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Documents to support DMEs and EOs

Documents to support DMEs and EOs

The documents below are designed to support the Directors of Medical Education (DMEs) and those from the Educational Organisations (EOs) in using SOAR and have an understanding of the overall processes.

How to search for someone's Form 7

Login to SOAR and navigate to the trainer's record via the Ready/Partial/NotReady lists. From there, click on the trainer's name to go to their user profile.

In their profile, you will see tabs along the top, click on "RoT Log" near top right - this takes you to a historic log of the trainer's Form 7s.

In the log, the column on the left displays the appraisal period - clicking on this will take you directly to the appraisal's Form 7 (including historic ones).

Making use of the "Non-Named" lists for DMEs

DMEs have the function to review a list of doctors on SOAR who have no GMC named-trainer roles, but have a Form 7 on their appraisal; usually due to partially completed forms as they work towards becoming a trainer (in Secondary Care).

Since the GMC submission on 29th July 2016, we have discovered that any trainers who were removed on Turas or "not-recognised" are also appearing on the non-named lists; making it "look" wrong.

They appear because the logic for the non-named lists is for anyone with a Form 7 in their latest appraisal AND with no named-trainer roles on Turas.

Due to budgetry constraints, development work to resolve this is on hold at the moment (the fix will exclude anyone whose Form 7 has already been actioned by DME/EO from the non-named lists).

These trainers will also be removed from the non-named lists in due course once they have had their next appraisal (where no form 7 will be created).  However, there is a workaround to make the non-named lists meaningful to DMEs.

  • Login to SOAR as DME
  • Navigate to any of the Non-named trainers lists
  • In the last column on the right, click on the header "Recognition?" so that it sorts the results by "Not yet" at the top

Those on the "Not yet" lists are the only ones who needs DMEs' review (if DMEs needs to).

How Re-Recognition works on SOAR

The initial ROT Recognition process takes place outside of established IT systems.  Once a Trainer has been recognised, they will be added to Turas TPM; thereafter they will be imported to SOAR via overnight processes.

Trainers are asked to complete the ROT form as part of their annual appraisal, but they will not be Re-Recognised until the (fiscal) year of their Revalidation Due Date.

The Re-Recognition process on SOAR works by the assigning of different statuses to the Trainers.

  • All new Trainers are given the "Recognised" status upon successfully imported to SOAR (from Turas)
  • The "Recognised" status will remain until the Trainer's Revalidation Due Date fiscal year, where it will be changed to "Not Yet" (Not Yet Appraised, but Due for Re-Recognition).
  • The status will remain as "Not Yet" until the Trainer has completed their Appraisal that (fiscal) year, where it will change to "Pending DME Action".
  • That Appraisal's Form 7 will require the DME's review and action/recommendation.  Once a positive (or otherwise) recommendation is made, the status changes to "Pending EO Action".
  • That Appraisal's Form 7 will now require the EO to approve (or otherwise) the DME's recommendation.  Once approved, the Trainer's status will change to "Recognised" (or Not, as the case may be).

In the unlikely event of a "Not Recognised" recommendation being made by the DME and approved by the EO, the Trainer in question will need to have their Trainer roles removed on Turas.

If a positive "Recognised" recommendation is made and approved, the cycle will repeat until the year of the Trainer's next Revalidation Due Date.

(last edited 02/11/2018)

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This page was last updated on: 12/01/2022