Software and Services

An appraisal & revalidation system to meet evolving needs

Department of Health policy is that there will be no nationally procured computer system to support appraisal and revalidation. Local decisions will therefore determine the systems used.

Whilst the criteria for revalidation are still being finalised, it is clear that handling the revalidation process successfully will rely on two key factors: securely managing the mountain of relevant paperwork and information, and implementing a robust and transparent appraisal process. Allocate Software’s new e-Appraisal system has been designed with these two important considerations in mind. e-Appraisal is a paper-light system with an easy‑to‑follow workflow process to help trusts manage and monitor the progress of appraisal and revalidation effectively. The web-based e-Appraisal system is hosted in a secure IT environment, and is built flexibly so can be adapted to new requirements as details for revalidation become clearer. The system is continually updated based on information published by the NHS Revalidation Support Team.

 

“Having seen a number of other appraisal and revalidation solutions during our selection process, we felt that e-Appraisal was the only system that really gave us confidence and made us feel secure. We felt it was the only system that would properly manage the evolving situation of revalidation, and make handling the paperwork easy to control." Myrna Coutts, Appraisal/Revalidation Administrator, Northamptonshire Healthcare NHS Foundation Trust

Built around the Revalidation Support Team’s MAG model appraisal form

The e-Appraisal system is designed to meet the requirements set out by the NHS Revalidation Support Team (RST). At the heart of e-Appraisal sits the MAG model appraisal form. This helps doctors collect the right information and guides them through the different sections they are required to complete. Once this is submitted the appraiser can review the information and complete the personal development plan and appraisal outputs sections.

Powerful and sophisticated electronic document management

As specified by the GMC, doctors are required to collect information from a wide variety of sources. To make this accessible to the different stakeholders in the revalidation process, it must be held and organised electronically in one place. We recognised this core requirement early on and so brought together our vast experience in designing intuitive workflow processes for complex administrative tasks with leading-edge electronic content management. The result is a robust and user-friendly appraisal and revalidation solution, underpinned by a powerful and sophisticated document management system. Patented technology means that doctors can use e-Appraisal to capture and process their paper documents quickly and easily and, vitally, provide access to those who need to review it. This instant accessibility of information can save hundreds of valuable hours that would otherwise be spent hunting for paper documents.

How the paper-light e-Appraisal system works

Allocate’s e-Appraisal is unique in that it provides trusts with a paper-light appraisal and revalidation system. One of its major benefits is its ability to capture content from any device and from any location. Documentation that must be stored for revalidation purposes can be input via fax, e-mail or scanner.

• To input a document by fax or scanner: e-Appraisal uses a unique barcoding system for the input and organisation of supporting evidence. To fax or scan documentation a user simply prints out a barcoded coversheet. When the document and the barcoded coversheet are then faxed or scanned together, the e-Appraisal system uses the barcode to automatically store and organise an electronic version of the document in the relevant section of the electronic portfolio. Documentation which has been scanned or faxed into the system using a barcode will therefore already be attached to the relevant sections of the appraisal form, reducing the need for the doctor to attach documentation and saving valuable time.

• To input a document by e-mail: During the appraisal workflow process users are sent e-mail reminders for submission of necessary documentation. By simply attaching the requested document in reply to an e-mail reminder, that document will not only be submitted but will be automatically stored in the correct folder.

By storing information in e-Appraisal, the need to keep hard-copy documents in accessible storage locations is largely eradicated. The time and effort it takes to retrieve information is also vastly reduced, as users with the necessary security permissions can access the e-portfolio at the click of a mouse, rather than searching manually through a physical filing system.

The responsible officer dashboard

The role of the responsible officer is to ensure robust, consistent and fair confirmation of doctors’ fitness to practise. One of the responsibilities of the responsible officer is to make sure that their organisation has a quality-assured appraisal process.

The responsible officer dashboard within e-Appraisal is built in line with the most up-to-date guidance from the NHS Revalidation Support Team. As well as providing the responsible officer with an overview of the state of appraisals in their organisation, the dashboard also allows them to view detailed information about each doctor’s revalidation cycle. This includes information about the last five appraisals, supporting information and governance and fitness to practice information. Its purpose is to help the responsible officer with the process of making an informed recommendation to the GMC for each doctor.

Security

The type of information being shared for revalidationis classified by the Cabinet Office definitions as Private Information Level 3. This means that information systems must comply with a high level of security when storing and communicating such information. System providers are required to undertake recognised information assurance. Allocate Software is using a world expert in healthcare information security to perform its Risk Management Accreditation Document Set (RMADS). Trusts can have peace of mind that their data is secure. We are ISO27001 certified, information is hosted on secure servers, and data is protected down the wire by 256 bit SSl encryption. All documents uploaded to the system are converted to an image so no footprints are left on a user’s machine once they have been opened.

Easy-to-follow workflow guides you through the appraisal & revalidation process

There is a helpful workflow built into the e-Appraisal system for the doctor and their appraiser to manage the appraisal process with reminders at relevant stages. The e-Appraisal workflow alerts both appraisers and appraisees when the appraisal is due, lets them know what documentation is needed, and enables electronic sign-off of the key appraisal outputs. Management reports can be produced for the board showing the progress of appraisal and revalidation throughout the trust.

Integration with job planning and 360 degree multi-source feedback

e-Appraisal is one of a range of software solutions that can be accessed via the Zircadian’s Consultant Portal. The portal is an online gateway to a suite of solutions for appraisal and revalidation, job planning, and 360 degree multi-source feedback. By integrating with the Zircadian e-JobPlan software, e-Appraisal will make it easy to handle the necessary requirement of incorporating doctors’ job plans into the appraisal and revalidation process.

e-Appraisal will also link to our e-360 system so that colleague and patient feedback reports are automatically available in the doctor’s e-Appraisal form as supporting information.

"We already had the Zircadian job planning system and were very happy with the support we had received; this played a big part in our decision. From our point of view it’s a major benefit that e-Appraisal shares a portal with solutions for job planning and 360 degree feedback.” Myrna Coutts, Appraisal/Revalidation Administrator, Northamptonshire Healthcare NHS Foundation Trust

Capabilities:

• Built around the Revalidation Support Team’s MAG model appraisal form

• Software continually updated as new revalidation requirements are finalised

• Automatically keeps track of, and updates doctors with GMC, Department of Health and Royal College requirements; organises and tracks mandatory training requirements
  

• Secure encrypted data
  

• First class support with Zircadian Medics experts available via telephone and e-mail
  

• Functionality to manage appraisers’ qualifications, and rules to help assign the right appraisers to appraisees
  

• Appraisal workflow process including automatic reminders at key stages
  

• Online sign-off process between appraiser and appraisee, for agreement of key appraisal outputs
  

• e-Portfolio structured in accordance with GMC recommendations
  

• Paper-light management of documentation
  

• Easy import and export of documents using e-mail, fax and scanning
  

• Quick and easy to transfer existing paper or electronic portfolios onto the system
  

• Ability to mark stored documents as private; only the appraiser and responsible officer will be able to view documents marked as private
  

• Online access via the Zircadian Consultant Portal; access to relevant information from job planning and 360 degree feedback systems from a convenient single sign-in
  

• Responsible officer dashboard helps ROs monitor concerns and submit their recommendations to the GMC
  

• Powerful reporting
  

• Organises the review process for educational supervisors

 

Key Benefits:

• Web-based system
  

• Robust and secure
  

• Paper-light process
  

• User-friendly workflow
  

• Responsive to changing requirements
  

• Capture and process important documents and content securely
  

• Protect the integrity of supporting evidence
  

• Access precise information at the moment it is needed
  

• Eliminate time-wasting manual processes
  

• Reduce financial costs associated with paper-intensive tasks
  

• Improve collaboration and communication
  

 

For further information on e-Appraisal contact Dee Enright 020 7355 5450 or email info@zircadian.com