INDUCTION POLICY AND PROCEDURE Summary · Managers will also monitor the completion of the relevant...

Induction Policy and Procedure Royal Marsden NHS Foundation Trust Policy (318 )

Authoring Department: Learning and Development Version Number: 16

Author Title: Head of Learning and Development Published Date: 28/10/2014 11:02:31

Ratified By: Workforce Delivery Group; TCC Review Date: 28/10/2015 11:02:31

Uncontrolled if printed

of 29

INDUCTION POLICY AND PROCEDURE Summary

New members of staff require an induction period to enable them to settle in to their new place of work. This policy sets out the framework and responsibilities for the induction process, which includes attendance at induction event/s and completion of local departmental induction for permanent staff and temporary workers. Each new member of staff with their line manager is responsible for ensuring the induction process is completed within 3 months (90 days) for permanent staff. The timeframes for completion of the induction process for junior doctors and temporary workers are detailed in this Policy. Local induction checklists are contained in this Policy; these outline the minimum content for different groups, including temporary workers. The Training and HR Administration Team will arrange regular Trust induction events and will take responsibility for monitoring compliance in line with this policy. Directors are ultimately responsible for ensuring that staff are released to attend induction events and local inductions are carried out appropriately.

CONTENTS

Section Page 1 Policy Statement 2 2 Responsibilities 2 3 Trust Induction 5 4 Recognition of mandatory training received in other Trusts 6 5 E-learning 7 6 Local Induction 7 7 Monitoring 9 8 Review of this Policy 10 9 Linked documents 10 Appendix 1 List of Approved Local Induction Checklists 11 Appendix 2 Generic Local Induction Checklist 12 Appendix 3 Minimum Content of Trust Corporate Induction Programme 16 Appendix 4 Process for ensuring bank workers complete induction in line

with policy requirements 17

Appendix 5 Local Induction Checklist for Temporary Staff 19 Appendix 6 Junior Doctors Departmental Induction Checklist 20 Appendix 7 Local Induction Checklist for Medical Locums 25 Appendix 8 Induction Monitoring Plan 27






of 29

1. POLICY STATEMENT 1.1 The Royal Marsden NHS Foundation Trust recognises that it is important to ensure

that all members of staff joining the Trust receive an appropriate Induction. This is in line with the Trust’s Risk Management Policy.

1.2 The purpose of providing an appropriate induction is to help members of staff settle

into their role and enable them to become a fully effective member of the team. The Trust recognises that there is a period of time when new staff members are becoming familiar with their post and the organisation. During this period they must attend the relevant Trust Induction session and receive an appropriate local induction. The full period to complete this induction process is three months (90 days).

2. RESPONSIBILITIES

2.1 Director of Workforce & Corporate Affairs

Overall responsibility for this policy rests with the Director of Workforce & Corporate Affairs.

2.2 Mandatory Training Monitoring Group (MTMG)

2.2.1 The MTMG has overarching responsibility for the Trust induction process. It will determine the minimum content of corporate and local Inductions and monitor the processes set out in the policy including:

process for booking all new permanent staff onto Trust induction timescales for completion of corporate induction how the organisation records that all new permanent staff complete Trust

induction how the organisation follows up those who do not complete Trust induction

For permanent staff and temporary workers:

timescales for completion of local induction how the organisation records that all new staff complete local induction how the organisation follows up those who do not complete local induction

2.2.2 MTMG will receive the quarterly mandatory training and induction compliance

reports and approve actions to address non compliance issues. 2.3 Training and HR Administration Team/Learning and Development Specialist

Team

The Training and HR Administration Team will provide properly resourced Trust Induction programmes of high quality for all staff (including medical and temporary workers) attendance at which is mandatory.

2.3.1 The Training and HR Administration Team will:

organise the day to day running of the Trust Induction programmes






of 29

issue e-learning logins and provide details of essential modules to be completed as part of induction process

manage the induction booking and recording processes manage the recording of local induction completions for all new permanent staff follow up non attendance at Trust Induction for permanent staff monitor recording and follow up processes set out in this policy by carrying out

audits in line with Monitoring Plan, Appendix 8 2.3.2 The L & D Specialist Team will:

regularly review induction arrangements and training content to ensure relevance and quality is maintained, this includes the minimum content of Corporate Induction and Local Induction Checklists for permanent staff and temporary workers as set out in this Policy

review this policy, in conjunction with the Mandatory Training Monitoring Group publish the Induction Policy and timescales for completion of induction activities

on the Trust’s intranet and disseminate information to managers In conjunction with the Training Admin Team monitor the processes set out in

this policy in line with NHSLA recommendations of best practice 2.3.3 Compliance with Induction Training will be monitored using the WIRED mandatory

training system available on the intranet. WIRED identifies all substantive staff directly employed in relation to the specific mandatory training, including induction, that they require for their role. The system highlights compliance as green, non-compliance as red and an amber status for training which is due in 3 months or less.

2.3.4 The Workforce Intelligence Team is responsible for ensuring WIRED is updated

monthly with training completion data.

2.4 Recruitment Team

The Recruitment team will ensure all new substantive staff working for three months or more (including those on fixed term contracts) are automatically booked onto the first available Trust Induction Programme/s relevant to their staff group. Recruitment will notify new staff of their Trust Induction events in their pre-employment offer of employment letter which is copied to their line manager.

2.5 Temporary Staffing Office (TSO)

The Temporary Staffing Office will monitor and record all bank/agency workers’ compliance with local induction checklists and will manage a database to record completion and follow-up with those who do not comply with induction requirements in accordance with Appendix 4. The TSO will ensure that all managers are aware of when a temporary worker is working their first shift at the Trust.

2.6 Subject matter experts Subject matter experts are Trust employees or external contractors who have expertise in areas identified as mandatory for inclusion in the Trust Induction event. They are responsible for ensuring they keep themselves updated with any changes in legislation,






of 29

policy and good practice. They are responsible for the content, design and the delivery of training in their areas at induction events and the availability of a suitable deputy.

2.7 Directors It is the Directors’ responsibility to ensure that staff are released to attend necessary induction activities and that local inductions take place within their respective areas for all grades of staff, including medical staff, agency/bank workers and contractors. They are responsible for taking prompt management action to ensure that non-compliance is addressed. This forms part of their responsibility to manage risk within their department.

2.8 Manager(s) Managers are responsible for ensuring that staff are supported and rostered to attend the first Trust induction session relevant to their staff group and any other mandatory training sessions and e-learning. Managers should determine the content of local induction in addition to the mandatory minimum, set out in this document and should carry out the duties listed in the Induction checklist both before and after the new starter’s first day at work. This includes timely completion and submission of documentation to confirm local induction has been completed within 1 month (30 days) for permanent staff, 14 days for temporary workers. Managers should also keep a record locally. Managers will also monitor the completion of the relevant induction training for staff in their area, investigate and follow-up non-compliance and ensure that their staff complete the relevant induction as a matter of urgency. Managers should refer to the mandatory training compliance reports available via the WIRED system on the intranet.

2.9 Staff Each member of staff is responsible for attending Trust Induction and for taking an active part in the local induction process. Individuals unable to attend an induction event should inform their manager and the Training and HR Administration Team immediately to book onto the next session. Staff should ensure they complete and return local induction documentation within 1 month (30 days). Evidence of statutory of mandatory training completed within another NHS organisation will be accepted. Further advice should be sought from AskHR via email [email protected]. 2.10 Bank Workers Bank workers are responsible for ensuring that they attend the relevant Trust induction event/s and return the Local induction Checklist for Temporary Workers to the TSO with 14 days of their first shift as evidence of completing an appropriate local induction. Training Admin will confirm to TSO monthly the list of bank workers that have attended induction. Evidence of statutory of mandatory training completed within another NHS organisation will be accepted. Further advice should be sought from AskHR via email [email protected] .

mailto:[email protected]







of 29

3. TRUST INDUCTION

3.1 All permanent staff, bank workers, staff employed on fixed term contracts and contractors working in the Trust for over 3 months are expected to attend the first induction event after joining the Trust, whichever site is hosting the event. If, for part-time employees, the induction is on a non-contractual day, where possible they should still attend, time in lieu should be offered or the appropriate payment made. Induction events are offered on a different day each month for ease of access. Bank workers will be paid for attendance at the appropriate Trust induction.

3.2 In the exceptional circumstance that a new member of staff is unable to attend on

the initial date (e.g. due to sickness) then the new staff member must make arrangements with their manager to attend the next induction event. Attendance at Corporate Induction will be monitored and staff must attend within 3 months (90 days) of joining.

3.3 There are four versions of the Induction Event, which are targeted at different staff

groups. The following table outlines these events.

Induction Session

Mandatory for…

Frequency Timeframe for attendance

How informed of date

Corporate Induction

All staff except Junior Doctors

12 per year As soon as possible and within 3 months (90 days) of joining

Notification of date in letter from HR confirming employment

Hospital Nurses’ Induction (based at Sutton)

All hospital nursing staff

8 per year As soon as possible and within 3 months (90 days) of joining


Junior Doctors’ Induction

All Junior Doctors

To coincide with rotations

F2s, ST1s and ST2s on first day of joining (or within 1 month) ST3-7s as soon as possible and within 2 months of joining.

Notification of date in letter from Medical Recruitment confirming employment.

Community Clinical Induction

All community nurses and AHPs

Every other month

As soon as possible and within 3 months (90 days) of joining


All staff must also complete the appropriate Information Governance Training to complete their induction training, this topic is itemised on the local induction checklist. Line managers are responsible for ensuring this is completed.

3.4 The Training and HR Administration Team will publish the dates of Induction events

on the intranet and ensure the Recruitment Team receive the Induction schedule in advance.

3.5 Recruitment will book new starters onto the next available Trust Induction date/s

and record appropriate details in the central recruitment spreadsheet.






of 29

3.6 The Training and HR Administration Team will confirm induction details with the new starter on joining which will be copied to the line manager.

3.7 The Training and HR Administration Team will record attendance from signature

sheets onto the Trusts central electronic staff records database (ESR), monitor attendance and produce quarterly induction compliance reports.

3.8 The Training and HR Administration Team will follow up non-attendance by

informing the manager and the staff member and rebooking staff onto the next Induction event.

3.9 In the case of persistent non-attendance (outside of the 90 day induction period) the

Training and HR Administration Team will inform the relevant Service Manager / Head of Department or Director and request that the matter be investigated and appropriate management taken to resolve the matter. Access to other education, learning and development activities may be withheld until the required induction training has been completed.

3.10 Where it has not been possible to release staff to undertake mandatory training for

operational reasons and staff have made reasonable effort to attend / complete trust induction training within the required period, access to other learning and development opportunities should not be withheld. Managers should escalate operational issues which prevent attendance at induction training to the appropriate Director.

3.11 The L & D Specialist Team will review minimum content of the Corporate Induction

programme annually, this is listed in Appendix 3. 4. RECOGNITION OF MANDATORY TRAINING RECEIVED IN OTHER TRUSTS

4.1 If a new member of staff joins the Trust from within the NHS, they may have previously completed relevant mandatory training. To avoid duplication of training the Trust will accept evidence of attendance at relevant mandatory training completed within and NHS organisation provided that:

Training was completed within an NHS organisation that has signed up to the National Training Framework.

Evidence of training accepted are; ‘certificates or attendance’ or electronic information from ESR transferred via the Information Authority Transfer (IAT) process or a signed Mandatory Training Declaration Form (Medical staff only).

4.2 It is the staff member’s responsibility to ensure that appropriate evidence of training

completion is provided to Training and HR Administration Team in order to be exempt from induction or mandatory training sessions. Evidence includes certificates of attendance and training records with Trust identifier (eg equivalent to Trust WIRED system).

4.3 Staff will need to familiarise themselves with local aspects e.g. Trust policies and

procedures for subjects where training has not been received within the Trust. This should be documented as part of the local induction process in line with the Trust Induction Policy.






of 29

5. E-LEARNING

5.1 Completion of e-learning modules is an essential part of the induction process. E-learning materials have been developed to meet mandatory training needs which will support the overall plans for the delivery of induction and mandatory training within the Trust. These can be accessed through National Leaning Management System (NLMS) and will be recorded against an individual’s employee training record.

5.2 Specific e-learning topics required as part of induction are listed on the local

induction checklist (Appendix 2). 5.3 Protected time should be scheduled to enable staff time to complete the relevant e-

leaning as part of the induction process. 6. LOCAL INDUCTION

6.1 Permanent Staff

6.1.1 All permanent staff, staff employed on fixed term contracts and contractors working in the Trust for more than 3 months must complete an approved local induction checklist within 1 month (30 days) of joining. The templates for different staff groups are listed appendix 1.

6.1.2 Junior Doctors should complete the Junior Doctors Departmental Local Induction

checklist (contained within appendix 7) within 1 month of joining. A copy of completed checklists should be returned to the Post Graduate Medical Education Coordinator (Content of checklist being updated).

6.1.3 The new starter’s manager is responsible for determining what needs to be covered

in the individual’s local induction. The checklist templates list the minimum content to be covered as part of the local induction process. Additional items will need to be included depending on the role and where the new member of staff is working. The Generic Local Induction Checklist (contained in Appendix 2) is suitable for the majority of staff groups.

6.1.4 The Local Induction Checklist Signature Sheet must be signed by staff member

and the manager on completion and must be scanned/emailed to [email protected] within 30 days of the new employee’s start date. The manager is responsible for keeping a record of local induction activity.

6.1.5 Where staff have made reasonable effort to complete a local induction within the 30

day timeframe, access to other learning and development opportunities should not be withheld. Managers should escalate operational issues which prevent completion of local induction to the appropriate Director.

6.1.6 Overall induction compliance rates will be reported quarterly to MTMG and the

Workforce Delivery Group (WDG). Induction compliance will also be included in the quarterly Mandatory Training Report to the Integrated Governance and Risk Management Committee (IGRM).







of 29

6.2 Temporary Workers

6.2.1 Temporary workers (bank, agency, medical locums) will normally be working for the Trust for less than three months. The line manager is responsible for determining what should be included in the individual’s local induction, but it should at least include those items identified in the Local Induction Checklist for Temporary Workers (See Appendix 5). Evidence of statutory of mandatory training completed within another NHS organisation will be accepted.

6.2.2 Bank workers are required to complete an appropriate local induction in

conjunction with the line managers. The Temporary Staffing Office (TSO) will issue the Local Induction Checklist for Temporary Workers (Appendix 5) which must be returned to TSO within 14 days of the first clinical shift being worked in the Trust.

6.2.3 Agency workers are required to complete the Local Induction Checklist for

Temporary Workers with their nominated supervisor and return it to the Temporary Staffing Office within 14 days of their first shift where it will be filed centrally for audit purposes.

6.2.4 Medical Locums are required to complete the local Induction Checklist for Medical

Locums contained in Appendix 9, which is supported by the ‘induction pack for junior doctors’ accessible electronically and hard copy in clinical areas. Completed checklists must be returned to the Temporary Staffing Office within 14 days of their first shift where it will be filed centrally for audit purposes.

6.2.5 Payment may be withheld and further shifts suspended if temporary workers do not

return completed local induction checklists within 14 days of the first shift being worked.

6.2.6 The Temporary Staffing Team will conduct a sample audit of completed Local

Induction Checklists on a quarterly basis. 6.2.7 Individuals working on an Honorary Contract

6.2.8 The ‘Sponsoring Officer’ is responsible for determining what needs to be covered as part of the individual’s induction; this may include attendance at relevant trust induction event/s if the person is working in the Trust for longer than 3 months and completion of relevant e-learning modules such as Information Governance.

6.2.9 Local induction must be completed within 1 month using The Generic Local

Induction Checklist (contained in Appendix 2), suitable for the majority of staff groups including Consultants.

6.2.10 Evidence of statutory of mandatory training completed within another NHS

organisation will be accepted. It is the staff member’s responsibility to ensure that appropriate evidence of training completion is provided to Training and HR Administration Team in order to be exempt from induction or mandatory training sessions. Evidence includes certificates of attendance and training records with Trust identifier (e.g. equivalent to Trust WIRED system).






of 29

6.2.11 The ‘Sponsoring Officer’ is responsible for keeping a local record of induction for audit purposes.

6.3 Induction for Bank Workers

6.3.1 When recruiting bank workers the Recruitment Team will book them onto the next available induction when they are ready to be placed on the bank register, and are available for work. Bank workers will be expected to complete the appropriate Trust Induction and they will be reimbursed for their time. The process for ensuring Bank workers attend the appropriate Trust induction is outlined in Appendix 4.

6.3.2 The Recruitment Team will issue new Bank workers with the Local Induction

Checklist for Temporary staff as part of their engagement paperwork. 6.3.3 TSO will keep a record of bank workers’ attendance at induction and completion of

local induction and will follow up on non-attendance and non-completion of Local Induction Checklists in line with the process for outlined in Appendix 4.

7. MONITORING

7.1 Compliance with Induction Training is monitored using the WIRED mandatory training system available on the intranet which is updated monthly. The system highlights compliance as green, non-compliance as red and an amber status for training which is due in 3 months or less.

7.2 In line with responsibilities set out in the Trust Mandatory Training Policy, Managers

are responsible for checking that staff have completed relevant induction and mandatory training within the appropriate timescale and taking action to manage non-compliance.

7.3 If a new starter does not attend the appropriate Trust induction event within the 90

day timeframe, the matter will be escalated to the Senior Manager for that area in order that they take appropriate management action to address non attendance.

7.4 L&D will provide quarterly monitoring reports to the MTMG and WDG detailing

compliance rates in line with the stated completion timeframes for permanent staff. 7.5 TSO will provide quarterly induction monitoring reports for bank workers. 7.6 L&D will produce an Annual Mandatory Training and Induction Report which will be

presented to MTMG. The Annual report will include audits of processes for ensuring staff complete the relevant Trust and local inductions and following up those who fail to attend to complete within the policy timescales as set out in this Policy.

7.7 The Training Admin Team will carry out audits (as detailed in the Induction Policy

Monitoring Plan contained in Appendix 8) to ensure processes as set out in the policy are being followed and present findings and recommendations to MTMG for approval.

7.8 MTMG will monitor adherence to this policy.






of 29

7.9 MTMG will review quarterly summary compliance reports, approve associated action plans and monitor that agreed steps have been implemented as a result of monitoring activities.

7.10 Summary reports detailing overall compliance rates and agreed actions to address

exception issues will be reported to Integrated Governance and Risk Management Committee (IGRM) and the Workforce Delivery Group (WDG).

8. REVIEW OF THIS POLICY

8.1 This policy will be reviewed annually in line with the Trust Document Control Policy.

9. LINKED DOCUMENTS

Mandatory Training Policy

Trust Mandatory Training Needs Analysis (TNA)






of 29

APPENDIX 1 Local Induction Checklists

The generic checklist for all staff working in the Trust for more than 3 months (including, staff employed on fixed term contracts and contractors with the exception of medical) outlines the minimum content that must be covered during a local induction.

Generic Local Induction Checklist (Appendix 2) There are also other Checklists that are specified for a group of staff or a department. The following checklists are available on the Intranet under Learning and Development.

Local Induction Checklist for Temporary Workers (Appendix 5) Junior Doctors’ Departmental Induction Checklist (Appendix 7) Local Induction Checklist for Medical Locums (Appendix 9)

http://rmintranet/sorce/apps/sorce_doc_manager/Actions/view_doc.aspx?docid=20447&revid=29433








of 29

APPENDIX 2

Manager’s Guide to completing Local Induction

This checklist represents the Trust’s minimum requirements for local induction. However, it may not represent everything that a new employee needs to know in order to work safely and successfully in YOUR department. Pease add this checklist to your departmental induction pack as applicable. It is your responsibility to ensure that all new employees in your department complete local induction. The attached signature sheet must be scanned/emailed to [email protected] within 30 days of the new employee’s start date. You will receive an automated reply to confirm that the signature sheet has been received. The completed checklist does not need to be returned to the training department, but a copy of the completed checklist (electronic or paper) should be filed in your department as part of the employee’s records. Some hints on completing the Checklist:

Ideally, items should be dated as they are completed. However, it is ok to bundle items together and just put one date against them.

The form does not include specific items of mandatory training as these are covered as part of the Trust Induction day.

Individual e-learning log-in details will be issued within 2 weeks of the new employee’s start date. If they have not received their log-in in that time, contact ASKHR on extension 6660 to request the details.

There are a large number of Trust policies and procedures which may be relevant to the New Starter’s role – they are accessible via the intranet.

The following policies will apply to all members of staff: Risk Management, Incident Reporting and “Being Open”. There is a requirement for all staff to “read and be aware” of all Information Governance/Records Management policies. However you may wish to point out other policies/procedures specific to their role and work location.

The acronym “TNA” refers to the Trust’s “Training Needs Analysis spreadsheet which

specifies the mandatory training required by each staff group. You may also check a new starter’s mandatory training requirement by checking their individual WIRED report.

Top tips for Local Induction Here are some top tips from managers who really know how to make induction work for their departments:

o Local induction is important – it ensures that your new starters are smoothly integrated into your team and helps them to work safely from the minute they arrive in your department. Make sure that everyone in the department, including the new starter, knows how important it is.

o Local induction works best if it’s supported by good procedures and structures. Although you are responsible for ensuring that new employees complete their local induction, you can delegate parts of the induction to a suitable member of staff e.g. mentor or buddy, who can lead the new starter through the basics.

o Don’t rush the local induction – it is impossible to complete it all on day 1! The best departments plan a phased local induction which takes place during the first month of employment. Remember, the completed signature sheet must be returned within 30 days of the start date.







of 29

Local induction checklist Note: This must be completed within 30 days of the new employee’s start date

New Starter (please print name):

The Basics Date

Greet new member of staff (manager or named person)

Introduce to Line Manager/Supervisor/Mentor and other colleagues

Outline expectations of post and limitations of role

Outline minimum period of any supervised practise (if applicable)

Arrange provision of security badge

Arrange issue of uniform/protective clothing (if applicable)

Show them their workstation and supply log-in details

Brief on confidentiality and areas of special sensitivity

Outline arrangements for lunch and tea breaks

Give an orientation tour including refreshment areas, toilets and lockers (if applicable)

Give instructions on how to use the telephone e.g. receiving and transferring calls

Give instruction on how to use other communications e.g. bleep system/intranet

Health and Safety

Fire Safety: Show location of fire alarm call points, fire safety equipment, fire exits, assembly points and local evacuation procedures.

Identify local safety hazards and brief on control methods – these may include:

o Display Screen Equipment (DSE): self assessment of their DSE workstation Note: there is an assessment form within the DSE Policy on the intranet

o Waste Disposal: local procedures for the segregation and disposal of waste

o First Aid: arrangements for the department

o Security: arrangements for the department e.g. lone worker procedures

o Chemical/biological hazards: main hazards, COSHH Assessments & safety procedures

o Specialised equipment: especially for medical devices which need specialist training

Conditions of Employment

Brief on transport issues e.g. parking, inter-site bus and Sutton shuttle bus

Outline hours of work and pay e.g. dates, payment method and expenses claims

Outline arrangements for notification of sickness absence, certification and sick pay

Brief on annual leave - entitlement, booking, timings, special leave arrangements

Make aware of occupational health, staff support/pastoral care

Make aware of the location of Trust and local policies and procedures

Employee Involvement & Communication

Make aware of trade unions and representatives as appropriate

Make aware of briefing arrangements e.g. staff magazine & intranet “staff room”






of 29

Local Induction Checklist (Cont.) Note: This must be completed within 30 days of the employee’s start date

Induction, Mandatory Training and other development opportunities

Confirm booking on Trust Corporate Induction Day

Confirm booking on appropriate Clinical Induction session (if required)

Confirm arrangements for completing core topics not covered in Trust induction:

o Information Governance – e-learning – must be completed within 1 month

o Equality and Diversity – e-learning – must be completed within 1 month Note: If your new employee is in a “people management” role they will need to complete an additional workshop – “Managing Fairly”. Please check the training calendar on the intranet for dates.

o Back Care Awareness (non-clinical) – e-learning

Any other specific mandatory training (check TNA) not covered by Trust or Clinical Induction

Outline the Appraisal process; book “end of induction” review meeting (3 months after start date) to agree objectives

Show them the L & D section of the intranet for access to WIRED and e-learning user guide

Department-Specific Induction

Complete any department/role specific induction training Note: where applicable, please list relevant local procedures/protocols below:

For Consultants

Confirm Job Plan with Service Manager Find out about Appraisal and revalidation process Meet with Divisional Director:

o Find out ‘how things get done’ o Discuss Research opportunities and Private Practice






of 29

Local Induction – Signature Sheet By signing this sheet, you are certifying that the new member of staff has completed all the elements of the Trust’s local induction checklist plus any department-specific training required. New Starter (Please print name)

Department

Start Date

Local Induction checklist – completion date

Signed (new staff member)

Signed (line manager)

The local induction checklist should be completed 30 days’ of the new employee’s start date. It is the manager’s responsibility to ensure that local induction is completed. When you have completed the local induction, please scan the signature sheet and email it to [email protected]. You will receive an automated reply to confirm that the signature sheet has been received. Please note that the completed checklist does not need to be scanned/returned; however a copy (electronic or paper) should be retained in your department as part of the employee’s records. If you do not have access to a scanner, then please contract the Training and HR Administration team for advice on alternative ways of returning the form. V. 15~5 Issued: 15/5/14







of 29

APPENDIX 3

Minimum Content of Trust Corporate Induction Programme The Corporate induction is a requirement for all new staff regardless of role, grade or location of work. As a key principle corporate induction sessions need to meet the needs of this diverse group. As a minimum the Corporate Induction will include:

o An introduction to the Trusts core values – Compassionate, Pioneering, Collaborative, Determined

o The Trusts organisational structure and strategic priorities

o Expectations and responsibilities in relation to key trust policies for:

o Fire o Risk o Infection Control o Safeguarding Children and Adults o Complaints

o Next steps to enable staff to complete the necessary elements of their induction

period within 3 months e.g. local induction, e-learning and separate role specific mandatory training.

The Trust TNA document sets out the specific mandatory training requirements relating to their staff group and role. Role specific clinical inductions follow on from the Corporate Induction.






of 29

APPENDIX 4

Process for ensuring Bank workers attend the appropriate Trust Induction with the policy timeframe (90 days)

New recruit registers on the Trust Bank

The Recruitment team enters details of new recruit onto central spreadsheet and

book onto next Trust Induction event

The Training and HR Administration Team check central spreadsheet weekly and confirm new recruits onto the next available appropriate Trust induction

The Training and HR Administration Team confirms induction date and venue with

new recruit

Bank worker attends appropriate Trust Induction

Central spreadsheet is updated – the Training and HR Administration Team update central training record and TSO update central bank staff monitoring system (BSMS) with attendance data

If Bank worker does not attend, the Training and HR Administration Team update

central spreadsheet and follow up non attendance with TSO and book next Induction event

The Training and HR Administration Team confirms new induction date and venue

with Bank worker

Bank worker attends induction

If bank member does not attend induction for a second time (within 90 days), TSO will suspend any further bookings for work, this will be marked and tracked on their database






of 29

Process for ensuring Bank, agency and medical locum workers undertake a local induction within the policy timeframe (14 days)

Temporary Worker registers with the Trust Bank

Bank Worker Local Induction Checklist is sent out to bank member with Terms and Conditions – instructions state that bank member should complete local induction on first shift and return to TSO within 14 days

Bank worker completes local induction on first shift and returns to TSO

TSO record completion on their database and file hard copy

If Bank worker does not return local induction checklist with 14 days from first shift,

TSO will suspend any further bookings for work, this will be marked and tracked on their database.

If Bank worker requests to work again and has not returned the local induction

checklist within the 14 day timeframe (with good reason), the Bank member will be given one further opportunity to work and complete the local induction checklist

Bank worker completes local induction checklist and returns to TSO

TSO update their database

If Bank worker does not return local induction checklist again, TSO will stop any

further bookings for work, this will be marked and tracked on their database Monitoring

TSO will provide quarterly monitoring reports detailing the numbers of bank workers compliant with the 90 day attendance at Trust induction and 14 day local induction policy requirements

TSO will follow up non completion of local induction agency workers and provide

quarterly monitoring reports detailing levels of compliance






of 29

APPENDIX 5 TEMPORARY WORKER LOCAL INDUCTION CHECKLIST






of 29

APPENDIX 6

Junior Doctors

Departmental Induction Checklist Name

Job Title

Department

Have you received and read the following: Yes

Junior Doctors Induction Pack (Click Here)

Copy of Staff Handbook (Click Here)

Compliance of Junior Doctors Working arrangements information

Have you: Yes Date

Attended Junior Doctors Induction * (if no please see reverse on how mandatory training may be achieved)

Signed on with HR?

Attended an OH Appointment?

Received your ID badge?

Received your RMH email address and is in use?

Activities with Educational Supervisor / Professional Standards Supervisor: Yes

Aware of Allocated Educational Supervisor / Professional Standards Supervisor

Name of Educational Supervisor

Completed Technical Skills Checklist attached (Only F2, ST1, ST2 & core trainees to complete) See attached

Opportunity to discuss development needs during placement

Activities to complete with Service Manager Yes

Have you met with your Service Manager?

Are you familiar with access and layout of main work areas?

Have you met with main work colleagues?

Has your Service Manager made you aware of local procedures for:

Booking Annual leave

Reporting Sick Leave

On call duties

Equality & Diversity & Information Governance Training Yes

Have you completed Equality & Diversity and Information Governance training within the last year? If yes please attach evidence of completion

If no, an email with details for completion via e-learning will be forwarded to you shortly to your RMH email address. Please ensure you complete this mandatory training as soon as possible and attach proof of completion to this checklist. Non-completion will be monitored and followed up and will delay study leave applications.








of 29

List below any Unit Specific Policies/Procedures/Protocols of which the Junior Doctor should be aware:

Consent: Have you been assessed as competent and been authorised to take delegated consent for each procedure, investigation, treatment or prescription for treatment which you are unable to perform yourself but will take consent for?

Yes / No If yes ensure you have returned the Authorisation for Medical & Surgical Staff to take Delegated Consent for Procedures, Investigations and Treatments form.

Please access and read the following policies available on the Trust Internet:

Completed () Completed ()

Accident, Incident Reporting & SI’s Guidelines for the safe Management of Blood & Blood Product Transfusion

Confidentiality Consent to Examination or Treatment Policy

Medicines Management Policy Whistleblowing Procedure

Chest Drain Insertion Managing Incidents of Violence and Aggression Towards Staff

Chemotherapy Treatment Guidelines Lone Worker Policy

Cardiopulmonary Resuscitation (CPR) Safeguarding Adults

Policy for ‘Do Not Resuscitate’ Order in Adults (DNR) Histopathology Alerts and Acknowledgement Policy

Methods of completing mandatory training

Contacting IT Department

Junior Doctors Induction

Attendance at Mandatory

Updates sessions (as alternative to

JD Induction)

via e-learning Completed

Hospital Information System (HIS)

Integrated Clinical Workstation (ICW)

Safeguarding Adults & MCA

Safeguarding Children (Level 2)

Risk Management

Infection Control

Fire Safety

CPR Training

Information Governance

Equality & Diversity

Consent Read and sign briefing paper and return to [email protected]

Medicines Management Available soon

Blood

VTE







of 29

Once completed please take a copy for your records and return with any relevant supporting documentation to:

PGME Coordinator, 1st Floor, Friese Green House, Royal Marsden NHS Foundation Trust, Fulham Road, London SW6 3JJ

Doctor’s signature: Service Manager’s signature: Please PRINT name: Date:






of 29

Technical Skills Checklist for Junior Doctors F2, ST1, ST2 & Core Medical Trainees

Please complete during your initial appraisal meeting with your Educational Supervisor

Scoring 1 Unsure 4 Confident

2 Can do but need supervision 5 Independent can teach others

3 Able to do without supervision 6 Not relevant to my training

Score (please ) 1 2 3 4 5 6 Routine Skills Pain control

Symptom control

Assess shocked patient

IV cannulation

Venepuncture

Lumbar puncture

ECG interpretation

CPR

Interpret chest & abdominal x-rays

Interpret CT & MRI scans

Arterial Puncture

Insertion urinary catheter

Cutting up & casseting pathology specimens

Specialist Skills

Minor operations

Open/close abdomen

Skin suturing

Peritoneal Aspiration

Pleural Aspiration

Bone marrow aspiration & trephine

Central Line Insertion

Lumbar puncture

Administration of IV chemotherapy

Assess and acute abdomen

Abdominal paracentesis

Score (please ) 1 2 3 4 5 6 Suprapubic catheter

Specialist Equipment Ultrasound for detection of veins during line insertion

Laparoscopic equipment






of 29

Specialist Skills & Equipment (Breast) Fine needle aspiration

Core biopsy

Basic surgical skills

General breast surgery

Higher breast surgical skills

Ultrasound assessment

Sentinel node biopsy

Core needles

Scoring for consent Yes Competent to perform the procedure and take consent

Trained Has been trained to take consent for this procedure but unable to perform procedure

No Not able to take consent for this procedure

N/A Not applicable

Score Yes Trained No n/a Skin biopsy graft v host

Major surgery

Breast Procedures

Breast Biopsy

Wide local excision

Sentinel node biopsy

Axillary clearance

Implant reconstruction

Latissimus reconstruction

TRAM reconstruction






of 29

APPENDIX 7

Medical Locum Local Induction Checklist






of 29






of 29

APPENDIX 8 Induction Policy Monitoring Plan

Corporate Induction - All organisations must have an approved documented corporate induction process for all new permanent staff. Key Element that requires monitoring Criterion

Lead Tool Frequency Reporting Arrangements

Acting on recommendations

Change in practice and lessons to be shared

Level 1 Your documented process must include: a) duties / responsibilities

Pages 2-4

L&D Review of Induction Policy

Annually MTMG / WDG & IGRM

Head of L&D with relevant stakeholders

L&D / TSO / Recruitment / Managers and Staff

b) minimum content of corporate induction

Pages 4-5 (appendix 1)



Head of L&D with relevant SME’s

L&D / SME’s and other relevant stakeholders

c) process for booking all new permanent staff onto corporate induction

Page 5

L&D in conjunction with Recruitment

Audit of booking process

Quarterly MTMG Head of L&D with relevant stakeholders

Recruitment / L&D / Managers and staff

Pilot standard d) timescales for completion of corporate induction

Page 4

L&D Compliance reports


L&D / Managers and staff

e) how the organisation records that all new permanent staff complete corporate induction

Page 5

L&D Audit of recording process

Quarterly MTMG Head of L&D L&D

f) how the organisation follows up those who do not complete corporate induction Page 5

L&D Audit of DNA process

Quarterly MTMG Head of L&D / Directors / Managers







of 29

Local Induction of Permanent Staff - All organisations must have an approved documented local induction process for all new permanent staff.

Key Element that requires monitoring Criterion




Level 1 Your documented process must include: a) duties Pages 2-4




L&D / Recruitment / Managers and Staff

b) minimum content of local induction Page 2 (& appendices 2 &3)





Pilot standard c) timescales for completion of local induction Page 5-6




d) how the organisation records that all new permanent staff complete local induction Page 5-6

L&D Audit of recording process

Quarterly MTMG Head of L&D L&D

e) how the organisation follows up those who do not complete local induction Page 5-6

L&D Audit of DNA process

Quarterly MTMG Head of L&D / Directors / Managers


f) how the organisation monitors compliance with all of the above. Pages 6 & 8

L&D Compliance Reports Summary audit reports

Quarterly Quarterly

MTMG / WDG / IGRM MTMG








of 29

Local Induction of Temporary Staff - All organisations must have an approved documented local induction process for all temporary staff. Key Element that requires monitoring Criterion




Level 1 Your documented process must include: a) duties

Pages 2-4

L&D in conjunction with TSO

Review of Induction Policy




b) minimum content of local induction

Page 7 (& appendix 5)





Pilot standard c) timescales for completion of local induction

Page 7


Quarterly MTMG Resourcing Manager and Head of L&D with relevant stakeholders

TSO / L&D / Managers and staff

d) how the organisation records that all temporary staff complete local induction

Page 7

TSO in conjunction with L&D

Audit of recording process

Quarterly MTMG Resourcing Manager TSO / L&D / Managers and staff

e) how the organisation follows up those who do not complete local induction

Page 7

TSO in conjunction with L&D

Audit of DNA process

Quarterly MTMG Resourcing Manager and Head or L&D / Directors / Managers

TSO / L&D / Managers and staff

Definitions: IGRM Integrated Governance and Risk Management Committee WDG Workforce Delivery Group MTMG Mandatory Training Monitoring Group SME Subject Matter Expert

INDUCTION POLICY AND PROCEDURE Summary · Managers will also monitor the completion of the relevant...

Documents

Transcript of INDUCTION POLICY AND PROCEDURE Summary · Managers will also monitor the completion of the relevant...