Foundation Trainee Supervision Help Sheet

Responsibilities 

You have been allocated an educational supervisor and you will get their details from the trust education team. You must complete and have recorded in the e-portfolio a minimum of 4 meetings with your educational supervisor during the year. You are encouraged to meet more often if possible/appropriate but the minimum requirements are:

  1. August induction meeting
  2. Nov/Dec first post review and plan for second post
  3. March/April second post review and plan for third post
  4. May/June Final review meeting

It is your responsibility to arrange your meetings. If you have difficulties doing so, you must alert a member of the education team before the time for the relevant meeting goes by.

The role of the educational supervisor

The overall purpose of the educational supervisor is to facilitate and support the training and educational development of their foundation doctors over the full year of foundation training.

The main aspects of the role include: 

  • Supervision of foundation trainees' educational and professional progress;
  • Checking that their trainees maintain appropriate records of assessment;
  • Reporting to their foundation programme training director on their trainees' progress, especially any performances that give rise to concern, and
  • Providing pastoral advice and career counselling as required. 

The following framework will help you ensure that you have completed the requirements of the foundation programme and used the educational supervision arrangements and e-portfolio appropriately.

 

Section 1 – What you need to do when 

A.    SHADOWING WEEK (Last week in July) or INDUCTION (First week in August) 

  1. Check you can log on to the Horus e-portfolio.  All users will need to log in to Horus via https://horus.hee.nhs.uk/login or use the link in the email that was sent to you via Horus. By using the link you will be taken to a page where you are required to enter a new password. You will then need to go back to the log in page to enter your email address and new password 

Forgotten password - If you have forgotten your password you will need to click on the ‘unable to sign in’ link on the Horus log in page. 

Help and support - If you have any problems or queries regarding the Horus e-portfolio system, contact the administrator in your education centre.

There is also a help facility on Horus whereby you can email the helpdesk with your problems.  

         2. You will need to sign 3 declarations:

            Ÿ  Probity declaration

            Ÿ  Health declaration

            Ÿ  Conditions of joining a foundation programme

         3. Check your personal details are correct – specifically email address. If you change your e-mail address or other contact information during the year, please notify the education centre and foundation school immediately. You will miss important information relating to your                         training if your contact details are out of date or you do not check your e-mails regularly. 

Instructions for Horus: 

-       Enter the website via https://horus.hee.nhs.uk

-       Enter your username and password and click on ‘sign in’

-       At the top of the page click on ‘your name and this will take you to your account

-       You will be able to edit your account information or change your password here.

-       Click onto the ‘home’ link to return to your home page.

 

 B.    BEFORE August Induction Meeting with Educational Supervisor (ES) 

  1. Complete a Personal Development Plan (PDP) and prepare career management discussion
  2. Become familiar with the Curriculum and the competences you are looking to acquire and demonstrate.

 

Instructions for Horus: 

  1. On the top menu click on ‘Portfolio’ and then under the sub menu click on ‘PDP’
  1. On the top menu click on ‘Portfolio’ and then ‘Curriculum’.  Click on the ‘Descriptors’ (blue link on right hand side) to reveal the underlying competences for your foundation year.

 

C.        AUGUST INDUCTION MEETING WITH EDUCATIONAL SUPERVISOR

This first meeting with the trainee sets the scene for your relationship with your education supervisor, who will hopefully be a source of personal and professional support to you throughout the year. You should be prepared to talk about, for example, your undergraduate or F1 medical training, how you have come to be a trainee in the trust, whether you have any personal, health or domestic issues that are likely to impact on your training and whether there is anything that you are particularly worried about or looking forward to as you start the year.

With regards to your training needs, you should be prepared to discuss what are the main things you are hoping to gain from the year and your thoughts about and any plans for career progression. You should also discuss the assessment requirements of the programme and make sure that you understand the nature and purpose of the assessment tools. Be ready to talk about your PDP and how you might achieve your aims in the current and later posts. Discuss your career plans and how you are aiming to develop these. F1s can use up to 5 days’ of their F2 study leave allowance for a taster experience so be ready to talk about how you might use this (and the rest of your study leave if you are an F2).

Make sure at the end of the meeting that you have agreed how it is best for you to contact your supervisor about setting dates for the mid/end of placement reviews or if you have any problems in the meantime.

Make sure your educational supervisor has logged the meeting on Horus.

NB. The Curriculum section within Horus details all the outcomes you need to evidence at the end of the year in order to be signed off. Types of evidence include assessments, reflective accounts, core procedures etc. You should be linking a range of evidence to the Curriculum throughout the year.

Please note you must also arrange to meet with your clinical supervisor at the beginning of each post and they must complete an initial induction meeting form.

D.    BEFORE Nov/Dec End of Placement Review meeting with Educational Supervisor – Please note you must arrange this meeting yourself 

  1. Ensure the necessary requirements for Post 1 are logged.  To include:

Supervised Learning Events (SLEs)

-       2 or 3 x miniCEX (x 2 if supplementing with DOPS or x 3 if no DOPS)

-       1 x DOPS to supplement miniCEX

-       2 x CbD

-       Assessments

-       Updated Core Procedures (F1)

-       TAB   

-       Clinical supervisor end of placement  report

        2. Linked evidence to the Foundation Curriculum.

The local Peninsula requirement is that trainees link at least 3 pieces of evidence per competency not just one as Horus states.

        3. Completed or booked onto ALS (F2 only) or ILS(F1 only)

        4. Log the meeting (with Educational Supervisor as part of the meeting)

        5. Flag up any issues resulting from the above and ask Educational Supervisor for advice if necessary 

Instructions: 

  1. On the menu at the top of the page click on ‘forms (start new)’ and then select the correct form to complete.
  2. On the menu at the top of the page click on ‘Portfolio’ and then ‘Curriculum’ to view the evidence linked. You will need to go into the portfolio items to link them to the curriculum.
  3. On the menu at the top of the page click on ‘Forms (start new)’ and then under ‘Mandatory forms for each year’ select ‘Mandatory certificate’ to log ALS certificate (F2 only) or ILS certificate (F1 only)

 

In the meeting itself, be prepared to talk about your experience of the post you are completing and any problems that you need help to resolve. Your supervisor is likely to ask you about clinical supervision, your own experience of teaching and giving presentations, audit/quality improvement project (if relevant) and any changes in your personal circumstances that might be impacting on your training.

Your supervisor will discuss your training experience to date, including assessments and should release the results of your TAB. 

You should review the evidence you have so far linked with the Curriculum and ensure that your ES rates whether you have yet met the outcomes.  You should form a plan of how you will demonstrate competency in areas you have yet to meet.

In addition to a satisfactory clinical supervisor’s end of placement report being recorded on Horus you will also need to ensure that your ES completes a Educational supervisor’s end of placement report on Horus

E.     BEFORE March/April End of Placement Review meeting with Educational Supervisor – Please note you must arrange this meeting yourself

 Same as the above requirements for Nov/Dec Meeting

 

F.     BEFORE End May/Begin June Final Meeting with Educational Supervisor for sign-off – Please note you must arrange this meeting yourself

 

  1. Have completed minimum number of SLEs:  

-       6 or 9 x miniCEX (x 6 if supplementing with DOPS or x 9 if no DOPS)

-       3 x DOPS to supplement miniCEX

-       6 x CbDs

-       1 x Developing  the Clinical Teacher

        2. Have completed to a satisfactory level

-       1 x TAB assessment

-       Core procedures (F1 only) – list of required procedures:

  • Venepuncture
  • IV cannulation
  • Preparation and administration of IV medication and injections
  • Arterial puncture in an adult
  • Blood culture from peripheral sites
  • Intravenous infusion including the prescription of fluids
  • Intravenous infusion of blood and blood products
  • Injection of local anaesthetic to skin
  • Injection – Subcutaneous (e.g. insulin or LMW heparin)
  • Injection - intramuscular
  • Perform and interpret an ECG
  • Perform and interpret peak flow
  • Urethral catheterisation – Male
  • Urethral catheterisation - Female
  • Airway care including simple adjuncts (e.g. Guedel airway or Laryngeal masks)

 

You must be assessed formally in each of the core procedures.  This must be via a ‘Core Procedure’, not self-assessment.  We advise that you use ‘Core Procedures’ forms for the core procedures and use DOPS for additional practical procedures.

         3. Have completed

              3 x Clinical Supervisor end of placement reports

              2 x Educational Supervisor end of placement reports

              1 x Educational Supervisor’s end of year report

         4. Flag up any issues relating to the above and ask Educational Supervisor for advice if necessary

The Medical Education Team will be in touch with further detail regarding the sign-off process nearer the time.

Section 2 – Logging assessments and SLEs

All assessments and SLEs must be logged by the necessary assessor/trainer via Horus. This can either be done directly within Horus if you have access to a computer at the time or via an e-ticket request. Clinical supervisors can complete assessments directly within the Horus.

When you request a ticket for an assessment or SLE, the relevant assessor/trainer is emailed directly by Horus. The assessor will need to click on the link within the email to go directly to the assessment form. 

Assessor/trainers do not need to log in to Horus to sign an SLE or core procedure. They do need to have a Horus account but this can be quickly created by the foundation doctor.

Instructions: 

  1. Log on to https://horus.hee.nhs.uk
  2. From the menu at the top of the page select ‘forms (start new)’ then select the assessment or SLE,
  3. Complete as much of the form as you can – your assessor can amend and add to the content before signing it.
  4. In the assessor/trainer details type the first 3 or 4 letters of their name and the Horus search engine will find them if they have an account. If they do not have an account, click on the blue links ‘Add new doctor’ or ‘Add new nurse/AHP’ – you will need to know the email address of all new users and for doctors you will also need their GMC numbers. Once you have entered the assessor click on ‘save (and review before submission)’
  5. You will then be required to review the form and in the purple bar select ‘send form for approval’.
  6. Your assessor will approve the form and sign it – they will have received an automated email with a link that takes them directly to the form. 

Please note you have to request an assessment for each individual assessment/SLE

Section 3 – Linking Evidence 

It is a requirement to link evidence to all Foundation Curriculum items in order to demonstrate that you have met the outcomes.  Every item should have linked evidence and your ES should have rated each of the 4 sections as ‘Satisfactory’.

The local Peninsula requirement is that trainees link at least 3 pieces of evidence per competency not just one as Horus states.

Example:

PDP can be linked to the curriculum 

Instructions: 

  1. From the menu at the top of the page select ‘Portfolio’ the ‘PDP’
  2. Under the ‘title’ of the PDP clink on ‘Map to curriculum’
  3. In the new pop up window you will need to select the competence to link it to.
  4. You will be able to go back into the curriculum from the portfolio menu and select ‘mapped evidence’ to see the PDP