Appraisal Documents for GDS Dentists
This comprehensive pack includes enough guidance to support you in this appraisal process and to ensure that your appraisal is a constructive and worthwhile exercise.
If you believe that you may be exempt from the process, information relating to applying for exemption can be found within the pack.
We suggest you initially scan through the pack to orientate yourself so that you begin to get familiar with the documentation.
There are three parts:
- Guidance to help you understand the appraisal process and what is expected of you as you begin to reflect on your practise
- Basic details of your practising life
- Reflecting on your practise
- Current activities within the dental profession
- Material for appraisal –evidence in support
- Standards for Dental professionals poster
- Appraisal summary
- Personal development plan (PDP)
- Appraisal feedback
You should decide between yourself and your appraiser how you will pass on documentation, whether it is electronically, by post or hand delivered.
If you wish to send your forms electronically to the email address supplied by the administrative assistant in your area, please remember to print off the ‘signing off’ sheets after the copy has been emailed, sign them and return with the feedback.
COPIES of all completed forms must be submitted as hard copies and posted to the administrative assistant in your area. These contact details are to be found in the letter notifying you who will be your Appraiser.
If you have lost this letter, contact the local PCT offices and request the Appraisal Admin team where further advice will be given.
Firstly, be assured that the vast majority of the information you provide will remain confidential between you and your Appraiser.
You will keep the originals of all completed forms . The Clinical Lead will keep copies of part B (PDP). The Admin assistant will keep copies of completed Appraisee Feedback. At the end of the appraisal your Appraiser will destroy any copies they may have of the documentation.
At no stage will anyone at the PCT see any of this documentation unless you use their support to pass documentation between you, your Appraiser and the Clinical Lead. In the event that a third party is needed to assist you in achieving your goals, as set out in your personal development plan, a release of confidentiality document will need to be completed to allow your appraiser to assist you in this way.
You will be randomly assigned an Appraiser from the Appraisal pool of trained Appraisers. Details of Deanery approved, trained Dental Appraisers will shortly be available on the Deanery website. You are given two weeks in which to accept or reject your nominated Appraiser.
Normally, this assignment is accepted by the Appraisee. However, in the event that you are not happy with your nominated Appraiser, another Appraiser will be assigned to you (this is allowed once per cycle).
Only when you have confirmed acceptance of your assigned Appraiser will s/he be notified of your name. Any objections will remain confidential to you and the Clinical Lead.
At the end of your appraisal you will have a copy of your appraisal summary – a completed and signed off Part C - and, most importantly, your PDP. You will also send a copy of these two documents to the Clinical Lead.
The Clinical Lead’s role will be to supervise the appraisal process and to generate a summary report of learning needs at the end of each year for NHS Lancashire and the North Western Deanery. This report will not identify any individual dentists.
If, exceptionally, your appraiser has concerns about the possibility of significant underperformance then the appraisal process will be suspended and the Clinical Lead will be consulted regarding appropriate further action.
What happens next;
Set date for appraisal:
Your Appraiser will contact you to arrange a mutually convenient date, time and venue to meet, review the information you provide, and facilitate you in the appraisal process. This date will be set in the month in which your birthday falls and you should give yourself around six to eight weeks in order to give both you and your appraiser plenty of time to fill in and review the documentation.
Six weeks prior to appraisal:
Your Appraiser will contact you, usually by email, to give you a time scale and confirm your appointment. You should start to complete Part B.
Part B, together with any support documentation you provide, will form the basis of your appraisal. We have provided some guidance in filling this in but would encourage you to contact your Appraiser or the Clinical Lead if you have any questions or concerns.
You have up to one month to complete these forms. Try not to leave this to the last minute!
Two weeks prior to appraisal:
To allow your appraiser time to review your documentation you should then send him/her a copy of Part B together with appropriate copies of relevant support documentation. We would suggest that you consider what sort of evidence from those suggested is most likely to support your statements and reflect your practice.
This is one of the rare opportunities that someone with no other agenda than to assist you will act in a non-judgmental way to enable that to happen
Appraisers are not the Dental Police; they are there to assist you in discovering for yourself where you might need to improve, enhance or develop your practise.
The type of evidence you may consider submitting with your Part B includes;
- CPD records to show you are keeping up to date
- Results from relevant patient or staff surveys
- Audit results and changes made
- Anonymous copies of sample clinical notes, referral letters and laboratory prescriptions to show how you communicate.
- Minutes of staff meetings to show how inclusive you are
- Complaints records
Any documentation you don’t send should still be referenced in your Part B and be available at your appraisal meeting. It may be helpful during your meeting to review some other clinical records.
You will use your meeting with your appraiser to review these forms and from this fill in Part C (your PDP).
Following your appraisal meeting:
It may be necessary following this meeting for both of you to do some further work before agreeing on the final version of these forms. You may decide to do this over the phone or to arrange another short meeting.
Once you are both happy with the content of Part C (PDP) you must both sign the declaration and send the whole of Part C (and a copy of your previous signed off PDP if appropriate) to the Clinical Lead whose details will be found on your Appraisal notification letter
Satisfactory production of a PDP, with feedback of the Appraisal process will allow the PCT to issue you with verifiable CPD, in line with GDC guidelines. More hours are awarded for your first Appraisal than subsequent ones
Once the whole process is complete your appraiser will either destroy all copies of documentation or hand them back to you.
You should keep all the original documentation (Part B) and copies of support documentation in your appraisal folder. These are for you to refer to in the following year to assess your own progress against your PDP (Part C) and this part will also be used in future appraisals to see how you are progressing.
You will be required to undertake a Dental Appraisal every 2 years in the month in which your birthday falls.
You will not always have the same Appraiser
Please keep your documents safe in a file for future reference.