Severn Deanery
Severn Appraisal Toolkit
How to use SAT as a booking Tool – GP Appraiser Guide
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Appraiser (AP) Process Overview
• Introduction
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• Registration
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• Login
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• Change Password
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• Accessing your Appraiser Role
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• Completing your biographic details
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• Setting Appraisal availability in your calendar
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• Responding to Appraiser requests
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• Cancelling or amending a book appraisal
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• Accessing appraisal information and appraisal
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evidence including Probity Statements
• Probity Statements
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• Completing the appraisal summary and committing the
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Appraisal summary
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Introduction
In order to use the Appraiser function within the appraisal website to its full effect, users
should be familiar with the site from the viewpoint of a Doctor. There is another guide
available to cover this role.
The role of the appraiser within the Severn Appraisal Toolkit involves a number of steps: • Making yourself available on your calendar
• Completing your biographic details
• Responding to appraisal requests
• Accessing information and preparing for appraisals
In order to access Appraiser functions, you must have been appointed as an Appraiser and
approved for this role. You should have also agreed the number of appraisals you will
complete in the current year and indicated whether there are any periods of time during
which you need a lower commitment.
Once you have been approved, you will then be able to switch between the roles of Dr and
App (Appraiser) using the main navigation bar.
P3 V2.2
Registration
To register for the Severn Appraisal Toolkit, please go to
https://gpappraisal.severndeanery.nhs.uk please complete the registration box in full.
To complete the registration you will need a valid email address,
Please note that if you are an Appraiser and you have already registered as a Dr, you do
not need to register again as an Appraiser, you will have appraiser access within your
account, if however you do not have appraiser access please contact the GP Appraisal Unit
who will be able to provide you with appraiser access.
Email verification and login
Your registration will be sent to the GP Appraisal Unit, who will review it before approving
or rejecting your registration. One of the things that the GP Appraisal Unit will check for is
whether your GMC number appears on the MPL.
Once your registration has been approved you will receive a validation email, please follow
the links within the email, if however your registration has been rejected by the GP
Appraisal Unit you will receive an email explaining why.
If you do not receive your validation email within 24 hours, please check your ‘junk’ and
‘spam’ junk folders however if you do not receive your validation email please do contact
the GP Appraisal Unit.
P4 V2.2
Login
Once you have received your validation email and activated your account, please then go to
the Severn Appraisal Toolkit home page to login, your login address will be your email
address.
The first page you see when you log in is the Doctor Welcome page. Having read this, you
can close/disable the Welcome Message if you wish, you can still read it later by clicking on
Help & Support, if you wish to disable the welcome message - Click on ‘Disable Welcome
Message.
P5 V2.2
Changing your Password
It is suggested that you change your password to something more memorable as soon as
possible.
Note – your login email address will be the email address you registered with.
To change your password, on the main navigation bar please go to ‘My Profile’ then ‘My
Password’
Key in your new password in the ‘Password‘ box, then repeat your password in the ‘New
Password Confirmation’ box.
The password strength meter will show you how strong your chosen password is.
Once you have entered your password in both box’s press ‘submit’ you will receive an
automatic email once your password has been changed, if however you do not receive this
email within 24 hours please do contact the Severn Appraisal Unit Team.
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Accessing your Appraiser Role
To access your Appraiser Role, go to ‘Role’ and click on ‘App’ this will then bring up your
Appraiser view, the first screen you will be the welcome page as shown below.
Along the navigation bar under ‘App’ role, you will have access to your calendar, dashboard,
appraisals that as an appraiser you are completing, profile and doctor archive.
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Completing your biographic details
Even if you are using the Severn Appraisal Toolkit as a booking tool, you will still need to
complete your biographic details. To do this, on the main navigation tool bar, go to ‘My
Profile’ then ‘My Personal Details’ at the bottom of the page under ‘Appraiser note to Dr’s’
please complete your biopic here.
Your biopic will be viewable to all Doctor, all Doctors will be able to see your biopic before
selecting you as an appraiser.
Your biopic can be updated at any time so you can update it as and when you want to.
Once you have completed your biopic please click the ‘Update and Return’ button at the
bottom of the page, this will then save your biopic.
P8 V2.2
Setting availability in your calendar
As an Appraiser, the first thing you need to do is make yourself available for selection
through the calendar.
On the main navigation bar go to ‘Calendar’ this will then bring up your Appraiser calendar.
Right click on the day you wish to post availability. (example below)
Select ‘Set appraisal availability’, the below pop up box will appear. There are also
instructions on the left-hand side.
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You initially need to set the session time by choosing either AM or PM and the date that you
wish to be available, if you do not enter times, default times will be displayed, these can be
edited by you using the 24-hour clock to input your hours of availability.
You will also be asked to select a repeat cycle. This defaults to seven days, allowing you to
programme the same day and time settings for subsequent weeks if you wish.
The final option allows you to select how many weeks you wish to display your availability
for – if you wish to be available at the same time every week for a year, simply type 52 in
this final box. Click ‘Save’ and your calendar will display your availability as requested.
Once you have submitted your available dates in your calendar your dates will become
visible to eligible Doctors on the Severn Appraisal Toolkit.
Once you have inputted your availability in to your calendar, there will of course be days
throughout the year which you will be unavailable, you are able to make yourself
unavailable on these dates at any time by right clicking on your availability, a pop up box
will appear allowing you to cancel the selected slot.
If your availability changes from week to week, you still need to ensure that you have some
availability in your calendar. All Appraisers are required to set 10 appraisals per quarter,
please do ensure that you have at least 10 dates per quarter, you will then show as available
to Doctors, if however you are unable to input 10 dates that you are available, please do let
the Severn Appraisal Toolkit administrator know.
Please be aware that if you do not have availability on your calendar you will not be
available to selecting as an Appraiser.
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Please be aware that a Doctor can only view your availability for the appraisal quarter
that they are in, do try to input your availability in to your calendar for as far ahead in to
the future as possible, future availability can be removed if required.
As well as setting availability in your calendar, you can also book appraisal meetings on
behalf of the Doctor however this can only be done once the Doctor has selected you as
their Appraiser and before an appraisal meeting date has been booked.
As an Appraiser you can book appraisal meetings on behalf of your Doctor’s. To book an
appraisal meeting on behalf of your Dr, when you right click on your calendar, select ‘Add
appraisal meeting for Dr’.
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Once you have clicked ‘Add appraisal meeting for Dr’ the following pop up box will appear –
Select your Doctor from the drop down list and complete all relevant sections, once
completed click on ‘Send’ this will then send the meeting to your Doctor and input the
appraisal meeting in to your calendar.
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Responding to appraisal requests
As an Appraiser, it is important that you regularly access your appraisal dashboard to check
for appraisal requests and manage the role overall. Your dashboard gives you all the
information you require as an Appraiser.
Dashboard breakdown
Appraisal Availability is a snapshot of your declared
availability for the future. It also lists any appraisal
quarters in which you have no availability, either
because you are fully booked or because you have
not set your availability in your calendar.
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The next box, entitled ‘Key Dates’, contains notifications of meetings and events. You have
control over how this is displayed by using the drop-down boxes to edit column views or by
dragging each column wider.
The right hand side of the dashboard page shows data relating to your current Appraiser
workload.
These five boxes mark the progression of an individual through requesting, booking,
preparing for appraisal and undertaking the appraisal meeting itself, followed by any
summaries that are outstanding.
Firstly, the ‘New Appraisal Requests’ box contains Doctors that have requested you to be
their Appraiser.
This initial box gives you information about the Doctors allocated appraisal quarter and
helps you access their personal details information. The last column provides an active
button with which you can choose to accept or reject an appraisal request.
If you accept an appraisal request, the Doctors details will move to the second box in your
dashboard where they will stay until the Doctor selects a date for their appraisal.
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Appraisal awaiting meeting date require no action from you aside from monitoring. Once
the GP has chosen a meeting date, they will move to the ‘Meeting Requests’ box where you
can accept or decline their request.
Here you can either confirm, leaving the date as stated, confirm, adjusting the date, or
cancel. If you click ‘Confirm’ you will be taken to your calendar to either agree the date or
reschedule. Please remember to enter a note if you reschedule, stating your reasons.
If you confirm the request, the Doctor will move to the fourth box ‘Appraisal Meetings
Pending’, from where you can view their Personal & Professional Details, Appraisal
Information and Appraisal Summaries. If you click Cancel, they will leave your dashboard
altogether.
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The final box ‘Summaries Pending’ shows any Doctors that are in the time period between
their appraisal and the agreement of their Appraisal Summary. This box indicates how many
days have elapsed between the appraisal meeting date and the current date.
At this stage we will leave your dashboard to go through the process of undertaking an
appraisal using the site.
P16 V2.2
Cancelling or amending a booked appraisal meeting
Once an appraisal meeting has been booked it can be cancelled or amended if required.
To cancel or amend a booked appraisal meeting, go to the meeting date in your calendar
and right click, this will then give you the option to cancel the booked meeting date or edit
it, please ensure that you send a note to your Doctor to confirm why you have cancelled or
edited the booked meeting.
If you cancel the booked meeting your Doctor is required to your calendar and rebook a
new appraisal meeting date with you however an appraiser can book appraisal meetings on
behalf of the doctor however this has to be an agreement between the Appraiser and
Doctor, an Appraiser can only book the appraisal meeting on behalf of the Doctor once the
Doctor has selected the Appraiser as their Appraiser.
To book an appraisal meeting on behalf of the Doctor, go to the meeting date in the
appraisal calendar and right click, this will then give the Appraiser the option to book the
appraisal meeting on behalf on the Doctor.
P17 V2.2
Select option ‘Add appraisal meeting for Dr’, the below pop up boxes will then appear.
Select the Doctor from the drop down box and complete the information box, once
completed press ‘Send’. The meeting will automatically be saved in the Appraiser calendar
and the Doctor will receive email notification of the meeting, the meeting is then booked.
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Accessing appraisal information and appraisal evidence including Probity
Statements
If your Doctor is only using the Severn Appraisal Toolkit as a booking tool, thy will not need
to complete or upload any appraisal evidence, information or revalidation templates
however the Doctor is still required to complete their probity statements ahead of their
appraisal meeting.
Doctor’s are required to complete and sign off their Probity Statements prior to the lockout
period ahead of their appraisal.
Appraisers must ensure that Probity Statements have been completed and signed off during
the appraisal evidence review, if a Doctor has not completed and signed off Probity
Statements the Appraiser is required to contact the GP Appraisal Unit where they can
unlock the Probity Statements if required and requested by the Appraiser.
The GP Appraisal Team have access to unlock a Doctor’s Probity Statements however this
only unlocks the Appraiser access and not the Doctor access, the GP Appraisal Team have a
work around process in place which involves an electronic paper process where the Doctor
completes and signs a paper copy of the Probity Statements and the Appraiser then
completes the Probity Statements on the toolkit on behalf of the Doctor copying the paper
copy signed Probity declarations, please contact the GP Appraisal Unit for an electronic copy
of the Probity statements.
Please note that appraisal summaries can not be committed by the Appraiser until the
probity statements have been completed and signed off.
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If a Dr is unable to agree to a Probity statement they must disagree with the statement, they
will be required to add a reason why they have disagreed with the statement.
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Completing the appraisal summary and committing the appraisal
If your Doctor is using the Severn Appraisal Toolkit as a meeting booking tool only, they will
not enter any appraisal evidence or information therefore there will not be anything for you
to review or appraisal summary for you to complete however you will be required to input a
statement within the appraisal summary are confirming that the main appraisal took place
using another toolkit, state the toolkit that the appraisal took place on and confirm that the
appraisal summary has been completed on the used toolkit and state that the Severn
Appraisal Toolkit was used only to record the meeting date.
Please enter this statement under ‘Summary Review’ then ‘Professional Context’ you will
see an ‘Edit’ please enter you statement here.
Once you have entered your statement and are ready to commit the appraisal summary
please go to ‘Appraisals’ and tick the ‘Meeting Complete’ box and ‘Summary Committed’
box, once you have ticked these two boxes, the appraisal summary is then committed.
Once you have committed the appraisal summary the Doctor will receive email notification
asking them to sign off their appraisal summary, you will receive email notification once
your Doctor has agreed and signed off their appraisal.
We hope you have found this guide useful. if you have any questions, queries or want to
leave some feedback please contact using the details below.
Health Education Southwest
NHS Education South West
GP Appraisal Unit
Vantage Office Park
Hambrook
Bristol
BS16 1GW
Tel: 01454 252 687
Email: [email protected]
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