NHS Health Education East Midlands

NHS Health Education East Midlands

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Latest News - Assessments Calendar


Our Assessment Calendar is now live. On the calendar you can find out the dates and locations of scheduled ARCPs and RITAs. To access it click here.  


Please note that the ARCP (Annual Review of Competence Progression) process for specialty training is governed by the Gold Guide. Below is HEEM administrative guidance to assist with your interaction with this process; however it is advisable to consult the Gold Guide in addition to this advice.

Panel Outcomes:

  • Outcome 1 : Satisfactory Progress
  • Outcome 2 : Development of specific competencies required - additional training time not required.
  • Outcome 3 : Inadequate Progress - additional training time required.
  • Outcome 4 : Released from training.
  • Outcome 5: Incomplete evidence presented.
  • Outcome 6: Gained all required competences - will be recommended as having completed the training programme and for award of a CCT
  • Outcome 8 : Out of Programme (career break, sick leave, maternity etc.) 

Please refer to the Gold Guide Page 66-68 for the full list of outcomes.

Determining Review Dates:

  • The RCGP (Royal College of General Practitioners) advises that Educational Supervisor Reports (ESR) should take place every six months. This is regardless if the training is full time or Less Than Full Time (LTFT). http://www.rcgp.org.uk/gp-training-and-exams/mrcgp-workplace-based-assessment-wpba/esr-for-workplace-based-assessment.aspx
  • Trainees are required to have an ESR reviewed by an ARCP panel after completing 12 calendar months in training. This is regardless if the training is full time or less than full time.
  • The ESR cannot be more than two months before the date of the panel on which the ESR will be reviewed. The date of the ESR is taken as the date the Educational Supervisor (ES) has signed the ESR.
  • If LTFT, trainees are required to be reviewed by a panel annually (12 calendar months in training), as well as at their projected ST gateway (by completing12 months of FTE training).If the annual and gateway review are within 2 months of one another, they can be combined into a single review.
  • If an ES requires a trainee to be reviewed by an ARCP panel earlier than their ST gateway or annual review, they should discuss this with the appropriate Programme Director. The Programme Director must make the referral to the ARCP panel. (see below)

ARCP panel reviews during training.

  • The usual ARCP panel review for a ST gateway is the month before the ST gateway.
  • ESRs must be completed, signed and viewable to HEEM at least 2 weeks before the ARCP panel review.
  • If an ESR is not completed and signed 2 weeks before the ARCP panel the panel might recommend an Outcome 5.

Finishing Training:

  • The earliest an ARCP panel can issue an Outcome 6 is the 34 th month (FTE) of training. The ARCP panel can normally only recommended an Outcome 6 when ALL the training requirements have been met and the trainee has demonstrated that they have gained all the required competencies.
  • If LTFT, the final panel date needs to be determined in agreement with your Locality Programme and HEEM. Failure to notify HEEM Assessments of a projected end date of training may lead to a delay in attaining CCT.


  • Once an Outcome 6 has been issued by an ARCP panel and signed off by the GPR, the e-portfolio automates an online system of CCT application.
  • Once a recommendation has been made by the RCGP to the GMC it may take between 2 – 4 weeks (off peak) or 4 – 6 weeks (summer peak) to receive the CCT.


Administrative changes - post details, ES details, GP trainer details can be made by the HEEM Assessment Team at heem.gpassessments@nhs.net

Technical or account based issues with the portfolio are undertaken by the RCGP Helpdesk at tep@rcgp.org.uk

*Please note that WPBA can no longer be moved or deleted on the new version of the e-portfolio. We are also unable to add Clinical Supervisors to Secondary Care Posts.


Revalidation for GPRs currently occurs around the time of CCT, but evidence for this process is gathered every year in conjunction with the ARCP process. GPRs must submit a Form R self-declaration (Parts A & B) upon request from HEEM prior to each ARCP. Failure to do so will incur an Outcome 5 at the ARCP panel.

If GPRs are aware of any serious clinical or professional issues, complaints or investigations in which they have been involved since the submission of their previous Form R self-declaration, they must submit a new Form R part B to the Revalidation Team as soon as possible. This should be done before the next ARCP.

Please contact the Revalidation Team for further details.

See the following page for more information about Revalidation:https://www.eastmidlandsdeanery.nhs.uk/page.php?id=1602#whatisdesignated

Notes for Educators

Referral to ARCP because of concerns.

If a GPR is required to be reviewed by an ARCP panel because of concerns about educational progress then a referral form Referral Form must be completed by a Programme Director after discussion with the Educational Supervisor.

A discussion must take place with the GPR explaining that they may get an unsatisfactory outcome from the ARCP panel, the summary of this discussion should be recorded in the Educator Notes.

Participating in a Panel

HEEM GP panels run on a monthly basis and rely on the support of local educators.

No formal training is required to sit on an ARCP panel – the Panel Chairs give a full briefing on the panel's remit and aims before the panel begins.

To sit as a panel member you must be a fully accredited HEEM Trainer holding PGCME.

Prospective trainers not yet holding PGCME are more than welcome to attend in an observational role.

Please contact HEEM.gpassessments@nhs.net if you are interested in attending a panel.


We appreciate that training and training programmes do not always progress as anticipated. If there any issues please contact the Assessment Team sooner rather than later.

Panel Dates Deadline for ESRs
9 September 2015 26 August 2015
15 October 2015 1 October 2015
12 November 2015 29 October 2015
9 December 2015 25 November 2015
17 December 2015 3 December 2015
28 January 2016 14 January 2016
11 February 2016 28 January 2016
9 March 2016 24 February 2016
14 April 2016 31 March 2016
18 May 2016; 4 May 2016