GP Appraisal and Revalidation

COVID-19 UPDATE

Appraisal

GP Appraisal was introduced in 2003 and has been managed and co-ordinated by NIMDTA since April 2006.  Appraisal is intended to be a formative process, giving GPs the opportunity to review their performance, chart continuing progress and identify any developmental needs. 

In managing the appraisal process in Northern Ireland, NIMDTA works in partnership with the DHSSPSNI and the Health & Social Care Board under the guidance of a Central Board of Management, which has representation from the General Practice Committee of the BMA and the Royal College of General Practitioners.

GP Appraisal has the potential to develop the individual doctor and interface with the clinical governance agenda at a practice level to improve the overall quality of GP care across the region.

Timeline for Appraisal

Appraisal Year

  • January – Opening Date for Registration and Declaration Forms
  • 30 June – Deadline for Appraisees who wish to state their preference of: Appraiser, month, date and venue for your appraisal
  • After 30 June – Appraisees who submit Registration and Declaration forms after this date will be allocated
    • An Appraiser, based on regional availability (Please note, you may be required to travel to your appraiser, anywhere in the region)
  • 1 January – Appraisees who have not applied will be allocated an appraiser and an appraisal slot, convenient for the appraiser
Guidance on timing of appraisal before revalidation
  • Your revalidation date is available from the GMC online. It is each doctor’s responsibility to check this date and plan their appraisal accordingly. It is essential the revalidation date is included on the R&D form completed when booking an appraisal.
  • Appraisal should be booked 5-9 weeks prior to the revalidation date.
  • Your Patient Colleague Feedback (PCF) report must be available for discussion at the appraisal before revalidation. If the appraisal is arranged outside of these time frames, it is possible that the PCF report will not be available for discussion at the appraisal.
  • Please note for those revalidating around April & May of any year some planning is required as the 5 to 9 weeks’ timeframe falls between two appraisal years (see examples below).
    • If you have a revalidation date falling around April / May or you have a query about when to schedule your appraisal please feel free to contact us at gpappraisal.nimdta@hscni.net alternatively discuss with your appraiser or contact gprevalidation@hscni.net
    • For those GPs who have already completed PCF within the last 5 years but not before the last revalidation date, (for example an MSF completed in ST3 year); local processes dictate that these appraisals must take place no more than six months before the revalidation date, it is still preferable that the appraisal takes place closer to the revalidation date.

Applying for your Appraisal

You must not to arrange an appraisal with the same Appraiser for more than 3 consecutive years and that you should not book with that Appraiser again for 2 subsequent years.

If you have not undertaken an appraisal within the previous appraisal year due to extenuating circumstances, you are only required to complete one appraisal in the current appraisal year. You do not need to complete two appraisals in the same appraisal year. See FAQs for further details.

The first step in organising your appraisal is to complete and submit a Registration & Declaration Form: This can be completed and submitted on-line through the link below:

  • 2020-2021 Registration And Declaration Form (MS WORD)

(As in previous years this form can also be completed as a word document and emailed to the appraisal team, see the guidance below) On receipt of your Registration and Declaration Form, NIMDTA will:

  • Send you a confirmation email within 2 working days. Please contact us on 028 9536 0218 if you do not receive this.
  • Contact an appraiser on your behalf.  Your appraiser will contact you to arrange a suitable date, time and venue.

Please do not arrange an appraisal date with an appraiser before sending in your GP Appraisal Registration and Declaration Form.

Please be advised, you may be entitled to a £300 payment towards your appraisal depending on your status.  Please see Guidance to Appraisee document for further details.

Guidance on how to download a Registration and Declaration Form
  • Click on the link above and save the form onto your computer by File and Save As. Close the website page.
  • Complete your saved form by typing on the grey boxes.
  • Save and Send the form as a MS Word or PDF attachment only; and send by e-mail to gpappraisal.nimdta@hscni.net (Please note we are NOT able to open documents in Pages or through online document links) 
Special Circumstances

List of GP Appraisers and Out of Hours Appraisers
  • 2020-2021 Appraiser Profiles (including OOH)

Documentation and Guidance
The appraisal documents are used to either prepare for, or act as a basis for discussion at appraisal. Your appraiser can advise you on the completion of these and the most suitable supplementary information to be attached. In all cases you should ensure that you forward all completed documents to your appraiser at least two weeks before your the date of your appraisal.

  • Distance Appraisal Protocol
  • Appraisee Guidance
  • Appraisal Process in a Nutshell – Guidance for appraises
  • Local guidance relating to CPD and SEA requirements for appraisal in NI – November 2016
  • CPD Guidance Framework for Appraisers and Appraisees (Academy of Royal Colleges)
  • PDP Guidance summary flow chartPlease bring with you to your appraisal an outline PDP for the next year.
  • Appraisee Template for PCF Reflection:  If you have completed Patient Colleague Feedback in this appraisal cycle, this template can be used to document reflection on the feedback.
  • Appraisal Forms (Forms 1 to 6)These forms reflect the GMP Framework for appraisal and revalidation and, as such, are the preferred documents to be used for your appraisal.  Guidance on the completion of form 3 of these new forms is included below.  Please note, these forms must be sent to your Appraiser 4 weeks before your appraisal.  All forms must be typed – handwritten forms will not be accepted.
  • Form CP (2A)
  • Guidance for the Completion of CP2A Form
  • Letter from Responsible Officer regarding CP2a
  • Form 3 Guidance
  • Forms 1-3 – worked example for guidance
  • Form 6
  • Probity Form
  • Health Declaration Form
  • Independent Clinical Post Form.This form is used for roles outside GMS where you have no supervisor or employer e.g. working in clinical areas for whom they have no supervisor or employer such as Botox and voluntary work for sports teams etc. This form should be used if you undertake this kind of work. It is essentially a self-declaration but includes reflection. This area should be included in the appraisal and highlighted on the form 6 Please retain these forms following your appraisal; the appraisal team at NIMDTA do not require a copy.
    • No information presented (this will be acceptable for many of the categories in some years)
    • Making progress/Needs further work (the information is partially complete or needs refining)
    • Acceptable (i.e. meets or exceeds revalidation requirements)
      Quality Indicators
      The Quality Indicators Table has been produced to aid doctors, appraisers and Responsible Officers in the collection of information under the GMC’s supporting information framework.Revalidation is intended to be a five year process and it is unlikely that every section of supporting information will be complete for every appraisal.This table is guidance only and may be used if there are areas of doubt over information being suitable to support a positive revalidation recommendation.Each of the six types of supporting information has been further broken down – this reflects the descriptions of the supporting evidence on the GMC website.The supporting information provided will be examined and three criteria will need to be met:-
      • Is it enough?
      • Is it timely (within the five year cycle)?
      • Is it of sufficient quality to demonstrate the activity?

      In order to ensure that the appraisal process remains developmental and supportive, decisions made about the supporting material should be by agreement between the appraiser and the doctor. This agreement should take the form of three outcomes:-

  • Management of Appraiser Slots

  • Leicester Statement – Evidence for Medical Appraisal (Produced by the National Association of Primary Care Educators and the Clinical Governance Support Team. There are some elements of it which may assist you in preparing for your appraisal).

Patient and Colleague Feedback (PCF) and Revalidation Timeline
Patient Colleague Feedback (PCF): PCF is generally undertaken once in every revalidation cycle. This process is co-ordinated by the GP revalidation office at HSCB and the PCF is provided by the Beeches Leadership Centre who will generally contact appraisees about six months prior to their revalidation date. It is sometimes possible to undertake a PCF earlier than this and subject to capacity at the Beeches the PCF may be completed at any time within a five year revalidation cycle. To activate an early PCF the appraisee should contact the GP revalidation office at gprevalidation@hscni.net PCF should be discussed at appraisal during one of the appraisals in the 5 year cycle, this will usually be the final appraisal before the revalidation date but may be at an earlier appraisal if the PCF is available. A PCF carried out in another of the UK countries can be used for the purposes of revalidation provided that the PCF meets the GMC requirements for revalidation.

Timing of the Pre-revalidation Appraisal: The final appraisal before revalidation should ideally take place between five and nine weeks before the revalidation date. It is acknowledged however that there are times particularly for those with revalidation dates in April, May and June when an appraisal in January, February or March of the preceding appraisal year is necessary to ensure that all the processes associated with revalidation can be completed in a timely manner. Appraisees with a revalidation date after 1st July should generally have their pre-revalidation appraisal in the same appraisal year however the situation may arise whereby it is not possible for an appraisal to be completed in the timeframe available and an appraisal in the January, February or March of the preceding appraisal year may be required. In all cases the pre-revalidation appraisal should not be undertaken more than six months prior to the revalidation date.

Alternative PCF Tools

After your Appraisal
Following your appraisal you should retain:

  • All information brought to the appraisal including Forms 1-3
  • Completed Form 4 and PDP
  • Completed Form 6
  • All completed Form CP 2a

All of the above should be signed and dated. Please complete the following surveys:

For your information, following your appraisal your Appraiser will submit the following forms to NIMDTA:

  • Form 6 – It must be signed and dated by both yourself and your appraiser to confirm your appraisal has taken place.

Guidance for sessional doctors to claim payment for appraisal (May 2016):

  • Appraisal Claim Form
  • Payment for Appraisal – Information Sheet
Communications Protocol
The following document outlines the responsibilities of the Northern Ireland Medical and Dental Training Agency and the Health and Social Care Board regarding GP Appraisals in Northern Ireland.

Revalidation

Revalidation was introduced in December 2012 and is intended to be supportive and focused on raising standards. It is not a mechanism for dealing with the small proportion of doctors who cause concern but it will help identify doctors who need extra support to develop their portfolios in line with the standards set by the GMC and the Royal College of General Practitioners.

Revalidation is designed to improve the quality of patient care and has three elements:

  • To confirm that licensed doctors practise in accordance with the GMC’s generic standards (relicensure)
  • For doctors on the Specialist Register and GP Register, to confirm that they meet the standards appropriate for their specialty (Recertification)
  • To identify for further investigation, and remediation, poor practice where local systems are not robust enough to do this or do not exist

The GMC have given the following step by step guide to the revalidation process:

  • Licensed doctors will be required to link to a Responsible Officer (RO).
  • Licensed doctors will need to maintain a portfoloio of Supporting Information drawn from their practice which demonstrates how they are continuing to meet the principles and values set out in Good Medical Practice Framework for appraisal and revalidation.
  • Licensed doctors will be expected to participate in a process of annual appraisal based on their portfolio of supporting information.
  • The responsible Officer will make a Recommendation to the GMC about a doctor’s fitness to practise, normally every five years. The recommendation will be based on the outcome of a licensed doctor’s annual appraisals over the course of five years, combined with information drawn from the clinical governance system of the organisation in which the licensed doctor works.
  • The GMC’s decision to revalidate a licensed doctor will be informed by the Responsible Officers recommendation.
  • The summary of your appraisal history and supporting information (the form 6 signed at appraisal) is sent to the responsible officer (RO) before revalidation. It should be noted that the responsible officer requires that the appraisee provides supporting information covering all areas of the GMP Framework in the appraisal before revalidation (except PCF if already completed within five years – see guidance above)
  • This summary will be reviewed along with any other information available at HSCB (e.g. a review of on-going local investigations)
  • A decision will then be made regarding your revalidation recommendation.
  • There is no separate meeting with the RO to trigger this process.
  • When the GMC receive a recommendation, this is considered, along with any other relevant information, and a decision made about revalidation
  • The GMC will write to the doctor, to let them know this decision

For all queries regarding both Revalidation and Patient and Colleague Feedback please contact:

Revalidation and Governance Support Officer, HSCB
Tel: 028 9536 2056
Email: gprevalidation@hscni.net

Letter from Chief Medical Officer relating to appraisal and revalidation – May 2014

PCF & Revalidation
If you are revalidating, you will be offered the opportunity to complete Patient and Colleague Feedback (PCF) before your revalidation date.  Should you wish to undertake your PCF earlier in the revalidation cycle please contact Revalidation and Governance Support Office via the email address gprevalidation@hscni.net

(NB. Those GPs who have access to appropriate PCF completed within five years of their revalidation date will not always need to complete further surveys if the previous feedback is available for discussion at appraisal e.g. those doctors who have completed PCF as part of training).

This process is co-ordinated by HSCB and PCF is provided by the Leadership Centre.

It is important that your appraisal is used as a vehicle for discussion of the PCF completed.

You need to arrange your appraisal prior to your revalidation date at a time which ensures that patient colleague feedback is available for discussion at this appraisal.

Your appraiser does not know your revalidation date.

It is therefore imperative that you request your appraisal date whilst keeping this in mind.

Ideally your appraisal should be at least 5-9 weeks before your revalidation date.

If PCF is not available for discussion at appraisal and you are revalidating; then this may result in a non-engagement statement being made to the GMC by your responsible officer.

Please see the “Guidance on timing of appraisal before revalidation” section, above.

Revalidation FAQs from HSCB

There is an administration team in NIMDTA solely dedicated to GP Appraisal. They are happy to deal with any aspect of appraisal – registration, website enquiries, etc.

Appraiser’s Area

Appraiser’s Area (protected area)