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training and supervision policy

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This practice is committed to employing the right people with the right skills for the duties that they are required to undertake. Where necessary, we will arrange or provide training to ensure that staff are competent and confident to carry out their work responsibilities. We will also ensure that personnel are supervised in the performance of their roles so that they are appropriately managed and supported in carrying out their duties.This policy outlines the responsibilities of the practice towards its employees and the training and supervision that will be provided, as well as the responsibilities of employees who are undertaking training. Individual circumstances vary, however, and it is possible that not all training needs will be met by this policy. If you are unsure how the policy might work in your situation, please seek advice from the Practice Director, Neil Phillips.The practice maintains records of all training undertaken by those who work here, including training provided by the practice (in whole or in part) and, wherever possible, training undertaken independently. This helps us to identify all the skills available within the practice, when update training may be required, and where skills may be lacking (and, therefore, when further training may be required). Everyone working at the practice has their own personal training log and it is their responsibility to provide full details of training undertaken, certificates (or other evidence) and reflective learning notes so that this can be properly maintained. Records of annual appraisal meetings are also maintained.

New recruits

All new recruits to the practice, both employees and self-employed contractors are required to complete the induction training programme for the practice. The induction programme aims to equip all new recruits with an understanding of:

  • the practice and the general day-to-day systems that are in place
  • procedures specific to the role of the new employee or self-employed contractor
  • essential health and safety requirements, including the practice risk assessment and the procedures for foreseeable emergencies
  • the confidentiality of patient information
  • other formal practice policies.

The induction programme is reviewed regularly and updated in line with current requirements. Induction training will take place over a period of time depending on the nature of the post and the existing skills of the new recruit.

Records of training progress will be maintained by the Practice Director, Neil Phillips.

Locums

Locums are required to complete a truncated induction programme before their first session working at the practice. This deals with essential issues such as:

  • fire safety and evacuation
  • medical emergencies & first aid
  • infection control & waste disposal
  • radiography
  • safeguarding

and a range of other matters.

Refer to the Hygeia Document Database in “Recruitment”, “Documents” for the locum personnel induction checklist.

Identifying training needs

Individual and practice-wide training needs are identified and assessed at performance and development appraisals and at practice meetings.

Training may be required to meet the specific needs of an individual (usually arising from an appraisal), for a group of individuals or for the whole practice. Depending on the training required, we will explore the most appropriate way of providing it – for example, at a practice meeting, a one-day or part-day seminar, or a formal training course involving assessments and/or examinations.

Participation in training

Training should improve or update knowledge and skills. Anyone participating in training must do so fully and make their best effort to complete the training successfully.

Where training is provided outside normal working hours, overtime may be paid or time off given in lieu, at the discretion of the Practice Director, Neil Phillips. All staff are expected to attend training sessions. Non-attendance at training may be treated as a disciplinary matter.

Training fees

In-house training provided by other members of the practice team and training provided for the whole practice is free of charge to employees.

Fees may be payable for training provided by external trainers. The practice may agree to pay the necessary tuition fees, in full or in part, depending on individual circumstances. The amount paid by the practice may be recovered from the employee if the employee fails to complete the training course, or the employment contract is terminated (by either party) within 12 months of completing the training. Special rules apply to GDC approved dental nurse training and are set out in individual statements of employment terms.

Personal development

Individuals may identify other training in which they wish to participate and can request that the practice pay in whole or in part for this training and for support in completing the training. Each request will be considered on its merits. If the training is essential to the requirements of the employee’s job, the practice may agree to provide support, subject to the above conditions of participation and fees. Where training is identified by the employee but is not regarded by the practice as essential to the requirements of the employee’s job, the practice may, at its discretion, contribute towards fees or allow time off for the course, but is under no obligation to do so. All requests for non-essential training will be considered on an individual basis.

Professional responsibilities

Those who are registered with the General Dental Council (GDC) are required to undertake continuing professional development (CPD). While the practice aims to monitor training and to provide all necessary training to team members, compliance with CPD requirements is a personal responsibility; non-compliance may lead to suspension or removal from the GDC register. An employee who is suspended or removed from the GDC register will be required to cease working in their registered role immediately and may be subject to disciplinary action.

Full details of the GDC’s CPD requirements can be found on its website. The current scheme is governed by the 2017 ECPD rules.  The previous scheme is governed by the 2008 CPD rules.  Currently, most registrants are in a five-year training cycle that straddles both sets of rules.  The transitional arrangements stipulate that CPD during this cycle must be undertaken pro-rata: partly on the basis of the old rules and partly under the new ECPD scheme.  Further information is available from the GDC website and from the Practice Director.

The following is a summary of the ECPD requirements under the 2017 rules:

  • Dentists: 100 hours of verifiable CPD per five-year cycle (formerly 250 hours of CPD every five years, of which at least 75 had to be verifiable and up to 175 “general”).
  • Hygienists and therapists: 75 hours of verifiable CPD per five-year cycle (formerly 150 hours of CPD every five years, of which at least 50 had to be verifiable and up to 100 “general”).
  • Dental Nurses: 50 hours of verifiable CPD per five-year cycle (formerly 150 hours of CPD every five years, of which at least 50 had to be verifiable and up to 100 “general”).

There are “highly recommended” topics in which registrants are expected to carry out a minimum amount of training in each cycle: medical emergencies (at least 10 hours per CPD cycle), radiography and radiation protection (at least 5 hours – only for those who undertake radiography) and disinfection and decontamination (at least 5 hours).

GDC registrants should also undertake CPD in legal and ethical issues, handling complaints, improving early detection of oral cancer, safeguarding children and young people and safeguarding vulnerable adults.  While the GDC recommends study in each of these areas during each CPD cycle, it does not specify a minimum number of hours’ study.

Registrants must submit an annual statement of their CPD to the GDC.

Other training requirements

While not specifically mandated by the GDC, surgery personnel (who will all, of necessity, be either GDC registrants or in training to become GDC registrants) are also expected to undertake:

  • Hand-hygiene refresher training twice a year
  • Sharps handling and disposal refresher training annually

All team members are expected to undertake the following training, whether or not they are GDC registrants:

  • Safeguarding children, young people and vulnerable adults refresher training every 2 years
  • Medical emergencies refresher training annually
  • Duty of candour refresher training annually
  • Mental capacity refresher training annually
  • Sepsis refresher training annually

In addition, team members who have legal or operational responsibilities for legionella control are expected to undertake legionella awareness training annually.

Supervisors

Associate dentists, locums, dental hygienists, therapists and dental nurses are supervised by the Clinical Director (Joanne Giddy).

Receptionists and other administrative or support personnel are supervised by the Practice Director (Neil Phillips).

Frequency of supervision

Associate dentists, locums, hygienists, therapists and nurses should be subject to a supervision visit by the Clinical Director on at least a weekly basis. Trainees should be subject to a supervision visit by the Clinical Director on a daily basis. The Clinical Director will, by default, supervise her own nurse on an almost continuous basis.

Receptionists and other support personnel should be subject to a supervision visit by the Practice Director on at least a weekly basis. Trainees should be subject to a supervision visit by the Practice Director on a daily basis.

Supervision visits should ensure that personnel receive help with any immediate difficulties they have, including problems with patients’ treatment, equipment, etc. Supervision visits are informal and, as such, are not subject to formal record-keeping requirements.

Supervision meetings

In addition to routine, informal supervision visits, supervisors should hold a supervision meeting with personnel they are responsible for on at least a quarterly basis (previously annual). Supervision meetings provide an opportunity to review the performance of the personnel between their regular appraisals. They also provide a chance for team members to discuss any training, assistance, equipment or adjustments they may need. Records of supervision meetings should be kept using the standard form in the document database.

Supervision meetings were discontinued with effect from 5th June 2015 since we felt they were not serving a worthwhile purpose. We are a very small workplace and the people with supervisory responsibility (the Practice Director, Neil Phillips, and the Clinical Director, Joanne Giddy) see and speak with every team member on a daily basis; so additional supervisory meetings were not adding to our existing communications.

Web version 8: 7.2.2019
Previous web version: 29.12.2010; 25.1.2012; 9.3.2013; 24.5.2013; 19.6.2014 (reviewed 5.6.2015); 25.2.2016; 3.8.2016 (reviewed 1.9.2017; 11.11.2018)

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