Foundation Doctors 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 

  1. Nov/Dec first post review and plan for second post 

  1. March/April second post review and plan for third post 

  1. 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 or identifying other sources for pastoral and career advice 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.  

 

The role of the clinical supervisor 

The overall purpose of the clinical supervisor is to facilitate and support the training of the foundation doctor during their placement in the department.  

The main aspects of the role include: 

 

  • Day to day supervision of the foundation doctor 

  • Directly observing the foundation doctor in the workplace 

  • Ensuring the foundation doctor is fully integrated into the work of the team and be given the opportunity to demonstrate their abilities and receive feedback on their portfolio 

  • Ensure the foundation doctor is attending team meeting where possible and appropriate 

  • Provide clear feedback to the foundation doctor on their performance in the placement, highlighting good practice and guiding developments. 

 

The Clinical Supervisor (CS) should meet with the foundation doctor regularly to discuss their performance and any skills that need to be developed.  

 

What you need to do and when 

 

Shadowing week or Induction 

 

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.    

When you first log into Horus you will prompted to sign 3 declarations, probity, health and conditions of joining a foundation programme. Please ensure you read and sign these before you continue. 

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 Horus website via https://horus.hee.nhs.uk  using your username and password  

 

  1. 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. 
  2. Click onto the ‘home’ link to return to your home page.  

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. 
  3. If F2, register for an account on maxcourse to book on to regional teaching courses. (Further information and guidance for maxcourse can be found in Appendix 2)  

Instructions for Horus:   

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

August Induction meeting with Educational Supervisor  

This first meeting with your educational supervisor will give you the opportunity to tell them about you and your experiences. Your ES will be a personal and professional support contact 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 your portfolio details all capabilities you must evidence at the end of the year to be signed off. There are 13 Foundation Professional Capabilities (FPCs) which are grouped under 3 Higher Level Outcomes (HLOs). Types of evidence include SLEs, assessments, reflective accounts, etc. You should be linking a range of evidence to the curriculum throughout the year. There is no set requirement of how many pieces of evidence should be mapped to each capability, but it should not exceed 5. Each portfolio item can be mapped to a maximum of 3 capabilities. The curriculum describes a hierarchy of evidence. The best evidence is that which demonstrates you have "done" or "can do" the task. SLEs and formative assessments demonstrate this. Lower evidence, e.g. teaching, should only be used where you have not had direct experience during your clinical placements. 

 

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: 
  2. A summary narrative draft started for each HLO 
  3. Regular, contemporaneous assessments – there are no longer a specific number required and it is not acceptable for all entries/ assessments to be bulked together on the same day. 
  4. Clinical supervisor end of placement report  
  5. Linked evidence to the Foundation Curriculum. Each portfolio item can be mapped to a maximum of 3 capabilities and each capability should have no more than 5 portfolio items mapped to it. 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. You need to ensure that you have completed your linking contemporaneously during your placement.  
  6. Created a mandatory teaching log for any teaching attended 
  7. Record any absences you have had during the placement. 
  8. Log the meeting (with Educational Supervisor as part of the meeting completing the ES end of placement report)) 
  9. Flag up any issues resulting from the above and ask Educational Supervisor for advice if necessary 
  10. Discuss your next placement 

 Horus Instructions:  

  1. To complete any assessments click on the menu at the top of the page click on ‘forms (start new)’ and then select the correct form to complete. To add an assessor start typing in their name in the correct field and wait for the system to catch up and select the assessor. If the assessor is not listed you will need to create an assessor on the system. The assessor will then be emailed a link to the form. 
  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. Horus Guidance  
  3. On the menu at the top of the page click on ‘Forms (start new)’ and under mandatory forms for each year select ‘Mandatory teaching log’. 
  4. Absences is new so not sure how to record this 

 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  

In addition you will need to complete a TAB assessment in January. Further guidance 

will be sent out to all foundation doctors during the year to detail the process and the 

requirements you need to meet. You will need to have one successful round of TAB to be successful at ARCP. TAB Guidance 

 

End May/Begin June Final Meeting with Educational Supervisor for sign-off  

Please note you must arrange this meeting yourself  

You will need to ensure your portfolio contains the following 

  • Clinical supervisor's reports from each post  

  • Team assessment of behaviour (TAB) 

  • At least one PSG feedback 

  • Evidence you have engaged with the Horus e-portfolio to show completion against the 13 Foundation Professional Capabilities (FPCs) in the curriculum 

  • Regular, contemporaneous completion of SLEs to demonstrate learning 

  • Satisfactory record at delivered ‘core’ learning 

  • Satisfactory record of non-core learning 

  • You need to have logged a minimum of 60 hours teaching on Horus using the mandatory teaching log. 30 hours must be core and the other 30 hours can be made up of core and non-core. 

  • Satisfactory reflection including the summary narrative against each Higher Level Outcome (HLO) 

  • Satisfactory engagement with feedback to the programme 

  • Attendance record  

You should discuss any issues relating to the above and ask your 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.  

Meetings with Clinical Supervisor 

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

  1. You must meet your CS at the start and end of each placement 
  2. Your CS must complete and end of placement report 
  3. You should consider asking for a mid-placement meeting to discuss progress and feedback etc 
  4. At least one CS end of placement report must be supported by a PSG feedback report. It is good practice to seek PSG feedback in each placement  

Appendix 1 

 

Study Leave  

  • F2s have a total of 30 study leave days over 12 months. A number of days are pre-allocated. Please refer to the Foundation School Study Leave Policy   

  • F1 study leave is all allocated to the weekly foundation teaching.  

  • Ensure you are familiar with the study leave policy and follow this when booking study leave for regional teaching and other courses  

  • All approved study leave must be recorded on the study leave record document attached, so that a cumulative record of the number of days taken can be kept. You will be required to include this in your ARCP evidence documentation  

  • Below is a summary of how some of the study leave is pre-allocated as set out in the school policy:  

 

Summary table for use of F2 study leave time  

 

Use of total study leave time   

5 days teaching: minimum 4 days from regional teaching programme plus additional 6 hours foundation teaching (30 hours total)   

1 day simulation training (may be delivered in 2 half days)   

5 days Tasters (which can be taken in F1 for Taster and/or 1 day career planning)   

GP learning sets (5 days)   

ALS (2 days)   

   

This means trainees not doing GP will have 17 days’ available study leave and those doing GP will have 12. 

 

Record of teaching hours  

  • ALL teaching attended must be recorded in the personal learning log found in your Horus ePortfolio  

  • You should record all types of teaching that you wish to count to the total: regional days, local foundation teaching, departmental teaching, and eLearning modules  

  • For all teaching that cannot be verified easily by the postgraduate team, you are required to evidence your attendance by completing an additional achievement form in your portfolio; Course / seminar / other learning attended.  

 

The requirement for successful outcome at ARCP The requirements for progression at ARCP are set nationally and agreed by the GMC. They may vary (e.g. due to COVID) but each year they will be confirmed by the foundation school and an annual checklist will be sent to you. The expectation for ARCP June 2022 is: 

  • Minimum total accrued teaching of 60 hours (you can do more!)  

  • Minimum of 30 hours CORE teaching from the foundation-specific programme (local trust foundation teaching and regional programme, foundation simulation)  

  • All other types of teaching is NON-CORE: department teaching, GP learning sets, grand round, eLearning etc  

  • F2 minimum 4 days’ attendance from regional teaching programme (24 hours)  

  • Maximum 6 modules of eLearning (6 hours)  

This page was last updated July 13th 2021 (3 years ago)