that without a prescribed connection. The main routes will be through linking to a suitable person or potentially participating in an objective assessment set by the GMC (details of which are still in development).

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My revalidation date is two months after my CCT date. What happens if my CCT date changes?

Revalidation dates are usually set two months after a Trainee's CCT date, this allows time for any administrative process to take place.

At present the Wessex team can amend revalidation submission dates, but only when a doctor is officially "under notice" from the GMC, this is a formal reminder from them three months prior to your date. You will need to contact the revalidation team once you have received notification about your revalidation date being upcoming and they will look at your specific situation: HEWRevalidation@wessex.hee.nhs.uk

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What do I need to submit for ARCP if I undertake any work outside of my training programme?

In addition to the requirements for your ARCP and completion of your Form R, you will need to submit a "Reflection on Work Outside of Training" Form and appraisal evidence as per the COPMeD document on "Meeting the revalidation requirements of doctors in postgraduate training where scope of practice extends outside of their training programme"

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