Policy and Procedures Committee Date: 23 March 2017

Transcription

1 Human Resources Job Planning SOP Document Control Summary Status: New Version: V1 Date: March 2017 Author/Owner: Dr Jay Srinivas, AMD Alyson Sargeant, Head of Recruitment and Resourcing Approved by: Policy and Procedures Committee Date: 23 March 2017 Ratified: Policy and Procedures Committee Date: 23 March 2017 Related Trust Strategy We Value our Staff / Respect inspire and develop our workforce and/or Strategic Aims Implementation Date: Review Date: March 2018 Key Words: Job Planning, Doctors Medical Appraisal and Job Planning Policy Associated Policy or Medical Appraisal SOP Standard Operating Procedures 1

2 Contents 1. Introduction 2. Purpose 3. Scope 4. Key Responsibilities 5. Principles of Job Planning 6. Job Planning Process 7. Components of the Timetable 8. Private Practice 9. Links to Pay Progression/Failure to Engage in the Job Planning Process 10. Disagreements and Appeals 11. Internal Quality Assurance of Job Planning Process 12. Associated Appendices 13. References 2

3 1. Introduction This document should be read in conjunction with the Medical Appraisal and Job Planning Policy. Job planning is seen by both the Department of Health and BMA as a means of organising resources as effectively as possible and in a way that brings mutual benefits to organisations, patients and doctors in the planning and delivery of high quality patient care [A Guide to Consultant Job Planning, BMA and NHS Employers, 2011]. Medical Job Planning within South Staffordshire and Shropshire Healthcare NHS Foundation Trust follows the principles of Single Line Management while ensuring accountability for the process. 2. Purpose The SOP adheres to the principle that the majority of medical staff employed by the Trust will undertake annual job planning in keeping with the process agreed at the time by the BMA and Department of Health. 3. Scope This SOP will apply to all Consultants and SAS doctors employed directly by South Staffordshire and Shropshire Healthcare NHS Foundation Trust. Although job planning is only a contractual obligation for those practitioners employed under 2003 (Consultants) and 2008 (Associate Specialists and Specialty Doctors) terms and conditions of service, job planning is widely recognised by both the BMA and Department of Health as good practice and therefore the principles of this SOP apply to all doctors employed directly by the Trust. Exceptions to this are Doctors in Training, to whom job planning does not apply. As job planning is undertaken by the employing organisation, this SOP may not be wholly relevant to those medical practitioners who are not directly employed by the Trust, for example doctors engaged through locum agencies, contractors or those seconded from partner organisations. However, the principles of this policy such as working transparently, collaboratively and with aligned objectives should apply to all doctors working on behalf of the Trust as well as their clinical managers. 4. Key Responsibilities 4.1 Chief Executive is accountable to the Board of the Trust for ensuring the resources and systems are in place for robust job planning. S/he is accountable for ensuring that job 3

4 planning and appraisal systems are integrated and coordinated at both strategic and operational level. 4.2 Medical Director - is accountable to the Chief Executive and the Board of the Trust for implementing and managing the job planning process and outcomes. The Medical Director must ensure that Clinical Director/Medical Lead/Line Managers are suitably qualified to conduct job planning. If CDs are not medically qualified or lack suitable training/experience in job planning, the Medical Director must appoint an appropriate colleague to support the job planning process until such time that the CD has received the relevant training. The Medical Director will hold all job plans centrally. The Medical Director (or their nominee) will facilitate mediation in circumstances where there is a disagreement around an individual s job plan. 4.3 Associate Medical Director, Lead for Appraisal and Job Planning - is accountable to the Medical Director and is responsible for ensuring that job planning is carried out in line with South Staffordshire and Shropshire Healthcare NHS Foundation Trust policy. In conjunction with the Service Managers, s/he will support the provision of data collection and reporting on compliance with job planning processes. S/he will also notify the Medical Director of any doctors who have not engaged in the job planning process in line with South Staffordshire and Shropshire Healthcare NHS Foundation Trust policy. 4.4 Clinical Director The CD must have sufficient training/experience in medical job planning. CD should have a collective overview and should advise the Service Manager that job plans work together in meeting the needs of the service and patients, without duplication of effort. The CD should advise the service/line manager in the job planning process. In their advisory role, they should ensure that the focus is not only on clinical time but also SPA time, thereby ensuring that medical colleagues are contributing sufficiently to areas such as medical education, audit, research and quality improvement. 4.5 Service Manager The overall responsibility for ensuring effective Job Planning rests with the Service Manager. Effective job planning requires the Service Manager to agree and have an overview of all job plans within their directorate/division. The Service Manager (or appropriate nominated deputy) should participate in the job planning review meeting; the exact composition of the meeting may vary depending on the directorate/division. The Service Manager should prepare for the meeting in accordance with the Job Plan Review Meeting Checklist (Appendix 1) and should help to translate the objectives of the Trust and relevant service into meaningful personal objectives for consultant colleagues. It is the responsibility of the Service/Line Manager to plan the directorate s job plan review meetings in accordance with the timescales set out within this SOP and alert the Associate Medical Director to any instances of non-engagement with the process. Following the job plan review meeting, the Service/Line Manager should sign off the agreed and fully completed job plan proforma and forward to Medical Staffing for retention. The Service Manager must ensure that workload is apportioned fairly across the medical workforce within the directorate and that objectives of individual medical colleagues are aligned with each other s, as well as that of the directorate and Trust as a whole. As a medic s job plan will be informed by the outcome of the Personal Development Plan agreed upon in Medical Appraisal, they must ensure that the relevant appraiser is consulted prior to the job plan review meeting via Medical Staffing and a copy of the PDP is sought in preparation. 4

5 In the case of SAS Doctors, the Service Manager (or their Nominated Deputy) may choose to delegate the responsibility of job planning to the Supervising Consultant, providing the consultant in question has the necessary experience and training. 4.6 Doctor Is responsible for preparing information ahead of the job planning review meeting in accordance with the Job Plan Review Meeting Checklist (Appendix 1). Doctors should be familiar with the principles of job planning and their terms and conditions of service. The doctor should make themselves available to attend the job plan review meeting and must ensure that the meeting takes place within the agreed timescales set out in this SOP. It is the doctor s responsibility to ensure that, following the job plan review meeting, the Job Plan Proforma is fully completed in a timely manner, signed and sent to the Service Manager (or their Nominated Deputy) for sign off and forwarded to Medical Staffing Medical Staffing Team is responsible for the administration of the job planning process, may assist the Medical Director in the collation of job plans centrally and support the Associate Medical Director in the delivery process. 5. Principles of Job Planning The principles of job planning are outlined in the Terms and Conditions of Service for Medical and Dental Staff Consultants [England, 2003] and Associate Specialists and Specialty Doctors [England, 2008]. 6. Job Planning Process 6.1 Job Plan Review Meeting Job plan review meetings will take place annually between April and June, following on from the medical appraisal cycle and the Trust s business planning. However, interim job plan review meetings may be requested at any time by either the doctor or Service Manager wherever there is the need to discuss significant changes for example in the case of changes to the way services are delivered or changes to workload. The Job Plan should be a live and fluid document which can be flexed when necessary and if priorities for the doctor or service change throughout the medical appraisal / business planning / job planning cycle. The meeting should take around 1 hour and will normally include the doctor, the supervising consultant in the case of SAS Doctors and Service Manager (or nominated deputy). Directorates may be able to agree a different local arrangement through discussion with the Associate Medical Director Lead for Appraisal and Job Planning. The Service Manager (or their Nominated Deputy) will invite practitioners and other relevant people as agreed, to the job plan review meeting, ensuring all parties have sufficient time to prepare for the meeting and collate the information detailed in the Job Plan Review Meeting Checklist (Appendix 1). 5

6 As part of preparing for the job plan review meeting and to inform discussions, the doctor may wish to complete a diary exercise for an appropriate number of weeks prior the meeting. This is particularly useful if this is going to be the doctor s first job plan. A Job Planning Diary can be found by following link below: Areas for discussion/suggested agenda for the meeting: 1. Current commissioning and contracting landscape and expectations for year ahead 2. Review of past year, identifying what worked well and where there is opportunity for improvement across the directorate/team 3. Priorities of the organisation, directorate and team 4. LoV Framework how practitioner exhibits Trust s behaviours in line with Framework Agree SMART objectives personal objectives must link to those of Trust, Directorate and team 6. PDP agreed within appraisal 7. PDP agreed through Peer Group 8. Resources and support required by the doctor to meet objectives and achieve PDP 9. Current workload and likely changes to the doctor s duties and responsibilities going forward 10. Finalise prospective timetable 6.2 Job planning documentation Following the Job Plan Review Meeting, the doctor should complete the Job Planning Proforma (Appendix 2) and this should be signed either in hard copy or electronically by both the doctor and the Service Manager (or their Nominated Deputy). A copy of the fully completed and signed Job Plan Proforma should then be ed by the Service Manager (or their Nominated Deputy) to the Medical Staffing Team medical.staffing@sssft.nhs.uk The Service Manager (or their Nominated Deputy) must ensure that all sections of the proforma are completed prior to sign off. It is not acceptable for only the Job Plan Schedule or timetable to be populated. The quality of Job Plan Proforma will be subject to annual audit conducted by the Associate Medical Director Lead for Appraisal and Job Planning, who will provide assurance to the Medical Director. 6.3 Setting objectives explained in more detail 6

7 Setting objectives is central to job planning and should inform the doctor s final job plan. Guidance from the Department of Health advises that objectives follow the SMART formula: Specific Measurable Achievable and agreed Realistic Timed and tracked Objectives may be hard or soft. An example of a hard objective would be to see a set number of patients; an example of a soft objective would be to spend more time talking to patients. Objectives should cover all aspects of a doctor s role, including DCC (Direct Clinical Care) and SPA (Supporting Professional Activities). All agreed personal objectives should be linked to the Trust s objectives and annual plan. As well as agreeing objectives, it should also be agreed at the job plan review meeting what support and resources are required to enable objectives to be met and how the progress against objectives will be measured. It may be that objectives do not change a great deal from year to year for some practitioners. 7. Components of the Timetable 7.1 Number of PAs In line with the current Consultant [2003], Associate Specialist [2008] and Specialty Doctor [2008] contracts, the Trust expects that full time consultants and SAS doctors will work a basic working week of 10 PAs. However, it is acknowledged that on occasions, in the short term and in response to service needs, practitioners may agree to work additional PAs for a time limited period and this arrangement will be reviewed through job planning. 7.2 DCC and SPA Direct Clinical Care (DCC) and Supporting Professional Activities (SPA) are defined in the current contracts for consultants and SAS doctors. Typically, for consultants, SPA will account for up to 2.5 PAs per week and the composition of this time is agreed through the job planning process. The 2008 SAS Doctor contracts recommend a minimum of 1 SPA. Practitioners may be asked during their job plan review meeting to demonstrate that their SPA time is being spent usefully and productively and meets the agreed objectives. It is worth practitioners and Service Managers noting that The Academy of Medical Royal Colleges estimates that between 1 and 1.5 PAs should now be dedicated to CPD in order to meet the requirements of revalidation. 7

8 For further definitions and details of categorisation, the following document should be consulted: - uide_to_consultant_job_planning.pdf 7.3 On-call Work On call commitments should be made clear within the job plan. At the time of writing, the on call work provided by consultants and SAS doctors employed by South Staffordshire and Shropshire Healthcare NHS Foundation Trust is generally recognised in the following two ways: Category A availability supplement - meaning that the practitioner is typically required to return immediately to site if called or to provide complex telephone advice. PA allocation for unpredictable emergency work done whilst on call this should be assessed retrospectively by diary exercises/monitoring in which doctors are contractually obliged to engage. Any adjustments to PA allocation for on call work should be made at the job plan review meeting. 8. Private Practice It is mandatory that all private practice is declared through job planning. Failure to declare private practice may be viewed as fraud. 9. Links to Pay Progression/Failure to Engage in Job Planning Process As job planning is a contractual obligation, failure to engage meaningfully in the job planning process could ultimately result in the doctor not being eligible for routine pay progression. Evidence of job planning is also essential criteria in respect of eligibility for Employer Based Awards and Clinical Excellence Awards. However, the Trust does recognise that there may be occasions where doctors cannot engage in job planning - for example, in the case of doctors taking a career break, on maternity leave or long term sick leave etc. In these situations, job planning should take place as soon as is reasonably possible following a return to work. Any instances of non-engagement with the process and therefore breach of contract should be brought immediately to the attention of the Medical Director by the Service Manager (or their Nominated Deputy) and HR advice sought. A fact finding investigation in line with MHPS and Trust policy should follow so as to ascertain the reasons for non-engagement. 10. Disagreements and Appeals If there is disagreement around a job plan, the first step is mediation and this should be facilitated by the Medical Director or a deputy. The mediator should first meet with the 8

9 doctor and then the Service Manager (or their Nominated Deputy) before meeting all parties together. Request for mediation must be made by the doctor in writing to the Medical Director within two weeks of the job plan review meeting. If mediation fails to resolve the issue, a formal appeal must be lodged by the doctor in accordance with his/her terms and conditions of service. 11. Internal Quality Assurance of Job Planning Process Assurance will be provided to the Trust Board when requested by the Medical Director. The quality of job plans will be reviewed at least yearly by the Associate Medical Director Lead for Appraisal and Job Planning, as well as compliance rates. The Medical Director with support from the Associate Medical Director will be responsible for identifying the training needs of Clinical Directors, Service Manager(or their Nominated Deputy) and Supervising Consultants with regards to the job planning process and ensure that resources are made available as required. Clinical Directors and Service Managers will have access to the support of the Associate Medical Director Lead. This SOP will be reviewed every three years or before if Department of Health guidance is updated. 12. Associated Appendices Appendix 1 Appendix 2 Job Plan Checklist Job Plan Template 13. References Guidance from NHS Employers and BMA Terms and Conditions of Service Consultants (England) ltant_contract_v9_revised_terms_and_conditions_300813_bt.pdf Terms and Conditions of Service Specialty Doctors/Associate Specialists (England) _and_conditions_specialty_doctor_2014%20final.pdf 9

10 Appendix 1 Job Plan Checklist A timetable of activities - previous year's job plan or completed diary (if no previous job plan) A summary of all the Programmed Activities (PAs) or sessions of each type in the timetable On-call arrangements i.e. what category of on call work and details of rota A list of agreed SMART objectives or outcomes (from last year s job plan) PDP from last Appraisal A list of supporting resources necessary to achieve objectives. A description of additional responsibilities to the wider NHS and profession. A description of external duties (i.e. trade union, Royal College work etc). Any arrangements for additional PAs or sessions. Any details of regular private work. Any agreed arrangements for carrying out regular fee-paying services. Any special agreements or arrangements regarding the operation or interpretation of the job plan. Accountability arrangements. Any agreed flexible working arrangements. 10

11 Appendix 2 Job Plan Template JOB PLAN TEMPLATE Name: Job Title: Directorate: Professional Accountability: Clinical Accountability: 1. AGREED OBJECTIVES Ensure objectives are aligned with those of Trust, directorate and team objectives and mirror the doctor s PDP which was agreed during appraisal. Objective Resources and Support Required Agreed Process for Reviewing Objective 11

12 2. DESCRIPTION OF CURRENT ACTIVITY AND FORECAST FOR YEAR AHEAD Please include comments on typical frequency and duration of activities CLINICAL Including ward rounds, outpatient clinics, community and domiciliary visits, other patient reviews, etc 12

13 ADMINISTRATION CLINICAL AND NON CLINICAL Non clinical administration should be undertaken within SPA time Identify type of work and resource available(for eg- Secretarial support) TRAVEL Travelling between sites or excess travel should be included within time allocated to DCC CPD AUDIT / RESEARCH 13

14 MEDICAL EDUCATION AND TRAINING APPRAISAL MANAGERIAL COMMITMENTS ADDITIONAL NHS RESPONSIBILITIES Responsibilities which cannot be absorbed within time allocated to SPA,for example Clinical Director, Medical Lead, Undergraduate Support Tutor and other clinical, academic and management responsibilities EXTERNAL DUTIES Agreed through job planning, for example work for Royal College, GMC, CQC, AAC Member, trade union duties and others - often carried out in the interest of wider NHS 14

15 PRIVATE PRACTICE AND FEE PAYING WORK Practitioners should be familiar with The Code of Conduct on Private Practice. Is this work carried out in practitioner s own time or alongside duties in job plan with fee remitted to SSSFT? Is this work carried out without fee remission, but with minimal disruption to NHS duties and at employer s discretion? Failure to disclose this type of work may be considered as fraud. 15

16 3. JOB CONTENT Practitioners may choose to annualise their timetable if preferred. Additional rows may be inserted into table below if further time slots required. Please overtype the example, which has been included to aid completion. Day Time Location Category Work PAs per week PAs per year (optional) 9am 1pm Monday 1pm 5pm 9am 1pm St George s Hospital DCC Ward Round and 1 PA St George s Hospital SPA Teaching 1 PA DCC 1 PA Tuesday 1pm 3pm St George s Hospital DCC Weekly 0.5 PA 3pm 5pm St George s Hospital SPA Ward Round 0.5 PA 9am 1pm St George s Hospital DCC Teaching Medical 1 PA Wednesday 1pm 5pm St George s Hospital DCC Admin / patient 1 PA Thursday 9am 1pm Cannock CMHT St George s Hospital DCC Outpatient Clinic Ward Round and MDT 1 PA 16

17 Friday 1pm 5pm St George s Hospital SPA CPD / LNP Meeting every 3 months 9am 1pm St George s Hospital DCC Ward Round and MDT 1pm 5pm St George s Hospital DCC ECT Clinic and related admin 1 PA 1 PA 1PA Additional agreed NHS activity or responsibilities St George s Hospital College Tutor Role n/a to be worked 1 x RA flexibly may be recognised by Additional PAs or a Responsibility Allowance (RA) External Duties BMA Representative n/a Predictable emergency None [Not usual for SSSFT] on-call work Unpredictable emergency 1:10 on call rota Category A, 3% supplement DCC Out of hours on call work 0.5 on-call work [Generally Cat A for SSSFT] Total PAs

18 SUMMARY OF PROGRAMMED ACTIVITY Per Week Per Annum Direct Clinical Care 8 Supporting Professional Activities 2.5 Other NHS Responsibilities 0 External Duties TOTAL PROGRAMMED ACTIVITIES 10.5 NB: 1 PA = 4 hours / 1 PA during Premium Time ( and weekends) = 3 hours 4. Living our Values Framework Please review behaviours against the Trust s Living our Values Framework 18

19 5. AGREEMENT DOCTOR: Name Signature Date of Agreement Service Manager(or their Nominated Deputy): Name Signature Date of Agreement Fully completed and signed Job Plans must be forwarded to the Medical Staffing team 19