Governance for clinical trainees
If you are going to see a patient of the Trust as part of your training you are required to complete a governance passport. This section will explain what the governance passport is, what you need to do in order to obtain your governance passport and who to speak to if you need help.
Applicable to the following courses only
All students on a qualifying clinical training who will be carrying out clinical work at the Trust are expected to complete the governance passport. This includes students on the following courses:
community and educational psychology (PTDOTP001 – M4)
therapies with children, young people, and families (PTMATP001 – M34)
of psychodynamic psychotherapy (PCMATP001 – D58 / PCPDTPOO1 – D58 / PCMATP002 –
psychodynamic psychotherapy (PCTCTP004 – D59I)
psychotherapy with couples (PCTCTP001 – D59C)
psychodynamic psychotherapy (FOTCTP004 – D59F)
training in adult psychotherapy (PCTCTP005 – M1)
- Systemic psychotherapy – (SYMATP002 – M6)
If you are unsure if you will be seeing patients at the Trust and/or if this applies to you, please contact your course lead to discuss.
Students on the Psychoanalytic child and adolescent psychotherapy training (PCDOTP001 – M80) do not have their governance managed by this process and will be contacted separately by HR/their course team.
This section also applies to those students who are required to complete clinical work as part of their course, and who will be doing this at the Trust, for example students on:
- Systemic approaches to working with individuals, families and organisations – foundation (SYGCTP002 - D4)
- Advanced practice and research: social work and social care (SCDOTP003 – D55)
Why we ask students to do this
The Tavistock and Portman NHS Foundation Trust is committed to ensuring that students are provided with adequate training and information in relation to governance, and expect all students to complete a Governance Passport. This comprises a range of trainings that ensure that you are aware of the Governance policies of the Trust, understand your responsibilities and know who to contact if you have an issue in this area. It will enable you to begin working with a patient safely and ensure you are supported and aware of how to manage information about patients.
The passport also assures the protection of the patient, yourself and the Trust. This is coordinated by the Dean’s Office in the Department of Education and Training (DET) and must be completed by November 1st.
Once you have completed all the training you will receive a Letter of Completion which represents your passport. Once you have this you can, in agreement with your course lead and clinical team, begin your clinical work at the Trust.
Completing this training early in the year will mean you can begin your clinical work as soon as your tutor agrees that you are ready. Even if you don’t think you will be seeing a Trust patient we recommend you complete most of the training as it is sometimes the case that circumstances change and placements fall through. If you have done the training this will mean you are not delayed further should this be the case (please see the FAQs lower down the page).
Our procedure for Governance for clinical trainees is available at the link below:
There are three clinical directorates in the Trust: Children Young People and Families (CYAF), Adult Forensic Services (AFS) and Gender Services. Dr Sally Hodges is the Chief Clinical Operating Officer for the Trust, supported by three Divisional Directors responsible for CYAF, AFS and Gender Services. If you are a clinical trainee here, as well as being part of DET, you will belong to one of these Directorates and be placed in a clinical team while you undertake your clinical work with the Trust. They will be responsible, with your tutor’s permission, for allocating you a patient and managing appointments and administrative matters surrounding them. You should contact them directly for any matters regarding your patient.
Your tutor will advise you which clinical team you will be conducting your placement with and you will meet them online during the clinical directorate and induction in Welcome Week.
What is included in your Governance Passport?
The following training must be completed for a passport to be awarded:
1. Disclosure and Barring Service (DBS) check
2. ONLINE clinical and directorate induction
3. Information governance (included in point 2 above)
4. Online clinical governance
You will be able to access Moodle and enrol on the ‘Governance for clinical trainees’ page to complete the online governance requirements once you have received your Shibboleth log-in (please see section one: pre-enrolment – points 4 & 5).
a). Acceptance of all Trust policies and procedures.
b). Online clinical induction.
c). Completion of quiz regarding all policies and procedures related to clinical supervision and health records management.
5. Carenotes training
We will also issue you with a Trust email address and login as part of this process.
Note: this will only be issued when your placement is confirmed and all training is complete
What is not included in your Governance Passport?
The following is not included in your passport and will be arranged by your clinical directorate if required:
- Safeguarding training beyond
- Training on local processes and
How to obtain your Governance Passport
Welcome Week | Governance Passport Checklist
1 Disclosure and Barring Service (DBS) Check
This is a check of criminal records and barred lists.
Once you have accepted your offer you can begin your DBS application.
(See section one: pre-enrolment - point 2)
2 Online Clinical and Directorate Induction
This is held on Thursday 24 September from 10am-2pm. Zoom link will be emailed to you along with the timetable ahead of the event.
Attendance is mandatory and students must attend for the duration. Failure to do so will result in this being recorded as incomplete and students will be required to attend a Trust induction.
3 Information Governance Training
This training will ensure you understand the requirements surrounding patient data and will be provided as part of the online clinical induction on Thursday 24 September.
4 Online Clinical Governance
4a Accept all Trust policies and procedures
These cover all aspects of working with a patient of the Trust and it is essential that you are familiar with them.
There is a link to all the policies and procedures on the Moodle page. Students should familiarise themselves with these before completing the “Compliance Confirmation”. A certificate will then be sent to the Dean’s Office.
4b Online Clinical Induction
There are a number of videos on the Moodle page that students must watch. They must then complete a quiz that covers all of the videos. A certificate will be sent to the Dean’s Office.
4c Accept and complete a quiz regarding all procedures related to clinical supervision and Health Records Management
While seeing a patient at the Trust you must be in receipt of regular clinical supervision. Your clinical team will provide details about how this arranged in your team.
You must also maintain patient records in line with the Health Records Management Procedure. Failure to do so may result in students being investigated under the Trust Professional Suitability Procedure and ultimately termination of training.
You must accept these policies and complete a quiz in Moodle to ensure that you understand these procedures and your responsibilities.
5 CareNotes Training
CareNotes is the Trust patient record system. You will use this system to record all appointments, make notes, record outcome measures, complete necessary paperwork and write letters.
Training dates will be advertised on the Moodle page and students are asked to book themselves onto a session with the training team. Sessions last 3 hours and are on site including a section on Outcome Monitoring which you must also complete.
Frequently asked questions
If I am not seeing a patient at a service run by the Trust, but am working clinically elsewhere, do I need to complete the passport?
You do not need to complete all the training before you begin seeing an external placement with the exception of the onsite clinical and directorate induction.
However, as placements do sometimes fall through it would be wise to complete the training now so you are ready if this does happen. We would ask that you don’t complete CareNotes until your onsite placement is confirmed but you can complete all the other aspects of the training. This will mean you don’t experience further delays if your placement falls through.
I will be working in a service that does not use CareNotes, do I need to complete the training?
No, but you do need to complete all other areas of the passport.
I don’t know where I am doing my placement.
You should discuss this with your tutor who can advise you. We would advise that you complete the Governance Passport (except CareNotes) if this is not yet confirmed.
I cannot attend any of the CareNotes sessions, what should I do?
All clinical trainees that need this training must attend one of the sessions offered. The training lasts 3 hours and you must stay for the entire session. Individual sessions cannot be booked. You will not be issued with a CareNotes log in or a Governance Passport until this is completed.
I use Carenotes at work, do I need to do the training?
Yes, however, if there are a sufficient number of students in this position a shorter training shall be arranged. Please contact Isabelle Bratt to discuss: IBratt@tavi-port.nhs.uk
I already have a DBS check with my employer, do I need to do it again?
We can accept your current DBS if it is registered with the online update service. If this is the case for you, we will be in contact to arrange an appointment on Zoom where you will be asked to present the certificate on-screen. If you do not have a DBS or yours is not on the online update service, you will need to apply for one with us and we will arrange an online meeting to start this process. It is the Trust’s policy that you must have a DBS check completed by the Trust which will be valid for a period of 3 years. We are unable to accept a DBS check from an employer unless you are already employed by the Trust.
I am an employee of the Trust. Do I need to complete the Governance Passport?
No, your employment and training obligations cover the relevant areas.
I am busy on the day of the clinical and directorate induction, what should I do?
Attendance at the ONLINE clinical and directorate induction is a requirement that can only be waived in exceptional circumstances. If you cannot attend you will need to attend a Trust INSET day later in the year. Please be advised that this may delay you in beginning clinical work as you will not be issued a letter of compliance until this is complete. Students that are unable to attend the clinical and directorate induction should speak to Isabelle Bratt: IBratt@tavi-port.nhs.uk