HEKSS and MTW have used the Intrepid Database system to manage trainee placements for many years. The trust used the system to also manage consultant and trust grade doctors posts and study leave. HEE has directed that an internal system be developed nationally for the management of trainee posts and will no longer be using Intrepid and therefore the Trust will no longer have access to the system.
Since HEKSS joined with London Deanery the data held on our doctors has been merged and become unreliable due to the manipulation of our doctors’ data within Intrepid by HELaSE staff. We do not have ownership of our own data on the current system therefore we have had to move all doctors details to a spreadsheet.
For management of study leave we have an administrator on both sites but using a spreadsheet to administer study leave means that only one person can use this at any one time so there is a resulting backlog of claims waiting to be processed. Currently and at other busy times, it would be possible using the Intrepid database to have additional staff working simultaneously to clear the backlog but that is not possible with the spreadsheet. Delays in processing study leave leads to increased queries by phone, email and in person taking more time away from other duties. It also delays payment of expenses leading to complaints which have been reflected in recent LFG meetings.
Study leave for doctors in training is based on their contracted year therefore does not run in line with the financial year as the permanent members of medical staff. This means archiving the claims is difficult to manage resulting in a large amount of data held which is difficult to report from. The spreadsheet has to be manipulated to enable reporting to finance each month and at the end of the financial year which takes additional time and causes delays. Each intervention with the data enables inaccuracies to be introduced so less reliable than using Intrepid and reporting directly from it.
The reporting structure on Intrepid is simple to use with the ability to pull off standard reports or build customised reports that meet our needs.
As well as study leave the system is used to maintain records of the doctors education and training and their educational and clinical supervisors. It enables us to keep track of our junior doctors’ placements more effectively by being able to see past, current and future placements in one place as well as using the system as a central database for those who are trained as educational and clinical supervisors and which trainees they are responsible for.
Establishment reports for each department with contact details, grades and rotation dates enables communication with trainees and supervisors quickly and with most reliable, live information as we will have ownership of our data.
The removal of Intrepid has caused more labour intensive process to be implemented. This has had an adverse effect on the running of the department.
With Intrepid in place we can upload the trainee information directly from the information sent from HELaSE once it has been checked ensuring only correct information is held.
Upload of existing data for consultant and trust grade doctor will be included in the cost of implementation and commissioning.
We cannot continue using the data currently provided in spreadsheet format as it will become increasingly unreliable without additional staff resources to cleanse the data and produce the required reports for both internal and external bodies. The purchase of Intrepid will enable us to continue to use a system that is familiar and has a proven record which we have relied upon in the past to manage posts, study leave, education and supervision for doctors both in training, trust grade and the consultant body.
This case study was written by Cherry Taylor, Deputy Medical Education Manager at Maidstone and Tunbridge Wells NHS Trust.