Induction Policy and Procedure

Transcription

1 Policy No: PP30 Version: 8.1 Name of policy: Induction Policy and Procedure Effective from: 15/11/2016 Date ratified 17/08/2015 Ratified Human Resources Committee Review date 01/08/2017 Sponsor Director of Strategy and Transformation Expiry date 16/08/2015 Withdrawn date Unless this copy has been taken directly from the Trust intranet site (Pandora) there is no assurance that this is the most up to date version This policy supersedes all previous issues Induction Policy and Procedure v8.1

2 Version Release Author / Reviewer Version Control 1.0 April 2000 Trust Board JCC TPF Ratified By / Authorised By Date Changes (Please identify page no.) Mar /01/ /06/ Sept 2004 Trust Board Gateshead PCT Trust Board TPF JCC 22/09/ /09/ /09/ /07/ Jan 2006 J Bourke Trust Board JCC TPF 4.0 Oct 2006 J Bourke Trust Board JCC TPF 25/01/ /10/ /12/2005 Oct /09/ /10/ Sept 2008 J Donnelly JCC JCC Sub HRC 17/09/2008 Aug /09/ May 2009 J Donnelly JCC JCC Sub HRC 17/09/2008 Aug /09/ Jan 2010 M Darroch N/A N/A Minor wording amendments to comply with NHSLA requirements 7 07/08/2012 J Donnelly JCC Sub JCC HRC 04/07/12 18/07/12 06/08/ /02/2015 S.Stevens Responsible Director 01/02/2015 Amendments to comply with OP27 NHSLA and to reflect new process /08/2015 J.Donnelly JCC HRC /11/2016 Peter Weatherburn 07/11/2016 P29 appendix 5 added notes relating to business continuity and emergency response Induction Policy and Procedure v8.1 2

3 Contents Page 1 Introduction Policy scope Aim of policy Duties roles and responsibilities Definition of terms Induction requirements Content of corporate Induction and mandatory training Booking process for corporate and local induction Recording completion of corporate induction, local induction and mandatory training Non- attendance at corporate and local induction Training Diversity and Inclusion Process for monitoring compliance with the policy Consultation and review of this policy Implementation of this policy Associated documentation Appendices 1 Junior doctors induction process Summary of roles and responsibilities for managers Corporate induction programmes Flowchart for local induction (Employed permanent staff/temporary staff) Employee/Manager local induction checklist (permanent staff) Confirmation of local induction pro forma Local induction checklist (temporary staff) Induction checklist for bank staff Corporate Induction flowchart Induction Policy and Procedure v8.1 3

4 Induction Policy 1. Introduction The Trust Board, through the Director responsible for Human Resources, is responsible for ensuring that all new permanent/temporary employed members of staff are appropriately inducted to enable them to undertake their duties competently and to protect their own well-being. Induction is a key element of the recruitment process. It helps develop a sense of belonging and encourages the new employee to recognise the contribution that they will make to the success of the organisation. A structured induction programme consisting of Corporate induction, mandatory training days and Local induction elements ensures that people are developed effectively within agreed timescales into their new role so that they can operate to the required standard and in as safe a manner as possible. 2. Policy scope This policy applies to all staff directly employed under a contract of employment with the Trust this may be on a permanent, fixed term, rotational or temporary contract of greater than eight weeks duration (including bank staff). Temporary/agency staff (with less than an eight week contract) must receive a basic induction/appropriate workplace orientation/local induction and risk management training to fulfil their temporary duties. If employed for more than eight weeks then a decision will be made as to which corporate and mandatory training days will need to be completed. The induction arrangements for junior doctors or specialist registrars working within the Trust are detailed in Appendix 1 of this policy. 3. Aim of policy The aim of this policy is to set out the minimum standards required for the delivery of Corporate induction, mandatory training and Local Induction to ensure the Trust meets its statutory and regulatory requirements and is assured that staff are equipped to provide safe care within a safe environment. This policy identifies the level of induction and mandatory training required by employed members of staff. The policy also outlines roles and responsibilities, processes for the: administration; delivery; recording; monitoring of attendance; follow up; evaluation; and reporting of the induction process. 4. Duties roles and responsibilities Trust Board The Trust Board through the Director responsible for Human Resources is ultimately responsible for and committed to ensuring that all employed members of staff receive an appropriate Corporate induction, mandatory training and Local induction upon starting with the Trust. Head of Modernisation The Head of Modernisation is responsible for ensuring that there is a Corporate induction programme/mandatory training programme set up for each month and that minimum requirements for Local induction are set out within this policy. Induction Policy and Procedure v8.1 4

5 Human Resources (HR) Department The HR Department is responsible for ensuring that all new permanent and applicable temporary members of staff are booked onto Corporate Induction and mandatory training days and provide the new employee with details of the Corporate Induction dates, mandatory training dates and programme in their letter of appointment. Organisation Development and Training Department (OD and Training) The OD and Training Department is responsible for co-ordinating and administering the Trust s Corporate Induction programme including mandatory training days. This includes: booking venues; liaising with the HR Department re who will be attending; booking facilitators/trainers for each of the sessions; recording attendance of Corporate Induction, mandatory training days and completion of Local Induction; following up of non- attendance or non-completion of induction/mandatory training days; escalation of noncompliance; production of quarterly Trust Board reports; monitoring compliance with and the effectiveness of this policy; and for ensuring that the quality of the programme is reviewed and continuously improved. Managers Managers (medical and non-medical) are accountable for ensuring that all employed permanent and temporary staff comply with this policy, this includes both attendance at Corporate Induction and mandatory training days within eight weeks of start date and completion of Local Induction within 28 days of start date. Managers or a nominated appraiser are also responsible for undertaking a CONTACT appraisal with new members of staff within four weeks of their start date in the Trust. Further details of roles and responsibilities for managers can be found in Appendix 2. Staff All staff (employed for more than eight weeks) must attend the Trust s Corporate Induction programme, including additional mandatory training, such as: violence and aggression up to one day; manual handling up to two days; and blood competencies ½ day and complete an appropriate Local Induction. Staff must be made aware of these requirements and are responsible for ensuring, with their line manager, that they attend or undertake all identified elements of Corporate Induction and relevant mandatory training days (within eight weeks), Local induction (within 28 days) and participate in a CONTACT appraisal (within four weeks) within the agreed timescales. During this process staff are also asked to record their learning and development to support their application of knowledge and skills to meet the Knowledge and Skills Framework (KSF) outline for their post. Trainers/Subject Experts The Trust has identified training leads for each session of the Corporate Induction programme and mandatory training days. The leads are responsible for the delivery and evaluation of their training sessions. They are also responsible for the continual review and update of training sessions to ensure currency and integrity of the sessions. 5. Definition of terms Induction: The formal entry into an organisation, position or office. Corporate Induction: This is a two day programme, designed to be an introduction to the Trust for all staff, healthcare professionals must also attend a further one day Healthcare Professionals day. Induction Policy and Procedure v8.1 5

6 Mandatory training: During the induction process and before staff start work in their wards or department, they must also complete the following mandatory training, the level is determined by their job role and full details are provided in the Trust s Training Needs Analysis (TNA): Violence and aggression level one all staff Violence and aggression level two depends on job role Up to one day manual handling for non-patient handlers, depending on job role Up to two days manual handling practical skills training for patient handlers, depending on job role Blood competencies depends on job role Local induction: Is the induction or orientation programme arranged by the department in which the new employee will be working, it will vary in length and delivery, supported by the line manager. Buddy: This person will provide ongoing support and assist with the individuals orientation, particularly during the first three months of employment All staff: For the purposes of this policy all staff includes all staff directly employed under a contract of employment with the organisation ). This includes staff working within the Trust on a permanent, fixed term, rotational or temporary contract of greater than eight weeks duration. If a new member of staff has previously worked in the Trust and is returning within 12 months a decision will be made on what days they may need to attend. If the new member of staff has been away from the Trust for more than 12 months they will need to complete corporate induction and relevant mandatory training days. Permanent staff: includes all employed members of staff within the organisation who have a permanent contract of employment. Temporary staff: includes all employed members of staff within the organisation who have a contract for more than eight weeks. Contractors/agency workers: are workers supplied by one organisation for the temporary use of another organisation they are employees of the supplying organisation. This will include: locums, agency staff, volunteers, contractors or building workmen on site. 6. A systematic approach to Corporate Induction, mandatory training and Local Induction 6.1 Content of the corporate induction and mandatory training The first two parts of the Induction programme (corporate induction and required mandatory training days) are delivered as a block, minimum attendance is 3.5 days up to a maximum of 6.5 days depending on job role, with the first day being the new employees start date within the Trust. Full details of the Induction Programme can be seen in Appendix 3. The structure of the induction programme allows staff to complete all relevant induction and mandatory training before they start work in their wards or departments. It also allows managers to plan any additional local mandatory training and an appropriate local induction for each member of staff. New members of staff need to attend all parts of corporate induction/mandatory training, commencing on their start date within the Trust and no later than eight weeks after commencing employment. Induction Policy and Procedure v8.1 6

7 New staff will normally be required to attend the Corporate Induction programme on the first day of their employment. In exceptional circumstances, staff may attend at a later date as long as it is within the first three months of employment, subject to approval by the Head of Modernisation. Staff employed on the Bank must attend all relevant parts of Corporate Induction/mandatory training, minimum of four days maximum of nine days. Bank staff are not permitted to undertake any shifts until all parts of induction are complete, staff are allowed a maximum of three months to complete. For temporary members of staff and agency staff in post for more than eight weeks the use of the Corporate Induction Programme and mandatory training days for these personnel should be considered depending on the nature and length of the appointment. If the person is to be in post for more than eight weeks they should attend corporate induction and relevant mandatory training days. However local induction procedures must be carried out with all of these personnel on commencement of their employment/placement with the Trust.. It is the policy of Gateshead Health NHS Foundation Trust to remunerate staff who attend Corporate Induction and mandatory training days, whose working hours fall outside of the days scheduled. This remuneration may take the form of payment in single time or days in lieu. A Trust representative who is competent in the topic being presented delivers the Corporate Induction Programme or mandatory training days. The content of the Trust s Corporate Induction or mandatory training days is reviewed on a regular basis by the OD and Training Department. Each month new members of staff are asked to complete an evaluation form at the end of each day. These are returned to the OD and Training Department for collation and then passed back to each trainer/facilitator for information and, if necessary, action. Local induction Local induction is the induction or orientation programme arranged by the department in which the new employee will be working. Local induction is as important as corporate induction and the two should be seen as a comprehensive package for all new employees, regardless of whether they are permanent or temporary. Upon completion of the Corporate Induction Programme and mandatory training days, all staff report to their workplace where they will begin their Local Induction, see Appendix 4 for details of this process. Local induction for employed permanent/temporary staff must be arranged by the appointing manager, and must be supported by the Local Induction checklist (employed permanent/temporary staff) within the local induction workbook shown at Appendix 5. The checklist should be completed and a copy of the completed local induction pro forma (Appendix 6) should be sent to the OD and Training department within 28 days In the case of Senior Managers and Senior Medical staff the responsible person for local induction is the Associate Directors hereafter referred to as the appointing manager. Local induction for agency staff, locums and contractors staff must be arranged by the appointing manager/responsible person and must be supported by a local induction checklist. As a minimum the induction checklist (Appendix 7) should be referred to and Induction Policy and Procedure v8.1 7

8 completed and retained within the department and made available when requested for audit purposes. Local induction arrangements for bank staff are detailed in Appendix 8. Those people identified as responsible personnel locally for the individual local induction programmes should develop their own process for evaluating the effectiveness of local induction. In accordance with the CONTACT Policy PP37, it is the line manager s responsibility to nominate an appraiser to carry out a CONTACT appraisal meeting within one month of appointment for the new member of staff. The initial appraisal meeting will include the discussion and agreement of work objectives and a personal development plan (PDP) to identify immediate training needs. The line manager or appraiser must also discuss the NHS Knowledge and Skills (KSF) post outline with the new member of staff and agree development needs required to meet the needs of the KSF and incremental pay progression. For agency or locum staff it is the appointing manager or nominated person s responsibility to meet with the individual and identify and address any immediate training needs. 6.2 Booking process for corporate and local induction In accordance with the Trust s Recruitment and Selection Policy and Procedure PP10a, PP10b, and PP10c it is the responsibility of the HR Department to reserve a place on the Corporate Induction programme/mandatory training days for new employees. The HR Department will also inform the new member of staff via their letter of appointment of the date and venue. A copy of this letter will be forwarded to their line manager by the HR Department to ensure they are also aware of this date well in advance. It is the responsibility of the line manager/supervisor to ensure their new employee attends all of the relevant days of the Corporate Induction Programme, mandatory training days and receives and completes an adequate local induction. 6.3 Recording completion of corporate induction, mandatory training and local induction Corporate induction and mandatory training days The OD and Training Department has a responsibility to ensure that sufficient places are available on the Corporate Induction programmes and mandatory training days to meet the demand of incoming new starters. The HR s Department will ensure that new employees and their line managers are notified in writing of the date of the induction programme/mandatory training dates in advance of them commencing employment to ensure attendance within eight weeks of their start date. Using the daily sign in sheets the OD and Training Department will keep an electronic record of attendance / non attendance of the corporate induction programme and relevant mandatory training days. To ensure appropriate attendance records are up to date, the OD and Training Department will run a new starters list at the beginning of each month. This list will Induction Policy and Procedure v8.1 8

9 then be used to record completed aspects of induction and will instigate the follow up process for each individual. Appendix 9 details the follow up process by way of a flowchart. It is a mandatory requirement that all employees within the scope of this policy comply with the terms and condition in relation to attendance at corporate induction, mandatory training days and local induction. Failure to do so may result in disciplinary action Local induction It is the line manager s responsibility to ensure that, as a minimum, an appropriate induction checklist is completed with each new member of staff (permanent or temporary) within 28 days of the start date and a copy is retained on the individual s personal file/within the department. The Trust requires confirmation that a robust local induction has taken place. Managers must complete the pro-forma (Appendix 7) and return a copy to the OD and Training Department for recording purposes and retain a copy on the individual s personal file/within the department. Confirmation of the completion of local induction for permanent staff will be recorded using the Electronic Staff Record (ESR) and the Oracle Learner Management System (OLM) by the OD and Training Department. Confirmation of the completion of local induction for agency staff, locum staff will be recorded locally within the department. 6.4 Non-attendance at corporate and local induction The OD and Training Department will keep an electronic record of those employed staff permanent/temporary staff who have attended /not attended corporate induction programmes and mandatory training days. To ensure appropriate attendance records are up to date, the OD and Training Department will run a new starters list at the beginning of each month. This list will then be used to record completed aspects of induction and will instigate the follow up process for each individual. Appendix 9 details the follow up process by way of a flowchart. Using the follow-up process for local induction, as identified in Appendix 9, the OD and Training Department will record completion of local induction for permanent staff using the Electronic Staff Record (ESR) and the oracle Learner Management System (OLM). Reminder letters are sent on a weekly basis to those staff who have not returned a Confirmation of Local Induction pro forma. Cumulative non attendance/completion of local induction will be tracked and reported to managers on a monthly basis via the Head of Modernisation. Members of staff who do not attend are informed that it is a mandatory requirement that all new employees within the scope of this policy comply with these terms and conditions and that failure to do so may result in disciplinary action. A summary report showing compliance with attendance/non attendance at corporate induction and completion of local induction will be sent by the OD and Training Department Induction Policy and Procedure v8.1 9

10 to the Director with responsibility for Human Resources and to the Trust Board, on a quarterly basis as part of the HR Report. 7. Training Appropriate staff within the OD and Training Department will be trained on this policy and procedures within it. A level of awareness raising will also need to be implemented for the trainers, managers and staff in relation to their roles and responsibilities. 8. Diversity and Inclusion The Trust is committed to ensuring that, as far as is reasonably practicable, the way we provide services to the public and the way we treat staff reflects their individual needs and does not unlawfully discriminate against individuals or groups on the grounds of any protected characteristic (Equality Act 2010). This policy aims to uphold the right of all staff to be treated fairly and consistently and adopts a human rights approach. This policy has been appropriately assessed. 9. Process for monitoring compliance with the policy Monitoring compliance with this policy will be the responsibility of the OD and Training Department. This will be undertaken by: Standard / process / issue Approved documentation defining corporate induction arrangements for permanent staff and local induction arrangements for both permanent and temporary staff: Duties Minimum content Process for booking Timescales for attendance / completion Recording and monitoring completion Follow-up non attendance/ completion Monitoring and audit Method By Committee Frequency Cumulative nonattendance OD and Head of Monthly / Training Modernisation completion and OD and report Training Compliance report for corporate induction and local induction Policy compliance assessment / audit and action plans OD and Training OD and Training Trust Board Human Resources Committee Quarterly Annually Induction Policy and Procedure v8.1 10

11 10. Consultation and review of this policy This Policy has been reviewed in consultation with: staff within the OD and Training Department; Equality and Diversity Co-ordinator; members of the Risk Management Team; members of the JCC Sub Policy Committee; JCC; and Counter Fraud Specialist. 11. Implementation of this policy This policy will be implemented in accordance with OP27 Policy for the development, management and authorisation of policies and procedures. 12. Associated documentation Discipline Policy PP01 Recruitment and Selection Policy PP10a Appointment and Employment of Locum Medical Staff PP10c CONTACT Appraisal Policy PP37 Trust s Training Needs Analysis. Volunteers Policy PP27 Induction Policy and Procedure v8.1 11

12 Junior Doctors Induction Appendix 1 Contents Page 1 Introduction 13 2 Policy scope 13 3 Aim of policy 13 4 Duties roles and responsibilities Definition of terms 15 6 A systematic approach to corporate and local induction Content of generic induction programme for junior doctors and local specialty based induction Booking process Recording completion Non-attendance 16 7 Training 17 8 Equality and diversity 17 9 Process for monitoring compliance with the policy Consultation and review of this policy Implementation of this policy References Associated documentation 17 Appendices 1a Generic induction programme for junior doctors 18 1b MT programme 19 1c Specialty/departmental induction (local) checklist Induction Policy and Procedure v8.1 12

13 Induction of junior doctors in training 1. Introduction Induction is a key element of the recruitment process. It helps develop a sense of belonging and encourages the new employee to recognise the contribution that they will make to the success of the organisation. A structured induction programme consisting of both Corporate and Local induction elements ensures that people are developed effectively within agreed timescales into their new role so that they can operate to the required standard and in as safe a manner as possible. 2. Policy scope The arrangements in this appendix are relevant to all junior doctors working and training within the Trust. These include doctors on formal recognised training rotations but also those on short term attachments and those acting in a locum position. A common feature of junior doctors training is for trainees to rotate not only between clinical areas in the same Trust, but also between Trusts. It is imperative that all junior doctors who do work within the Trust are aware of their environment; policies and culture of the Trust within which they are working that are relevant to them. This is irrespective of how long they work in that Trust, and equally applies to junior doctors on a formal rotation and those on specific attachments. 3. Aim of policy The aim of this policy is to set out the minimum standards required for the delivery of Corporate (generic) and Local (speciality/departmental) Induction to ensure the Trust meets its statutory and regulatory requirements and is assured that staff are equipped to provide safe care within a safe environment. The policy outlines roles and responsibilities, processes for the administration, delivery, recording, monitoring of attendance, follow up, evaluation and reporting of the induction process. 4. Duties roles and responsibilities Trust Board The Trust Board, through the Associate Medical Director for Postgraduate Medical Education and Training (AMD for PGMET) is responsible for and committed to ensuring that all junior doctors in training are appropriately inducted to enable them to undertake their duties competently and to protect their own well-being. Medical Director It is the responsibility of the Medical Director to ensure that all junior doctors in training are appropriately inducted to enable them to undertake their duties competently and to protect their own well-being. The Medical Director delegates this responsibility to the Associate Medical Director for Postgraduate Medical Education and Training (AMD for PGMET). Associate Medical Director for Postgraduate Medical Education and Training (AMD for PGMET) It is the responsibility of the AMD for PGMET to ensure that the Trust offers an appropriate Trust induction process for junior medical staff, which is reviewed on a regular basis at Junior Doctors induction meetings three to four times per year. The AMD for PGMET also ensures that all junior Induction Policy and Procedure v8.1 13

14 doctors complete the induction process, and that clinical/educational supervisors are aware of the process. College/Specialty Tutors It is the responsibility of the College/Specialty Tutors to ensure that the junior doctor attends the Generic Trust Induction Programme for Doctors in Training (see appendix 1a) within eight weeks after commencing employment. They must also ensure that a robust local specialty specific induction process is in place, complete with the junior doctor, forward a copy of the checklist for local speciality specific induction to Education Team Administration office for recording purposes and maintain records of local induction for new junior doctors. College/Specialty Tutors should also ensure copies of departmental local induction programme and attendance lists are sent to the Education Team Administration Office to be recorded. Education Team Administration office The Trust s Education Team Administration office has a responsibility to ensure that sufficient and timely Generic Induction Programmes for Doctors in Training are scheduled to meet the demand of incoming new starters. They will also co-ordinate and administer the Trust Generic Induction Programme for junior doctors. To ensure that all Junior Doctors attend the Generic Induction Programme for Junior Doctors within eight weeks after commencing employment. The office also has the responsibility to: maintain attendance lists and update shared spreadsheet; maintain records of the content of each induction session; follow up non-attendance; and inform the AMD for PGEMT at the monthly Education team meetings of any junior doctors who have not attended the Generic Trust Induction. The Junior Doctors Clinical/Education Supervisors and relevant College Tutors should also be informed. It is the responsibility of the Education Team Administration office to record; monitor and follow up confirmation of local specialty specific induction sign off sheet. Personnel Department It is the responsibility of the Personnel Department to: ensure that all new junior doctors are booked onto the Trust Generic Induction Programme for Junior Doctors; inputting all details of new doctors in training in-house spreadsheet.; and providing the new junior doctors with details of the Induction Programme in their letter of appointment along with the date of the next MT day if they are unable to attend. OD and Training The OD and Training Department will monitor attendance of junior doctors at Mandatory Training and notify the Education Team Administration office as to whether the individual has attended or not. Junior Doctor It is the responsibility of the Junior Doctor to complete the on-line LET induction programme within two weeks of start date and attend the Generic Trust Induction Programme for Doctors in Training within eight weeks of commencing employment. Induction Policy and Procedure v8.1 14

15 It is also the responsibility of new Junior Doctor to actively engage in specialty/departmental/local induction and keep a record of their attendance, and sign off any paperwork as instructed to ensure a permanent record is kept. 5. Definition of terms Induction: the formal entry into an organisation, position or office. Trust Generic Induction programme for Junior Doctors: is a half day introduction/welcome to the Trust. Specialty/departmental/local induction: is the induction or orientation programme arranged by the department in which the new employee will be working, it will vary in length and delivery, supported by the College Specialty Tutor. 6. A systematic approach to Corporate and Local induction The induction process has two distinct, but closely related components. The two components are: Generic Induction Programme for Doctors in Training Local specialty based induction The Generic Induction Programme for Doctors in Training is organised through the Education Team Administration office and is intended to give an introduction to the Trust overall. The local specialty based induction is designed to provide information of the specialty and will also include an assessment of skills competence where appropriate. Short term locums (1-5 days) will require a tailored local induction which must include those items identified below by an asterisk. For longer stays then a Trust and local induction is required (see below). The current Generic Trust Induction Programme for Doctors in Training content is shown in appendix 1a. F1 doctors also complete further Foundation Programme induction within their weekly professional development teaching sessions and these sessions are mandatory. The local specialty based induction content must include: Local Induction Topic Short Stay Long Stay Orientation of local geography Main staff names/positions/contacts Leave information Rota/shift arrangements Drugs policy Assessment of skills competency as relevant to that discipline * Assessment of medical devices competency as relevant to that * discipline Information on and meeting with named educational supervisor/clinical supervisor Information on educational facilities Information on where to go for help (mentoring/physical/support) Speciality/clinical guidelines/protocols Trust resuscitation arrangements A job description for each grade of doctor, including the limits of their Induction Policy and Procedure v8.1 15

16 authority and responsibility Details of limits to post holders authority and responsibility Details of access to senior advice, supervision and assistance Details of hospital communication/bleep systems Details of access to Trust Policies and Procedures. * This may entail assessment based on written evidence The content of the Trust s Generic Induction Programmes for Doctors in Training day is reviewed three to four times per year by the AMD for PGMET New junior doctors are asked to complete an evaluation form at the end of the session. These are returned to the Education Team Administration office for collation and then passed back to each trainer/facilitator for information and if necessary take action. 6.2 Booking process for corporate and local induction It is the responsibility of the Personnel Department to forward to all new starters information about their induction to the Trust and update the shared spreadsheet. It is the responsibility of the College/Specialty tutor to arrange an appropriate specialty/departmental/local induction. 6.3 Recording completion of corporate and local induction Using attendance registers the Education Team Administration office will keep an electronic record of attendance/non-attendance of the Generic Trust Induction Programme for Junior Doctors. Attendance at the Generic Induction Programmes for Doctors in Training or Mandatory Training is recorded on the shared spreadsheet. The Education team Administration office will record, monitor and follow up confirmation of local specialty specific induction sign off sheet/checklist (Appendix 1c), using the shared spreadsheet. The OD and Training Department will also monitor attendance of junior doctors at Mandatory Training and notify the Clinical Skills Administration office as to whether the individual has attended or not. 6.4 Non-attendance at corporate and local induction The Education Team Administration Office will keep an electronic record of those staff who have attended /not attended Generic Induction Programmes for Doctors in Training and Mandatory training days. Junior Doctors who do not attend are informed that it is a mandatory requirement that all new employees within the scope of this policy comply with these terms and conditions and that failure to do so may result in disciplinary action. Attendance at induction is a mandatory requirement in line with Trust policy. Failure to attend induction or mandatory training within eight weeks of start date will result in the junior doctor being unable to access any study leave. Should this occur then the junior doctors Educational Supervisor and relevant College/Specialty Tutor will also be informed. The Education Team Administration office will keep an electronic record of the completion of specialty/departmental/local induction. Reminder letters will be sent and non compliance will be reported on a quarterly basis to the Trust Board. Induction Policy and Procedure v8.1 16

17 7. Training Appropriate staff within the Education Team Administration Office and OD and Training Department will be trained on this policy and procedures within it. A level of awareness raising will also need to be implemented for the facilitators, College/Specialty Tutors, and staff in relation to their roles and responsibilities. 8. Equality and diversity The Trust is committed to ensuring that, as far as is reasonably practicable, the way we provide services to the public and the way we treat our staff reflects their individual needs and does not discriminate against individuals or groups on the grounds of any protected characteristic (Equality Act 2010). Induction arrangements have been developed to meet the different needs of groups of staff. This policy has been appropriately assessed. 9. Process for monitoring compliance with the policy Process for monitoring the effectiveness of all of the above A report detailing those Junior Doctors who do not attend the generic induction programme will be sent by the OD and Training Department to the Director with responsibility for Human Resources and to the Trust Board, on a quarterly basis as part of the HR Report. The Trust will collect information from staff in post when attending training events in order to fulfil its legal obligations and in accordance with the Race Equality and the Disability Equality duties. Compliance with this Policy will be monitored annually by inclusion in the annual Postgraduate Medical Education report and within the quality assurance processes of the Northern Deanery Foundation School and Deanery Specialty Schools in line with GMC Quality Assurance reporting. 10. Consultation and review of this policy This Policy has been reviewed in consultation with: staff within the Clinical Skills Department; OD and Training Department; Equality and Diversity Co-ordinator; AMD for PGMET; members of the Risk Management Team; members of the JCC Sub Policy Committee; JCC; and Counter Fraud Specialist. 11. Implementation of this policy This policy will be implemented in accordance with OP27 Policy for the development, management and authorisation of policies and procedures. 12. References NHSLA Risk Management Standards Associated documentation None Induction Policy and Procedure v8.1 17

18 Gateshead Health Foundation Trust Generic Welcome Programme for Doctors in Training Appendix 1a 07:30 Registration 08:20 Administration Introduction 08:55 Hospital at Night 09:10 Fire Safety Chaplains 09:55 Coffee Infection Control Occupational Information Governance Learning Disabilities Lunch Medway: GP Handover form Ice 13:05 Datix 13:20 Pathology 13:35 Blood Introduction 13:50 BLS (Introduction) Group A Group B 14:00 BLS Practical Blood/Pathology 14:30 Blood/Pathology BLS Practical 15:00 Finish Induction Policy and Procedure v8.1 18

19 Appendix 1b Mandatory Training Programme 08:55-09:00 Welcome & Introduction 09:00-09:45 Risk Management & Incident Reporting 09:45 10:00 Safeguarding Vulnerable Adults 10:00-10:45 Safeguarding Children (LEVELS 1 AND 2) 10:45-11:00 Tea/Coffee Introduction to Fire Safety in Hospitals Equality, Diversity & Human Rights Information Governance Infection Prevention & Control (non-clinical) Non Clinical staff may leave after this session at :15 Lunch Break (held in Rooms 9 & 10) 13: Infection Prevention & Control (clinical) Food Hygiene 14:00 14:15 Manual Handling (Clinical Awareness Session) 14:15 14:45 Medicines Management 14:45-15:00 Tea/Coffee Basic Life Support/Transfusion Basic Life Support/Transfusion All sessions will be held in the Lecture Theatre with the exception of Basic Life Support which will be held in Rooms 9 & 10 Induction Policy and Procedure v8.1 19

20 Appendix 1c Doctors in training local induction checklist Name: Job Title: Specialty: Base: The new doctor in training and educational / clinical supervisor should discuss the following topics during the first 2 weeks of employment. It is hoped that this checklist will help the new doctor settle in more quickly and enable them to do their job effectively. (Please write N/A where not applicable). Personnel/pay arrangements Date Completed Educational / Clinical Supervisor Signature Payslips and time sheets Aware of Trust policies, entitlements, arrangements for annual leave, sick leave and flexible working Trade Union membership (e.g. BMA) and personal indemnity how to contact Personal development Date Completed Educational / Clinical Supervisor Signature Clinical supervision, appraisal and RITA requirements Local study leave entitlements, arrangements and procedures Staff Development Prospectus Arrangements for Continuing Professional Development and in placement teaching Advised of Educational supervisor and Clinical supervisor Domestic arrangements Date Completed Educational / Clinical Supervisor Signature Tour of department/ward Aware of staff amenities: staff restaurants/cafes, car parking, car park permits, discount travel scheme, nursery and play den Smoke free policy SafeCare Date Completed Educational / Clinical Supervisor Signature Aware of arrangements for SafeCare within the ward/division Aware of clinical audit and clinical effectiveness Aware of research governance issues Trainee Signature Trainee Signature Trainee Signature Trainee Signature Induction Policy and Procedure v8.1 20

21 Department Date Completed Educational / Clinical Supervisor Signature Department structure and philosophy Telephone bleep system Emergency telephone numbers Location of key link departments Introduction to key members of staff Main job responsibilities (including expectations of the role and its parameters) Sources of help and advice Medication in common use within the department Accountability Staff Charter Rights and Responsibilities Communications/team brief Information Governance Date Completed Educational / Clinical Supervisor Signature Handling information: confidentiality integrity availability Confidential Waste Records Management Trust/Departmental policies Use of passwords for accessing information how to set up Health & Safety arrangements/security Date Completed Educational / Clinical Supervisor Signature Aware of fire policy, procedure, drills and location of fire exits/extinguishers Incident/accident reporting procedure (Datix) Department security Role of security staff/on site policeman Department keys/combination locks Aware of on-call and prospective cover arrangements New Deal issues generally Competence assessment Date Completed Educational / Clinical Supervisor Signature Completion of placement specific competence assessment Completion of medical devices assessment Trainee Signature Trainee Signature Trainee Signature Trainee Signature On completion please retain in the employee s personal file A copy must be taken and returned to the OD&T Department Induction Policy and Procedure v8.1 21

22 Summary of key roles and responsibilities for managers: Appendix 2 Appointing manager:- Permanent staff (employed) Ensure all permanent staff complete corporate induction and relevant Mandatory Training days within eight weeks of start date; Ensure that the local induction manager checklist is completed within 28 days of appointment and filed in the employee s personal file. This list should be made available for audit purposes; Forward a copy of the confirmation of local induction pro forma to the OD and Training Department within 28 days of the start date; Ensure that the individual has completed in full a local induction workbook within six months of appointment. This should also be made available for audit purposes; Where possible, ensure that no commitments are scheduled for the first week of appointment for the new member of staff. This time should be dedicated to induction, where the individual is welcomed into the department and introduced to other relevant areas; Undertake a CONTACT appraisal with the new member of staff with four weeks of stating, sharing with them their KSF post outline and explaining the Incremental Pay Progression process; Monitor the effectiveness of local induction, ensuring the quality and timeliness of the local induction process Update employees returning to work from maternity leave; long term sick, unpaid leave etc on new developments and changes which have occurred during their absence. In particular employees should be made aware of any changes relating to their job role, their department/division and the Trust and changes or amendments to the Trust policies and procedures. They should also be introduced to any new staff with whom they are likely to come into contact; Ensure that an employee transferring, or on secondment, to another area within the Trust is given the same departmental induction as any new member of staff. Temporary staff (employed) Ensure the new employee attends corporate Induction and appropriate mandatory training days if their contract is for longer than eight weeks; Ensure that the local induction checklist is referred to, completed and filed within the employee s personal file/department on commencement of work. This list should be made available for audit purposes; Forward a copy of the confirmation of local induction pro forma to the OD and T department within 28 days of the employees start date; Induct the temporary member of staff into the department, whether they are working for one day or for a longer period of time; Induction Policy and Procedure v8.1 22

23 Undertake a CONTACT appraisal with the new member of staff with four weeks of stating, sharing with them their KSF post outline and explaining the Incremental Pay Progression process, if the member of staff is to be in post for substantially longer than eight weeks; Identify and address any immediate training needs. New member of staff: Attend corporate induction and relevant mandatory training days within 8 weeks of start date; Complete local induction checklist within 28 days of start date; Discuss with their line manager or nominated person any immediate training needs and actively engage in an appropriate local induction programme; If appropriate, complete local induction workbook within 6 months of starting and sign off with line manager. This workbook, should be made available for audit purposes; Participate in the CONTACT process is applicable. Induction Policy and Procedure v8.1 23

24 Day 1 Appendix 3 Corporate Induction Programme, Including All Healthcare Professionals Time Session Speaker Welcome OD & Training Meet the Chief Executive Ian Renwick Payroll Payroll The Role of the Staff Side UNISON rep CONTACT Staff Appraisal Process OD & Training rep :30 Choosing Gateshead OD & Training rep Compliments, Comments, Concerns and Complaints/PALS team Complaints 11:45 12:00 Communication Comms Team Disability Awareness Dawn Thompson Chaplains: Heavenly Bodies Chaplain Respecting Religious and Cultural Needs Health and Safety at Work Health and Safety lead Equality, Diversity and Human Rights Human Resources rep (including End of Life Care Level 1) Human Resource Issues Human Resources rep Induction Policy and Procedure v8.1 24

25 Day 2 Corporate Induction Programme Time Session Speaker SafeCare SafeCare Barbara s Story Waste management Viv Atkinson Introduction to Fire Safety in Hospitals Fire Officer Safeguarding Children Trust Lead Safeguarding Vulnerable Adults Trust Lead Infection Prevention & Control Infection Prevention & Control Information Governance Information Governance Lead Health Records Health Records Rep Risk Management: incident reporting and investigation Risk Team Induction Policy and Procedure v8.1 25

26 Day 3 Healthcare Professional Induction Programme Time Session Speaker Bank Staff Introduction session Kath Riley Nutritional Issues Nutrition & Dietetics Consent to Medical Examination/ Risk Management Team Treatment Mental Capacity Act Joanne Coleman Resuscitation and the Deteriorating Resus Officer Patient Theory and Practical session Medicines Management Pharmacy Helen Rigby 14: Medical Devices Jacqui Edwards 14:30 14:45 Care Certificate Induction Policy and Procedure v8.1 26

27 Flowchart for Local Induction (Employed permanent/temporary staff) Appendix 4 Staff member appointed Attend trust corporate induction and mandatory training days First day on ward/department given local induction workbook and checklist to complete and undertake local induction Local induction checklist completed with line manager/buddy, within 28 days of start date Manager and new staff member sign form to confirm local induction has been completed within one month of commencement Form copied - one provided to individual and original returned to OD and Training Reminder letters are sent to the individual and copied to line manager. Anyone failing to complete the local induction checklist within 3 months of start date (without valid reasons) will be reported to the divisional managers/head of OD and Training for further action OD and Training record completion of local induction in ESR using OLM OD and Training produce quarterly Board reports on completion of local induction Trust Board for information and to address any organisational issues arising Quarterly report forwarded to Trust Board and divisions/directorates for action Divisions/Directorates to address any local issues arising Induction Policy and Procedure v8.1 27

28 Name Post Title Department Division/Directorate Start Date Name of Line Manager GATESHEAD HEALTH NHS FOUNDATION TRUST Local Induction Checklist (Permanent Staff) Appendix 5 This checklist is to ensure that all aspects of your induction are covered in a timely and effective manner. As each item is discussed it will be signed off by the person providing the information, and by yourself, once you feel the information has been adequately covered. If any item does not apply to your post please mark N/A. If you feel that any area has been missed, and you require further information, please bring it to the attention of your line manager. Once the induction is complete, you and your line manager (or equivalent) should sign the checklist. The completed and signed checklist will be placed on your personal file. A copy will be forwarded to you for your own records. The Confirmation of Local Induction pro forma should be forwarded to OD and Training Department as evidence of completion and in accordance with organisational approved document Induction Policy and Procedure PP30. The following must be completed and signed off by the line manager (or equivalent) ASAP on the first day working within the department: THE WARD/DEPARTMENT The list below represents the minimum to be covered during local induction. It is not an exhaustive list and should be personalised according to the requirements of the department. Orientation to the ward/department and any other areas within the organisation relevant to post Local induction pack received and discussed Signature of Line Manager Date Signature of Employee Date Security pass, key, name badge, access codes, etc. Department security, role of on-site security and policeman Car parking, catering and washroom facilities Staff restaurant, coffee shops and shop Uniform policy, provision of informs and protective clothing, laundry of latter and dress code Explain the function and structure of the ward/department Introduction to key individuals within the ward/department Confirm hours of work and shift patterns where applicable On Call and bleep arrangements Induction Policy and Procedure v8.1 28