Job planning for Job planning for Specialty DoctorsSpecialty Doctors

Jessica LahiveJessica Lahive

Industrial Relations OfficerIndustrial Relations Officer

BMA Midlands CentreBMA Midlands Centre

Job planning – the key to a Job planning – the key to a successful new contractsuccessful new contract

Do what you get paid for – get paid for Do what you get paid for – get paid for what you do what you do

Provides evidence for appraisal and Provides evidence for appraisal and revalidationrevalidation

Aids compliance with working time Aids compliance with working time regulationsregulations

Rewards additional activityRewards additional activity

What is a job plan?What is a job plan?

Agreement between doctor and employerAgreement between doctor and employer Reviewed annuallyReviewed annually Sets out working arrangementsSets out working arrangements

- timetable of activities- timetable of activities

- responsibilities- responsibilities

- personal objectives- personal objectives

- supporting resources for coming year- supporting resources for coming year

What should it seek to do?What should it seek to do?

a job plan should be a a job plan should be a prospectiveprospective agreement that sets agreement that sets out a doctor’s out a doctor’s dutiesduties, , responsibilitiesresponsibilities and and objectivesobjectives for for the coming yearthe coming year

job plans should set out agreed job plans should set out agreed personal objectivespersonal objectives and and their relationship with the employing their relationship with the employing organisation’sorganisation’s wider wider service objectivesservice objectives

Key role in service development and developing more Key role in service development and developing more flexible organisationflexible organisation

Opportunity to consider alternative working practices Opportunity to consider alternative working practices which deliver high quality serviceswhich deliver high quality services

Who does the job planning?Who does the job planning?

Should be between doctor and clinical Should be between doctor and clinical manager – usually clinical directormanager – usually clinical director

Possible to do team job planning to Possible to do team job planning to address generic issues – perhaps less address generic issues – perhaps less easy for SAS doctors than for Consultantseasy for SAS doctors than for Consultants

Some issues may be agreed collectively – Some issues may be agreed collectively – e.g. via the Local Negotiating Committeee.g. via the Local Negotiating Committee

ProcessProcess

Keep a diary, minimum 6 weeksKeep a diary, minimum 6 weeks Draft a job plan as an average weekDraft a job plan as an average week Share draft prior to meetingShare draft prior to meeting Job Planning meeting – discuss outline job Job Planning meeting – discuss outline job

plan, timetable, objectivesplan, timetable, objectives If agreed – sign off job planIf agreed – sign off job plan If not agreed review, meet again or seek If not agreed review, meet again or seek

mediation – of which more latermediation – of which more later

Job plan – what’s in itJob plan – what’s in it

Timetable of activitiesTimetable of activities Number of PAs of each typeNumber of PAs of each type On-call arrangementsOn-call arrangements Wider NHS responsibilitiesWider NHS responsibilities Arrangements for extra PAsArrangements for extra PAs Private and fee paying work informationPrivate and fee paying work information Agreed objectivesAgreed objectives Supporting resourcesSupporting resources

Preparation for meetingPreparation for meetingcollect, reflect and sharecollect, reflect and share

What has affected the job What has affected the job plan?plan?

Progress against the agreed Progress against the agreed

objectives?objectives?

Any changes to duties and Any changes to duties and

responsibilities needed? responsibilities needed?

PP commitmentsPP commitments

DATADATA SPA ActivitiesSPA Activities Internal & external Internal & external

commitmentscommitments

Next year’s objectives?Next year’s objectives?

Support needed from the Support needed from the

organisation?organisation?

DCC workDCC work

Any work related to diagnosis and treatment and Any work related to diagnosis and treatment and prevention of illnessprevention of illness

Ward roundsWard rounds OPD clinicsOPD clinics Theatre listsTheatre lists Ward duties, reviewing results, patient Ward duties, reviewing results, patient

management plans, etc.management plans, etc. Administration relating to patient careAdministration relating to patient care Telephone calls relating to patient careTelephone calls relating to patient care Travel time to peripheral clinics or sitesTravel time to peripheral clinics or sites

Examples of SPA workExamples of SPA work

Work underpinning DCCWork underpinning DCC continuing professional developmentcontinuing professional development local clinical governance activitieslocal clinical governance activities trainingtraining formal teachingformal teaching appraisalappraisal job planningjob planning auditaudit researchresearch

Other DutiesOther Duties

There is more limited scope for these duties for most Specialty Doctors There is more limited scope for these duties for most Specialty Doctors than is the case for Consultants. Examples include:than is the case for Consultants. Examples include:

Additional NHS Additional NHS responsibilitiesresponsibilities

DH Working PartiesDH Working Parties

External DutiesExternal Duties

Royal College officerRoyal College officer BMA national committeeBMA national committee

Basic timetableBasic timetable

Divided into direct clinical care, supporting Divided into direct clinical care, supporting professional activities, additional NHS professional activities, additional NHS responsibilities, external dutiesresponsibilities, external duties

Patient administration: counts as direct carePatient administration: counts as direct care Travelling timeTravelling time Lunch breaksLunch breaks Timing flexibility?Timing flexibility? Location flexibility? – especially of SPA timeLocation flexibility? – especially of SPA time

Additional PAsAdditional PAs

Basic of 10 (for full timer)Basic of 10 (for full timer) Agreement should be written into the job Agreement should be written into the job

planplan If agreeing more than 10 specify in job If agreeing more than 10 specify in job

plan which are basic contract and which plan which are basic contract and which additional – then it is clear what goes if the additional – then it is clear what goes if the extra PAs endextra PAs end

ObjectivesObjectives

Personal objectives: quality, activity, Personal objectives: quality, activity, outcomes, standards, service objectives, outcomes, standards, service objectives, resource management, service resource management, service development or team workingdevelopment or team working

Appropriate, identified and agreedAppropriate, identified and agreed Careful of factors outside your controlCareful of factors outside your control Suggest some of your ownSuggest some of your own

Examples of objectivesExamples of objectives

Hard objectivesHard objectives 4 hour wait, 17 week OPD4 hour wait, 17 week OPD Choose & BookChoose & Book Workload ManagementWorkload Management Clinical Records Clinical Records CNST CNST Absence managementAbsence management

Recording of leave etcRecording of leave etc

Soft objectivesSoft objectives Greater involvement of Greater involvement of

patientspatients Consider benchmarkingConsider benchmarking Improve communication Improve communication

skillsskills

SPA outcomesSPA outcomes Complete an audit projectComplete an audit project

Team objectivesTeam objectives Specify individual doctor’s Specify individual doctor’s

rolerole Plans for service Plans for service

developmentdevelopment

Performance standardsPerformance standards Successful cancer peer Successful cancer peer

reviewreview

Personal development Personal development objectivesobjectives Acquire a new skillAcquire a new skill

Supporting resourcesSupporting resources

What do you need to help you do the job?What do you need to help you do the job?

Secretarial support, medical and other Secretarial support, medical and other clinical support, office space, IT etcclinical support, office space, IT etc

Impact on objectivesImpact on objectives

Annual reviewAnnual review

Contractual obligationContractual obligation Needs to consider:Needs to consider:

Factors affecting achievement of objectivesFactors affecting achievement of objectives Adequacy of resourcesAdequacy of resources Potential changes to duties or responsibilitiesPotential changes to duties or responsibilities Ways to improve workload managementWays to improve workload management Planning of careersPlanning of careers

Interim if changes occur during the yearInterim if changes occur during the year

If you can’t agree…If you can’t agree…

Mediation processMediation process – normally with the – normally with the Medical DirectorMedical Director

Followed by Followed by formal appeal processformal appeal process– – three member panelthree member panel Trust non-executive director ChairTrust non-executive director Chair Doctor’s own nomineeDoctor’s own nominee Trust executive directorTrust executive director

New post : pre-appointmentNew post : pre-appointment

Job description, job plan outline and detail Job description, job plan outline and detail about the employerabout the employer

Offer should be for a 10 PA contractOffer should be for a 10 PA contract Job plan should be clear about the work to Job plan should be clear about the work to

be done in the PAsbe done in the PAs Can agree to work in excess of 10 PAsCan agree to work in excess of 10 PAs May look to amend job plan before May look to amend job plan before

appointmentappointment

New post – on appointmentNew post – on appointment

Early meeting with the clinical managerEarly meeting with the clinical manager Make sure everything is thereMake sure everything is there Needs to be realistic – discuss with Needs to be realistic – discuss with

colleagues, college, BMAcolleagues, college, BMA On-call particularly difficultOn-call particularly difficult Keep a work diaryKeep a work diary If disparity, seek interim review If disparity, seek interim review

ConclusionConclusion

Job planning is crucialJob planning is crucial Job plan must be agreed, realistic and Job plan must be agreed, realistic and

reflect all the work that you will do in the reflect all the work that you will do in the coming yearcoming year

Take time to get it right – or live to regret itTake time to get it right – or live to regret it Seek support and guidance – Royal Seek support and guidance – Royal

Colleges, BMA website, DH website, Colleges, BMA website, DH website, colleagues, consultants, LNC, HR, etc.colleagues, consultants, LNC, HR, etc.