Policy Statement
1.0 Aim 3
8.0 Monitoring 4
Staff Induction
E - Consultant Induction
F - Example of Medical Induction Programme
1.0 AIM
The Trust aims through the introduction of this policy to enable all managers to
follow good practice in the induction of their staff. The Trust is committed to
the importance of Induction training in providing all staff with a positive
welcome to their employment with the Trust.
The underlying objective of this policy is to ensure that all new starters,
whatever grade or discipline, undertake a structured and comprehensive
induction that will enable them to provide a safe and efficient service within
their specialist area.
This policy and code of practice applies to all Trust staff whether joining the
Trust as a new member of staff or transferring between departments. It is
important that all staff complete a Departmental induction along side the
Trust’s Corporate induction.
4.1 The Trust will provide corporate induction for all new starters.
4.2 The Trust will provide guidance for local induction procedures for
managers to follow.
4.3 The Trust will ensure that both the corporate and guidance for local
induction are updated on a regular basis
4.4 The Trust will ensure that both corporate and local induction is recorded
centrally on the Trust Training database, Employee Staff Record (ESR)
and Oracle Learning Module (OLM).
5.1 The manager is responsible for ensuring that their new starter attends
the corporate induction programme within one month of joining or as
soon as reasonably practicable.
5.2 The manager is responsible for ensuring that the local induction
procedure and checklist are followed for all new starters. They are also
responsible for keeping copies of completed checklists on file and for
notifying the Training Department of completion. For medical staff please
refer to section 3 and the use of a CD-rom rather than a check list.
5.3 The manager is responsible for satisfying themselves that a new member
of staff is competent and safe to carry out their duties.
5.4 The manager must identify preceptors and supervisors as appropriate for
new staff.
6.1 The individual member of staff is responsible for attending the corporate
induction programme.
6.2 The individual is responsible for completing their local induction
programme with their manager.
6.3 The individual member of staff is responsible for carrying out tasks and
duties in the manner described by their manager or specialist staff at the
corporate induction, acting safely and competently at all times.
6.4 Where an individual does not feel that they are yet competent to carry out
their role safely and competently they should inform their manager as
soon as possible.
8.0 MONITORING
9.1 Employees must not operate or use any piece of medical equipment or
medical device unless they are competent to do so and have received
training or instruction on how to use the particular medical device or
equipment.
[1] NANIME is the Norfolk and Norwich Institute for Medical Education and is a
separate department concerned with induction, training and education of medical and
dental staff.
NNUHT Induction Policy, Code of practice & Induction checklists HR Dept
4
STAFF INDUCTION
1.0 TRUST STAFF HANDBOOK /CD INFORMATION
1.3 The intranet contains an electronic version of the Staff Handbook and this is
updated when necessary.
2.1 All new starters must attend the Corporate Trust induction programme within
one month of starting employment. Where this is not possible new starters
should be booked onto the next available programme.
2.2 Bookings for staff to attend corporate induction should be made via email to:
mandatory.training@nnuh.nhs.uk. Once the Training Department has received
the booking a confirmation letter will be sent to the member of staff confirming
dates and venue.
All doctors in training attend the mandatory one day medical induction
programme organised on the first Wednesday of each month by NANIME.
Newly qualified F1 doctors are also invited to shadow the outgoing F1 doctors
in the week before they commence employment .
They are notified of the monthly medical induction organised by NANIME and
non-attendance is followed up.
The relevant department will arrange a speciality specific induction for this
group addressing the various requirements depending on grade.
4.1 Agency and locum personnel work in the Trust in a variety of ways. Some
attend to cover one shift on one occasion only. Others may be employed for a
fixed period over a longer timescale and others may be employed by an
agency and return to the Trust to cover shifts over a longer period of time.
4.2 The use of the corporate induction programme for these personnel should be
considered depending on the nature of the employment. However local
induction procedures should be carried out with all of these personnel on
commencement of their employment. See section below on local induction
programmes.
4.3 Locum doctors who are not already working in the Trust must be provided with
the induction CD as part of their pack from Medial Staffing prior to the
commencement of their duties and requested to review its contents at the
earliest opportunity on their first shift. All locum doctors will be given an
introduction to the speciality and the competences required. Locums or
Agency personnel who are employed to work in the Trust for a period of four
weeks or more will be required to attend the appropriate monthly corporate or
medical induction programme. The Clinical Director and Service Manager in
each speciality/department is responsible for ensuring compliance with this
part of the code of practice and that it is applied as far as is reasonable to
short notice/short stay locums.
5.3 It is the responsibility of the line manager/Clinical Director to ensure that the
new member of staff has an induction into the department and that adequate
support is provided. The line manager should arrange for either themselves or
another senior member of staff within the department to meet with the new
starter at the beginning of their first period of duty. In addition the line
manager should arrange to spend time with the new starter as soon as is
practical after the start of employment.
5.4 A member of staff should be nominated to show the new employee around the
department and introduce them to colleagues and other key staff in the
organisation if the manager or nominated deputy is unable to do so. They
should be available to act as an advisor over the first few weeks to answer any
questions that arise. This can be extended if the manager considers there is
an initial need for further advice/supervision.
5.5 Within the first two months of employment, the line manager should meet with
the new appointee to establish their performance objectives, standards to be
met, and any training needs that may have been identified during the selection
process or subsequent to starting the job. There may be different
departmental arrangements for Medical Staff.
This meeting will also serve to introduce the employee into the Trust Appraisal
Process, set out the relevant competences under the NHS Knowledge and
Skills Framework and identify a Personal Training and Development Plan. It
also enables a record to be made of future mandatory training dates.
Subsequent review meetings, which will include an element of performance
review, can be timed to coincide with the ongoing appraisal cycle.
5.6 All new staff should have completed their local departmental/speciality
induction checklist with their line manager or mentor at this time. A copy of the
signed checklist should be sent to the Training department and the original
placed in the employee’s personal file. In the case of junior doctors, the
Educational Supervisor will inform the Trust Clinical Tutor of individuals’
completion of local induction.
When existing staff transfer, they should be provided with a local induction
programme as described in Section 5.0. These staff do not need to re-attend
the Trust/corporate induction programme.
Employees who leave and return to the Trust should receive a localised
induction and attend Corporate induction along side completing their relevant
mandatory training modules if their break in service has been longer than one
year.
Part time staff are required to attend the Corporate induction programme.
However, in recognition of the operational difficulties this may cause, and the
timing of the corporate induction course, staff may need to attend this outside
their normal working hours. In this case, time back will be given or payment
made for additional hours.
General Principles:
All staff should attend the Trust corporate induction course within one month of
the start of employment. However certain issues need to be highlighted at the
very start of employment, as part of the local departmental induction (refer to
Section 5.0 of Code of Practice). The Trust corporate induction course will then
supplement and broaden this knowledge.
Department Heads should consider what information, specific to their own area,
needs to be included and space is provided for this below the generic list.
Certain items on the list should be covered within the first day of employment and
these are highlighted overleaf.
The following pages contain checklists which must be completed in the time
frames indicated. At the end of the first month of employment, the manager and
new employee should review the checklist and make definite arrangements for
any remaining gaps to be filled within the second month of employment.
By the end of two months of the start date, the form must be completed, signed
off by the new employee and line manager, a copy placed on the personal file
and a copy sent to the Training Department.
APPENDIX B
Day One
Provide new employee with:
Departmental/Speciality Checklist
This section should be completed by a senior member of the department, prior to the
new employee’s starting date. It is intended for departmental specific items, e.g.
familiarity with departmental specific equipment, systems and protocols;
demonstrated competence in use of syringe pumps, blood gas analysis, other
medical devices; who to contact regarding equipment breaks down, etc.
Accessed key Trust policies including Cyber Code of Conduct and Standards of
Business Conduct
Undertake 1st stage appraisal meeting to set objectives and identify training
needs in accordance with the NHS Knowledge and Skills Framework
Departmental Heads
Appropriate Service Manager(s)
Appropriate Divisional General Manager(s) / Clinical Director(s)
Introduction to Executive Team
Finance department
Human Resources department
Practice Department & Education
Policies/Guidelines Initial
I confirm that I have been notified of the above Trust policies and procedures and adhere to
them at all times.
Employee:__________________________ Position:____________________________
Date:____________________
These items are in addition to the checklist on Appendix A of the Trust’s Induction Policy and
are not a substitute for the Induction policy. When all items above have been completed, the
relevant page(s) should be signed by the line manager and the employee. A copy should be
placed in the employees personal file and a copy sent to the Training Department.
Checklist Initial
I confirm that I have been notified of the above Trust policies and procedures and adhere to
them at all times.
Employee:__________________________ Position:____________________________
Date:____________________
Director:___________________________ Date:_________________________
These items are in addition to the checklist on Appendix A of the Trust’s Induction Policy and
are not a substitute for the Induction policy. When all items above have been completed, the
relevant page(s) should be signed by the line manager and the employee. A copy should be
placed in the employees personal file and a copy sent to the Training Department.
Task By Done
Interim job plan & time table Clinical Director/Service
Mgr
Structure of ward rounds and other Clinical Director/Service
commitments Mgr
Structure of theatre sessions & out- Clinical Director/Service
patient clinics Mgr
Arrangements for admissions / pre Clinical Director / new
admission assessments consultant
Out patient consultation paper Operational Manager
Departmental letter heading Operational Manager
Office accommodation & furniture Operational Manager
Secretarial arrangements Operational Manager
Arrangements for post / mail Operational Manager
Telephone & extension Operational Manager
Dictaphone Operational Manager
Bleep Operational Manager
Radiation Badge Operational Manager
Locker(s) Operational Manager
PC / monitor / mouse Operational Manager
e-mail address Operational Manager
Passwords Service Mgr / IT
Access to ICE / PACS etc Lesley Waller
Computer training – long appointment to Operational Manager
be booked with IT to cover ICE / PACS /
Protos /etc
ID / security pass/ Car park access Lesley Waller
Inform Andrew Stronach of arrival & Lesley Waller
specialty / interests
Prepare Corporate Information Pack Lesley Waller
Prepare Departmental Information Pack Clinical Director / Service
Mgr (see appendix 2)
On arrival
To allow orientation, familiarisation and various meetings the new consultant should:
At three months
Meet & discuss with CD
• Job Planning to include clinic & operating list planning etc
• Personal Development Plan
• Setting objectives
• Review of medical devices self assessment questionnaire
Part 1
Task By / with Done
Meeting with secretary Consultant *
Initial Orientation, security, door codes etc CD or deputy
Tour or department, division, hospital CD or deputy
Tour of NANIME / Library Education centre manager/
Manjari Mull
Meeting with CD CD / consultant *
• Internal departmental arrangements
• On call duties
• SpR rotas & training issues
IT session Pre-booked by SM
Using “choose & book” – meeting with General Consultant *
Manager
Part 2
Meeting with Chief Executive
Meeting with Medical Director
Meetings with other Trust executives
• Director of Human Resources Consultant
• Director of Strategy, Planning and via
Performance Lesley Waller
• Director of Resources
• Director of Nursing and Education
• Head of Communications
Meeting with Chairman of Trust n/a
Dinner with Chairman/Exec Directors and n/a
other new appointees
Part 3
Meeting with Divisional CD & Divisional GM Consultant *
Meeting with Service Manager Consultant *
Meeting with Clinical Tutor Consultant *
Meeting with Chairman of Consultant Staff Consultant *
Meeting with Chairman LNC Consultant *
Meeting with Hospital Chaplain (if wished) Consultant *
Role in MAJAX - book with Operations Centre Consultant *
Meetings with Assistant Director of Nursing Consultant *
and senior members of Nursing staff
Meetings with consultant colleagues either Consultant *
individually or collectively
Meeting with Risk Manager Consultant *
* these appointments may be co-ordinated by the new consultant’s medical secretary prior to
commencement of employment.
Programme
8.45 am Registration
9.00 am Introduction & Welcome
Medical Staffing
9.15 am Introduction to the Radiology Dept
9.35 am Risk Management
9.55 am Pathology
10.15 am Fire Lecture
10.35 am Death Certification, Post Mortem & Coroners Reports
10.55 am Break
11.10 am Early Warning Score System & Resuscitation
11.30 am Infection Control
11.50 am Introduction to Trust IT Systems
12.10 pm Child Protection
12.40 pm Blood Transfusion
1pm Manual Handling
1.20 pm PACS System