Organising your Appraisal


Registering for your Appraisal
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 (Please note we are NOT able to open documents in Pages or through online document links) 

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

Documentation and Guidance
  • Scheduling your Appraisal in line with Revalidation
    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 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 moinnths prior to the revalidation date.

Alternative PCF Tools

  • Guidance to Appraisee
  • New Appraisal Forms (Forms 1 to 6) – Updated January 2017These 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.
  • Letter from Chief Medical Officer – May 2014
  • Appraisal Process in a Nutshell – Guidance for appraises
  • Form CP (2A)
  • Guidance for the Completion of CP2A Form
  • Letter from Responsible Officer regarding CP2a
  • New Form 3 Guidance
  • Forms 1-3 – worked example for guidance
  • New Form 6
  • Local guidance for appraisal and revalidation; following review of RCGP guidance – November 2016
  • CPD Guidance Framework for Appraisers and Appraisees
  • Probity Form
  • Health Declaration Form
  • PDP GuidancePlease 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.
  • Independent Clinical Post Form - used for roles outside GMS where you have no supervisor or employer
    Independent Clinical Post Form – The Responsible Officer has considered the issue regarding GPs working in clinical areas for whom they have no supervisor or employer.  This will include private work such as Botox and voluntary work done such as that for sports teams etc. As some assurance is required with regard to delivery of these services, the link to the form below has been developed by the revalidation team at HSCB.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 6We would ask that you retain these forms following your appraisal; the appraisal team at NIMDTA do not require a copy.
  • Application for extenuating circumstances
  • Guidance for appraisal when there has been an absence from GP work final…
  • 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:-

    • 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)
  • Guidance for sessional doctors to claim payment for appraisal:
    • Appraisal Claim Form
    • Payment for Appraisal – Information Sheet
  • 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).
  • RCGP
    • Local guidance for appraisal and revalidation; following review of RCGP guidance – November 2016
    • Introduction to RCGP guide to supporting information for appraisal and revalidation – March 2016
    • RCGP guide to supporting information – March 2016 
  • 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.

    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.

    Related Pages