Medical Appraisal Co-ordinator

Job description

Job responsibilities

Responsible for organising, accurately recording, monitoring and scheduling all medical revalidation and appraisal activities. This includes the collation and scrutiny of revalidation information for submission to the Lead for Medical Appraisals and RO, prior to each doctor's revalidation

Managing the compliance database for the reporting of appraisals for locally employed doctors.

To be a single point of contact for medical staff on the content of their appraisal portfolios in accordance with national and Trust guidance. Providing advice on medical appraisal and revalidation, and respond to any queries, which may be complex, seeking advice from the Lead for Medical Appraisals and RO where appropriate.

Gather and deliver all relevant supporting documentation (governance and training reports, 360 surveys and appraisal history) to the RO in a timely manner to enable revalidation recommendations to the GMC in order for the Trusts doctors to maintain their license to practice.

Responsible for ensuring the RO and Trusts Appraisal Lead are made aware of any actual or potential issues that would adversely affect the appraisal and revalidation process of any doctor.

Manage the roll out of the Trusts new appraisal system (Premier IT) ensuring the Trusts doctors have access to and the necessary support to confidently complete their appraisals on the system.

Provide support to newly appointed medical staff about how to use the Premier IT system to ensure their experience of revalidation is as smooth as possible.

Observe and maintain strict confidentiality, in terms of the management and maintenance of information and the performance or otherwise of individual medics.

Responsible for the operational management of the Trusts appraisal system and related compliance databases; contributing to the achievement of Trust targets around the workforce agenda as it relates to medical appraisal.

As the main point of contact for the system provider the post holder needs to have developed an excellent working knowledge of the system to instil confidence for all stakeholders within the Trust.

Develop and maintain relationships with each doctor to ensure through encouragement and influence that they comply with the appraisal and evidentiary revalidation submission process.

Accurately maintain staff lists and databases to ensure all relevant Trust doctors complete their annual appraisal.

Support the RO in the collection of statistical data for medical appraisal and revalidation in quarterly & year end reports and submission to NHS England via the Annual organisational Audit.

Provide a professional, confidential and efficient service within the Revalidation Support Team providing technical and administrative support allowing the team to function, including but not limited to attending meetings as required and taking minutes/notes.

Responsible for the management of any delayed or missed appraisals in line with the Trusts appraisal process.

Monitor upcoming revalidations ensuring doctors receive notification of actions required in a timely manner. Providing regular status reports to RO (CMO) and the Trusts appraisal lead. Checking to ensure that the information held within the Trusts performance monitoring system is accurately reported.

To maintain the record system which ensures that those doctors whose RO sits outside the Trust are meeting the Trusts standards for recording their appraisal revalidation evidence. Advising the Trusts RO of any perceived anomalies.

Main point of contact for CFEP, the Trusts 360 survey provider. The post holder will be responsible for ensuring Trust doctors complete a 360 survey, every 5 years in preparation for revalidation.

Update the Trusts doctors ESR records when appraisals are completed, allowing for data inclusion into the IPR report. Responsible for the provision of compliance reports, as requested, to the RO, Managing Directors and HRBPs

Responsible for the generation of year end Appraiser feedback reports

Manage the Medical Appraisal Email In-box.

Support the continuous review and identify opportunities to improve and streamline the appraisal and revalidation process.

On behalf of the RO complete the transfer of information requests (MPIT) for departing doctors.

Maintain the Trusts appraisers spreadsheet and coordinate quarterly appraiser meetings.

Using Trac and People/HR/training Team put rigorously maintain robust processes to be aware of new starters, including long term locums, so training and appraisal process can be delivered on commencement with the Trust. Ensure that historical information (appraisals and 360 surveys) are securely recorded in readiness for revalidations and appraisals. A similar process also needs to be put in place for those doctors transferring from a training to non-training contracts.

Prepare submissions of the AOA (Annual Organisational Audit). Ensuring that when such enquiries are made the Trust can respond in an accurate and timely manner.

Develop and prepare ad hoc reports as requested by Medical Appraisal Lead, RO and Board.

Attend all mandatory training sessions and other training as appropriate.

Represent the Trust at NHSE&I networks and develop relationships with peers in other local Trusts.

Person Specification

Qualifications

Essential

• Educated to Degree level in relevant subject

Expeience

Essential

• Experience of influencing and negotiating with others at a more senior level.
• Experience of implementing a new information system as a key user (or able to demonstrate ability to and confidence to do so).
• Experience in the assimilation and interpretation of complex data
• Knowledge and experience of appraisal systems or medical appraisal process
• Experience in planning, organising and facilitating meetings and workshops
• Project management experience, able to demonstrate time management, tracking, monitoring and outcome

Desirable

• Experience working within the NHS

Knowledge

Essential

• Able to use Excel, Word and Microsoft outlook
• Able to organise meetings, issue agendas and paperwork
• Detailed knowledge of appraisal process and GMC revalidation process, to the point of knowing what constitutes valid, robust and sufficient evidence.
• Familiar with other NHS systems and databases used to provide data for the appraisal & revalidation process such as Trac and ESR.
• Able to identify when problems are likely to arise within either the appraisal and revalidation processes, escalating accordingly and suggesting feasible system solutions.

Skills

Essential

• Able to maintain robust relationships throughout the medical hierarchy, to a point where post holder comfortably advises, suggest, coaches, or guides on the appropriateness, robustness or otherwise of the evidence being presented - challenging sensitively yet robustly.
• Requires sound interpersonal skills to communicate tactfully, logically, clearly and with empathy, to the point that even a professional of many years standing will be able understand fine points of distinction involved in distinguishing and on occasion debating the appropriateness of evidence classification.
• Able to work on own initiative and without direct supervision, managing own time and prioritise own work
• Maintenance of Excel Spreadsheets and non-Microsoft, specific databases (where accuracy and attention to detail are essential)
• Able to follow a report format and populate with information from several separate sources.
• Ability to work with unpredictable interruptions
• Able to effectively communicate with senior management and consultants, no matter whether face to face, by telephone, MS teams, by email or in writing.
• Accurate note taking and minute writing skills
• Problem solving skills
• Flexibility and willingness to work and meet deadlines and objectives
• Ability to adapt to new systems and or ways of working
• Demonstrable skill in remaining calm and composed when challenging an individual's misconceptions about the appropriateness, importance or validity of evidence.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust

Address

The Robert Jones and Agnes Hunt Orthopaedic Hospital NHSFT

Oswestry

SY10 7AG

Employer's website

https://www.rjah.nhs.uk/ (Opens in a new tab)