Primary Care Learning Organisation FAQ's

 

This FAQ page is designed to help answer some of the questions around the Primary Care Learning Organisation Approval process.

 

This page is in continuous development so if you have a question which is not covered here please email Rae Burgess at england.traininghubquality.sw@nhs.net and we will answer your query. 

 

Current approved Learning Organisations

1

Which Learning Organisations have been approved to date?                                                

Learning Organisation Approval Visit Queries

1 Who can be an Education Lead?
2 Does the Learning Organisation Approval Panel Visit have to be hosted online?
3 What do you mean by Learner representative on the panel?
4

What would the role of the learner be on the panel?

5

Who should the Learning Organisation visiting panel be made up of?

6 What representatives of the Learning Organisation should be invited to attend the panel?
7 What are the responsibilities of the Learning Organisation Lead?

Process Queries  

1 If I am already an approved site do I need to undergo a Learning Organisation approval?
2 What is the time savings of this process in comparison to the old approval process?
3 For GP trainees, what happens to practices whose site reapproval becomes due over the next 3 years if they haven't yet gone through the Learning Organisation approval process?
4 Is there a timescale in which the Learning Organisation approvals should be done in?
5 For those practices who have historically received learners at what point will they need to go through the Learning Organisation Approval Process?
6 What happens if a PCN does not want to undergo Learning Organisation Approval?
7 How do we ensure each area is being approved in the same way?
8 What is the purpose of the paperwork?
9 Why is the application form designed the way that it is?
10 Can GP reapproval paperwork be appended to prove quality of training for GPs?
11 Which Learners are covered by the Learning Organisation Approval Process?

Concerns Queries

1 Can a Learning Organisation still be approved if there are concerns with an individual site within it?
2 What should I do if I have a concern about the Learning Organisation?
3 If an existing training practice is part of a PCN and the PCN as a whole applies for approval but is turned down, does this mean tariff is declined for that one practice in future?
4 As the approval process is a one off how do we ensure ongoing quality?

Education Contracts and Tariff Queries  

1 What is the difference between the Learning Organisation approval and the Education contract?
What change does the Learning Organisation approval have on the Education contract?
3 Do I need an education contract to go through the Learning Organisation approval process?
4 Do I need an education contract to have learners in my organisation?
5 Who should sign the Education contract the practice or the PCN?
6 What happens to the Education contract once HEE is merged with NHSE?
7 Does the Learning Organisation process affect tariff?
8 Will the Learning Organisation approval process change how we are paid tariff?
9 How will tariff work operationally, will the payments be made to the practice or PCN? If being paid to a PCN would there need to be a local agreement or guidance and criteria on how this is apportioned?
10 Are the current arrangements by which the AEI's approve the Learning Organisation to be a safe and productive learning environments for students what you consider to be sufficient for Education Contracts?

Other Queries

1 How does the Southwest compare nationally with the Learning Organisation Approval process?
2 What are the contact details for my local Training Hub?
3 What is included in the data packs and what other data could we use?

 

Current Approved Learning Organisations

Learning Organisation Name                                                                        

Date Approved

Bristol, North Somerset and South Gloucestershire (BNSSG)

Pier Health PCN 17/03/2023
Bridge View Medical PCN 05/04/2024

Bath, Swindon and Wiltshire (BSW)

Chippenham, Corsham and Box PCN 09/02/2022
Devizes PCN 09/02/2022
Brunel Health Group PCN 4*** 11/10/2023
Heart of Bath PCN 11/10/2023
Keynsham PCN 01/03/2024
Brunel PCN 2 (Kingswood) 05/04/2024

Cornwall

Coastal PCN 07/07/2023
Penwith PCN** 12/08/2023
Bosvena and Three Harbours PCN 11/08/2023
Falmouth and Penryn PCN 19/01/2024
Watergate PCN 01/03/2024

Devon

Mid Devon Healthcare PCN 12/09/2022
South Hams PCN 15/09/2023
Baywide PCN 08/12/2023
Exeter West PCN 01/03/2024
TASC PCN 26/04/2024
Pathfields PCN 26/04/2024
Newton West PCN 17/05/2024
Drake Medical Alliance PCN 17/05/2024

Gloucestershire

North and South Gloucester (NSG) PCN 09/06/2023
Aspen PCN 08/12/2023

Somerset

South Somerset West PCN 17/03/2023
Frome PCN 17/05/2024

 

**this Learning Organisation is self defined and does not include 1 or more practices from the PCN

***one practice within this Learning Organisation offers selected placements

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Learning Organisation Approval Visit Queries - Answers

 

1) Who can be an Education Lead?

 

This can be flexible, for whoever is best placed in a Learning Organisation, some best practice from pilots has been an overall lead (sometimes experienced trainer or Clinical Director) and then separate leads for different professional groups.

 

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2) Does the Learning Organisation Approval Panel Visit have to be hosted online?

 

No this visit does not have to be hosted online. This meeting is likely to be held remotely on Teams due to panel availability, however, it can also be in person or a hybrid approach. 

 

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3) What do you mean by a Learner representative on the panel?

 

A learner representative on the panel maybe a GP Doctor in Training Education/Leadership Scholar from within the Learning Organisation, or a current learner based in another organisation.

 

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 4)  What would the role of the learner be on the panel?

 

The role of a learner on a panel is the same as for any of the other panel members. You will be invited to discuss your perspective as a learner about the learning environment, learning opportunities, supervision, and workplace assessments.

Your views will be recorded and anonymised. This will then be used to contribute to the approval panel process and final report. Thank you for your time and contribution.

 

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5) Who should the Learning Organisation visiting panel be made up of?

 

On the visiting panel you will need, a Training Hub Representative, appropriate representation for all the learners across all environments in the organisation. Which might include, an AEI representative, a School of Primary Care AD and a relevant trainer (Educational or Clinical supervisor).  

 

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6) What representatives of the Learning Organisation should be invited to attend the panel?

 

Consider who you would like to represent your organisation, this should include a lead Supervisor for each learner group. It may also include Learners, Practice Managers and other Supervisors for your different multidisciplinary learners.

How many people attend this meeting may depend on how comfortable you are in representing each other as one organisation.

 

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 7) What are the responsibilities of the Learning Organisation Lead?

 

Work up/co-ordinate the completion of the Learning Organisation approval paperwork ready for the approval visit working with the Training Hub Quality Lead, the Training Hub Project Officer, Supervisors and AEI's. Liaise and agree a date and appropriate panel representation with Training Hub Quality Lead for the Learning Organisation approval panel visit. To complete the annual return and return to the Training Hub Project Officer.

 

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Process Queries - Answers

 

1) If I am already an approved site do I need to undergo a Learning Organisation approval?

 

Yes, this replaces previous reapproval processes.

 

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2) What is the time savings of this process in comparison to the old approval process?

The time saving for practices is the move to one unified approval for all professional groups at scale. The time saving for School of Primary Care is the previous 3 yearly face to face reapproval meeting at each individual practice is moving to a one off panel meeting for the Learning Organisation as a whole with a light touch annual return with up to date information about the Learning Organisation.

 

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3) For GP trainees, what happens to practices whose site reapproval becomes due over the next 3 years if they haven't yet gone through the Learning Organisation approval process?

 

There has been a change of process and there is no longer a requirement for the School of Primary Care to carry out practice reapproval visits. There has been a split in site and supervisor approval, supervisor reapproval will continue through the School of Primary Care.

 

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4) Is there a timescale in which the Learning Organisation approvals should be done in?

 

There is flexibility in this depending on local capacity and needs, however we would expect all Learning Organisation Approvals to be completed within the next 5 years.

 

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5) For those practices who have historically received learners at what point will they need to go through the Learning Organisation Approval Process?

This will come down to local conversations about capacity, we would expect all Learning Organisation Approvals to be completed within the next 5 years.

 

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6) What happens if a PCN does not want to undergo Learning Organisation Approval?

 

In this case it would be about promoting the benefits of the process and seeking clarity around the reasons why they do not want to undergo this process. This process is designed to save PCNs and Practices time and effort.

 

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7) How do we ensure each area is being approved in the same way?

 

There is a single process for the approvals, there is some best practice we will share however all paperwork and applications will go to the the Quality Assurance Group for Primary Care Learning Organisations to ensure there is consistency across Learning Organisations and Training Hubs.

 

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8) What is the purpose of the paperwork?

 

 The purpose of the paperwork is to provide enough information to the panel and to inform the conversation seeing what gaps there are to delve into in the meeting.

 

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9) Why is the application form designed the way it is?

 

The application form is based on the HEE Quality Framework. This Framework makes clear the quality standards expected of clinical learning environments, safeguarded through the NHS Education Contract.

 

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10) Can GP reapproval paperwork be appended to prove quality of training for GPs?

 

Unfortunately no this would not be possible as this is a new and separate process and separate and historical information is no longer relevant.

 

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11) Which Learners are covered by the Learning Organisation Approval Process?

 

This process covers all Learners who attract a Trainer Grant or Tariff Payment or are on a programme directly commissioned by NHS England.

 

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Concerns Queries - Answers

 

1) Can a Learning Organisation still be approved if there are concerns with an individual site within it?

 

Although approving at scale it is possible to specify restrictions on 1 practice within a PCN for example 4 practices form a PCN and the panel decides practice 1 is not suitable for nurses, this wouldn’t stop the rest of the practices in the PCN taking learners.

 

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2) What should I do if I have a concern about the Learning Organisation?

 

Any approval process looks at one point in time, and concerns can arise at any time, these should be raised through the Concerns Escalation process.

 

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3) If an existing training practice is part of a PCN and the PCN as a whole applies for approval but is turned down, does this mean tariff is declined for that one practice in future?

 

Although approving at scale it is possible to specify restrictions on 1 practice within a PCN for example 4 practices form a PCN and the panel decides practice 1 is not suitable for nurses, this wouldn’t stop the rest of the practices in the PCN taking learners.

 

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4) As the approval process is a one off how do we ensure ongoing quality?

 

The Learning Organisation Approval Process is one off however Learning Organisations will have to engage with Business as usual including the annual returns process, Quality Panels, The National Student Survey (NSS), The National Training Survey (NTS) and The National Education and Training Survey (NETS) and the AEI business as usual processes to ensure ongoing quality as per the HEE Quality Framework.

 

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Education Contracts and Tariff Queries - Answers

 

1) What is the difference between the Learning Organisation approval and the Education contract?

 

The Learning Organisation Approval is the process you go through to ensure your learning organisation meets the quality standards outlined in the HEE Quality framework in order to host learners. All locations where learners are on placement must be approved prior to any placement starting. This approval can be attained through previous systems or through the new Learning Organisation approval process. The Education contract is required where HEE is making any type of payment related to the learners. 

 

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2) What change does the Learning Organisation approval have on the Education contract?

 

Learning Organisation approval has no direct link with the NHS Education Contract. The approval process does not need a contract to be in place beforehand. Successful completion of the approval process does not necessarily mean that a contract will be required. The contract is only required where an organisation is providing funded activity or services. 

 

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3) Do I need an education contract to go through the Learning Organisation approval process?

 

No. The Learning Organisation approval process does not require a contract to be in place before or during the process. The NHS Education Contract is only required where the PCN or GP Practice is providing a service where HEE provides a payment for those services.  

 

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4) Do I need an education contract to have learners in my organisation?

 

The NHS Education Contract will be required where HEE/NHSE is making any type of payment related to the learners. The payment can include placement tariff, education grants, salary support etc. If no HEE funded activity or services are being provided for the learners, no contract is required. 

 

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5) Who should sign the Education contract the practice or the PCN?

 

Either the PCN or the practice, or even both, can hold a contract with HEE/NHSE. Which organisation holds the contract will depend on the financial arrangements in place between them. A contract is required for the organisation to which the HEE funding is paid. The organisation will require a bank account in their own name and must be setup as a supplier on the HEE/NHSE finance system. 

 

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6) What happens to the Education contract once HEE is merged with NHSE?

 

The contract will continue to be used until 31 March 2024. From 1 April the contract will automatically transfer from HEE to NHS England and all contract holders will be notified of this change. There will not be any changes to the terms and conditions.  

 

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7) Does the Learning Organisation process affect tariff?

 

All locations where learners are on placement must be approved prior to any placement starting. Tariff is only paid to locations once learners have been on placement and the timing of payments are linked to the Student Data Collection Tool process. 

 

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8) Will the Learning Organisation approval process change how we are paid tariff?

 

Not currently. We see no immediate change in how tariff and other funding is paid. If we do hear about changes, we will let you know as soon as possible. 

 

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9) How will tariff work operationally, will the payments be made to the practice or PCN? If being paid to a PCN would there need to be a local agreement or guidance and criteria on how this is apportioned?

 

The placement provider is approved by the university or approved education institute (AEI). The placement provider can be a PCN or an individual practice. The university notifies HEE/NHSE of the number of placement hours provided by each placement provider. HEE/NHSE then requests an invoice from the placement provider. The placement provider must hold a bank account in their own name and must be setup as a supplier on the HEE/NHSE finance system. Any local agreements are between the PCN and the practice, HEE/NHSE has no involvement in any local agreement and will pay the placement provider as notified by the university. It would be helpful for HEE/NHSE to be aware of all local agreements where PCNs have agreement to be paid placement tariff on behalf of the practices within their network. 

 

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10) Are the current arrangements by which the AEI's approve the Learning Organisation to be a safe and productive learning environments for students what you consider to be sufficient for Education Contracts?

 

Yes, providing the AEI has approved the placement provider. Until the Learning Organisation Approval happens existing processes will continue.

 

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Other Queries - Answers

 

1) How does the Southwest compare nationally with the Learning Organisation Approval process?

 

This process is being rolled out across all the different parts of England, but its up to different regions to implement this at a speed that works for them. In the Southwest we have done a lot of preparatory work, working with AEI's, Training Hubs and the School of Primary Care to establish what is the right way for us in the Southwest. Some regions were the pilots for this process and are therefore ahead but some regions are just beginning this work. The focus is on rolling it out at the appropriate speed for our region.

 

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2) What are the contact details for my local Training Hub?

Please do email the Training Hub Quality email if you have queries: england.traininghubquality.sw@nhs.net

Local contacts:

Bristol North Somerset and South Gloucestershire: bnssg.training.hub@nhs.net

Bath Swindon and Wiltshire: bswicb.traininghub@nhs.net

Cornwall: kernowhealthcic.workforce@nhs.net

Devon: info@devontraininghub.co.uk

Gloucestershire: glccg.pcwc@nhs.net

Somerset: somersetlmc.office@nhs.net

 

Please note Dorset Training Hub is currently aligned to the South East for this work.

 

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3) What is included in the data packs and what other data could we use?

The data pack includes as much information as we can have access to, including latest NETs results, Quality Panel data and CQC ratings. Unfortunately do to the numbers in Primary Care placements this information can be sparse. Other data you could use could be any feedback from within the Learning Organisation.

 

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