New and Intending GP Trainer Approval.
Are you interested in becoming a Trainer?
The benefits of becoming a Trainer/Training Practice:
For the Trainer:
- The satisfaction of helping GP trainees develop
- Excellent peer support from local trainers’ groups and networks
- The opportunity to develop as an educator
For the Practice:
- Contacts and networking with other doctors and practices training
- Good balance of practice activities – educational and clinical recruitment of former trainees
If you have any questions on the approval process further to the information provided on these pages, please contact the Primary Care School GP Trainer Approvals team.
There is a 2 stage online application process:
In the first instance, you should contact your local GP Specialty Training Programme Director (TPD) to express your intention to start the process of becoming a trainer. They will arrange a meeting with you to discuss this.
The GP Approval system runs on a platform called PARE. You can submit your initial application using the link below:
https://onlinepare.net/gp-dental-trainer-application.php and details on how to apply on PARE can be found on the following video here.
Once on that site, please select the option ‘GP Trainer Application’ then complete the application form taking into account the notes:
- Complete the ‘GP Trainer Details’. At this point you should indicate whether you wish to undertake the Postgraduate Certificate in Medical Education (see notes below for further information). If you wish to undertake the PGCME then please select the option ‘PGCert funding requested’
- Complete the ‘Practice Details’. The practices are listed under CCGs with the prefix NHS, for example ‘NHS Barnsley CCG’. Selecting the CCG will then open another box that will allow you to select the practice. The practices on PARE are approved training practices. If your practice does not appear on this list, it is because it is not an approved raining practice. In this case, before you can complete this form you will need to complete the ‘Register a Practice’ form on the front page.
- Complete the name and email address of the TPD with whom you had your initial meeting.
- Press ‘submit application’
Once you have done this, your application will go to the GP approvals team for acceptance onto the approval pathway and an email will go to your TPD asking them to complete your initial TPD report. The initial TPD report will be checked and you will then be accepted onto the trainer approval pathway. You will receive an email advising you to create an account on PARE, which will enable you to access the application form.
PGCME: It is no longer compulsory to complete the PGCME in order to become a GP Trainer, however if you would like to undertake this then we will support you in this and fund your course. The following courses are available in Yorkshire and Humber:
- HYMS – Postgraduate Certificate in Health Professions Education (starting in September and January)
- Leeds – Postgraduate Certificate in Clinical Education (starting in September)
- Sheffield – Postgraduate Certificate in Medical Education (starting in September)
- Please Note: all applications for funding for the PG Certificate in Education must be made by 1 February to start the course in September and the 1 August to start the course (HYMS only) in January.
If you decide to undertake the PGCME, then you do not need to attend the Educational Theory course. You can also apply for GP trainer approval interview before you have completed your PGCME, providing you have completed all the other requirements below.
Next steps following acceptance of your application:
You will now need to complete the following mandatory requirements:
- E-Learning Module in Clinical Supervision - to be completed prior to attending the educational theory course. Access to the course is via the following link: https://learninghub.nhs.uk/Catalogue/clinicalandeducationalsupervision/browse
Please note that you are unable to create an account so will need to ensure that you have a screenshot as proof of completion.
- Educational Theory Course for Intending Trainers - currently being run as a 1 day virtual course for those not undertaking the PGCME
This provides a higher level of understanding of being an educator
Intending trainer course's (3 days) now running virtually which will cover:
- Workplace based assessments (WPBA)
- Clinical and Educational Supervision (ESR/CSR)
- Trainees in Difficulty (half day)
- Teaching on the Consultation (half day)
The following are also requirements:
- Trainers’ workshops – minimum 6 hours attendance
Please see the tabs below for more information
Second stage - Completion of the PARE application online:
The application online can be completed as you go through your preparation to become a trainer. It is advised you enter the dates of the courses as you complete them. When you are getting ready to submit your final application then you should use the tabs on PARE to request a final TPD report, a LAT form, and a form completed by your mentor (please ensure you allow enough time for them to complete these prior to the submission deadlines). The information required is all on PARE with guidance notes.
Once you have completed all the information requested, you can apply for your trainer approval interview by submitting your application - noting the important information below regarding application deadlines.
To ensure sufficient time is given for all involved with approving new GP trainers and to ensure that the Training schemes are given adequate notice of new trainers on their scheme it is imperative that prospective Trainers are aware of the deadlines for submitting and informing the approval team of their intention to be interviewed to become a GP Trainer.
Those Intending GP trainers wishing to start training in August must complete the GP Trainer Approval app by 1st February prior to the intending August start date.
Those Intending GP trainers wishing to start training in February must complete the GP Trainer Approval app by 1st August prior to the intending February start date.
Practices not approved for multidisciplinary learners must have been assessed prior to interview. The practice must be registered on PARE using the ‘Register a Practice’ button. This will generate a practice approval process that will determine whether the practice is approved as a training practice. Please ensure that this has been done prior to submitting your final application.
Trainer Approval Interview:
Once you have submitted your application for interview, then you will be contacted to arrange the interview at a trainer approval panel. These are held in April and October. If you are successful at interview, then you will become an approved GP trainer and this will be registered with the GMC by the Quality Team Administration.
Detailed information on the role of a GP Trainer and the training curriculum can be found on the RCGP website.
How do I get started?
- You need to contact your local training scheme to inform them of your wish to become a trainer and arrange a meeting to discuss this
- You will need to submit an initial application on PARE using the following link: https://onlinepare.net/gp-dental-trainer-application.php
What do I need to do to prepare and why?
- Either completion of Educational Theory Course or undertaking PGCME
- Book onto the intending trainer courses. (See below)
- Attend Trainer's Workshops - Attendance of at least 6 hours.
- Undertake Mentoring - 6 sessions or if less then evidence of covering all required areas.
- Please see the standards for GP training document to understand what the criteria and standards are for GP training and how they have been developed.
How do I apply for the PGCME?
- You need to indicate on your initial application on PARE that you wish to apply for PGCME funding.
- The application deadline for submission of the report is the 1 February for September PGCME courses and 1 August for January courses.
I do not want to undertake the PGCME or I already have a PGCME what do I have to do?
- You will need to register your application on PARE, indicating ‘PGCME not undertaken’ or 'PGCME obtained', whichever is applicable. There is no date requirement for submission of this application but the final submission for interview will need to meet the required deadlines
What is mentoring and how do I get a mentor?
- This is one to one personal mentoring from an experienced trainer who will work with your individual learning needs to ensure you meet the practical requirements of being a trainer
- A mentor will be allocated by your local training scheme so please contact them to arrange this
- Your mentor will need to complete a form detailing your mentoring on submission of your application. Details of this are on PARE.
What funding is available for me to prepare to be a trainer?
- Funding is available to support intending trainers and practices in the preparation to become a trainer.
- The funding includes fees for PGCME, backfill for PGCME and for all other mandatory courses, mentor payment, equipment for the practice e.g books, bags and equipment, video recording and playback equipment. Any claims for items purchased or backfill payments must be accompanied by a receipt or invoice. Claims for practice equipment must be made within 12-months of becoming approved as a GP Trainer.
Once you have been accepted onto the trainer approval pathway (having completed your initial application on PARE), you can then book onto the intending trainer courses.
Queries in regard to the below courses can be directed to firstname.lastname@example.org
|Clinical Supervision E-Learning Module
To be completed prior to attending the educational theory course.
|Access to the course is via the following link:
The below courses can be booked on MaxCourse:
|Workplace Based Assessment (WPBA)||
CSRs and ESRs
Doctors with Educational Difficulties (formerly Trainees in Difficulty)
|Teaching on Consultation||1/2 Day|
Submission dates are 1 August for a start of training in February and 1 February for a start of training in August.
Requirements must be completed and the PARE form submitted before the deadline.
All the requirements requested are available to view within your PARE application and include:
- Applicants must either be undertaking the PGCME or have completed the educational theory course.
- Workplace based assessments (WPBA) Course
- Clinical and Educational Supervision (ESR/CSR) Course
- Trainees in Difficulty Course
- Teaching on the Consultation Course
- Clinical Supervision e-learning course.
- Trainers’ workshops attendance (Minimum of 6 hours)
- Final TPD Report
- LAT Form
- Mentoring Form
- Evidence of Diversity & Equality Training (HEE Approved)
- Declaration of Conduct & Health
- If you are in a current training practice and training from a site that is already approved then you do not need a formal visit.
- If your practice is not a current training practice then you will need a visit. Please see the site approvals section.
- You will need to attend for an interview
- Interviews will be held in October and April
- The Panel will be made up of four members usually comprising of a GP Quality Accessor, two TPDs and a GPSTR.
- Questions will cover 4 of the areas outlined below
- Personal characteristics relevant to training
- Personal preparation for the role of Trainer/ workplace based assessments
- Educational Theory and Adult learning concepts
- Practice as a training practice
- Registrars with problems
- Curriculum coverage
- Support within practice for trainer and training process
- Responsibilities as a trainer GMC/Employer
- CPD needs as a trainer
What happens if I don’t pass my interview
- Sometimes intending trainers and are found not to meet the criteria for training yet. You will be sent an email within the application advising you clearly of which criteria were not up to standard and recommendations for development.
- When you have completed the recommended preparation, and feel you are ready to train you can submit a new application by the deadlines of 1st February and 1st August.
How long will I be approved for?
- Your first approval will be for 2 years.
- The GP approvals team will confirm your status as a trainer to the GMC and this will be added to your registration.
- You need to continue to be involved in trainer’s workshops. .
- You will be invited to a mandatory 2-day trainer’s seminar after approximately one year.
- Your work as a GP trainer must be assessed as part of your NHS annual appraisal
All sites from which training takes place need to be approved as an educational site and registered as such with the GMC.
I want to start training in a practice that is not a current training practice?
- You need to register the practice on PARE using the following link https://onlinepare.net/gp-dental-trainer-application.php
- This will trigger a practice approval process for multi-professional learning that will include a visit to complete an ‘audit tool’ on PARE. The visit will be conducted by an assessor from either the QA team or the Training Hub
- The assessor will determine the whether the practice can be approved as a learning environment. If approved, the practice will be approved for multi-professional learning
- Funding is available for approved trainers starting in a new to training practice to provide equipment for a trainee e.g books, bags and equipment, video recording and playback equipment
My practice is moving site/ My practice is merging or federating with a practice not approved for training and I want my trainee to work at that site.
- Please contact the GP Approvals team to determine if the new site needs approval
GP Associate trainers in a current training practice, or a practice wishing to become a training practice
Being a GP Associate trainer is a way in which prospective GP trainers can start training a GP trainee before they have completed their pathway to being a GP trainer provided that they are mentored and supervised by an established GP trainer.
Associate Trainers can clinically supervise GP PGDiTs, including completing Clinical Supervisor's Reports (CSRs) and Workplace Based Assessments (WPBAs), under the supervision and oversight of a GP Trainer.
A prospective trainer could function as an associate trainer provided they have a supportive TPD and LAT report, a GP mentor who is willing to provide mentorship and supervision (funded by mentorship funding) and has completed all of the training courses as per the trainer approval process.
This process will allow a prospective trainer to commence training as an associate trainer while they complete their mentorship, trainer workshop attendance and await their final trainer interview. We will register with GMC as CS only at first, and update to CS/ES when fully approved as a trainer. They would be expected to complete as GP trainers within 12 months.
We will inform GP schemes/programme support of associate trainers who do not apply for full trainer approval by the next application deadline so that they are aware that they would not be able to have a trainee for the next rotation.
01st April and 1st of October are the deadlines for expressions of interest for the following August / February start date. To have signified your interest you will have answered yes on PARE to "Do you wish to undertake the Associate Trainer Pathway ?", have inputted your TPDs details into the Associate Trainer Form and your TPD will have signed their approval.
All Requirements must be completed before the end of the subsequent June or December to be reviewed by the Primary Care team and potentially approved.
Required Documents – Evidence of Equality and Diversity Training (dated within 3 years)
Declaration of health and conduct form
Workplace Based Assessments (WPBA)
Clinical and Educational Supervision (ESR/CSR)
Trainees in Difficulty (half day)
Teaching on the Consultation (half day)
Educational Theory *
HEE e-Learning Module (Clinical Supervisor Course)
*Applicants must either be undertaking the PGCME or have completed the educational theory course*
Equipment provided for trainees:
Trainees need to be provided with the necessary facilities and equipment to be able to undertake their role as outlined below:
- The trainee will be provided with a well-equipped room to work in, meeting regulatory standards.
- The practice will provide a doctor's bag with the following equipment as a minimum: diagnostics set (ophthalmoscope and otoscope), sphygmomanometer, pulse oximeter, glucometer, peak flow meter, spacer for inhaler, tendon hammer, tape measure, tympanic thermometer
- The trainee will have access to appropriate drugs that can be used in an emergency and taken out on visits if necessary, in line with the other GPs at the practice. There is a process for regularly checking these medications are in date that covers any medication carried in the doctor's bag.
Attendance at meetings:
Involvement in practice meetings is beneficial for trainees with regards to working with colleagues and developing understanding of the business side of general practice.
- It is expected that trainees will be invited to attend a range of meetings at the practice.
- Trainees will be expected to attend regular practice meetings / clinical meetings where possible
- These meetings should be included in the trainee's timetable. These can be included as educational time.
Trainee timetables must be compliant with the trainee's contract; the hours will be monitored by HR in the employing trust.
- Hours must not exceed 40 hours for a full-time trainee (including protected breaks).
- For a full-time trainee, the breakdown of the hours is as follows (LTFT pro-rata hours):
- Clinical time: 21 hours. This includes surgeries, visits, clinical debriefs. Debriefs are clinical time unless they are > 30 minutes in duration and timetabled as educational debriefs.
- Administration time: 7 hours
- Educational time: 12 hours. This is split as follows:
- Structured educational time at the practice: 4 hours. This must include at least 2 hours of tutorial time (which can be individual, joint with other trainees/ learners at the practice or a combination of both). It may also include joint surgeries, practice meetings, educational debriefs (as defined above).
- Half day release: 4 hours.
- Protected study time: 4 hours. This should be in one 'block' though it is acceptable if it is split into a maximum of 2 sessions.
- Protected breaks: These are included in the overall hours and the time for them can be taken out of any of the above areas; it is recommended that it is split between each of the areas.
Alterations according to trainee need:
Certain aspects of the trainee timetable will need to be adapted, depending on the stage of training and the individual capabilities of the trainee. These include:
- Appointment length: Appointment lengths will generally reduce as the trainee becomes more experienced and this should be monitored on an individual basis. For ST1s, appointments will generally start at 30 minutes, reducing in stages to 15 minutes by the end of the post. ST3s generally start at 15-20 minutes, reducing to 10 minutes (or the rate of the other GPs at the practice if longer) by the end of the post.
- Trainee involvement in urgent and unscheduled care: This may include telephone triage and involvement in on-call/ duty doctor roles. Trainers need to consider how this can be incorporated into the trainee timetable in a proportionate and appropriately supervised way.
- Home visits: Home visits should initially be directly supervised, however once the trainee is able then they can undertake home visits on their own. Consideration needs to be given to ensure that the visits are appropriate for the trainee's stage of training. The trainee must have a way to contact a supervisor during any home visit.
- Tasks and test results: Trainees should be responsible for managing their own tasks and blood results and should have training and supervision to enable them to do this. For ST3 trainees at the end of training, it may be acceptable to ask them to manage a select number of results for other GPs, for training purposes.
- Insurance and other paperwork: In general, trainees should not be asked to complete insurance reports etc. Exceptions can be made if the trainee knows the patient well and the report is completed as a learning exercise. Trainees should be responsible for managing letters generated from their referrals, or any other paperwork they have generated.
A well thought out induction program is essential to allow trainees to integrate into the practice team. This is individual to the practice but should have the following characteristics:
- Length of induction: at least 2 weeks for ST1/2 trainees new to general practice. For other trainees it can be shorter, however it should be at least 1 week and incorporate all the essential elements.
- Involvement of practice team members: should involve meeting practice team members from all teams (reception/ administration/ nursing/ pharmacist/ ACPs etc. as well as GPs)
- Involvement of wider primary health care team: should involve meeting other members of the primary health care team e.g. community nurses, health visitors, midwives etc.
- Include time for administration: including time for practice induction to policies and procedures, learning how to use the clinical system.
- Safeguarding: must include a face to face safeguarding briefing specific to the practice (e-learning alone is not sufficient).
The expectation is that GP trainers should have 1 hour per week non-trainee facing protected time per trainee, to allow time for reviewing the portfolio, preparing for tutorials etc. This is in addition to the protected time with the trainee for tutorials and debriefs.