Have you every wondered what rotations are?

The Training Programme Management teams receive the list of placements from the TPDs and have to cross check each one to ensure no PGDITs have been missed off and there are sufficient posts for people. Sometimes these are just the next placement and sometimes they are in tracks, covering years ahead. They are all in slightly different formats that must be deciphered, and some particularly tricky ones have been likened to the Da Vinci code. 

We use a trainee database (TIS) to record the placements. We need to check the grade information is correct for every trainee as this will affect their pay. Additional calculations are needed to calculate the grades of trainees who have taken parental or sickness absence or who are training less than full time. We then export the list for each programme into an excel list, which is the rotation. 

We have to work to a national Code of Practice which has fixed deadlines. The Code of Practice aims to set minimum standards for NHSE, employers and PGDITs, around the provision of information. NHSE has committed to providing placement information to employers and trainees at least 12 weeks before the post start date. 

• 12 Weeks: NHSE have committed to providing placement information to employers and trainees at least 12 weeks before the trainee is due to start in post. 

• 8 Weeks: Employers have committed to providing work schedules to trainees at least 8 weeks before the post start date. 

• Within 8 weeks of start of post: Employers have to issue employment contract to trainees no later than 8 weeks after start of post (ideally on completion of pre-employment checks). 

This timescale helps host trusts to plan cover for any gaps on the rota and is part of NHSE’s commitment to helping improve PGDITs working lives. We cover the whole of the north west footprint and whilst larger programmes will have geographical zones, some PGDITs may be moving from Barrow to Macclesfield, or sometimes even the Isle of Man. The sooner they know their placements, the sooner they can make the necessary life plans - arranging transport, maybe a house move or finding out about their rota so they can book leave. 

The lead employer then uses the rotation information to inform the PGDITs and their host trusts of the placements and make arrangements for the new starters onboarding. The host trusts can then communicate with their new cohort and arrange trust and departmental inductions. They can also offer additional support for international medical graduates or those returning to training after time away. 

Once the rotations are submitted, there are changes throughout the year for reasons such as parental leave and doctors taking time out of their programme. We need to keep on top of the changes and send subsequent versions of the rotations to the lead employer to ensure everyone is kept informed. 

We are monitored on our code of practice compliance, and getting the rotation process right is crucial for the health service in the north-west. We take pride in fulfilling our responsibilities, as this directly improves the experience or our PGDITs and indirectly leads to better patient care.