Doctors and Dentists in Training

Rota Monitoring

NHSGGC is committed to providing New Deal compliant and educationally sound working pattern for all doctors in training. Therefore, a robust monitoring arrangement was put in place to ensure that rotas are compliant, and to highlight issues that may lead to non-compliance. The purpose of monitoring is to ensure that the rota working pattern that has been approved by the department, compliance teams, NHS Education for Scotland and the Scottish Government is fit for purpose; that the rota is suitable for the work you are doing.

Monitoring of a rota will take place every 6 months, over a 2-week period. All training grade staff are expected to record hours of work and rest accurately by completing a set of electronic monitoring forms, and the opening page of the electronic system for monitoring has a validation statement you will electronically sign to this effect. All completed documentation is returned to your Monitoring Officer for analysis in accordance with New Deal and WTR regulations. Once monitoring is complete, you will receive a copy of the results within the time limits laid out

Under no circumstances should staff falsely inflate or decrease the record of hours or rest or be requested to do so. If you are put under any pressure to amend your monitoring information, please contact Medical Staffing.

Working Patterns

Our working patterns must comply with two sets of regulations

1. New Deal for Junior Doctors: is a package of measures designed to improve the conditions under which doctors in training worked. It provides guidance on hours of work, living and working conditions for all doctors in training
2. Working Time Regulations (WTR): is a directive from the Council of Europe enshrined in UK law in 1998, to protect the Health and Safety of workers by setting minimum requirements for working hours, rest periods and leave

NHSGGC are responsible for ensuring that junior medical staff can work in compliance with New Deal and WTR requirements. Non-compliance could result in financial penalty to the NHS board in which you are working, and a possible loss of training posts for that department

There are 3 main types of working pattern:

1. Full Shift Rota (most doctors in training work on this pattern)

• The work that is carried out is intensive and continuous throughout the 24-hour period.
• Shifts do not exceed 14hours.
• At least 8 hours of rest between shifts is required.
• Natural breaks are required (at least 30 minutes of continuous rest after 4 hours of continuous working).

2. On Call Rota

• Work is considered to be low intensity, particularly during OOH.
• Normal working pattern exists Monday-Friday for all trainees on the rota, and then an on-call person takes over to cover the remainder of each 24hour period.
• The frequency of on call cover depends on the number of trainees on the rota.
• Duty periods cannot exceed 32 hours on weekdays, or 56 hours at the weekend.
• At least 12 hours of rest between duty periods is required.
• Doctors are expected to spend half of their on call duty period undisturbed, of which a minimum of 5 hours is continuous rest between 10pm and 8am.

3. Partial Shift & 24hr Partial Shift Rota

• Work is considered to be higher intensity than on call, but less so than shift working.
• Duty periods do not exceed 16hours or 24hours depending.
• Natural breaks are required during normal working hours, and at least ¼ of the out-of-hours duty period should be spent undisturbed.

There are no strict rules about the total hours worked in any week, but average weekly hours must be under 48 over a 26-week reference period (for full time working).

Doctors in training must follow a rota template which has been approved. The rota is agreed, prior to being put in place, by the department in which it will be implemented, the compliance team at the NHS board (for New Deal and WTR) and is reviewed by the Scottish Government. Changes in your working pattern (e.g. swapping a shift) could result in non-compliance (for example, insufficient rest period after a run of nightshifts). Therefore, any changes must be discussed in advance with the rota master to ensure that they will not lead to problems.

When your lead employer is NHSGGC and you are on placement within the West Region the following payroll and expense forms will apply:

Forms under review

ePayslips

Your payslips are electronic through the NHS GGC ePayroll system. Once your details are uploaded on the payroll system you will receive a secured envelope detailing your user name and password.  

Below you will find User Guide and Frequently Asked Questions.

• Self Service Guidance 
• Frequently Asked Questions.

When your Lead Employer is NHSGGC and you are on placement within the West Region the following policies, procedures and guidelines below will apply.

For copies of placement board policies please contact your placement board. If you are on placement in Greater Glasgow and Clyde please refer to HR Connect. 

If you are on placement within the West Region and are a GPST, Occupational Health, Public Health, or National Programme Trainee you should refer to the NES HR Policies & Procedures. https://hub.nes.digital/

For all other policies visit the

Policy, Proceedures and Guidelines

1. Attendance Policy: NHS Scotland Workforce Policy 
2. Grievance Policy: NHS Scotland Workforce Policy
3. Relocation and Removal Policy: NHSGGC
4. Management of Doctors in Difficulty (Capability): NHS Education for Scotland*
5. Recruitment and Selection: www.scotmt.scot.nhs.uk 
6. Locum Appointments for Training (LAT) Policy: National Policy – Scotland Deanery
7. Bullying and Harassment Policy: NHS Scotland Workforce Policy
8. Conduct Policy: NHS Scotland Workforce Policy
9. Alcohol & Substance Policy: NHSGGC
10. Fixed Term Contracts Policy: NHSGGC
11. Junior Doctors Banding Appeals Process: National Guidance
12. Work Life Balance Policies and Guidance: NHSGGC*
13. Maternity Leave Policy: NHSGGC*
14. Adoption & Fostering Leave Policy