Update from the RCGP Portfolio team and FourteenFish
June 2021 - Fishbase updates for training programme and deanery administrators
Bulk Upload of Stages of Training for New Trainees
As we're getting closer to August, we wanted to help you with the process of setting up newly registered trainees (Database> Reports> Admin Trainees Report). We are delighted to introduce the new trainees report, which allows you to quickly add Stages of Training to newly registered trainees. The report lists trainees who already registered with RCGP and linked to your deanery. Run the report using one of the available filters, then select the trainees you wish to update in bulk. You will need to group the trainees who work at LTFT together and do these separate from those that are working Full Time. Once you have set up the first SoT, you can then go on to add ST2 and ST3 to all the trainees that you have selected in Bulk. Please note that the system opens a review period automatically upon trainee registration, this was starting on the day that they registered (which obviously isn’t right). We have thus amended this and from now on anyone registering between May-September will get a review period starting in August.
It is likely that the first time you run this search, you will get a list of trainees that have resigned from training in the past. To remove these, you will need to click on them (check that they have left training), then click on demographics> edit> training transition date (should be the last day they worked). This will then remove them permanently from your searches.
ARCP and ESR Reports
We also added new reports to the system and expanded existing searches (Database> Reports). The reports page now includes three sections - panel reports, trainee reports and ESR reports. We’ve added new reporting for historical ARCPs and ESRs. These should help you with admin and analysis tasks, for example finding trainees who do not have a supervisor linked or finding trainees with specific ARCP outcomes or ESR within a specified date range. The reports can be now exported as csv files, so you can use this for further analysis.
Our aim in the ARCP report is to provide all of the information that is required to be entered in TIS so that the team can use the exported CSV to get all of the data rather than having to go into each trainee on Fishbase to get this data. You can also search for ARCP certificates that have not yet been signed by the Chair, ESRs with Panel Opinion Requested and other helpful searches.
People Search
We have expanded the People Search to include several more filters (Database> People). This includes easily finding Trainees who are on extension. There are now several different filters for each of the AKT and RCA which helps deaneries to see which trainees have applied and who might be requiring extensions at the end of training.
Additional Improvements
We wanted to highlight some changes implemented in the last few months. These include:
- Extending deanery access to trainee data after they finish the training - any trainees who finish with outcome 4 or 6 will be accessible to you for 12 months since the date of the ARCP,
- Panel notes area, which allows you to add notes to trainee’s record specifically for the ARCP team. The notes are visible to the ARCP panel and can be used in cases like the trainee applying for shortened programme (ATCF, CEGPR, clarifying sickness etc),
- We added a TOOT breakdown field to the ARCP, where you can explain the calculation, which will be especially useful for the GPSA team at the College,
- We changed the visibility of MSF and PSQ, so any started surveys are now visible on the training map. The list of invitees is now also shared with the supervisor,
- We added the expected CCT date to the training map - this is indicated by the green dotted line. We will be also adding an easier way to change the expected CCT date from the trainee page soon.
- Lastly, a new "leadership / management" speciality has been added.
We hope these changes will make your job easier and please do not hesitate to contact the support team if you have any questions about the new functions.
Piotr Wlodarczyk
Trainee Portfolio Product Manager
On behalf of the RCGP Portfolio team and FourteenFish
System updates
This section lists the recent changes implemented in the Trainee Portfolio.
New
- You can now add optional "phonetic name" and "preferred pronouns" to your profile.
Previous release notes