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 DOH & SPPG 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.
- NEW Appraisal Forms (Forms 1-6) (Mandatory for appraisals discussions from 1st April 2025)
- In order to ease the transition to these new appraisal forms, all GPs can choose to use either the new or old forms throughout the 24/25 appraisal year. However, from 1 April 2025 these new appraisal forms will become mandatory.
- As you will be aware, the GMC document Good Medical Practice sets out the standards of care and behaviour expected of all medical professionals. This guidance was recently updated from the 30 January 2024 and can be viewed at https://www.gmc-uk.org/professional-standards/professional-standards-for-doctors/good-medical-practice
The annual appraisal forms used for all GPs in Northern Ireland have now also been updated to reflect Good Medical Practice 2024.
- You may find the recent educational webinar hosted by GPNI introducing the new GMC guidance helpful, it is available to view at https://gpni.co.uk/webinars/gpni-primary-care-update-good-medical-practice-2024-the-new-guidance-from-the-gmc/
- If you have any queries or need any help or assistance, please contact gprevalidation@hscni.net
- Appraisal Forms (Forms 1 to 6) (Completed forms valid for appraisal discussion until 31st March 2025 only)
These forms reflect the GMP Framework for appraisal and revalidation. Guidance on the completion of form 3 of these new forms is included in the Guidance section below. Please note, these forms must be sent to your Appraiser 2 weeks before your appraisal. All forms must be typed – handwritten forms will not be accepted.
- Honesty, Integrity & Health Declaration Forms (Combined Document)
- SEA Form
- CP2a (completed annually for all roles outside of daytime GMS, see CP2A section below )
- 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. 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.
This 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)
- 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 Year
- January – Opening Date for following year Registration and Declaration Forms – you will receive an email to the address held by the NIMDTA Administration Team i.e. the email address declared on your previous Registration & Declaration form. Please let us know if your contact details change.
- 30th June – Deadline for Appraisees who wish to state their preference of Appraiser, quarter and venue
- After 30th June – Appraisees who submit Registration and Declaration forms after this date will be allocated an Appraiser based on regional availability, preferences are not considered from this date.
- 1st January – Appraisees who have not applied will be allocated an appraiser and an appraisal slot on a date/time convenient for the appraiser. The appraisee will then be informed by email.
- Non-bookers & incomplete R&D – RO informed; not completing appraisal without exceptional circumstances may lead to conditions on GMC
- You can complete an appraisal with the same Appraiser for 3 out of every 5 years – you must have a different appraiser for two out of the five 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 section.
- The first step in organising your appraisal is to complete and submit a Registration & Declaration Form.
- The 2024-25 Registration & Declaration Form can be found below:
2024-25 Registration & Declaration Form
- Please send to the GP Appraisal Administration Team at gpappraisal.nimdta@hscni.net once complete.
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 through their HSCNI email address to arrange a suitable date, time and venue. You will receive a progress email from the GP Appraisal Administration Team to inform you that your application has been processed.
Do not arrange an appraisal date with an appraiser outside of this standard process.
You may be entitled to a £300 payment towards your appraisal depending on your status. Please see ‘After your Appraisal’ section.
⚠️ Important note in relation to Urgent Care Centres in Northern Ireland:
- Work undertaken in an Urgent Care Centre that functions as an extension of the emergency department within a hospital is not considered by the Responsible Officer for General Practice to be part of GP General Medical Services or GP Out-of-hours work.
- To avail of the GP appraisal and revalidation system within Northern Ireland GPs must provide GP General medical services in day-time General Practice or work in a GP Out-of-hours organisation providing GP OOH cover for such practices in NI.
- Working solely in an Urgent Care Centre that functions as an extension of an emergency department within a hospital does not meet this requirement.
- List of GP Appraisers
2024-2025 Appraiser Availability Profiles
Every GP on the Performers list is required to undertake CPR training every 15 months. This should be face to face and cover both adult & child CPR and AED use.
- Appraisee Guidance for Appraisees
- Appraisal Quick Guide for appraisees
- Distance Appraisal Protocol
- Guidance for Extended Absence and Appraisal
- Guidance for Working Outside of NI
- 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)
- Guidance for Completion of PDP – Please bring with you to your appraisal an outline PDP for the next year.
- Domain 2 - Patients, Partnership and Communication - FACTITIOUS EXAMPLE
- Domain 3 - Colleagues, Culture and Safety - FACTITIOUS EXAMPLE
- Forms 1-3 GMP 2024 - FACTITIOUS EXAMPLE
CP2a Form Guidance for Completion
Why are CP2a forms required?
The Responsible Officer is required by legislation to make a judgement on Fitness to Practice for all aspects of the doctor’s work. GMC guidance on appraisal and revalidation advises that appraisal for doctors should encompass the entirety of their roles.
The CP2a form enables information from non-GMS roles requiring a licence to practice to be discussed at appraisal. The CP2a also alerts the appraiser to any outstanding complaints or performance concerns currently under investigation in those roles.
When is a CP2a needed?
A CP2a should be completed annually for all roles outside of daytime GMS. The CP2a should cover the post for the period since the last appraisal or the date on which the GP was admitted to the Northern Ireland performers list, whichever is earlier.
When should the CP2a form be requested?
CP2as can be issued by the relevant individual at any stage during the appraisal year. If there have been concerns or complaints relating to the role since the CP2a has been signed these should be discussed and documented at appraisal.
If you have not received a form CP2a for the relevant appraisal year six weeks before your appraisal date, it is recommended that you contact your supervisor to request the form at this stage, so that it can be submitted to your appraiser with the rest of your appraisal documentation.
GPs are advised to ensure that they are in possession of an up to date CP2a at least 4 weeks prior to their appraisal date.
Suggested process for completion of the CP2a:
- The GP requests their CP2A from the appropriate supervisor
- The supervisor gathers all information relevant to the performance of the GP
- The supervisor and GP may meet to discuss the information and establish any areas for development.
- The CP2a should be signed by both the supervisor and the GP and retained by the GP.
Advice for those completing a CP2a form:
The form should relate to the previous 12 months but any unresolved concerns or complaints from previous years should be included.
Where the appraisee has a performance review in their role any areas identified for development should be listed as these can be included in their PDP at appraisal.
Where there are serious concerns about a General Practitioner working in your organisation these should be notified to the Responsible Officer Dr Margaret O’Brien.
Please Note:
- An appraisal cannot be signed off by an appraiser without the appropriate CP2a(s)
- The absence of all relevant CP2as may undermine the ability of the Responsible Officer to make a positive revalidation decision for that GP.
What roles require a CP2a?
CP2as should be completed for the following areas of work:
- All roles requiring a licence to practice
- Any role outside of normal in-hours GMS work for which there is a clinical supervisor or manager.
Examples of roles requiring a CP2a and who may provide these are in the document below:
List of Roles Where form CP2a may be required.
Cp2A required:
Not an exhaustive list. If in doubt ask your appraiser in good time.
- Private GP where Dr is employed to carry out consultations and treatments such as aesthetics, weight management , joint injections
- Named Tutor Undergraduate Teaching
- GP trainer with a GP registrar
- First responder training when employed
- Clinical research outside practice work
- Employed to provide intermediate care by a Trust
- Clinical roles for federations eg vasectomy, dermatology,LARC, Gynae, minor surgery
ICP required Independent Clinical Practice
Not an exhaustive list. If in doubt ask your appraiser in good time.
- Self employed private GP.
- Mentor for Advanced Nurse Practitioner UU.
- First responder training for private sector if self employed.
- Clinical research
- Sports doctor examples Football, Rugby, GAA, horse racing,boxing.
- Doctor for Arts sector examples orchestra, choirs.
- Diving and Aviation medicals RLNI
- Diabetes network GP Director if clinical role.
- Medical Charity work
- Clinical Lead for eg cross border prescribing
These roles require neither CP2a/ICP if they are not paid roles
- helping practice nurse with their prescribing course, education for
- federation MDT etc
- Mentor for practice pharmacist
- Mentor for physiotherapist
- Mentor for paramedic
- Mentor for physician’s associate
- Mentor for practice nurse course/nurse
- prescribing course/CDM training
Other roles
- Federation leads – non-clinical -finance/CG/CIC LEA
- Working for DOJ Tribunal and Victims Payment Board
- Member of independent tribunal, GMC
A CP2a is NOT required for the following roles:
- Work where a GP solely fulfils a leadership and management role for example sitting on a federation board or executive committee; although service development and delivery would be expected to be discussed as part of a broader overall agenda, this is not considered a provision of specific clinical leadership and therefore a CP2a is not required.
- Committee work undertaken for the BMA or RCGP does not require a CP2a form
- Roles where there is no clinical supervisor or manager
What is the process if there is no clinical supervisor or manager?
If there is no clinical supervisor or manager and the work is independent then the Independent Clinical Practice form should be completed by the GP.
Examples of when an Independent Clinical Practice form should be competed include:
- GPs acting as Practice and/or Prescribing Assessors for students engaged on the Nurse Prescriber course through;
- University of Ulster
- Private General Practice
- Aesthetic Clinics
CP2a process for doctors involved in UU undergraduate teaching and examining:
GP tutors will have a form CP2a issued at the end of the academic year which will be available for download via their GP portal page.
Any other GP in the practice involved in teaching who requires a CP2a or any new tutor who has not yet completed an academic year can request a form by emailing medicine@ulster.ac.uk
The aim is to facilitate these requests within an absolute maximum of 2 weeks.
CP2a process for doctors involved in QUB undergraduate teaching and examining:
All GPs regardless of their teaching or examining role will use the same process for obtaining a CP2A.
This will allow those with more than 1 QUB teaching role (eg GP tutor in practice but also examine OSCEs) to have this included in a single CP2A.
To request a CP2A for your QUB role, please complete the short MS Form at this link a minimum of 2 weeks before your appraisal:
https://forms.office.com/r/QpsiWHBrtX
A CP2A will be emailed to you at the email address you provide (within 5 working days) to cover any QUB teaching/examining during the previous academic year.
All CP2A forms are issued retrospectively (unless you are being appraised and only started teaching within the current academic year).
Where a GP has a query about this process in relation to QUB teaching, he / she should send an email to the GP admin team, Centre for Medical Education: gpadmin@qub.ac.uk
- Your revalidation date is available from GMC online. NIMDTA does not have access to doctors’ personal GMC details WHICH INCLUDES REVALIDATION DATE.
It is each doctor’s responsibility to check this date and plan their appraisal accordingly.
- It is essential the full (day/month/year) revalidation date is included on the R&D form when booking an appraisal. A form submitted with a missing/incomplete date will be returned. This is important as Revalidation Appraisals should be booked 6-9 weeks prior to the revalidation date. Your PCF should be ready to discuss at this point if not discussed in a previous year (see PCF section below).
- The timeline of 6-9 weeks between appraisal and revalidation date allows for the NIMDTA and SPPG paperwork, additional activities and checks to be completed to approve your revalidation.
- Please see table below for rough guidance of when to time your pre-revalidation appraisal.
- While 6-9 weeks is the ideal, there may be occasions planning the appraisal up to 6 months prior to revalidation can be accepted. This must be approved with SPPG. Please contact us if you need to discuss this or any other aspect to timing your appraisal.
|
Month of Revalidation |
Recommended Appraisal Months |
|
January |
October-November |
|
February |
November-December |
|
March |
December-January |
|
April |
January-February (of previous appraisal year) |
|
May |
February-March (of previous appraisal year) |
|
June |
March (of previous appraisal year)-April (of same appraisal year) |
|
July |
April-May |
|
August |
May-June |
|
September |
June-July |
|
October |
July-August |
|
November |
August-September |
|
December |
September-October |
PCF is undertaken once in every five-year revalidation cycle. This process is co-ordinated by the GP revalidation office at SPPG and the PCF is provided by the Beeches Leadership Centre at no cost to the appraisee. You will receive an email approximately 6 months before your revalidation date regarding this. Please respond to this promptly to avoid delay.
It is possible to undertake PCF earlier than this (subject to capacity at the Beeches). 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 five-year cycle – this will usually be the final appraisal before the revalidation date but can be at an earlier appraisal if the PCF report is available.
PCF can be completed with another provider if desired – please note additional costs are not covered by the Beeches/NIMDTA. Please see the list of approved providers below.
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 (see here for accepted alternative providers).
If PCF report is not available for discussion at pre-revalidation appraisal it may result in a non-engagement statement being made to the GMC by your responsible officer. Where PCF report is not available for discussion your Appraiser will contact NIMDTA in the first instance.
The GMC has developed a video that explains the processes of revalidation post CCT. This applies to all doctors reaching CCT regardless of specialty.
https://www.copmed.org.uk/revalidation/revalidation-for-new-consultants
- All GPs should plan to complete their first appraisal within 12 months of their CCT date.
- There are a number of circumstances when the first appraisal following CCT may be later than 12 months after the date of CCT and this may include periods of maternity leave and sick leave when extenuating circumstances have been granted by the Responsible Officer.
- If you have any queries about the timing of your first GP appraisal after CCT or if you feel you will have difficulties meeting these timescales please contact the GP appraisal team at: gpappraisal.nimdta@hscni.net
- We encourage all GPs to apply for their annual appraisal as soon as the appraisal calendar opens in order to maximise their choices and appraiser availability
When those completing the scheme are fully included on PMPL we issue a letter advising of this and the letter advises them when to appraise.
The table below can be used as a guide for what to expect at this time.
|
Date of full inclusion in Performers List |
When you should appraise |
|
1 April to 30 September |
You should complete an appraisal by the 31st March in the current appraisal year* |
|
1 October to 31 March |
You should complete an appraisal in the next appraisal year, but within 12 months of the date you were fully included in the Performer’s list |
|
* Each appraisal year runs from 1 April to 31st March. If you have any queries, please contact GPrevalidation@hscni.net and we will be able to advise you. |
|
The following document outlines the responsibilities of the Northern Ireland Medical and Dental Training Agency and SPPG regarding GP Appraisals in Northern Ireland.
Please keep all documentation from your appraisal for your own records. NIMDTA and your appraiser will not hold copies of your documentation. Materials must be retained for your 5-year revalidation cycle plus an additional year. This is because SPPG can request a random selection of appraisal documentation for QA purposes.
Your status on the day your appraisal takes place will determine your entitlement to a £300 payment.
Doctors eligible for £300 payment include:
- Sessional doctors
- Salaried doctors
- GP retainers
- Senior lecturers at QUB (who work in salaried positions in practice)
Doctors not eligible for £300 payment include:
- Profit sharing principals in practice
- GPs who are training in other specialties, but who remain on the performers’ list
Doctors who are partners are paid through their practice global sum or global sum equivalent.
GP Appraisal Claim Form
- Please note there may be other circumstances not listed when appraisees are not eligible for payment.
Appraisal FAQs
What happens if I am on maternity leave when my appraisal is due?
For standard maternity leave it is expected that you will appraise as usual.
For the appraisal in such circumstances it is recognised you may not be able to achieve all of the normal requirements while not working. Evidence provided will be that gathered since your last appraisal. You can complete your appraisal at any point in the appraisal year, i.e. between 1st April and 31st March. IMPORTANT: if you have a revalidation within the next year or two after your maternity leave you will be required to complete your revalidation appraisal 6-9 weeks before this date as is the case for all appraisees.
If your revalidation is due while you are on maternity leave please contact the GP Revalidation Team on GPrevalidation@hscni.net for further advice and information.
Please see the 'Guidance' section for Extended Absence and Appraisal (available above).
Can I choose an appraiser from another geographical area?
Yes, however we would encourage you to choose an appraiser from your area, but it is not essential.
Do I have to complete an appraisal every year?
All GPs on the Northern Ireland Performers List should undertake an appraisal every year. (In Northern Ireland the appraisal year runs from 1st April to 31st March.)
If there are particular circumstances that mean you cannot appraise, for example due to absence from work due to ill health, you should contact the GP Revalidation team at SPPG as soon as possible and discuss your situation with them. On occasion the Revalidation Team may grant “Exceptional Circumstances” that permit a GP not to have an appraisal.
If a GP does not participate in the appraisal process and they have not been granted “Extenuating Circumstances” then this is known as “Non-participation”. In such cases these GPs are referred to the SPPG and their inclusion on the Primary Medical Performers List (PMPL) may be affected.
A GP must be on to the PMPL in order to provide a clinical service in General Practice regardless of status.
I have recently completed the GP induction refresher scheme and am now working as a GP. when should I complete my next appraisal?
An appraisal should be completed six to twelve months from completion of the scheme.
I am a doctor training in another specialty, but am still on the performers list and working in OOH/GMS. when should I complete my appraisal?
To remain on the Performers List and eligible to work in GMS or GPOOH, you must undertake a GP appraisal every appraisal year.
You will not be eligible for payment for this appraisal.
How do I apply for extenuating circumstances?
If you have extenuating circumstances e.g. illness you can request exemption from the appraisal scheme for the current appraisal year .
You should contact Dr Moya McAleavy regarding your circumstances.
Contact details are as follows :
Email: gprevalidation@hscni.net
Tel : (028) 9536 2056
If these circumstances are accepted NIMDTA will be informed.
When your extenuating circumstances period has ended you should register for your appraisal as normal.
What do I do if I am retiring?
If you are fully retiring from General Practice and will not be completing any further GMS or GPOOH sessions you must inform the Revalidation Team at SPPG of your decision.
Their email address is gprevalidation@hscni.net
Please also inform NIMDTA by emailing gpappraisal.nimdta@hscni.net
If you have any further queries please contact 02890 400015 .
I also work in another part of the UK and have recently joined the Northern Ireland PMPL. When should I have my next appraisal?
If you are working in two or more different countries within the UK, the appraisal should be carried out through the GP Appraisal organisation based in the country where you are carrying out the majority of your GP work. (In NI this organisation is NIMDTA) .
An appraisal should be completed within one year of joining the NI PMPL however in Northern Ireland the Responsible Officer requires that all eligible GPs on the Performers List undertake an appraisal every appraisal year 1 April - 31 March. This may mean that an appraisal needs to be undertaken much sooner.
What do I do if I have already completed my appraisal elsewhere in the UK?
If you have completed your appraisal in another country within the UK please email your signed and dated “completion of appraisal" documents to gpappraisal.nimdta@hscni.net
This will enable us to update our records and inform the SPPG to enable you to remain on the Northern Ireland performer’s list .
What is a form CP2a?
This form should be completed annually for all roles that require a licence to practice not included in the provision of general medical services.
It should be completed by you and your clinical supervisor or manager in the role. A separate Form CP2a should be completed for each role.
It is not always necessary to have a formal performance review in these other roles in order for the forms to be completed.
If you wish to obtain a copy of the CP2a form, it can be found in the Documentation section above.
Can I use an e-portfolio for my appraisal?
You can record your supporting information on an e-portfolio and share this with your appraiser prior to your appraisal.
Currently appraisees using an e-portfolio are still required by the Responsible Officer to complete the relevant appraisal forms including Forms 1-3. These forms can however then be uploaded onto the e-portfolio.