SuppoRTT Meetings and Forms

This page provides information about the Supported Return to Training process and guidance, and information about the forms to be completed at different stages of your absence and return to training.

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Contents

Meetings and Forms Process

Meetings and Forms Process

There are three meetings which underpin the SuppoRTT programme and should take place with the trainee and appropraite supervisor/educator:

A pre-absence planning meeting to discuss the arrangements for the time out of training and how (if desired) they will maintain contact with their educators.
A pre-return return meeting to discuss the arrangements for their return including any plans for a supernumerary and or enhanced supervision period.
A post-return review meeting to review their progress and to discuss any remaining concerns or any further support that may be needed.

An online SuppoRTT meeting form (see below) should be completed during each meeting to document discussions and the support needs of the trainee. Residents and educators are encouraged to famiarlise themselves with the SuppoRTT Guidance which includes further information about the SuppoRTT process and meetings.

The national e-learning module is also helpful for understanding the SuppoRTT process. The module identifies common issues and concerns for returning residents, provides details of sources of support that you may find helpful when returning to training, and shares experiences of other trainees who have successfully returned to training. Please note: The module has been produced centrally and may not reflect differences in the Yorkshire and the Humber process. Please refer to the Yorkshire and the Humber SuppoRTT Guidance for information about the regional process.

The videos on this page provide a personal account of some of the issues and concerns raised during Supported Return to Training and provide an example for how each SuppoRTT meeting can take place.

Pre-Absence Planning Meeting

Simulated Pre-Absence Meeting

Please see the Absence Planning Meeting Flowchart of Responsibility for a visual representation of the full process to be followed.

When a trainee knows in advance that they will need time out of training, they should inform their educational supervisor, training programme director and their speciality's programme support team, confirming the dates and reason for absence. They will guide the trainee through the process of applying for the appropriate out of programme period to pause their training.

If possible, an absence planning meeting should take place between the trainee and their supervisor/educator at least three months prior to planned absence, or as soon as conveniently possible if absence is unplanned/unexpected.

The purpose of the meeting is to discuss arrangements for the absence, including how the trainee and educator/supervisor will keep in contact, and to plan for the trainee's return. A Pre-Absence Planning Meeting Form should be completed at this meeting, which will be sent to the SuppoRTT team who will ensure any required support actions are addressed. Further guidance on discussion points for the absence planning meeting can be found in Appendix A of the SuppoRTT Guidance. The educator/supervisor hosting the meeting is encouraged to use the AoMRC Planning an absence from practice checklist to help facilitate the meeting.

The trainee may find it beneficial to complete the Individualised Action Planner, which provides a framework to help them identify any activities of training they may need to complete during their period of absence to support their successful return to training.

If a trainee is unable to complete the absence planning meeting form prior to being out of training, a Notification of Absence Form should be completed to inform SuppoRTT of the trainees absence. An absence planning meeting should still be arranged with the trainee to plan the trainees return even if a notification of absence form is initially completed.

Pre-Absence Planning Meeting Form

Pre-Return Planning Meeting

Simulated Pre-Return Meeting

Please see the Initial Return Meeting Flowchart of Responsibility for a visual representation of the full process to be followed.

The initial return meeting should ordinarily take place between the trainee and their supervisor/educator within 8-12 weeks of their planned return to training date. Where a trainee is absent for health reasons, this may need to take place sooner. Please see our trainees on long-term sick leave guidance for further information.

The purpose of the meeting is to create a plan for the trainee's return, discuss any concerns they may have about returning, identify any remaining training needs and agree to any requests for a period of supernumerary/enhanced supervision. At this meeting, the Pre-Return Planning Meeting Form should be completed. A copy of this form will be sent to the SuppoRTT team, who will ensure that any required support actions are addressed and will notify your placement Trust of your plans for return. Guidance on discussion points for the initial return meeting can be found in Appendix B of the SuppoRTT Guidance. The educator/supervisor hosting the meeting is encouraged to use the AoMRC Return to practice checklist to help facilitate the meeting.

Pre-Return Planning Meeting Form

Post-Return Review Meeting

Simulated Review Meeting

Please see the Review Meeting Flowchart of Responsibility for a visual representation of the full process to be followed.

The review meeting should take place between the trainee and their supervisor/educator at the end of any supernumerary and/or enhanced supervision period, or around four weeks after their return to clinical duties where these were not part of the trainee's return arrangements.

The purpose of this meeting is to discuss the trainee's progress following their return, review any assessments and feedback, address any remaining concerns and arrange further supernumerary/enhanced supervision periods, if required. At this meeting, the Post-Return Planning Meeting Form should be completed. A copy of this form will be sent to the SuppoRTT team, who will ensure that any required support actions are addressed.

Post-Return Planning Meeting Form

Where the review meeting has identified outstanding concerns, training needs or the need for additional supernumerary/enhanced supervision period, additional review meetings should take place until the trainee and educator/supervisor is satisfied that the trainee can return to normal practice. A new Post-Return Review Meeting Form should be submitted to document each subsequent review meeting(s).