From the Foundation Programme Reference Guide
Transfer of information (TOI)
6.28 The national Transfer Of Information (TOI) process is a means of supporting medical students during the transition from medical school to foundation school and during the F1 year.
6.29 Under the Medical Act 1983, universities have formal responsibility for confirming that doctors at the end of F1 are eligible for full registration. It is therefore essential that there is a two-way transfer of information between the university/medical school and HEE/NES/NIMDTA/Wales Deanery/foundation school until the point of full registration with the GMC.
6.30 The national TOI process is managed by the Medical Schools Council and supported by the UKFPO. The TOI process is facilitated by completion of a TOI form. Every applicant applying for the foundation programme (via the national application process) is required to comply with the TOI process and complete a TOI form.
6.31 The student completes the TOI form. The medical school endorses the information on the TOI form and may provide further information where appropriate. TOI forms should be shared only with relevant individuals at the applicant’s allocated foundation school. There are three key components to TOI:
- information concerning health and welfare;
- information concerning educational progress; and
- information concerning professional performance.
6.32 The TOI form and full details of the relevant TOI processes are available on the UKFPO website.
6.33 Completion of the TOI form does not replace the need to report any fitness to practise issues to the GMC or to inform the LEPs HR/Occupational Health departments of any health issues.
6.34 A further TOI process should also be used to support transition between F1 and F2.
Transfer of information during the Foundation programme
8.21. The basic structure of foundation programmes is a rotational experience which allows the foundation doctor to develop and demonstrate competences in a range of clinical settings and environments. Foundation doctors rely on the integrity of the foundation programme to support their growth and development within it. The ability to demonstrate competences and conduct appropriate to the level of training and the GMC’s Good Medical Practice forms part of this continuum.
8.22. Foundation doctors must maintain a learning portfolio, which covers all aspects of their training. They must share this with their educational and clinical supervisors as they move through their programme, as part of the ongoing training process. The transfer of educational information from placement to placement within the training programme is fundamental to the training process and is applicable to every foundation doctor.
8.23. Foundation doctors also have an important employee/employer relationship with their employing organisation. In situations where an employer has had to take disciplinary action against a foundation doctor because of conduct or performance issues, it may be that the employment contract ends before these proceedings are completed. It is in the foundation doctor’s interest to have the matter resolved, even if they move on or have already moved on to the next placement in the programme. HEE/NES/NIMDTA/Wales Deanery/foundation schools will usually help to facilitate this.
8.24. It will be essential in such circumstances for the educational supervisor and director or lead for medical education (e.g. Clinical Tutor, Director of Medical Education) at the foundation doctor’s next placement to be made aware of the on-going training and/or pastoral needs to ensure that these are addressed.
8.25. It is also essential, for the sake of patient safety and to support the foundation doctor where required, that information regarding any completed disciplinary or competence issue and a written, factual statement about these, is transferred to the next employer. This should make reference to any formal action taken against the foundation doctor, detailing the nature of the incident triggering such action, any allegations that were upheld, but not those that were
dismissed, and the outcome of the disciplinary action along with any on-going or planned remedial training. Information about any completed disciplinary procedure which exonerated the foundation doctor will not be passed on.
8.26. Under these circumstances the information should be transferred with the knowledge of the foundation doctor and HEE/NES/NIMDTA/Wales Deanery/foundation school to the educational lead in the next employing organisation. This also applies to existing, unexpired disciplinary warnings.
8.27. Where a foundation doctor has identified educational or supervisory needs which must be addressed as a result of the disciplinary process, information concerning these will be transferred by HEE/NES/NIMDTA/Wales Deanery/foundation school to the educational lead in the receiving employing organisation.
8.28. In all of these circumstances, the foundation doctor has the right to know what information is being transferred and has the right to challenge its accuracy, but not to prevent the information being transferred, subject to the requirements of the Data Protection Act.
All Severn Foundation School trainees are required to complete a Transfer of Information questionnaire before the beginning of both their F1 and F2 years. The TOI process is designed to allow trainees to highlight to their Trust Foundation Programme Director (FPD) issues that might be relevant to their training.
The TOI process is a supportive process, aimed at allowing foundation doctors to highlight to their local educator issues that may be of relevance to their performance as a doctor, and is also one of the processes used to safeguard patient safety.
It is strongly recommended that the pre-F1 form should be completed with the help and support of Medical School Advisors/Tutors or another appropriate member of Medical School staff. A Medical School clinical advisor or official should countersign the pre-F1 form.
It is strongly recommended that the pre-F2 form should be completed with the help and support of the trainee’s Educational or Clinical Supervisor(s). The trainee’s current Educational Supervisor should countersign the pre-F2 form.
The information contained in these forms is privileged and confidential and should not be released to any third party (including future educational supervisors) without the trainee’s explicit permission. It is envisaged that the vast majority of forms will contain very little information that would cause concern and that for the majority of trainees no action will be required. FPDs may, however, receive a form containing information that requires some action. This would usually be an early meeting between the FPD and the trainee to discuss the specific problem and agree the appropriate way to proceed. In many cases this will involve informing the Educational Supervisor of the problem (with the trainee’s consent).
The TOI will not be used at any point to determine future professional progress, either from F1 to F2 or subsequent to this.
The TOI form is designed to allow trainees to highlight issues that they feel may be pertinent and to determine how much specific information they give in regard to each of these. It is important for trainees to understand that withholding information that may impact on patient care or giving false information in regard to their academic career would be inconsistent with the GMC guidance on probity and any identification of such activity would be reportable to the GMC.
The foundation school will keep the original TOI form on file until trainees complete their foundation training; and will pass a copy to the Trust FPD at the start of their F1 or F2 post. A trainee’s medical school will have access to this form upon request. The Trust should return forms to trainees within a month of them starting their first post. No information will be shared with anyone else unless explicit permission has been given by the trainee.