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AGREEMENT BETWEEN NCAS AND COPDEND 1.0 Introduction REGARDING CONTACTS AND WAYS OF WORKING (Roles of PCOs/Trusts/NCAS/Deaneries) Postgraduate Dental Deans are already involved in the provision of educational support for dentists where concerns have been raised regarding their performance, For example, following investigation by the GDC or following local performance procedures, Practitioner Advice and Support Schemes (PASS). In addition to facilitating and supporting these local actions, NCAS undertakes assessments that result in recommendations that require educational expertise and support. This paper sets out some principles for contact between those working in local performance procedures, NCAS and deaneries to clarify expectations and the points in the process at which contact is likely to be appropriate. The Agreement will be submitted to COPEND for approval and reviewed within one year from date of initial approval. 2.0 Resources/Funding Mechanisms NCAS funds its own involvement in the provision of advice and local support to employing/contracting organisations and dental practitioners where there is cause for concern about performance. Therefore the cost of adviser, case manager and any other NCAS involvement is borne by NCAS. In addition, the cost of an NCAS assessment is borne by NCAS. The employing/contracting organisation will support the dental practitioner in attendance at the occupational and behavioural components of the assessment, this will include cost of travel and cost of locum employment should this be necessary. It is the responsibility of the employing or contracting organisation to fund remediation programmes for practitioners that have undergone an NCAS assessment or where local action plans have been facilitated by NCAS. In the case of a dentist who was employed in the NHS or under contract to a PCT but is no longer each case will need to be approached individually as there is no standard mechanism. It is likely that the dentist would fund part or all costs relating to assessment and any additional support from NCAS as well as any costs relating to an identified programme of remediation 3.0 Local procedures It is the responsibility of the employing/contracting organisation to initiate and carry out local procedures where there is cause for concern about the performance of a dental practitioner although early contact with NCAS for advice early is to be encouraged. The NCAS handbook and toolkit provide principles for local performance procedures. PCO's/Trusts are responsible for setting up effective local performance procedures and deaneries will expect that these will comply with NCAS principles. Neighbouring PCO's may have a joint procedure, and it will be expected that the local group that considers performance will include a member of the deanery team. The deanery has a role to support local referring body procedures set up to address concerns about poor performance through their local tutors, advisers and other personnel. These formal and informal procedures will include: PCT concerns groups; performance advisory groups and PASS. If they have not yet been set up deaneries will encourage PCO's to do so with NCAS support if necessary (see para 3.2). Deaneries do not fund Tutors/Advisers to attend such meetings. PCO's would need to cover salary and loss of earnings payments by reimbursement to the Tutor/Deanery. Local procedures may include some form of initial exploration and investigation of the concerns; the deanery will want to be assured that the process used is one that will lead to appropriate educational recommendations, if required. At any stage in local procedures the deanery may consider that referral to NCAS for assessment is necessary. If so, the deanery will request the PCO/Trust to make the referral, as the PCO/Trust is the body that remains responsible for handling the performance difficulty. 4.0 NCAS/PCT NCAS will provide advice and support to PCO's/Trusts to help clarify concerns and formulate local action plans where there are concerns about the performance of a dental practitioner. In such cases there would be no direct relationship between NCAS and the Deanery. NCAS Advisers will provide advice and support to PCO's/Trusts to set up local performance procedures where there are none in place. They will seek to ensure that the PCT involves the deanery in local development work in order to clarify its evolving role in local procedures. 5.0 COPEND / NCAS General COPDEND will appoint a lead dean for liaison with NCAS. The lead dean and the associate director of dentistry at NCAS will formally review this agreement annually. The lead director and associate director of dentistry at NCAS will meet to review NCAS service to include processes, outcome, difficulties and learning and this agreement not less frequently than once a year. COPDEND will invite a representative from NCAS to occasionally attend meetings of COPEUK or English CDO-Deans, and meetings of COPDEUK normally once a year, to share information about developments in the work of NCAS and COPDEND. NCAS will seek advice from COPDEND regarding planned developments in assessment methods and ways of working via the mechanisms of the NCAS external reference group, COPDEUK and ad hoc meetings as required. NCAS will make its annual report available to COPDEND. NCAS dental advisers will maintain contact with postgraduate dental deans to clarify ways of working and exchange information about the development of local procedures and the role of NCAS. Individual NCAS assessment cases NCAS will notify the relevant Deanery of all cases proceeding to assessment, although the Deanery is not involved in the assessment process. The Deanery will assign each specific case to a named Dean, Director or nominated deputy to oversee Deanery involvement with the case and notify NCAS who that person is. At the time of setting the terms of reference for the assessment, NCAS will ask the dentist to agree to a copy of the draft report being sent, by NCAS, to the postgraduate dental dean or director, on a confidential basis, if the report includes recommendations that are likely to require educational support. Following the assessment, a draft copy of the report will be sent to the Postgraduate Dean or Director provided that the dentist has given consent to this when he or she signed the terms of reference for the assessment. The Dean will be invited to advise on the recommendations, particularly with regard to their likely appropriateness and feasibility. The Dean will destroy the draft report on receipt of the final report. Once the final report is agreed, the NCAS adviser will work with the dentist, the referring body and the nominated Postgraduate Dean/Director/nominated deputy to agree an action plan based on the recommendations in the report. This will involve all parties in a formal meeting when the action plan is agreed (no more than eight weeks following receipt of the final report). The action plan will include specific educational and management interventions (as appropriate) with:
It is the responsibility of the individual dental practitioner to put together a portfolio demonstrating their compliance with the requirements of the action plan. NCAS will include the deanery in its evaluation six to twelve months after assessment to monitor progress and establish the effectiveness of the intervention. NCAS does not have powers to performance manage implementation of the action plan; that will remain the responsibility of the referring body. NCAS will inform the deanery of the outcome of the evaluation. The referring body may seek a follow up report from the Deanery in relation to completion and compliance with educational requirements of the action plan. 7.0 Summary of Dean's responsibilities
NCAS
Private & ConfidentialMarket Towers 1 Nine Elms Lane London SW8 5NQ Direct Line: 020 7084 [extension] Direct Fax: 020 7084 3851 [date] [name] [address of Deanery] NCAS ref: Case [number] (Please quote in all correspondence about this case) Re: Draft NCAS report of [name of practitioner] of [address of place of work] Dear [name of deanery representative] With the consent of the practitioner named above, I enclose a copy of the draft NCAS report. The practitioner undertook an NCAS assessment on [date] and this report includes recommendations from the assessors on how the difficulties identified might be addressed. The recommendations are couched in broad terms to allow local agreement about the specific details of the ensuing action plan. As you will know, NCAS has an agreement with COPDEND (copy attached) which includes a commitment for us to send you a copy of the draft report of an assessment. The purpose of this is to invite you to comment on the likely feasibility of the draft recommendations, from the perspective of the deanery. We shall take your views into account before issuing the final report. A copy of the draft report has been sent to the practitioner and the referring body. We shall send a copy of the final report to you, the practitioner and the referring body. Following that, we shall offer to facilitate a meeting with all three parties to agree an action plan, with goals, review dates, and responsibilities, clearly set out. If you would like to discuss the draft report further, will you please contact [name] . If you wish to comment, would you please do so within 3 weeks of the date of this letter to assist us to produce the final report as soon as possible. Yours sincerely [name] Case manager Enclosures: Draft NCAS report COPDEND agreement |
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