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Streamlined Junior Doctor Interface

Introduction

The Streamlined Junior Doctor Interface was launched by the NHS ESR Central Team in 2012. This is the technical link which will enable NHS organisations and their partner LETBs to share information about Junior Doctors (medical trainees) and their training posts.

How does it work?

The interface process uses the presence of a Training Post Number (also formerly referred to as a DPN or Deanery Post Number) within ESR position information as a key to enable the interface.

It is possible for the interface to run in two modes, to support the requirements of the LETBs and NHS organisations. These are 'Part Records' and 'Full Records' mode.

If a Local Education and Training Board (LETB) wish to limit the exchange of information between their system and local trusts, they can do by opting to operate the interface in 'Part Records' mode. This function will allow the flow of medical trainee rotations and appointments out of their system into ESR to the appropriate trust, but will not permit ESR updates to be applied in the local system. Information about new trainees transfers around 3 months prior to the Junior Doctor's start date (assuming the data is captured within the LETB system).

If a LETB wishes to benefit from changes made within ESR (reducing their local need for data input) they should operate the interface in 'Full Records' mode

This process will allow position information established in ESR to be supplied to the LETB System, which in turn will permit medical trainee information to be passed back into ESR for the next rotation / appointment.

Once this applicant record is established, where the interface is running in 'Full Records' mode, any changes captured in ESR about the trainee are automatically passed back to the LETB system. For a full explanation of this process, please see the user Guide to the Streamlined Deanery Interfaces

It is also important to note that the process supports the lead and host employer scenario too, by facilitating the transfer of a medical trainee’s details to a host employer as well as the lead employer.

Why should your organisation use the interfaces?

There are a number of benefits that can be realised by implementation of this interface. When run in 'Part Records' mode, the Streamlined Junior Doctor Interface benefits include:

  • Enables a full trainee dataset to be populated in ESR using the Inter Authority Transfer functionality;
  • Enables the LETB to provide rotation information within the minimum twelve weeks notice;
  • Improves the internal transfer process, where a trainee moves post, but stays with the same employer. The assignment is simply updated in ESR with the new post details.

Once the initial set up is complete, operating the interface is low impact for NHS Trusts and LETBs.

When run in 'Full Records' mode the Streamlined Junior Doctor Interface process benefits include:

  • Reduces the administrative burden for the LETB in updating trainee information;
  • Improves data consistency and the potential for improvements in data quality across the two systems;
  • Supports consistent local and national reporting via the ESR Local Reporting Solution, the ESR Data Warehouse and also LETB system reports.

Where are we now?

Trusts and LETBs have spent time reconciling their Medical Trainee posts and setting up required functionality to support use of the interface and process mapping the Junior Doctor appointment process. The number of applicants created by the interface is growing year on year, and the numbers processed in 2014 is illustrated below:

 

 

The Health Education Data Group is responsible for championing the use of the interface processes. The group meets three times a year to discuss the operation and ongoing development of the interface.  Please contact victoria.hartland@nhs.net for more information on the membership and Terms of Reference for this group.

How do organisations obtain support whilst using the interface?

To go live with the Streamlined Junior Doctor Interface process, NHS organisations should also raise an ESR Service Request on the ESR Remedy Helpdesk, for the attention of the NHS Systems Integration Team.

There is an amount of local work required in ESR to set up the interface process. This includes ensuring all of Medical Trainee posts are set up individually and have a Training Post Number allocated to them.

To date successful implementers of the interface have been those Deaneries and NHS organisations that have worked in partnership to reconcile their Medical Training Posts and map their trainee appointment process before proceeding to use the interfaces.

Further information on the full requirements to set up the interfaces can be found in the Guide to The Streamlined Junior Doctor Interface available for download below.

Functional Support for ESR users is provided by the ESR Service Request Desk – Remedy. If you have an issue or queries with regard to the functionality ask your local ESR Lead to raise a ‘Service Request’ on your behalf.

Support for the LETB user is provided by the relevant system supplier – Hicom or Northgate.

Further information about Hicom and the interface can be obtained by clicking on the following link: http://www.intrepidonline.co.uk/sys_Pages/Resource/ResourceDetailPublic.aspx?Article=INTREPID_ESR_INTERFACE

If you have a general question about the interface feel free to email the NHS Interfaces Team on ESR.interfaces@nhs.net

The Future

The Interface is now part of the 'Business as Usual' operation for the NHS Central Team. However, we are keen to support organisations with new implications wherever we can, so please do not hesitate to contact us directly or your local ESR Account Manager.

Documents for Download

To open the PDF document, please click on the link below.

ESR-NHS00111_The_Streamlined_ESR_and_Deanery_System_Interface_Guide_v1_0.pdf

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