Supporting a Trainee Returning to Work
Resources
Trainees returning to work after a period of absence may require additional time to familiarise themselves with any procedural or IT changes that may have occurred during their absence. Our hope is to ensure this transition back into clinical practice is as smooth as possible. The resources have been developed to help structure return to work conversations and address the practical aspects of a trainees reintegration into the workplace.
What is absence from training?
Planning for return to work
Who should be involved?
IT support
Clinical skills support
1. Absence from training
Time out of training can be planned or unplanned. Planned time out of clinical training is expected and can be for a variety of reasons including maternity/paternity/adoption leave, out of programme time for research (PhD), or experience (Scottish Clinical Leadership Fellowship) or a career break. For others, interruptions to training can be unplanned due to ill health or unexpected life events. Trainees returning to clinical practice will need support whether the absence is planned or unplanned but may vary in the level of support required.
Maximum permitted abscence from training for core and speciality trainees - 14 days within each 12 month period
Maximum permitted absence from training for foundation trainees - 20 days within each 12 month period.
2. Planning for return to work
The Academy of Royal Medical Colleges: Return to Practice Guidance
19 pages. This includes advice on who should be involved (page 4), developing an action plan (page 7) and how to plan and structure a return to work supportive conversation (pages 10-13)
If the leave is planned arrange a Pre-absence Meeting
Explore the trainees intentions for leaving, taking time to listen.
Acknowledge any areas that might be challenging when they return.
Identify opportunities for support and on going development - this may include Keeping In Touch days. Is there a role for mentoring during this time?
Confirm expected timing of ARCP.
Confirm their contact preferences and how frequently contact will be made.
Ensure GP/OH are included for health related issues.
Summarise the discussion on the trainees e-portfolio being mindful of their confidentiality and trust shared with you.
Pre-Return Meeting
Ideally 8-10 weeks before return date to ensure adjustments and rota development
It is recommended that all trainees return on a day shift pattern (and with enhanced supervision).
If OOP research or experience allow time to reflect on learning, continual development and transferrable skills.
Explore concerns about return to training including clinical skills and confidence.
Consider bespoke plan including direct supervision, Keeping in Touch days and any coaching or mentoring which may be of value.
Explore LTFT acknowledging that this needs to be requested 3 months prior to start date.
Signpost to training courses and resources.
Ensure induction is arranged, even if returning mid-rotation.
Ensure ID, IT and email accounts are available on return.
Summarise the discussion on the trainees e-portfolio being mindful of their confidentiality and trust shared with you.
Post- return meeting
Explore how return to training has been. Is enhanced supervision still required?
Have additional areas of support/skills been identified?
Would they benefit from a mentor or coaching?
Specialty Specific Guidance
Obstetrics and Gynaecology
Anaesthetics - RCOA: LTFT and return to work
Scotland Deanery Returning to Clinical Practice After a Planned Abscence
3. Who should be involved?
Absence has an impact on pay, training and progression and needs to be recorded correctly.
HR online - information on sick notes/ employee and manager responsibilities/ FAQ
Trainee absences need to be recorded on TURAS
Occupational health Service - to establish if additional support is needed, restrictions or adaptation to help with on going attendance.
Trainee Development and Wellbeing Service - returning to training and the demands of clinical work may be a big adjustment. The trainees ongoing wellbeing to ensure their return to work is successful is not to be forgotten. Additional support from NHS Lothian Staff Support Services or referral to TDWS should be considered particularly after long periods of absence.
4. IT
Loss of access to email, TRAK and other electronic platforms is an additional source of stress for trainees returning from a period of absence.
Email: Once a trainee is marked as OOP on TURAS, their account is disabled after 90 days. If this period of absence is <14 months, most email accounts can be re-instated. Intermittent logging in to email to maintain contact with line manager and ensure access should avoid this issue but cannot be expected.
Login for NHS computer, TRAK, SCiStore etc. can all be requested via E-Health service desk. Trainees will have additional issues accessing the E-health service desk via the online portal. Contact number is 0131 536 5050.
To submit a request for a new account or reactivation please send the form below to directory.services@nhslothian.scot.nhs.uk (this email does NOT accept email from within NHS Lothian - please use the e-health service desk for this).
NHS Lothian user request forms: NHS Lothian e85050 Service Desk (scot.nhs.uk)
NHS Lothian User ID Request Form
5. Clinical skills
Time away from clinical practice can also reduce a trainee's confidence performing clinical skills they could previously do independently. Some specialties and Colleges may run refresher courses but also review the mastery skills pathway and contact the team if there are specific clinical skills to focus on.
There are digital resources including webinars, online learning and podcasts developed by HEE SuppoRTT. These include: General medicine, paediatrics, O&G, acute care and oncology. Please note the 'updates' were recorded in 2020.
Please let us know if your specialty offers a specific return to work courses - we can add the details here.
6. Further learning
E-learning from HEE Support Return to Training (SuppoRRT) developed with Prof Michael West