Start day - induction process
The following sections give you an idea of what paperwork and training is required by NES from the Trainee upon starting in Practice. The link below is a sample of what a Trainee's first week in Practice should entail:
Sample Trainee Induction (doc)
A link to the Scotland Deanery Induction Pack can be found here
At a Glance
- The contracts are emailed direct to trainees for online signature.
If you wish to see a copy of your trainee's contract, please raise a support ticket at https://nesdigital.atlassian.net/servicedesk/customer/portal/30
Contracts - More information
Contracts are issued within the first 8 weeks in Practice. This timing is to enable the HR team to conduct various audit checks and process the first month's payroll.
The BMA has stated that, from date of issue, the contracts must be signed within 8 weeks of issue. Contracts are now issued to trainees from Turas People and trainees can confirm their acceptance online. A contract tracking process will be built on Turas People in due course. In the meantime, both HR and the GPU will continue to chase acceptance of contracts at specific intervals.
Contract return is monitored via the GP Training HR Team and completion rates are given at monthly GPU meetings.
Failure to return a contract will result in a interview with the Director of GP Education, and all chasers/interviews will be recorded on the Trainees E-Portfolio.
At a Glance
- On the Trainee's first day, go through Start Data form with them.
- Both sign this off and return to GP Training HR on the same day.
First day actions - more information
Prior to the Trainee commencing their GP Post in February and August, NES HR will issue you with a GP Start Data Form/induction paperwork. The GP Start Data Form provides you as Practice Manager with a breakdown of all checks performed or employment informatiom required by the Practice. This includes PVG Status, GMC Number, Occupational Health Clearance, WTE, Annual leave entitlement etc. It is essential that you go through this with your Trainee to ensure all details are correct. You and the Trainee must sign the form and return to NES by raising a support ticket at https://nesdigital.atlassian.net/servicedesk/customer/portal/30.
It is important this document is returned on day 1 as it enables HR to process payroll promptly any delay with this form could result in non payment of salary.
At a Glance
- Ensure your Trainee has 3 - 4 hours set aside during their first two days in practice to complete mandatory training modules
Further information on Mandatory Training
Trainees must complete online training in Health and Safety and Equality and Diversity. At least two weeks prior to commencing GP Practice, Trainees are emailed login details to access the Skills for Health site to complete this mandatory training. Both of these modules must be completed and we ask Trainees to complete them within the first two days in Practice. Practice Managers/Educational Supervisors should ensure that time is set aside for this; each module should take roughly 1 -2 hours.
If you have not received an email you can login using the following:
Username: email address given at registration
NES HR receive monthly reports on training completion rates, which are distributed to the regional Directors of Postgraduate GP Education at monthly meetings. Failure to complete this mandatory training could result in the Trainee being called in to meet the relevant Director of Postgraduate GP Education. There is also an option to withhold salary.
If your Trainee has not received their Skills for Health login information, please ask them to contact Training.HR@nes.scot.nhs.uk
Practice Managers should mention the importance of the Trainee submitting their P45 to NES as soon as they receive it from their previous Employer. In the past, non return has resulted in tax code problems for numerous Trainees even if they have completed a P46 in anticipation of receiving their P45.
In addition to ensuring that the Trainee is placed on the correct tax code, a P45 also informs our payroll department if the Trainee is currently paying or no longer paying a student loan.
Can P45s be sent to email@example.com