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1 HR33 – Medical Job Planning – version 1
TRUST-WIDE NON-CLINICAL POLICY DOCUMENT
MEDICAL JOB PLANNING
Policy Number: HR33
Scope of this Document: Consultants/Speciality Doctors
Recommending Committee: HR Policy Group
Approving Committee: Executive Committee
Date Ratified: November 2015
Next Review Date (by): November 2018
Version Number: Version 1
Lead Executive Director: Medical Director
Lead Author(s): Dr David Anderson
2017 – Version 1
Quality, recovery and wellbeing at the heart
of everything we do
2 HR33 – Medical Job Planning – version 1
TRUST-WIDE NON-CLINICAL POLICY DOCUMENT
Further information about this document: Document name Medical Job Planning (HR33)
Document summary
To describe the process for annual job planning for doctors
with a contract of employment with Mersey Care NHS Trust
Author(s)
Contact(s) for further information about this document
Dr David Anderson Associate Medical Director Telephone: 0151 250 6154
Email: [email protected]
Published by
Copies of this document are available from the Author(s) and
via the trust’s website
Mersey Care NHS Foundation Trust V7 Building
Kings Business Park Prescot L34 1PJ
Your Space Extranet: http://nww.portal.merseycare.nhs.uk Trust’s Website www.merseycare.nhs.uk
To be read in conjunction with Medical Appraisal Policy HR30
This document can be made available in a range of alternative formats including various languages, large print and braille etc
Copyright © Mersey Care NHS Foundation Trust, 2015. All Rights Reserved
Version Control: Version History:
, Version 1 Responsible Officer Group May 2015 Version 2 Local Negotiating Committee August 2015 Version 3 Policy Group November 2015
3 HR33 – Medical Job Planning – version 1
SUPPORTING STATEMENTS
this document should be read in conjunction with the following statements:
SAFEGUARDING IS EVERYBODY’S BUSINESS
All Mersey Care NHS Foundation Trust employees have a statutory duty to safeguard and promote the welfare of children and vulnerable adults, including: • being alert to the possibility of child/vulnerable adult abuse and neglect through their
observation of abuse, or by professional judgment made as a result of information gathered about the child/vulnerable adult;
• knowing how to deal with a disclosure or allegation of child/adult abuse; • undertaking training as appropriate for their role and keeping themselves updated; • being aware of and following the local policies and procedures they need to follow if they
have a child/vulnerable adult concern; • ensuring appropriate advice and support is accessed either from managers, Safeguarding
Ambassadors or the trust’s safeguarding team; • participating in multi-agency working to safeguard the child or vulnerable adult (if
appropriate to your role); • ensuring contemporaneous records are kept at all times and record keeping is in strict
adherence to Mersey Care NHS Foundation Trust policy and procedures and professional guidelines. Roles, responsibilities and accountabilities, will differ depending on the post you hold within the organisation;
• ensuring that all staff and their managers discuss and record any safeguarding issues that arise at each supervision session
EQUALITY AND HUMAN RIGHTS
Mersey Care NHS Foundation Trust recognises that some sections of society experience prejudice and discrimination. The Equality Act 2010 specifically recognises the protected characteristics of age, disability, gender, race, religion or belief, sexual orientation and transgender. The Equality Act also requires regard to socio-economic factors including pregnancy /maternity and marriage/civil partnership.
The trust is committed to equality of opportunity and anti-discriminatory practice both in the provision of services and in our role as a major employer. The trust believes that all people have the right to be treated with dignity and respect and is committed to the elimination of unfair and unlawful discriminatory practices.
Mersey Care NHS Foundation Trust also is aware of its legal duties under the Human Rights Act 1998. Section 6 of the Human Rights Act requires all public authorities to uphold and promote Human Rights in everything they do. It is unlawful for a public authority to perform any act which contravenes the Human Rights Act.
Mersey Care NHS Foundation Trust is committed to carrying out its functions and service delivery in line the with a Human Rights based approach and the FREDA principles of Fairness, Respect, Equality Dignity, and Autonomy
4 HR33 – Medical Job Planning – version 1
Contents
Section Page No
1.
Purpose and Rationale
5
2. Outcome Focused Aims and Objectives 5
3. Scope 6
4. Definitions 6
5. Duties 6
6. Process 7
7. Consultation 10
8. Equality and Human Rights Analysis 10
9. References 10
10. Appendices 11
5 HR33 – Medical Job Planning – version 1
1. PURPOSE AND RATIONALE
1.1 The policy describes the principle and processes of job planning for consultant and specialty doctors (SAS) with a Mersey Care contract of employment.
1.2 Consultants have been asked to agree job plans with their employer since 1991 and
job planning became a central part of doctors working lives with the agreement of the 2003 Consultant Contract Terms and Conditions of Service and the 2008 Specialty Doctor & Associate Specialist contract.
1.3 Job Planning is a systematic activity to produce clarity of expectation for employer
and employee about the use of time and resources to meet individual and service objectives. It provides an opportunity to align individual professional developments with service and organisational developments.
1.4 A job plan should be a prospective agreement that sets out a doctor’s duties,
responsibilities and personal objectives for the coming year and their relationship with the employing organisations wider service objectives.
1.5 The contracts of employment require doctors to review their job plan annually. The
doctor and their medical manager should meet for a job plan review at least every 12 months, either having an option of more frequent reviews dependent on circumstances. Both parties are expected to bring relevant information to that discussion.
1.6 The job planning meeting will cover all of the doctor’s professional roles and
responsibilities including clinical work, teaching, education, research and managerial responsibilities. It should occur following appraisal and take account of the doctors Personal Development Plan and personal objectives agreed at appraisal.
2. OUTCOME FOCUSED AIMS AND OBJECTIVES
2.1 The policy describes the principle and processes of job planning for consultant and specialty doctors (SAS) with a Mersey Care contract of employment.
2.2 Consultants have been asked to agree job plans with their employer since 1991 and
job planning became a central part of doctors working lives with the agreement of the 2003 Consultant Contract Terms and Conditions of Service and the 2008 Specialty Doctor & Associate Specialist contract.
2.3 Job Planning is a systematic activity to produce clarity of expectation for employer
and employee about the use of time and resources to meet individual and service objectives. It provides an opportunity to align individual professional developments with service and organisational developments.
2.4 A job plan should be a prospective agreement that sets out a doctor’s duties,
responsibilities and personal objectives for the coming year and their relationship
6 HR33 – Medical Job Planning – version 1
with the employing organisations wider service objectives.
3. SCOPE
The policy consists of the following standards to be achieved:
(a) That doctors employed by Mersey Care have a job plan agreed within 3 months of being employed.
(b) That doctors will, thereafter, have a planned discussion with their medical manager to review their job plan every 12 months, or earlier if required by either party, to mutually agree the doctors objectives taking into account the objectives of the doctor themselves and the organisation.
4. DEFINITIONS
4.1 The policy applies to all consultant and SAS doctors employed by Mersey Care NHS Foundation Trust
4.2 The organisation has a responsibility to organise job planning meetings for doctors on an annual basis to achieve clarity for the doctor and the organisation of the expectations they have of one another when delivering the service required.
5. DUTIES
5.1 The Medical Director will identify an Associate Medical Director (AMD) and full time
administrator/manager to take responsibility for ensuring a process that guarantees that all doctors have an up to date job plan and review within an annual cycle.
5.2 Clinical Directors, or their elected deputies, will be responsible for conducting the
annual job plan meeting and review. Mersey Care will ensure that these doctors receive appropriate training to fulfil this role. Organisation of meetings and maintaining an active data base of job planning will be the responsibility of the AMD and administrator/manager.
5.3 Clinical Directors will have their job plan discussion with the Associate Medical
Director and Chief Operating Officer for the Division. The Associate Medical Director will have their job plan with the Medical Director and Executive Director of the Division.
5.4 Under normal circumstances the administrator/manager will allocate each doctor a job plan month and inform the doctor and Clinical Director/Deputy. The job plan review must be completed by the end of that month. Under normal circumstances the job plan cycle will follow appraisal from March-September.
5.5 The Trust will make available the necessary software and information the doctor will
need for the job plan meeting.
5.6 The job planning process, key principles and quality assurance will be the subject of review by the Responsible Officers Group.
7 HR33 – Medical Job Planning – version 1
6. PROCESS
Job Plan meeting
6.1 The job planning meeting is a single point at which both the doctor and the organisation can review progress but is part of a continuous dialogue between both parties.
6.2 In order to drive measurable and sustainable improvements in quality, an effective
job plan needs to be more than a high level timetable which sets out in general terms the range of the doctor’s activity. It is vital that it articulates the relationship between the organisation and the doctor to improve quality and improved clinical outcomes.
6.3 The doctor and medical manager will be expected to bring their necessary
information to the meeting which will include the doctors Personal Development Plan from Appraisal and the medical manager will need to have a clear knowledge of the Trusts development plan and objectives.
6.4 The job plan meeting should focus on achieving a clear set of mutually agreed
objectives and how they can be achieved. (Appendices figure 1).
6.5 The job plan will also identify any Additional Programmed Activities (APA) which are extra contractual and might be agreed, for example, to take account of unusually high workload or additional duties. These are usually agreed for a fixed term, usually with a 3 month notice period and should be reviewed at least annually.
6.6 A doctor’s personal objectives may include objectives relating to:
• Quality • Activity & efficiency • Clinical outcomes • Clinical standards • Local service objectives • Management of resources including efficient use of NHS resources • Service development • Multidisciplinary team working
6.7 Objectives should follow the SMART formula:
Specific Measurable Achievable & agreed Realistic Timed & tracked
6.8 Objectives will be mutually agreed on the understanding that delivery may be
affected by changes in circumstances or factors outside the doctors control.
6.9 The standard contract consists of Programmed Activities (PAs) each amounting to 4 hours of time (3 hours in Premium Time which is all time outside the hour 07.00 – 19.00 hours Monday to Friday and includes Saturday and Sunday). A full time contract is 10 PAs.
8 HR33 – Medical Job Planning – version 1
6.10 A full time consultant contract typically consists of 7.5 PA for Direct Clinical Care (DCC) and 2.5 PA for Supporting Professional Activities (SPA). The Academy of Medical Royal Colleges (2012) recommends a minimum of 1 – 1.5 SPA per full time consultant contract and the Royal College of Psychiatrists (2012) 2.5 SPA. A specialty doctor on a standard contract should include a minimum of 1 SPA and the precise balance of DCC & SPA will be determined locally. (NHS Employers, 2008).
6.11 The discussion will need to consider all of the doctor’s professional activities
including time allocated to Direct Clinical Care, Supporting Professional Activities, Additional NHS Responsibilities and External Duties, summarised in Figure 2. The sign off of the job plan confirms the agreement for all of these areas of work.
Figure 2
9 HR33 – Medical Job Planning – version 1
6.12 The doctors range of work (usually kept electronically on software made available by
the Trust) will be made available to the medical manager at least 2 weeks before the meeting.
6.13 It is expected the meeting will last at least 1 hour and all parties should set the time
aside without interruption. Some doctors have found it useful to have a non-medical manager present as well though this is at their request (if the doctor has an academic contract then the academic manager will need to be present).
6.14 The meeting will usually start with a review of objectives from the previous job plan
and end with mutually agreed objectives for the coming year. The discussion will need to clarify the resources required to achieve those objectives, for example clinic time, SPA time, secretarial support, study or professional leave or IT support. The Academy of Medical Royal Colleges (2012) and Royal College of Psychiatrists (2012) provide guidance on the expected distribution of a doctor’s time and expected duties.
6.15 In the case of clinical academics the same approach will apply but will follow the
Follett principles. Duties of a clinical academic should be set out in a single integrated job plan which covers the whole of the clinical academics professional duties for both the substantive and honorary employer. A nominated representative of both should be present at the job planning meeting and the job plan agreed by all parties.
6.16 Once completed to the satisfaction of all parties the job plan will be signed off and put
in writing. If it is impossible to negotiate an agreed job plan then the doctor must put in writing to the Associate Medical Director , Clinical Directors to the Medical Director and the Associate Medical Director to the Chief Executive a request for mediation within 2 weeks of a formal disagreement and consider copying the letter to the director of human resources and LNC chairman. The mediator will first meet the doctor and the clinical manager (job plan reviewer) separately and then together normally within 4 weeks of the referral. If agreement is achieved the job plan will normally be signed off within 5 working days. If there is no satisfactory resolution a formal appeal is lodged and an appeals panel convened. The panel will take account of the doctors and trust management views and make a formal recommendation to the Trust Board within 2 weeks (BMA & NHS Employers, 2011).
6.17 For a doctor to be considered for pay progression and local clinical excellence
awards the doctor is expected to:
6.17.1 Make every reasonable effort to meet the time and service commitments in the job plan
6.17.2 Participate satisfactorily in reviewing the job plan and setting personal objective
6.17.3 Meet the personal objectives in the job plan, or where this is not achieved for reasons beyond the doctors control, make every
10 HR33 – Medical Job Planning – version 1
reasonable effort to do so
6.17.4 Work towards any changes identified in the last job plan review as being necessary to support achievements of the employing organisations objectives
6.17.5 Take up any offer to undertake additional programmed activities that the employing organisation has made to the doctor in accordance with the Terms & Conditions (ie private practice)
6.17.6 Meet the standards of conduct governing the relationship between private practice and the NHS commitments set out in the Terms & Conditions
6.18 When preparing for a job plan review Mersey Care recommends doctors should
consult:
6.18.1 The guide to consultant job planning (BMA & NHS Employers, 2011) 6.18.2 The guide to job planning for specialty doctors and associate
specialists (BMA & NHS Employers, 2012) 6.18.3 CR174 (Royal College of Psychiatrists, 2012) 6.18.4 Advice on supporting professional activities in consultant job planning
(2012)
7. CONSULTATION
7.1 Responsible Officer Group 7.2 Local Negotiating Committee 7.3 Policy Group
8. EQUALITY AND HUMAN RIGHTS ANALYSIS attached
9. References
9.1 Academy of Medical Royal Colleges (2012) Advice on Supporting Professional Activities in Consultant Job Planning. www.aomrc.ac.uk
9.2 BMA & NHS Employers (2011) A guide to consultant job planning. www.nhsemployers.org/publications
9.3 BMA & NHS Employers (2012) A UK guide to job planning for specialty doctors & associate specialists
9.4 NHS Employers (2003) Terms & Conditions of service for consultants.
9.5 NHS Employers (2008) Terms & Conditions of service for specialty doctors in
England.
9.6 Royal College of Psychiatrists (2012) Safe patients & high quality services: a
11 HR33 – Medical Job Planning – version 1
guide to job descriptions & job plans for consultant psychiatrists. CR174. www.rcpsych.ac.uk
10. APPENDICES
Figure 1
Equality and Human Rights Analysis
Title: Job Planning Policy Area covered: Trust Wide
Evidence What evidence have you considered? The policy.
Disability inc. learning disability No issues identified within the discussions. Sex No issues identified within the discussions. Race No issues identified within the discussions.
Age No issues identified within the discussions. Gender reassignment (including transgender) No issues identified within the discussions.
Sexual orientation No issues identified within the discussions. Religion or belief No issues identified within the discussions.
Pregnancy and maternity No issues identified within the discussions.
Carers No issues identified within the discussions.
Other identified groups No issues identified within the discussions. Cross cutting No issues identified within the discussions.
Human Rights Is there an impact? How this right could be protected?
This section must not be left blank. If the Article is not engaged then this must be stated.
Right to life (Article 2)
No issues identified in discussions.
Right of freedom from inhuman and degrading treatment (Article 3)
No issues identified in discussions.
Right to liberty (Article 5) No issues identified in discussions.
Right to a fair trial (Article 6)
No issues identified in discussions.
Right to private and family life (Article 8)
No issues identified in discussions.
Right of freedom of
No issues identified in discussions.
religion or belief (Article 9)
Right to freedom of expression Note: this does not include insulting language such as racism (Article 10)
No issues identified in discussions.
Right freedom from discrimination (Article 14)
No issues identified in discussions.
For the record Name of persons who carried out this assessment (Min of 3 ): Dr Thomas George Sullivan
Date assessment completed: O9.11 .2015
Name of responsible Director: Medical Director Date assessment was signed: November 2015
