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Frequently Asked Questions

We have gathered your frequently asked questions into a series of categories, which you can see in the sub-menu under the "FAQs" main menu. You can browse the questions or you can search for a particular question or key word by typing into the "Search" box at the top of this page.

We are updating and adding to these questions regularly. If there is anything further you would like to see on this page please contact us.

  • Browsers and compatibility

  • What browsers does Horus work in?
    • We only test Horus on the following browsers:
      - Internet Explorer version 11
      - Edge
      - Chrome on Windows (latest versions)
      - Safari on iOS (latest version)

      If you experience problems with Horus on older versions of Internet Explorer or Safari, you should switch to the latest versions of Chrome or Firefox. Note that Horus is not accessible in Internet Explorer 10 or below, as many of the features are not compatible with out of date browsers.
      --> IT departments that require you to run very old versions of Internet Explorer should be able to provide you with an alternative modern web browser.

      We will also support and fix queries from people using up to date browsers for the following platforms (although we don't test these platforms on a regular basis):
      - Firefox on Windows
      - Safari/Chrome on Mac OSX
      - Chrome on Android

  • What are the minimum IT requirements to use Horus?
  • Before you register

  • Who can use the Horus ePortfolio?
    • You can access the Horus ePortfolio for free if you fulfill any of the criteria listed below.

      • You are a foundation doctor working in England
        • Note that all appointments to F1/F2 level/equivalent posts made outside of the national recruitment process will be considered to have "NTG" status in Horus (see below)
      • You are a non-trainee grade (NTG) junior doctor (or other healthcare professional) working in a foundation-level (or similar) post in England - only in trusts where foundation doctors also work
      • You are a clinical, educational, academic or any other kind of supervisor to a foundation/NTG doctor in England
      • You are involved in the day to day training/support of foundation doctors in England (for example, a ward pharmacist, a nurse or an allied health professional)
      • You are a foundation training programme director or clinical tutor at an NHS trust in England
      • You are responsible for maintaining the information in the Horus ePortfolio or for monitoring the progress of foundation doctors in England as an administrator (for example an NHS trust postgraduate centre administrator or a foundation school administrator)
      • You are a foundation school manager or foundation school director in England
      • You are an ARCP (annual review of competence progression) reviewer or panel chair

       

      If you fit into any of the categories listed above and would like to access Horus, please contact your local e-portfolio administrator - either in your local postgraduate centre or foundation school. 

      Learn more about registering.

  • Do I have to pay to use the Horus ePortfolio?
    • You can access the Horus ePortfolio for free if you fulfill any of the criteria listed in the "Who can use the Horus ePortfolio" section.

      It is not possible to pay to use the Horus ePortfolio. If you do not fit into any of the listed categories, you will not be able to use Horus. Health Education England will review this policy in 2020.

  • What do I need in order to access the Horus ePortfolio?
    • In order to access the Horus ePortfolio you will need an internet connection, an email address and a password. You can get login details by registering for an account.

  • Registering

  • How do I register?
    • To register, please contact your local Horus ePortfolio administrator (this will usually be your local postgraduate centre team or your foundation school administrator). They will be able to create an account for you.

      Please note that the Horus helpdesk team is not able to create accounts for individual users.

      If you are an administrator, learn more about how to create a new user account.

       

  • Problems with registration

  • Why have I not received my activation email yet?
    • Ensure you have checked the inbox and junk/spam folder of the email account you have been registered with, as your account activation details will have been sent to that email address. The email may take a few minutes to arrive.

      Sometimes our emails can be wrongly identified as junk mail so please check your junk mail or spam folder carefully. 

      Learn more about the activation email.

      If you have checked your email account and still haven’t received your activation email (or your activation link has expired), you should first take the steps described in the resetting your password section.

      If you still don't receive your activation email, contact your local Horus ePortfolio administrator (this will usually be your local postgraduate centre administrator or foundation school administrator), who will be able to verify your account details or create a new account for you if appropriate.

      Learn more about how to register for a Horus account.

      If you are an administrator, learn more about sending activation emails and creating new user accounts.

  • I think I already have an account - how do I find out my registered email address and password?
    • If you think you have an account, then you should try to sign in.

      If you think you have an account but cannot remember your registered email address, learn more about your registered email address.

      If you are unsure of your password but do know your registered email address, try to reset your password.

      If you are unsure about whether or not you have an account, you should try to log in (see steps above). If, after following the steps above, you are not able to log in, contact your local Horus ePortfolio administrator (this will usually be your local postgraduate centre administrator or foundation school administrator).

  • Signing in basics

  • How do I sign in to my account?
    • Once you have been registered on Horus, follow these steps to sign in:

      1. Go to the Horus ePortfolio website by typing https://horus.hee.nhs.uk into your browser (or by clicking the link)
      2. Enter your email address and password
      3. Select the 'Sign in' button.

      This is an image of the Horus ePortfolio sign in page

  • How do I access my account for the first time?
    • When an account is created for you, you should receive an activation email with a link to a page where you can set up your password. 

      You can activate your account without the activation email by following the resetting your password process.

  • What will my activation email look like?
    • Your Horus ePortfolio activation email will look like this: 

       

      From: noreply.horus@hee.nhs.uk

      Subject: Horus ePortfolio account has been created

      Message:

      Horus ePortfolio
      For foundation doctors in England

      Dear [Your name]

      An account has been created for you on the Horus ePortfolio. Please go to Horus and set your first password to gain access to your account.

      If you prefer not to click links in emails, you can request your own account activation email by typing https://horus.hee.nhs.uk/account/reset-password/request into your browser (or searching for ‘Horus ePortfolio reset password’ in your preferred search engine, selecting the Horus ePortfolio Support link and following the on-screen instructions).

      Thank you for your co-operation.

      Horus is the ePortfolio for foundation doctors in England. It has been developed and is maintained by NHS Health Education England.

      Please don't reply to this email address as it is not monitored.

       

      Learn more about what to do if you have not received your activation email yet.

  • What do I do if the link in my activation email has expired?
  • Problems with signing in

  • What should I do if I can't sign in to my account?
  • Signing out

  • How do I sign out of Horus?
    • The 'Sign out' button is in the top right corner of the page and it is accessible from every screen in the system.

      This is an image of the Horus ePortfolio sign out button

  • Why do I need to sign out?
    • In order to protect your account and your e-portfolio contents, you should always sign out of the system when you have finished working. This is particularly important if you are working on a shared computer (e.g. in a hospital computer room).

      The system will automatically sign you out after a period of inactivity.

  • Username and password basics

  • What is my username?
  • What is my password?
    • When your account is created, you will receive an automatic activation email. When you select the link in this email, you will be asked to set up a password - this will be your password for Horus until you change it.
      Learn more about resetting your password.

       

  • Username

  • I have forgotten the email address with which I am registered on Horus
    • If you don't know with which email address you are registered on Horus, contact your local Horus ePortfolio administrator (this will usually be your local postgraduate centre administrator or foundation school administrator). They can remind you of the email address held for you on Horus once they have confirmed your identity.

      If you can't access the email address with which you are registered on Horus or it is incorrect, learn more about what to do next.  

  • I can't access the email address with which I'm registered on Horus
    • If you can't access the email address with which you are registered on Horus, contact your local Horus ePortfolio administrator (this will usually be your local postgraduate centre team). They will be able to change your email address for you.

      If you are an administrator, learn more about how to change another user's email address.

  • How do I change my username?
  • How do I change my email address on Horus?
    • If you know your Horus login details, you can change your email address when you are logged in to Horus.

      1. Sign in to Horus
      2. Select your name in the top right hand corner (next to "Sign out")

      This is an image of the user profile button

      3. Select "Edit account information"

      This is an image of the edit account information button
      4. In the "Email" field, delete the email address in there and type your new email address
      5. Enter your current password (for security)
      6. Select "Save Changes".

      This is an image of the account information fields that can be edited

      If you don't know the email address with which you are registered on Horus, learn more about retrieving your registered email address.

  • As an administrator, how do I change another user's email address?
    • 1. In the 'Admin menu', select either 'Foundation Doctors' or 'Users', depending on which user you need to change an email address for
      2. Search for the relevant user using the available filters
      3. Select the orange button in the 'Account' column next to the relevant user (the screenshot below is from the 'Foundation doctor list' - the 'User list' works in a similar way.
      This image shows the foundation doctor search results

      4. In the "Email" field, delete the email address in there and type or paste in the new email address
      5. Select "Save Changes".


      This image shows the doctors details that can be updated

      If the user has not logged in to Horus before, they will need to use this new email address to set their password.

  • Password

  • How do I reset my password for Horus?
    • 1. Go to the Horus sign in page
      2. Select the 'Unable to sign in?' link
      3. Enter your email address in the box
      This image shows the password recovery page
      4. Select the 'Recover password' button
      5. Wait for an automatic email to arrive in your mailbox from noreply.horus@hee.nhs.uk (remember to check your junk mail)
      6. Select the link in the email (the link will only be active for 24 hours)
      7. Enter your new password in the two boxes
      8. Select the 'Save' button.

      Learn more about what your password reset email will look like.

      Learn more about what to do if you do not receive your password reset email.

  • What will my password reset email look like?
    • Your Horus ePortfolio password reset email will look like this: 

       

      From: noreply.horus@hee.nhs.uk

      Subject: Regain Access

      Message:

      Horus ePortfolio
      For foundation doctors in England

      Please use the link below to regain access to Horus. This link will only work for 24 hours.

      Your username is your email address.

      Reset link https://horus.hee.nhs.uk/choose-new-password/[Unique code]

      Thank you for your co-operation.

       

      Learn more about how to reset your password.

  • I have forgotten my password
  • How do I change my password?
    • If you know your password and would like to change it, you can do this when you are logged in to Horus.

      1. Sign in to Horus
      2. Select your name in the top right hand corner (next to "Sign out")
      3. Select "Change password"
      4. Enter your current password and then your new password in the next two boxes
      5. Select "Change password".
      This image shows step 1 of the password changing process -->This image shows step 2 of the password changing process-->This image shows step 3 of the password changing process

      If you don't know your password, you should use the reset password process.

  • What are the password rules for Horus?
    • The following rule is enforced:

      • At least 8 characters


      In addition, we recommend you follow the rules below for your own security:

      • Use at least one number and one upper case letter
      • Use at least on symbol (!"£$%^&*)
      • Avoid familiar names and common words, including your own name or email address


      Make sure you have strong and unique passwords for all your online accounts. Advice can be found on the government's Cyber Aware website.

  • North West of England Foundation School (NWoEFS) users

  • I used the Horus ePortfolio before the 2017-18 training year. Can I use the same login details for the 2017-18 version of Horus?
    • You can use the same email address but will need to set up a new password. Learn more about resetting your password.

      All user account information (except passwords) from previous versions of Horus have been transferred to the new version of Horus.

  • Roles in Horus

  • What user roles are there in Horus?
    • User types

      There are two types of user roles in Horus:

      1. Foundation doctor (FD) (or NTG, who uses Horus to record their own competences)
      2. Any other doctor (for example, a doctor who is a trainer) or other user (for example, a nurse or a postgraduate centre manager)

      Access types

      Type 1 users have access to their own portfolio only.

      Type 2 users can have the following types of permission (depending on where they work):

      - Foundation School Director (FSD)
      - Foundation School Manager (FSM)
      - Foundation Programme Director (FPD)
      - Administrator
      - Trainer
      - ARCP Panel Member

      FSDs, FSMs, FPDs and admins have access to the portfolio of any FD/NTG who has placements at their location.

      Trainers and ARCP panel members have access to the portfolio of any FD/NTG to whom they have been assigned as a supervisor/ARCP panel member.

      Supervisor types

      Type 2 users can be assigned to FDs/NTGs as any of four types of supervisor:

      1. Academic supervisor
      2. Clinical supervisor
      3. Educational supervisor
      4. Other supervisor (explain in free-text)

      Guidance on managing these roles is available in the "User management" section.

  • What does it mean to be a "trainer" in Horus?
    • A "trainer" in Horus is a type of user permission that allows the user:

      • to be assigned to foundation doctors/NTGs as a supervisor
      • to be asked by foundation doctors/NTGs to sign supervised learning events (SLEs) and core procedures
        • This means that doctors more senior than F2, nurses, pharmacists, allied health professionals and other types of healthcare staff will be assigned the "trainer" permission in Horus 
      • to keep records of any forms they sign for foundation doctors/NTGs


      This permission-type should not be confused with the "GP Trainer" accreditation, which is official terminology used in the GP Educator pathway facilitated by HEE local offices and NHS trusts.

  • UK Foundation Programme roles and responsibilities

  • What is a foundation doctor expected to do in the e-portfolio?
  • What is an academic supervisor expected to do in the e-portfolio?
    • The Foundation Guide (2019) states that:

      (p.17) 2.53 Foundation doctors in an academic foundation programme should also have an academic supervisor. The academic supervisor is responsible for overseeing a specified foundation doctor’s academic work and providing constructive feedback during an academic or related placement.

      (p.59) 4.97 On entry to the AFP, the named academic supervisor should devise a research plan with the trainee as the context against which to assess their academic progress. The educational supervisor and named academic supervisor should work together to ensure that clinical and academic objectives are complementary. Both supervisors and the trainee should be aware of the trainee’s overall clinical and academic requirements.

      4.98 The academic supervisor should submit a report to the Educational supervisor at the end of the academic placement, highlighting the AFP trainee’s achievements, strengths and areas for development. The Educational supervisor should use this report as evidence for their end of year report about the trainee, which will be used by the ARCP panel to recommend an outcome.

      The forms available in Horus specifically for the academic supervisor are:

      Academic Supervisor End of Placement Meeting Form
      Academic Supervisor Initial Meeting Form
      Academic Supervisor Mid Placement Meeting Form

  • What is a clinical supervisor expected to do in the e-portfolio?
  • What is an educational supervisor expected to do in the e-portfolio?
  • Menu basics

  • What are the menu options in Horus?
    • Different user types see different menu options. These are available at the top of the screen at all times.

      • Administrators (administrators, FPDs, FSMs, FSDs)
        • Home
        • Admin menu
        • Trainer menu
        • Forms (start new)
        • ARCP panels
        • Help
        • Personal details ("Your name")
        • Sign out

      This image shows the menu options on an administrator account 

      • Trainers
        • Home
        • Trainer menu
        • Forms (start new)
        • ARCP panels
        • Help
        • Personal details ("Your name")
        • Sign out

      This image shows the menu options on a trainer account

      • Foundation / NTG doctors
        • Home
        • Portfolio
        • Forms (start new)
        • Help
        • Personal details ("Your name")
        • Sign out

      This image shows the menu options on a foundation doctor/NTGs account

  • The trainer menu

  • What is in the trainer menu?
    • There are two options in the trainer menu:

      To see these options, select "Trainer menu" from the main menu. To close the menu, select the "X" in the bottom left corner.

      This image shows the trainer menu options

       

  • How does a supervisor see the doctors they're supervising?
    • 1. Main menu > Trainer menu

      2. "Supervising"

      This image shows the trainer menu options

      3. 'Previous', 'Current' and 'Future' supervised foundation doctors/NTGs will appear in three tabs.

      This image shows the supervising page

      These groups are calculated using a FD's/NTG's active rotation. This means that supervised FDs/NTGs will not move from 'Current' to 'Previous' the day after the end of the supervised placement.

      You can

      - See a FD's/NTG's portfolio by selecting the orange "Open" button in the 'Portfolio' column

      - Create new forms by selecting one of the quick access links in the grey box on the right

  • What is the trainer ‘Activity Summary’?
    • Users with a "trainer" permission on Horus can view a list of forms they have completed (that is, signed for foundation doctors/NTGs).

      1. Main menu > Trainer menu

      2. "Activity Summary"

      This image shows the trainer menu options

      You can filter by the following:

      - Dates from/to forms were completed
      - GMC Number
      - First name
      - Last name
      - Email address
      - Portfolio item type (that is, form name - see a list on the Blank Forms page)

      Select "Advanced filters" to see all the above filters.

      Select "Filter" to search.

      This image shows the activity summary search and filter options

      You can view 10, 25 or 50 records at a time.

      You can view the completed form directly from this page by selecting "Open" next to the relevant form.

      This image shows the activity summary results

      You can take a screenshot of this page or copy it and paste it into another document (word processor, spreadsheet etc) if required. 

  • The portfolio menu

  • Where is the portfolio menu?
    • The portfolio menu is in a different place depending on the type of user you are. 

      • Foundation doctor (or an NTG using Horus to record your own competences): "Portfolio" will be your second main menu item:

      This image shows the portfolio menu options

      • Supervisor: select the relevant foundation doctor from your "Supervising" main menu item.
      • Administrator: select the relevant foundation doctor from your "Admin menu" main menu item, "Foundation Doctors" sub-menu.

      For both supervisors and administrators, the portfolio menu will be on the right hand side, below your main menu bar.

      Select the orange bar showing the foundation doctor's rotation details to open the portfolio menu:

      This image shows the portfolio drop down menu options

  • What are the portfolio menu items?
    • Each foundation doctor has access to a set of menu items. All other users who have access to a foundation doctor's portfolio have access these menu items as well.

      • Overview
      • Contents
      • Curriculum
      • Download Portfolio
      • PDP
      • Reflection
      • TAB
      • Career Planning
      • e-LfH
      • Concerns
      • Mandatory teaching log

       

      Learn more about where the portfolio menu is.

  • Creating users

  • How do I create a new user account?
    • To create a new user account in Horus, you have to have an administrator-style permission assigned to your own account. This means you need to have one of the following permissions:

      - Foundation School Director
      - Foundation School Manager
      - Foundation Programme Director
      - Administrator

      If you don't have the correct permission, you need to request this from a colleague who does (note that foundation doctors/NTGs and trainers are not likely to have/need administrator permission). All HEE foundation school teams have relevant permissions, so contact your local HEE foundation team if you have any queries.

      See below the steps to add a new user to Horus. Alternatively, you can view the video tutorial for adding a doctor or adding any other user or the User Management pdf user guide.

      1. Admin menu

      2. Add new user

      3. Select the type of user you would like to add

      - Foundation doctor (or NTG who will use Horus to record their own competences)
      - Any other doctor (for example, a doctor who is a trainer)
      - Any other user (for example, a nurse or a postgraduate centre manager)

      4. If adding any type of doctor, you need to enter their GMC number. Horus will then search the GMC register and if the number is correct, you will be able to "add user to Horus". You then need to add their email address.

      - If they are a foundation doctor, you then need to create their placements. Learn more about what to do if you miss this step.
      - If they are any other doctor, you then need to add a permission/permissions to their account.

      5. If adding any other user, you need to enter their name and email address, and then add a permission/permissions to their account.

  • How do I create an account for a foundation doctor whose GMC number is not yet live on the register?
    • Introduction

      Near the start of a new training year Horus administrators at NHS trusts or foundation schools may need to create accounts for foundation doctor whose GMC number is not yet live on the register. These doctors will most likely have been recruited after the main recruitment round (in later batch or stand-alone allocations, for example) and will not have been included in the bulk import performed by the Horus team during May/June 2019.

      Horus is linked to the GMC's open-access List of Registered Medical Practitioners (LRMP). For doctors (whether in the foundation programme or training/supervising those in the foundation programme), the GMC number, first name, middle name and last name that is shown on Horus comes directly from the LRMP. This means that doctors being added before their registration is live can't be linked directly in the first instance.

      Instructions

      To create an account for a foundation doctor whose GMC number is not yet live on the register:

      1. Admin menu

      2. Add new user

      3. Add foundation doctor/NTG 

      4. Manually add a recently registered doctor (just above the blue information bar about NTGs)

      5. Enter their details. The GMC number field should be completed accurately whenever possible, but in exceptional circumstances you may choose to leave this field blank.

      6. Save Changes

      • If you have entered a correct GMC, Horus will automatically synchronise the foundation doctor's details with the information on the register once the relevant GMC number is live.
      • If you have not entered a GMC, you can enter it later by finding the doctor in the "Foundation Doctors" list, selecting "Account" and then the "Provide valid GMC number" link.
      • If you have entered an invalid or incorrect GMC number, follow the guidance here.

       

  • As a foundation doctor/NTG, how can I add a trainer or assessor to Horus?
    • A pdf user guide is available (link will open in a new window).

      As a foundation doctor/NTG, you can create accounts for trainers or assessors in your area who don't appear in your search results when you're adding a trainer/assessor to a form. See the steps below:

      1. If you cannot find the trainer/assessor you’re looking for while you're creating an SLE/Core Procedure, select “Save (and leave as draft)” at the end of the form

      2. Select the “Forms (start new)” main menu 

      3. Select the “Add new Doctor" or "Add new Nurse/AHP" link (as appropriate) in the top right hand corner

      4. If adding a new doctor

      1) Enter their GMC number into the search box and select "Search"

      2) If they are already on Horus, you will see in the search results "Account already exists in Horus" and at which organisation they have been listed.

      • If this is not your organisation, select the "Add to your site" button. On the next page, select your current site from the list (this may be the only option you have) and select "Save changes".
      • If this is your organisation, you may have written their name differently when you searched for them in your form. Note how their name is spelled and go to step 6.

      3) If they are not on Horus, you will see in the search results "No doctors registered on Horus matched this search." and the option to "Add to Horus".

      • Select "Add to Horus"
      • Enter their email address, select "Yes" in 'Send activation email' and select "Save changes"
      • Select your current site from the list (this may be the only option you have) and select "Save changes".

      5. If adding a nurse/AHP/other type of user

      1) Complete their details

      2) Select "Yes" in 'Send activation email'

      3) Select "Save changes"

      • If a user with the email address you entered already has an account on Horus, you will see this confirmed on the next page.
      • Select "Set up permissions" to add them to your organisation

      4) Select your current site from the list (this may be the only option you have) and select "Save changes".

      6. Once you've completed either step 4. or 5., return to your draft form (which you can access from your home page "Forms in draft" list) and search for the trainer or assessor again. As long as you spell their first/last name / type their GMC number exactly as it appears in Horus they will come up in your form.

      • If you miss out the step to assign the new user to your organisation (if for example you're interrupted during the process), simply repeat the steps above. 

       

      Note that you only need to complete this process once for each trainer/assessor who is not already on Horus. You and your colleagues will then find the individual in the trainer/assessor search in the relevant form the next time you want to ask them to sign for you. 

      Learn more about

      - what to do if you enter your trainer or assessor's email address incorrectly

      - why trainers or assessors who are not educational or clinical supervisors need to have a Horus account

      who can approve/sign SLEs and Core Procedures in Horus.

  • What do I do if a trainer or assessor has been set up with an incorrect email address?
  • Why do trainers and assessors who are not educational or clinical supervisors need to have a Horus account?
    • Trainers and assessors who are not educational or clinical supervisors need to have a Horus account for a number of reasons:

      • to standardise the way trainers' and assessors' details are recorded in supervised learning event and core procedure forms
      • to speed up the adding of trainers and assessors to forms (each trainer/assessor only needs to be added to a location once - subsequently they will appear in FD trainer/assessor searches)
      • to allow trusts to more easily audit who is completing SLEs and assessments for their foundation doctors
      • to allow trainers and assessors to have access to the forms they have filled for foundation doctors for their own records (for example for reference writing or their own CPD)

       

      Note that TAB raters and PSG members do not need to have a Horus account to be able to provide feedback about a foundation doctor.

      Learn more about how a foundation doctor can add a trainer or assessor to Horus.

  • I have created a new foundation doctor account but didn't create their placements. How do I find them again in the system?
    • The process to create a foundation doctor is a holistic one – you need to do all the steps for them to appear on your list of foundation doctors.

      Summary of steps (detailed in the link above):

      1. Admin menu > Add foundation doctor
      2. Search GMC number
      3. Select Add to Horus
      4. Enter email address and medical school
      5. Save changes
      6. Configure rotations
      7. Save changes

      Without doing steps 6-7 the newly added foundation doctor has no location and so won’t show up in any location's list.

      To correct this, the administrator needs to essentially repeat the above process. If steps 1-5 were completed, the details entered in step 4 will be saved and you will see the option to "Add rotations" when you search for their GMC number in "Add foundation doctor".

  • I have created a new trainer or administrator account but didn't assign them any permissions. How do I find them again in the system?
    • The process to create a user is a holistic one – you need to do all the steps for them to appear on your list of local users.

      Summary of steps (detailed in the link above):

      1. Admin menu > Add doctor / nurse/AHP / other user
      2. If doctor - search GMC number > Select Add to Horus
      If nurse/AHP/other - enter name
      3. Enter email address
      4. Save changes
      5. Assign permission(s) to locations and roles
      6. Save changes

      Without doing steps 5-6 the newly added trainer or administrator has no location and so won’t show up in any location's list or have access to any Horus tools.

      To correct this, an administrator with access to Horus and the location required for the new user needs to take the following steps: 

      1. Admin menu > User list
      2. Scroll to the bottom of the page > select "Can't find your user? Search across all organisations"
      3. Search for the user by their name or email address or look for them in the list
      4. Select "Edit" in the 'Permissions' column next to the relevant user's name
      5. Assign permissions as usual, remembering to "Save changes"
      You can view how to assign permissions in the "Adding a new doctor" video tutorial - scroll to 01:17 to jump straight to permissions.

  • How do I add permissions to my organisation to an existing user at another organisation?
    • NOTE: This process does not apply to foundation doctor/NTG accounts. See what to if they transfer from another trust within your foundation school or from a trust in another foundation school.

      If you have a new member of medical staff who has already used Horus at another trust, you will not be able to create a new account for them (this is to make sure there are as few duplicate accounts as possible on Horus). A GMC number can only be used on one Horus account at a time. 

      To give the doctor permission to their new organisation, an administrator with access to Horus (and the organisation required for the doctor) needs to take the following steps: 

      1. Admin menu > User list
      2. Scroll to the bottom of the page > select "Can't find your user? Search across all organisations"
      3. Search for the user by their GMC number
      4. Select "Edit" in the 'Permissions' column next to the relevant user's name
      5. Assign permissions as usual, remembering to "Save changes"
      You can view how to assign permissions in the "Adding a new doctor" video tutorial - scroll to 01:17 to jump straight to permissions.

  • How are Foundation Programme Directors (FPDs) set up in Horus?
    • FPDs are set up as administrator-style users on Horus. They are able to do everything an administrator can. You do not assign FPDs to foundation doctor placements - they have access to the portfolios of all foundation doctors in their assigned location(s).

      Once you've created a user account for the relevant FPD, you should assign them the "Foundation Programme Director" permission at the required trust or site.

      Learn more about user management

  • How do I send an account activation email to a user?
    • All registered users are able to activate their own account by following the password recovery process. However, administrators may wish to notify users that their account is ready for activation by using the “Account activation” process within Horus. Here, administrators are able to send an email from Horus to relevant users that contains a link for them to click, where they will be asked to set up their password for Horus.

      You can download the pdf user guide, which contains screenshots, or view the simple steps below.

      1. Click on “Admin menu”

      2. Select either “Foundation Doctors” or “Users” from the “Account activation” sub menu

      3. Select the required organisation at the top of the page

      - This can only be at either trust or site level (that is, not at foundation school or HEE local office level)

      4. Select your filters, if required

      - Foundation doctors can be filtered by grade (All/F1/F2) and training year ("2019-20" etc)

      - Users can be filtered by type (Admins/Trainers)

      5. You can select all users, one specific user or as many users as required

      - Select all users by clicking the “Select all for activation email” link at the bottom of the list

      - Select a specific user/s from the list by ticking the box next to their name/s in the “Send activation email” column

      - You can use the search box to filter for a specific user (found by selecting “Advanced filters” on the Foundation Doctors screen)

      6. To send activation emails, tick as many boxes in the “Send activation email” column as required and then select “Send activation emails”

      7. Selected users will receive an account activation email from noreply.horus@hee.nhs.uk. The link in the email will be active for 7 days.

      Account activation emails can also be sent when you create a user manually, by selecting ‘Yes’ for the “Send activation email” field at the bottom of the add user screen

       

      Guidance on how to activate your account and set or reset/recover a password:

      - How do I access my account for the first time?

      What will my activation email look like?

      - Why have I not received my activation email yet?

      - How do I reset my password?

      - I have forgotten my password

      - How do I change my password?

  • Removing users

  • Who can revoke/remove user permissions?
    • Administrators and FPDs are able to revoke/remove permissions for anyone (this includes admins and FPDs) at their own location level and below their own location level within the location tree.

      It is the responsibility of administrators (inc FPDs) within each location to keep the list of users who can access foundation doctor e-portfolios in that location up to date.

  • I have a foundation doctor who was allocated and set up on Horus, but has now withdrawn from the Foundation Programme. Can I delete their account?
    • Yes - you can delete a foundation doctor's account, as long as:

      - their e-portfolio is empty (that is, they have not completed any forms/had any forms completed for them - this includes signed declarations)
      - they have placements at one of the locations you have permission to (or have no placements at all) 
      - you have an administrator-style permission.

       

      See below the steps to delete a foundation doctor's account.

      1. Admin menu > Delete Foundation Doctors

      This image shows the administrator menu options with delete foundation doctors highlighted

      2. Enter their GMC number and select "Search". If the doctor doesn't have a GMC number linked to their account select "Search by email address", enter the doctors email address and select "Search".

      3. Check the details that appears on the screen to ensure that the correct foundation doctor's account has been found. If so, select "Delete".

      This image shows the delete foundation doctors page 

      Learn more about what the "Delete Foundation Doctors" functionality is for.

  • What is the "Delete Foundation Doctors" functionality for?
    • The "Delete Foundation Doctors" functionality (available in the Horus Admin menu) is only for foundation doctors (FDs) who were allocated but didn't start the foundation programme. It is not intended to be used for FDs who started the foundation programme but left after a short time. 

      Any FDs who left after a short time should have their rotation/placement end dates updates to reflect the short time they were in the programme - the minimum is 2 days (e.g. 2 August 2017 to 3 August 2017) and any further placements (e.g. December - April and April - August) should be deleted.

      Learn more about how to delete a foundation doctor

  • How long after creation will an inactive (never logged into) FD/NTG account be deleted?
    • If an account has not been logged into and used 3 months after the creation date it will be deleted from the Horus system.

  • A member of staff has left the trust - can I delete their account?
    • Employee-type users (supervisors, trainers, admins) cannot be deleted. If they no longer need access to Horus simply revoke all their current permissions and they'll no longer be able to perform any actions on the system.

      Learn more about how to revoke staff permissions.

  • A member of staff has left the organisation - whose responsibility is it to remove their permission(s)?
    • When a member of staff leaves an organisation where they had access to Horus, it is the responsibility of the administrative staff at that organisation to remove their permission(s). For good information governance it is important that these permission updates are made as soon as someone no longer needs access to Horus.

  • A member of staff has left the trust - how do I revoke/remove their permission(s)?
    • 1. In the 'Admin menu', select 'Permissions'

      This image shows the administartor menu options with manage permissions highlighted

      2. Select the location from which you want to revoke someone's permission

      3. Search for the user in the 'Choose user' text box (start typing their name, wait for the search results to appear, select their name from the drop-down option(s))

      This image shows the manage permissions page

      4. Select

      - "Revoke permission" (if they were an administrator/foundation programme director/foundation school manager/foundation school director) or

      - un-check "Trainer" if they were a trainer or

      - both of the above if they were both.

      5. Select 'Save Changes'

      If you have made a mistake you can use this same screen to re-assign required permissions.

  • Updating account information

  • As an administrator, how do I update account information for another user?
    • Foundation Doctor:

      1. Admin menu

      2. Foundation Doctors

      3. Select from the list or search for the relevant foundation doctor

      4. Select the orange "Account" button in the last column of the row for the relevant foundation doctor

      5. Over-write or add the relevant details into the free text boxes / drop-down list

      6. Select "Save Changes".

       

      Any other user:

      1. Admin menu

      2. Users

      3. Select from the list or search for the relevant user

      4. Select the orange "Edit" button in the second-to-last column of the row for the relevant user

      5. Over-write or add the relevant details into the free text boxes / drop-down list

      6. Select "Save Changes".

  • Why can't a doctor's GMC number and name be edited on Horus?
    • Horus is linked to the GMC's open-access List of Registered Medical Practitioners (LRMP). The GMC number, first name, middle name and last name that is shown on Horus comes directly from the LRMP.

      Name: If any changes are required (for example when a doctor changes their name), this change should be made directly with the GMC. The change will then automatically be picked up by Horus.

      It is not possible to update the name of a doctor directly in Horus. Please contact the GMC to update your name on the LRMP.

      GMC number: If you have recently started FY1 or FY2 and your GMC number in Horus is incorrect, contact the Horus Helpdesk. The Horus team will correct your GMC number in the Horus database.

  • How do I change an “any other user” to a "doctor" on the system?
    • There are three types of accounts on Horus:

      - Foundation doctor/NTG
      - Any other doctor (that is, a trainer, FPD or FSD who is a doctor)
      - Any other user (that is, a trainer or administrator who is not a doctor)

      If you have set up a new user as "any other user" but they are actually a doctor, you can convert their account to a doctor account:

      1. Find the user in Admin menu > Users
      2. Select "Edit" in the 'Account' column on the right
      3. Scroll to the end of the page - on the bottom right hand side of the page, select the link to “Convert user to Doctor (add GMC number)”
        This image shows the convert user to doctor option
      4. On the next page, enter the doctor's GMC number and select "Search" - this will search the GMC register
        This image shows the gmc number search box
      5. The search will show the doctor's name as it appears on the register - to convert the account the original account name will be over-written by this. Check that the name that appears is for the correct doctor. If not, select "Try different search".
        This image shows the search results from the gmc register
      6. Select "Convert to Doctor"
      7. A green bar at the top of the screen will confirm the conversion has been made
        This image show the green confirmation banner
  • I am a newly registered doctor on Horus and have just logged into my account. Why are you not able to synchronise my details with the GMC register?
    • GMC numbers are granted to medical students while they are still at medical school. However, the GMC does not make these numbers available on the open-access List of Registered Medical Practitioners (LRMP) until provisional registration is set to officially start. 

      Horus is linked to the GMC's LRMP. Therefore, even if you have a GMC number already, if it is not yet live on the LRMP Horus will not recognise it and you will see the following message in your "Account Details" section:

      We are currently unable to synchronise this Doctor with the GMC register. Please check their GMC number is correct.

      Horus will pick up a GMC number the day after it goes live on the LRMP. So, for example, if you have asked for GMC registration to go live on 29 July 2019, then when you log in on 30 July 2019 you will no longer see that message.

      If you still see the above message the day after you've asked for your GMC number to go live (check that you're able to find yourself on the GMC's LRMP first to ensure that it has gone live) or you think your GMC number has been entered incorrectly, please contact your local e-portfolio administrator for support.

      Meanwhile, you do not need to do anything.

  • What is the “Known as” field in “Account details” for?
    • This field can be used by any Horus user who uses a different name on a day to day basis from their official/GMC registered name. The “known as” field will help foundation doctors, trainers and assessors identify each other when sending/receiving signature requests.

      It is displayed in all search results and lists (although can’t be searched for) and on signature request emails (for example for SLEs). It is not displayed in submitted forms, including Form R and the ARCP outcome form – only the official/GMC registered name is displayed on these.

       This image shows an email notification with the known as field completed

       Learn more about how to add a “known as” name to your account.

       

  • How do I add a “Known as” name to my account?
    • 1. Sign in to Horus.

      2. Select your name in the top right corner (next to 'sign out').

      This image shows the user account information button

      3. Select 'Edit account information'.

      4. Add the name into the “Known as” field.

      5. Enter your current password (for security).

      6. Select 'Save changes'.

      This image shows the user information fields that can be edited with the current password field highlighted

      Learn more about what the “Known as” field is for.

       

  • As an administrator, how do I add a “Known as” name to a user's account?
    • 1. In the 'Admin menu', select either 'Foundation Doctors' or 'Users', depending on which user you need to add a “Known as” name to.

      2. Search for the relevant user using the available filters.

      3. Select the orange button in the 'Account' column next to the relevant user (the screenshot below is from the 'Foundation doctor list' - the 'User list' works in a similar way).

      This image shows the doctor search results with the account button highlighted

      4. Add the name into the “Known as” field.

      5. Select 'Save changes'.

      This image shows the user information fields that can be edited with the known as field highlighted

      Please note that the “Known as” field is not currently searchable on the system.

      Learn more about what the “Known as” field is for.

  • Organisation permissions

  • As an administrator, how do I change a user's permission from site level to trust level or trust level to site level?
    • To change an administrator or trainer’s permissions, you need to have permissions for all the locations in question. This means that if you have administrator permission only at site level (for example to Hospital ABCD), you will not be able to make any changes to the existing permission(s) of an administrator or trainer at trust level (for example at Trust ABC). An administrator colleague at the relevant trust level will need to make the required changes.

      There are two ways to amend a user’s permissions. Both ways require you to first ‘revoke’ the permission for the existing location level and then add the permission for the required location level. This is because Horus does not allow ‘overlapping’ permissions.

      Learn more about user management.

       

      1. Via ‘Manage permissions’

      1. Admin menu > Manage permissions
      2. Choose location: You will see the currently selected location near the top of your screen, just under the grey and orange menu bar. If not already selected, select the location from which you need to revoke the permission for the user.
      3. Choose user: Find the user by typing the first few letters of their first name, last name or GMC number (if applicable) into the “Choose user” box, just under where you selected the location, and selecting from the drop-down list that appears.
      4. Choose permissions: Once the user has been selected, a list of permissions will appear in the “Choose permissions” column, to the right of the “Choose user” column.
        • If the permission you want to change is foundation programme director or administrator, select the “Revoke permission” option.
        • If the permission you want to change is trainer, uncheck the “Trainer” box.
      5. Select “Save changes”.
      6. Choose location: Now, select the location to which you need to add permission for the user.
      7. Choose user: Again, find the user by typing the first few letters of their first name, last name or GMC number (if applicable) into the “Choose user” box and selecting from the drop-down list that appears.
      8. Choose permissions: Once the user has been selected, a list of permissions will appear in the “Choose permissions” column, to the right of the “Choose user” column.
        • Select the required permission(s).
      9. Select “Save changes”.

       

      2. Via ‘Users’

      1. Admin menu > Users
      2. Choose location: You will see the currently selected location near the top of your screen, just under the grey and orange menu bar. If not already selected, select the location to which the user currently has permission.
      3. Choose user: Find the user by selecting from the list or using the filter fields above the list (remember to select “Filter” to narrow down your list of users).
        • Select the “Edit” button in the ‘Permissions’ column of the search results next to the relevant user.
      4. Remove permissions: Once the user has been selected, a list of their assigned permissions will appear. Below this is the option to “Add permissions to [User]”.
        • In the “Organisation name” text box, start typing the name of the location from which you need to revoke the permission for the user and select the relevant option from the drop-down list. A list of permissions will appear.
        • If the permission you want to change is foundation programme director or administrator, select the “Revoke permission” option.
        • If the permission you want to change is trainer, uncheck the “Trainer” box.
      5. Select “Save changes”.
      6. A green bar will appear at the top of the page confirming that the permission has been successfully updated. The permission you have just revoked will no longer be listed on the page.
      7. Add permissions:
        • Now, in the “Organisation name” text box, start typing the name of the location to which you need to add permission for the user and select the relevant option from the drop-down list. A list of permissions will appear.
        • Select the required permission(s).
      8. Select “Save changes”.
      9. A green bar will appear at the top of the page confirming that the permission has been successfully updated. The permission you have just added will be listed on the page.
  • What do I do if a foundation doctor/NTG transfers into my trust from another trust within the foundation school?
  • What do I do if a foundation doctor/NTG transfers into my trust from another trust in another foundation school?
    • Your local HEE foundation team needs to contact the Horus Helpdesk - they will be able to update the trust location for a foundation doctor/NTG's placement. If you are a trust-based administrator, please ask your foundation school team to confirm to the Helpdesk that an inter-foundation school transfer (IFST) has been approved and the location change can be made.

      (If this is an NTG, trust-based administrators should contact the Horus Helpdesk directly.)

      Learn about what to do if the foundation doctor/NTG has transferred from a trust within your foundation school.

      For further information on IFSTs, see paragraphs 3.125 - 3.128 in the Foundation Guide (2019).

  • How do I check my own organisation permissions?
    • - Foundation doctors/NTGs: you only have permission to the organisation(s) at which you have been assigned placements.

      - Administrators, trainers and other users:

      1. Select your name in the top right hand corner of the menu bar (next to "Sign out") - this opens "My account"

      This image shows the user account information button

      2. Scroll down to the "My permissions" section of this page (under the "Edit account information" and "Change password" buttons) - your permission(s) will be listed here.

      • Organisations to which you currently have permission have a blue "ACTIVE" label.
      • Organisations from which you've had your permissions removed or changed have a grey "EXPIRED" label.

      3. If you believe that the information held in this table is incorrect, please contact your local Horus ePortfolio administrator, who will be able to add or remove you from their organisation.

  • Foundation doctor photos

  • Can a photo be added to a foundation doctor's account?
    • Yes, foundation doctors can upload a photo to their Horus account. Administrators can also upload photos on behalf of foundation doctors.

      The photo you upload into Horus will be visible to anyone who uses/views any of your ePortfolio contents (including supervisors, administrators, trainers and TAB assessors).

      The purpose of the photo is to help other users of the ePortfolio to quickly identify you. 

      Learn more about how to add a photo to your account.

  • How do I add a photo to a foundation doctor's account?
    • To add or change a foundation doctor’s photo:

      As an administrator

      1. Go to “Admin Menu” > “Foundation Doctors”
      2. Next to the relevant foundation doctor, select “Account”

      The image show the foundation doctor search results with account button highlighted
      3. Scroll down to the “Foundation doctor photo” section at the bottom
      4. Select “Upload photo”

      This image show the foundation doctor photo section of the user information page
      5. Read the guidelines for selecting a photo, then select the “Browse” button

      This image shows the guidance for uploading files to Horus ePortfolio
      6. Select the relevant file from your computer
      7. Select “Save changes”

      As a foundation doctor

      1. Select your name at the top right of the page (next to "Log out")
      2. Select the “Edit Account Information” button

      This image shows the edit account inforamtion button for a founation doctor
      3. Scroll down to the “Foundation doctor photo” section at the bottom
      4. Select “Upload photo”

      This image shows the foundation doctor photo section of the user information page
      5. Read the guidelines for selecting a photo, then select the “Browse” button

      This image shows the guidance for uploading files to Horus ePortfolio
      6. Select the relevant file from your computer
      7. Select “Save changes”

      Learn more about the purpose of adding a photo to your account.

  • What do I need to be aware of before adding a photo to my account?
      • The photo you upload here will be visible to anyone who uses/views any of your ePortfolio contents (including supervisors, administrators, trainers and TAB assessors).
      • The purpose of the photo is to help other users of the ePortfolio to quickly identify you.
      • A passport 'style' photo will work best.
      • Make sure the image is primarily a face close up. The image will be reduced to 100 pixels square (small).
      • Make sure the face is mostly central, anything on the very edges may be lost when the image is squared.
      • Check the image on the photo upload page, after you've uploaded it.
      • Images must be gif, jpeg or png and under 3MB.
  • NTG basics

  • What is an "NTG"?
    • In the context of the Horus ePortfolio, an "NTG" is a non-trainee grade junior doctor/other healthcare professional working in a foundation-level (or similar) post but not a member of the UK Foundation Programme.

      NTGs

      • do not have a connection to Health Education England (HEE) and their responsible officer is not the local HEE postgraduate dean (instead, their responsible officer is usually the Medical Director of the employing organisation or their representative)
      • do not belong to a Foundation School
      • are not on a training programme


      Examples include

      • LAS: locum appointment for service (LAS) doctors covering F1 or F2 posts that have not been allocated to a foundation doctor
      • Trust grade: trust grade doctors working in posts that are at a similar level to F1 or F2 posts (eg "trust SHO") 
      • Pre-specialty:
        • junior doctors who have completed the Foundation Programme but have not yet commenced a specialty training programme, working in posts at a similar level to F2 posts (sometimes known as "pre-specialty" junior doctors)
        • doctors on the Widening Access to Specialty Training (WAST) programme
      • Other: other types of NTGs may also be possible (give details in the free-text field in Horus)

       

      HEE foundation programme colleagues have produced generic guidance for NTG doctors working in England

      Learn more about

      - what NTGs can use Horus for

      - what NTGs can't use Horus for

      - how NTGs can register to use Horus

      who can use Horus

      paying to use Horus

      It is important to note that the above information is not intended as employment guidance and all doctors/other healthcare professionals should seek relevant guidance from for example their employer and/or the General Medical Council (GMC)/their relevant regulator. Additional information can be found by following the links on the Useful links page.

      The Horus ePortfolio team is not able to provide guidance regarding employment, assessment or training requirements.

  • What can NTGs use the Horus ePortfolio for?
    • NTGs can use the Horus ePortfolio to record

      • reflections and personal development plans
      • meetings with supervisors
      • supervised learning events (and have these validated by local trainers)
      • 360° feedback (TAB)
      • additional evidence of achievement of competences 
      • how their achieved competences map to the FP Curriculum (2016)

       

      Learn more about what NTGs cannot use Horus for.

      It is important to note that the above information is not intended as employment guidance and all doctors/other healthcare professionals should seek relevant guidance from for example their employer and/or the General Medical Council (GMC)/their relevant regulator.

      The Horus ePortfolio team is not able to provide guidance regarding employment, assessment or training requirements.

  • What can NTGs NOT use the Horus ePortfolio for?
    • NTGs cannot

      • use Horus as an assessment tool
      • sign any health or probity declarations on Horus (these should be provided instead by their employer)
      • complete their Form R (revalidation self-declaration) through Horus
      • have an annual review of competence progression (ARCP) recorded in Horus
      • receive a Foundation Year 1 Certificate of Completion (F1CC) or Foundation Programme Certificate of Completion (FPCC)
      • receive a Certificate of Readiness to Enter Specialty Training (CREST) (previously known as the Alternative Certificate of Foundation Competence) through Horus

       

      The contents of Horus is aimed at junior doctors in the UK foundation programme and those in equivalent/similar level posts (that is NTGs). Junior doctors in higher level posts/other healthcare professionals should, where possible, use the e-portfolio of their relevant medical royal college, system(s) provided by their employer or other commercial products to record their own continuing professional development, as the tools available in these will be more relevant to them. However, note "Can NTGs who are working at levels higher than F2-equivalent use Horus?"

      Learn more about

      - what NTGs can use Horus for

      what NTGs who are also trainers of foundation doctors can use Horus for


      It is important to note that the above information is not intended as employment guidance and all doctors/other healthcare professionals should seek relevant guidance from for example their employer and/or the General Medical Council (GMC)/their relevant regulator.

      The Horus ePortfolio team is not able to provide guidance regarding employment, assessment or training requirements.

  • How can NTGs register to use the Horus ePortfolio?
    • Allowing NTGs to access the Horus ePortfolio is a matter local discretion at the relevant employing NHS trust. Some employing trusts will have legitimate reasons for not allowing their NTGs to access Horus and NTGs should respect these. It is worth having a discussion with your local trust postgraduate centre administrator to understand the local policy.

      If your employing trust allows NTGs to access the Horus ePortfolio, you can learn more about registering for Horus.

      All NTG administration is managed by the employing trust. The Horus team will not add any new NTGs to the system or update rotations for NTGs.

      It is important to note that the above information is not intended as employment guidance and all doctors/other healthcare professionals should seek relevant guidance from for example their employer and/or the General Medical Council (GMC)/their relevant regulator.

      The Horus ePortfolio team is not able to provide guidance regarding employment, assessment or training requirements.

  • Can NTGs who are working at levels higher than F2-equivalent use Horus?
  • Who has access to view information in an NTG doctor's Horus account?
  • Can NTGs in any NHS trust in England use Horus?
    • No - only NTGS working in NHS trusts where foundation doctors also work are able to use Horus (see how can NTGs register to use Horus) to record their own competences and progress (see what NTGs can/can't use Horus for).

      The location tree in Horus reflects the NHS trusts where foundation doctors in England work. Health Education England will review the locations available for NTGs in Horus in 2020.

  • NTG account management

  • How do I set an NTG doctor up on Horus?
    • 1. Admin menu (available to administrators only)

      2. Add new user > Add foundation doctor / NTG

      3. Enter the doctor's GMC number and select "Search" (or add manually if no GMC number).

      4. Horus will search the GMC register and if the number is correct, you will be able to "add user to Horus".

      5. Add their email address and medical school and save.

      6. Create their rotation and placement(s). 
      Learn more about what to do if you miss this step.

      When asked, select to create an "NTG doctor" rotation. 
      Learn more about how to create a new rotation.

      7. The process from this point onwards is the same as creating a standard F1 or F2 rotation, with just one extra step - you need to select what type of NTG the doctor is:

      LAS
      Trust grade
      Pre-specialty
      Other (specify in the free-text box)

      Learn more about what NTG types are.

      After making this selection, you should follow the process in the Placement Management pdf user guide. 

      Learn about what to do if the user is already on Horus as a trainer.

  • How do I add an NTG rotation to a former foundation doctor's portfolio?
  • Can someone with an NTG account also be listed as a trainer for foundation doctors?
    • Yes - NTGs can be trainers and trainers can be NTGs on Horus. An administrator needs to add a "Trainer" permission to the NTG's account or add an NTG permission to the trainer's account.

      A user with both an NTG (or foundation doctor) account AND a trainer account will still only have one login to Horus. When they log in, they will have the option to "Switch mode" between NTG/foundation doctor and trainer. Switching mode will change the main menu options the user has access to.

      This image shows the switch mode link that is visible to users that have a dual account and the green confirmation banner to confirm the switch has taken place

      If you need to change a user listed as an NTG to a trainer or a trainer to an NTG (because the wrong type of account was set up), please contact the Horus Helpdesk with full details of the user and the change that is required.

  • How do I give trainer permission to an NTG?
    • 1. Admin menu > Add new user > Add doctor
      (or Add other user if they're not a doctor - you will then need to enter their details manually and move on to step 4)

      2. Enter the doctor's GMC number and select "Search"

      3. If this user is already on Horus as an NTG, you will see the option to "Add trainer / other permissions to user" - select this option
      (If they aren't on Horus or already have trainer permissions, you will not have this option.) 

       This image shows the add doctor user menu with the add trainer/other permissions to user button highlighted

      4. Assign the required permission(s) in the usual way.

      Learn more about what an NTG is.

  • How do I give NTG permission to a trainer?
    • 1. Admin menu > Add new user > Add foundation doctor / NTG doctor’

      2. Enter the doctor's GMC number and select "Search" (or add manually if no GMC number)

      3. If this user is already on Horus as a trainer, you will see the option to "Add to Horus" - select this option
      (If they aren't on Horus or already have NTG permission(s), you will not have this option.) 

      This image shows the add new foundation doctor page with the add to Horus button highlighted

      4. Assign the required permission(s) in the usual way.

      Learn more about what an NTG is.

  • How do I identify if a Horus user is a foundation doctor or an NTG?
    • All users

      A doctor/other healthcare professional with a current non-training grade rotation (an "NTG") has "[NTG]" displayed after their name, in red, on all their portfolio pages. Any user with access to that user's portfolio (that is, an administrator in the relevant location, the user's assigned supervisor(s) and the user themselves) sees this label.

      This image shows the NTG tag on the horus overview page 

      Administrators

      Administrators also see the "[NTG]" label after relevant doctors' names on

      - all the admin list / report and overview pages
      This image shows the NTG tag against a doctor on the foundation doctors page

      - the doctor's rotation management page
      This image shows the NTG tag against a doctor rotation 

      Any user with a portfolio without this label is a foundation doctor (FD).

      Learn more about how to

      view a list of NTG doctors in your location

      - check that no NTGs have been listed as FDs

  • WAST doctors

  • What is a WAST doctor?
  • Who is responsible for the administration of WAST doctors on Horus?
  • How do I set a WAST doctor up on Horus?
  • My trust hosts WAST doctors but we don't have access to Horus - what should I do?
  • Current data (August 2017 onwards)

  • What types of data are there in Horus?
    • Horus contains a number of different data sets. These can be split into the following categories:

      • Reference data (drop-down / pick lists such as location, specialty and permission type)
      • User data (for example names, reference numbers, email addresses)
      • Portfolio data (for example completed forms (the number completed and the contents of each form), uploaded external documents, curriculum mapping)

      Learn more about reference data in Horus.

  • What reference data is in Horus?
    • Horus contains the following reference data tables:

      • HEE location tree
        • HEE local offices
        • HEE foundation schools
        • HEE trusts
        • HEE hospitals / training sites
      • Medical schools
      • Specialties
      • User permission types
      • Supervisor types
      • Training grades
      • WTE percentages

       

      Learn more about how the data these tables contain is decided.

  • Who decides what reference data is in Horus?
    • Reference data in Horus is based on a variety of national reference tables and requirements.

      • HEE location tree
      • Medical schools
        • This list comes from the UK foundation programme application system "Oriel"
        • Learn more about foundation recruitment on the HEE medical recruitment web page
      • Specialties
      • User permission types
        • This list was developed by the HEE Horus team based on the requirements for foundation e-portfolios laid out in the FP Curriculum and Reference Guide
        • See "Useful links" for further information
      • Supervisor types
        • See description for "User permission types" above
      • Training grades
        • See description for "User permission types" above
      • WTE percentages
        • There is agreement between the GMC, HEE and NHS Employers as to the minimum percentage of training that can be undertaken when working less than full time. 
  • How are the names of locations available on Horus decided?
    • All trust and site locations on Horus must appear on the NHS Digital Organisation Data Service (ODS) list. Anyone can download the full list of NHS trusts and sites in England.

      All HEE local office and foundation school locations are agreed between Horus and local HEE foundation teams.

      Any changes to location information must be requested by the relevant local HEE foundation team by contacting the Horus helpdesk. Trust and site administrators should therefore contact their relevant foundation team to request changes.

      Remember that all sites in Horus must appear on the ODS list and the ODS code must be supplied when the change request is made.

  • Who can view the data in Horus?
    • Viewing permissions have been set up in Horus as per the requirements laid out in the Foundation Operational Guide 2019 - Section "8.e Security standards for foundation programme e-portfolios".

  • How long will data entered into Horus be available to users?
    • Data entered into Horus will be available to the relevant user(s) in read-only mode after the end of the relevant foundation doctor's foundation training programme for at least 6 years.

      We (Health Education England) are currently reviewing our policy beyond this time frame and will advise once an updated agreement has been published.

      Data will not be deleted from Horus before the 6 year time frame unless it is proven to be incorrect (in which case it is likely to be amended, rather than deleted).

      Note the UKFPO's policy on how long before/after a placement/rotation you can create a form for that placement/rotation.

  • How long do supervisors have access to the portfolios of foundation doctors they've supervised?
  • Can short term absence be recorded in Horus?
    • Short term absence from work (for example due to short term sick leave, compassionate leave or study leave) cannot be recorded as a running log in Horus.

      A summary / declaration of short term absence can be recorded in the following ways:

      1. The CS end of placement report ("Foundation doctor absence" section)

      This image shows the foundation doctors absence section in the clinical supervisor end of placement report

      2. The Form R ("TIME OUT OF TRAINING ('TOOT')" section) --> The total from these fields is 

      This image shows the absences section of the form r

      3. The Summary of Evidence 'sign off' form ("Completion of 12 months F1 training (taking account of allowable absence)" section)

      This image shows the summary of evidence sign off form shoing the allowable absences section

      4. The ARCP outcome form ("No. of days of Time out of Training since last ARCP/Appraisal (from Form R):" section)

      This image shows the time of of training section of the ARCP outcome form

      ________________________________________________________________
      Note that facilitating the recording of absences outside of the official “Out of programme” (OOP) process is not a requirement within the foundation e-portfolio (as laid out in the Foundation Guide (2019)). The recording of short term absences is of course a requirement of the foundation programme as a whole and LEPs should have local processes for keeping track of foundation doctor absence.

      Horus does have a dedicated place to record official OOP (parental leave, long term sick leave, OOPE/OOPC/OOPR). This can only be recorded by administrators, due to the official process that the approved leave goes through. This section should not be used to record short term absence.

      Learn more about OOP.

  • Historic data (pre-2017-18)

  • I am a foundation doctor in England and have used the NES ePortfolio. Will my e-portfolio records be transferred to Horus?
    • No, e-portfolio records will not be transferred from the NES ePortfolio to Horus.

      You can see your historic NES ePortfolio records within a new, separate archive data system called the HEE Foundation Programme E-portfolio Archive. 

      Learn more about the HEE Foundation Programme E-portfolio Archive

  • I was a foundation doctor in England and have used the NES ePortfolio. Can I still access my foundation records on the NES ePortfolio?
    • No, since August 2017 your foundation records are no longer available on the NES ePortfolio.

      You can see your historic NES ePortfolio records within a new, separate archive data system called the HEE Foundation Programme E-portfolio Archive.

      Learn more about the HEE Foundation Programme E-portfolio Archive

  • I am a foundation doctor in England and have used the Horus ePortfolio. Will my e-portfolio records be available in the national version of Horus?
    • No, your e-portfolio records will not be available in the national version of Horus. You will maintain access to your records in the 2016-17 North West of England Foundation School version of Horus. You don't need to do anything to save or transfer your information but you may want to download key documents for your own records.

  • I am an administrator or supervisor in England and have used the NES ePortfolio. Can I still access my foundation records on the NES ePortfolio?
    • No, since 5 August 2017 your foundation records are not available on the NES ePortfolio.

      You can see your historic NES ePortfolio records within a new, separate archive data system called the HEE Foundation Programme E-portfolio Archive

  • Rotations and placements basics

  • What is a rotation?
    • A series of placements grouped together make either an F1 or F2 rotation.

      • For example, one rotation could be 4 months General Practice, 4 months Cardiology, 4 months General Surgery at F2 level.
      • Another rotation could be less than full time (say 50%) 4 months Gastroenterology, 4 months Cardiology, 4 months General Surgery, 4 months Acute Internal Medicine, 4 months Cardiology, 4 months General Psychiatry at F1 level (this would of course take 24 months instead of the usual 12 months).


      In Horus, a rotation is the 'umbrella' for all the placements and content (forms, uploaded documents etc) that 'count' towards a foundation doctor's final ARCP for either their F1 or their F2 training year. (For example, all placements listed within a rotation will be pre-populated into the FD's ARCP outcome form.)

  • What is a placement?
    • A placement is one of a number of clinical components of an individual foundation programme; typically, part of a set of three in either an F1 or F2 rotation.

      A placement has a specialty, a start and an end date (usually covering a 4 month period), an organisation and a foundation doctor - for example, Cardiology 01/08/2018 to 04/12/2018 at Queen Elizabeth Hospital Birmingham covered by Dr Smith, FY2.

      (A training post is a job in a specialty at an organisation, without start and end dates, which will typically be covered by three foundation doctors during a training year.)

  • Who can manage rotations, placements and supervisor assignments?
    • In Horus, users with the following role permissions are able to create, amend and delete rotation, placement and supervisor assignment information for foundation doctors who are assigned to a location they have permission to:

      • Administrator
      • Foundation programme director
      • Foundation school manager
      • Foundation school director

       

      If you have one of the above permissions, view our pdf placement management guide. You can also see an overview of all rotations and placements in your location(s) in the "Placements overview / download" page from the 'Admin menu'.

      Foundation doctors and trainers are not able to manage this information.

      Learn more about what to do if your rotation, placement or supervisor/foundation doctor assignment information is incorrect and you are a 

      - foundation doctor

      - supervisor

       

  • How do I create a new rotation?
    • As of June 2019, there are a few extra steps to create a new rotation. This is to reduce the number of rotation management errors being made, for example incorrectly creating a new rotation when a current rotation should have been extended. Further guidance can be found on the Placement management pdf

      1. Search for the foundation doctor/NTG and select ‘Rotations’.

      2. Scroll to the bottom of the page and select ‘Create new rotation’.

      3. Read the guidance on the page:

      This image shows the add new rotation page and the gudance that should be followed

      4. Answer the question “Are one or more of these reasons relevant to this foundation/NTG doctor?” by selecting ‘Yes’ or ‘No’.

      - If you select ‘No’, you will be directed to go back to the ‘Rotations’ page and extend the rotation(s) and placement(s) accordingly. (Guidance)

      5. If you select ‘Yes’, answer the question “Will their new rotation be as a foundation doctor, or a non-trainee grade (NTG) doctor?” by selecting ‘Foundation doctor’ or ‘NTG doctor’.

      This image shows the rotstion creation wizrd being completed

      6. Select the grade of the rotation that is needed, ‘F1’ or ‘F2’.

      7. Select ‘Configure new F1/F2 Rotation’.

      8. Choose whether to create the rotation ‘based on a training year’ or ‘Custom’.

      9. If you select ‘based on training year’ you will need to select the training year you need or if you have selected ‘Custom’ you will need to enter the start and end dates of the rotation.

      10. Enter the details of each placement (start and end dates, specialty, organisation and WTE) within the rotation. Remember to add placements using the ‘Add placement’ link or delete placements using the ‘Delete’ button as necessary.

      11. Once all details are complete select ‘Save changes’.

  • How do I delete a rotation?
    • Only rotations with no completed forms (including signed declarations) can be deleted. The most common reason to delete a rotation is for a prospective foundation doctor who was allocated a rotation and set up on Horus in advance of the new training year, but then did not start foundation training (for example, withdrew their application or failed finals).

      Only administrators can delete rotations.

      To delete a rotation:

      1. Admin menu > Foundation doctors
      2. Find the relevant foundation doctor in the list
      3. Select "Rotations" to the right of the relevant foundation doctor
        This image shows the foundation doctors search page with the rotations button highlighted
      4. Select "Delete rotation" to the right of the relevant rotation --> this will only be available if there are no completed forms attached to this rotation
        This image shows the foundation doctors rotation page with the delete rotation button highlighted
      5. You will see a warning - select "OK" if you are sure that you want to delete the rotation
        This image shows the warning before a rotation can be deleted wth the yes button highlighted
      6. The rotation will disappear from the Rotations page
  • How do I update a FD's rotation/placements if they need to extend their training?
    • In Horus, a rotation is the 'umbrella' for all the placements and content that 'count' towards a foundation doctor's final ARCP for either their F1 or their F2 training year.

      So, if a foundation doctor needs longer than originally planned to complete their F1 or F2 training year (or they're working LTFT) you should extend their existing rotation (not create a new rotation):

      1. Admin menu > Foundation doctors
      2. Find the relevant foundation doctor in the list
      3. Select "Rotations" to the right of the relevant foundation doctor
      4. Select "Modify rotation" to the right of the relevant rotation
        - If they have a future rotation already uploaded, you will need to edit that rotation first:
        -- Rotation start and end dates cannot overlap each other
        -- Placement start and end dates cannot overlap each other
      5. Amend the end date of the rotation to the newly agreed end date
      6. Scroll to the bottom of the screen and select "Add placement"
      7. Enter the start date, end date, specialty, organisation and WTE for the placement
        - The placement start and end dates must fit into the rotation start and end dates
      8. Repeat step 7 for as many new placements as required
      9. Select "Save changes"


      Reasons why you would need to extend a rotation instead of create a new one:

      • The foundation doctor has changed from working full time to working less than full time - their current grade of training will now take longer to complete than the standard 12 months (which is what was originally uploaded for them)
      • The foundation doctor has taken significant time out of training (for example for parental leave) - their current grade of training will now take longer to complete than the standard 12 months (which is what was originally uploaded for them)
      • The foundation doctor has received an outcome 3 and is required to complete an extra 4 or 8 months to achieve their competences
        • In this situation, the evidence they gathered during their first 12 months of training counts towards their final ARCP, but was deemed insufficient at their first ARCP. If you do not extend the rotation, the previously gathered evidence will sit in a separate rotation and will not show on the summary of evidence report alongside the newly gathered evidence.


      Reasons why you should not extend a rotation - that is, in these situations you would need to create a new rotation:

      • The foundation doctor has received an outcome 3 and is required to repeat the whole training year
        • In this situation, the evidence they gathered during their first 12 months of training does not count towards their new final ARCP. If you extend the rotation instead, previously gathered evidence will mix with the newly gathered evidence, which will cause unnecessary confusion.
      • The foundation doctor resigns partway through their training year but returns in the next training year to undertake that grade of training again
  • How do I add a FiY1 label to an placement?
    • The majority of Foundation Interim Year 1 (FiY1) doctors have been added using a central Horus import process. If any doctors have been added manually (or subsequently need to be), administrators must ensure that their FiY1 placement is correctly labelled.

      1. Search for the doctor's account using Admin menu > Foundation doctors

      2. Select ‘Rotations’

      3. Select the link ‘Edit FiY1 status of foundation doctor’ link at the end of the page

      This image shows a foundation doctors rotations and placements page

      4. Select the ‘Mark all 2019-20 placements as FiY1’ button 

      5. A green confirmation banner will be displayed, and the placement will now be labelled as FiY1.

      Tis image shows the green confirmation banner to say the FiY1 label has been successfully added to the required placement

      **Note** 

      This process only works if the doctor also has a 2020-21 F1 rotation. If they don't (that is, they will not be undertaking F1 in August 2020 or they have not yet been allocated a rotation), please follow the steps below (or contact us for further guidance): 

      1. Search for the doctor's account using Admin menu > Foundation doctors (or create their account if they don't yet have one)

      2. Select ‘Rotations’

      3. Select ‘Modify rotation’ (or 'Create new rotation' if they don't yet have one)

      4. Extend the end date of the rotation and placement to 05 August 2020 (that is, the first day of the 2020-21 training year) and select ‘Save Changes’

      5. Select ‘Back to Rotations’

      6. Select the link ‘Edit FiY1 status of foundation doctor’ link at the end of the page

      7. Select the ‘Mark all 2019-20 placements as FiY1’ button 

      8. A green confirmation banner will be displayed, and the placement will now be labelled as FiY1.

      9. Change the end date of the rotation back to 04 August 2020 (that is, the last day of the 2019-20 training year).

  • As a foundation doctor, what do I do if my placement information is incorrect?
    • If any of the information recorded against your placement(s) is incorrect or incomplete, you need to contact your local postgraduate centre e-portfolio administrator, who will be able to make any appropriate changes for you. 

      This includes situations such as last minute changes, placement swaps, missing sub-specialty information and incorrect or missing educational or clinical supervisor assignment.

      Learn more about who can manage rotations, placements and supervisor assignments in Horus.

  • How do I view forms for a previous or future rotation?
    • When a foundation doctor's (FD) portfolio is opened (by either the FD or a trainer/administrator), it defaults to the FD's current rotation (or most recent rotation if not currently in one).

      If the FD has more than one rotation (for example, a current F1 rotation and a future F2 rotation, or a current F2 rotation and previous F1 rotation), users can choose to view forms created (if there are any) for this(/these) non-current rotation(s).

      Foundation doctor

      1. Select a specific page within your portfolio

      2. In the orange box on the right of your screen (on mobile devices this will be just under the main menu bar instead), your current rotation will be displayed:

      This image shows te foundation doctor portfolio overview page 

      If you have more than one rotation, this will be a drop-down list. Select the orange box and then select the rotation you would like to view.

      This image shows the portfolio drop down menu from the view of a foundation doctor 

      3. Your portfolio will switch to the rotation you have selected and you will be able to view all the forms completed for that rotation.

      Trainer/administrator

      1. Select "Portfolio" for the relevant FD

      2. In the left-hand menu bar, the FD's current rotation will be displayed in orange. Selecting this will show the portfolio menu for the FD - at the end of that menu will be listed any previous or future rotations:

      This image shows the portfolio drop down menu from the view of a trainer/administrator

      Select the rotation you would like to view.

      3. The FD's portfolio will switch to the rotation you have selected and you will be able to view all the forms completed for that rotation.

  • Assigning supervisors

  • As a supervisor, what do I do if I haven't been linked to a foundation doctor or have been linked to an incorrect foundation doctor?
    • If you have not been linked to a foundation doctor you are supervising (that is, you can't see them in your "Supervising" main menu) or you have been linked to a foundation doctor you are not supervising, you need to contact your local postgraduate centre e-portfolio administrator, who will be able to make any appropriate changes for you.

      Learn more about who can manage rotations, placements and supervisor assignments in Horus.

  • How do I assign a clinical or educational supervisor to a foundation doctor's/NTG's placement?
  • Do I have to add an educational supervisor to each foundation doctor placement?
  • Can I copy an educational supervisor from one placement to other placements?
    • Yes - you can copy an educational supervisor you have assigned to one placement to any of the other placements in the same rotation.  

      1. Assign educational supervisor to the first placement. (Guidance)
      2. Select ‘Save changes’.
      3. Select the name of the educational supervisor if more than one is available.
      4. Select the placement/s to which to copy the educational supervisor to.
      5. Select ‘Copy educational supervisor now’.
        This image shows the copy educational supervisor to other placements page with the successful green banner showing


      If a placement cannot be selected to have the educational supervisor copied to it, the reason will be displayed under 'Further info' next to the placement.

  • How do I assign a foundation programme director to a foundation doctor?
    • See How are Foundation Programme Directors (FPDs) set up in Horus? in the User Management section.

      If for some reason you would like to specifically assign an FPD to a foundation doctor's placement, you should follow the process in the Placement Management pdf user guide and in step 7 select "Other supervisor" in the 'Supervision type' drop-down box. You can type "Foundation Programme Director"/"FPD" into the free-text box that appears.

       

  • Placement details

  • I can't find the required placement specialty in the specialty drop-down list - what do I do?
    • The list of specialties available in Horus has been mandated by the General Medical Council, in association with Health Education England. All foundation placements have to be described using one of the specialties in the available list. You can add extra information about a foundation doctor's placement using the "Extra Info" section of the placements manager.

      For example, the main specialty may be Geriatric Medicine, but there is a special focus on Orthogeriatrics in the placement. "Orthogeriatrics" should be entered into the 'Specialty additional info' free-text box in the 'Extra Info' section.

  • How do I add a sub-specialty to a placement?
    • Sub-specialty should be entered into the 'Specialty additional info' free-text box in the 'Extra Info' section of the Placement Management screen.

      This image shows the placement extra information page

  • What is the "WTE" field and how should it be used?
    • WTE stands for whole time equivalent. It represents whether a foundation doctor is working full time (WTE = 100%) or LTFT - less than full time (WTE > 100%). 

      In Horus, each placement must have a WTE assigned to it. The majority of foundation doctors work full time, therefore the default has been set to 100% and usually it will not need to be amended. If a foundation doctor has been granted official LTFT status by HEE, this field should be amended to reflect the agreed WTE %. The options are 100%, 90%, 80%, 70%, 60%, 50%.

      If a foundation doctor is out of programme (OOP) they are essentially working at 0% WTE. This is not an option in the WTE field as OOP placements should be recorded in the dedicated "Out of programme" section.

      Learn more about what an out of programme placement is and how to create an OOP placement.

  • What is an out of programme placement?
    • An out of programme placement on Horus should be used to represents one of the following foundation doctor (FD) situations:

      • FD on parental (maternity/paternity/adoption etc) leave
      • FD on long term sick leave (should not be used for short term sick leave recording)
      • FD on official OOP
      • Other relevant situations may arise in exceptional cases

      There are clear guidelines and processes for each of the above situations, outlined in the FP Reference Guide, the GMC website and employer HR procedures (see "Useful links" for further information).

      The recording of an out of programme placement in Horus should only be undertaken once the relevant official process has been followed and is intended to be used as a way to avoid gaps in FD training records where possible.

      Learn more about how to create an OOP placement.

  • How do I record that a foundation doctor is out of programme?
    • You should create an "Out of programme" placement (this is also known as "OOP").

      Learn more about how to create an OOP placement.

  • How do I create an out of programme placement?
    • To create an out of programme (OOP) placement:

      1. Go to the relevant foundation doctor's Rotation management page

      2. Select "Modify rotation" next to the rotation during which the FD is OOP

      3. Update the start and end dates of the rotation and existing placements if required (remember that start and end dates can't overlap)

      4. Scroll to the bottom of the page - you will see a section called "List of out of programme placements"

      5. Select "Add out of programme placement"

      6. Complete the required fields (including an explanation of the type of OOP - for example parental (maternity/paternity/adoption etc) leave, long term sick leave, OOPR, etc)

      7. Select "Save changes"

  • Can forms be attached to an out of programme placement?
  • Core content

  • Who decides what forms are in Horus?
    • The set of forms that are available to all users in Horus - the "core content" - is decided by the UK Foundation Programme Curriculum Delivery Group (CDG) and the content of many are mandated by the Academy of Medical Royal Colleges (AoMRC). Decisions are based on the Foundation Programme Curriculum (2016) and Foundation Guide (2019)

      This group consists of representatives from the UK Foundation Programme Office (UKFPO), both e-portfolio providers for the UK Foundation Programme, Foundation School Directors, Foundation School Managers, Foundation Doctors/British Medical Association and the Academy of Medical Royal Colleges.

      The Horus team does not decide on what forms are available in the e-portfolio - we have to develop the forms as requested by the CDG.

      Learn more about who to contact if you have queries about the requirements of the foundation programme.

      For further information please see the UKFPO's e-portfolio webpage

  • Who decides how forms work on Horus?
    • Much of how forms work on Horus is decided by the CDG (see "Who decides what forms are in Horus" for an explanation of the CDG). These include, for example:

      • who can create, edit or delete the form
      • who can complete the form
      • who can see the completed form
      • how long before the start/after the end of a placement the form can be completed (specifically, see Appendix 8.e of the Foundation Operational Guide 2019 - "Security standards for foundation programme e-portfolios"


      Some of the functionality is designed by the Horus development and project teams and will be regularly reviewed and enhanced based on user feedback.

  • Where can I find guidance on how I should use the Foundation Programme e-portfolio forms?
  • What are the Foundation Programme requirements?
  • Who should I contact if I have queries about the requirements of the Foundation Programme?
    • Queries about the requirements of the Foundation Programme should be directed as follows:

      - If you are a foundation doctor or work in a local education provider (LEP), contact your local postgraduate centre manager or foundation training programme director/tutor (FTPD/T)

      - If you are a postgraduate centre manager or FTPD/T, contact your local HEE foundation team (for example your foundation school manager/director)

      - If you work in a local HEE foundation team, contact the UKFPO

      Learn more about who decides what forms are in Horus.

  • What is the difference between the "Developing the clinical teacher" (DCT) form and the "Teaching others" form?
    • The "Developing the clinical teacher" (DCT) form is a form to record a supervised learning event (SLE), as explained in the FP Curriculum (2016). It must be signed by an appropriate trainer. The recommended minimum number to be completed is 1 or more per year - see table 7 in the SLEs section of the curriculum.

      The "Teaching others" form is a form to record an 'additional achievement' - for example bedside, classroom, conference presentation/poster, grand round. It is not signed by a trainer and there is no recommended minimum number. 

      Both forms are available on the Blank Forms page.

      Learn more about who decides what forms are in Horus.

  • Can the Quality Improvement form be signed by a supervisor?
    • No. The Quality Improvement (QI) form

      - is a way for a foundation doctor to upload evidence of quality improvement activity they have been involved with, which they can map to the curriculum

      - can only be generated by the foundation doctor

      - cannot be signed by a supervisor

      - is not an assessment

      Foundation doctors are required to show evidence of participation in systems of quality assurance and quality improvement projects (foundation professional capability (FPC) 20). As part of the evidence for this FPC, all UK foundation doctors are required to complete at least one “Quality Improvement” form in their e-portfolio, which will be shown in their “Summary of evidence” report for ARCP.

      As with all relevant content in the e-portfolio, it is expected that educational supervisors review forms submitted by and for their foundation doctors on a regular basis and discuss any areas of excellence/improvement with their foundation doctors. 

      Learn more about who decides how forms work in Horus.

  • Horus-specific content

  • Which colours are used in Horus to help guide end users?
    • Horus uses a red-amber-green ("RAG") system to indicate the “completeness” of Horus portfolio items. 

      • Red text / triangles indicate that something that should be filled in has been left blank or filled in incorrectly 

      This image shows an error message in red text

      This image shows an missing data error in red

      • Amber triangles indicate that something is part-way through a process - some of the steps have already been taken but some further steps are required before the task/portfolio item is complete

      This image shows the warning triagles which are coloured amber

      • Green text / ticks indicate that a certain requirement has been met or all of the steps of a process have been completed

      This image shows requires have been met by using green text

      • Blue icons and shading indicate 'for information' items, for example, the blue 'bookmark' icon showing that a form has been mapped to at least one curriculum heading

      This image shows the blue bookmark icon

      • Concerns” (that is, some / major concerns in assessments) are indicated by a red speech box (that is, different to the red triangle, which indicates an error).
        The "concern" icon, if concerns have been selected, is visible to all users with access to a doctor's e-portfolio against the following forms:
        Individual TAB forms, TAB summary, CS/ES end of placement reports, ES end of year report, “No” in the core procedures assessment
        The icon will be visible against these forms in the 2019-20 training year:
        PSG individual feedback forms
        Concerns are counted in:
        Summary of evidence report for ARCP, Concerns management page

      This image shows the red conerns icon

  • How do I show that I have completed the GMC National Training Survey (NTS)/Career Destination Survey (CDS)?
    • There is no mandated way to show these in Horus - your local education provider or HEE foundation team will explain what they require you to do.

      Two of the options available in Horus are:

      - Foundation doctors may want to evidence completion using the Quality Improvement (QI) form in Horus. If you choose to do this, make sure to give the form a clear title (in the "Achievement" field) such as "GMC NTS - Completion Code xxxxxxxxxxxx"/"Career Destination Survey". This will automatically show up in your ARCP Summary of Evidence (SoE) report.

      This image shows the national training survey being uploaded as a QI form

      Learn more about the QI form

      - Administrators may choose to upload evidence of completion on behalf of each foundation doctor using this same section within the SoE 'sign off' form. 

      Learn more about how to create a SoE 'sign off' form

  • Why is there no "combined" ES/CS end of placement report?
    • The UK FP Curriculum Delivery Group had previously requested that Horus does not have a combined version of the ES and CS end of placement report forms. We have however now been asked to provide a solution to ease the end of placement report completion process for joint ES/CSs - we now have the "Follow On Forms" concept.

      Learn more about who decides what forms are in Horus.

       

  • Is there a training version of Horus?
    • Yes, there is a training version of Horus, which is an exact copy of the live site but with made up users.

      The site is designed to allow HEE and LEP foundation administrators to try out activities and processes from the point of view of other users, so that they can support them to use the system. It is intended to be used alongside the Horus Support Site to show how the system works.

      LEP foundation administrators may also wish to use the training site to deliver start of year training to foundation doctors (and supervisors) who are new to the Horus ePortfolio.

      The training site is not intended for use by individual foundation doctors or supervisors. 

      How to get access to the training site

      All HEE foundation teams have access to the training site. If you require access to the training site, contact your local HEE foundation team. 

      If you are part of a local HEE foundation team and are not sure who in your team has access, contact us

       

  • Creating content basics

  • How long will Horus allow me to stay signed in if I'm inactive?
    • Horus will sign you out after 2 hours of inactivity. You will receive a warning before this happens and you will be given the option to stay signed in if you have been active for less than 2 hours. However, if you return to your device after 2 hours of inactivity, you will not be able to stay signed in or save any work you have not already saved. This is a security feature and helps to ensure that other users cannot access your account. Remember to save your work and sign out before you leave your device.

  • How do I request for a form to be signed in Horus?
    • A foundation doctor requests for a form to be signed in Horus by creating a new form and assigning a trainer or assessor. Some users may refer to this process as "sending a ticket".

      Learn more about how to send a form to be signed.

  • Creating forms

  • How is an initial/induction meeting form created?
    • pdf user guide is available (link will open in a new window).

      The following three forms need to be created by the relevant supervisor:

      • Initial Meeting with Educational Supervisor
      • Induction Meeting with Clinical Supervisor
      • Combined Induction Meeting with Clinical Supervisor & Initial Meeting with Educational Supervisor

       

      1. "Forms (start new)" main menu

      2. Near the top of the page, under the "At the beginning of each placement", select the relevant form

      3. "Date of meeting": Record the date that you had the meeting using the calendar pop-out that appears
      (The date you completed the form will be recorded separately and automatically by Horus)

      4. "Name of foundation doctor": (see the short video showing how to do this)

      • Start typing the name of the foundation doctor with whom you had the meeting
        (the first three or four letters of their first name or last name will be enough)
      • Wait for Horus to search your list of supervised foundation doctor - any names that match what you have typed will appear in a drop-down of search results
      • Select the relevant foundation doctor's name from the list

      If you don't see the relevant foundation doctor's name in the list, first check that you have been assigned to them as a supervisor. You can do this by going to the "Supervising" main menu.
           * If they appear in this list, you have been assigned --> make sure that you are typing their name in step 4 above exactly as it appears in this list.
           * If they do not appear in this list, you have not been assigned --> ask your local e-portfolio/postgraduate centre administrator to update this (pdf user guide for administrators available)

      5. "Placement": One or more options will become available once you have completed step 4. Select the placement for which you have held your initial/induction meeting (this may not be the current placement).
      If you are completing this form at the end of a placement for the upcoming placement, you will see both placements - check that you are selecting the correct placement.
      Learn more about how long before/after a placement you can create a form for that placement.

      6. Answer the questions in the rest of the form as appropriate

      7. Select "Save (and review before submission)

      8. Review your form (if there is something you want to change, select "Make further changes" in the purple information bar) and when you're ready select "Mark as complete".

      9.  The form will now be available for the foundation doctor to view and sign. 

      Learn more about how to sign a form as a foundation doctor.

  • How do I create a Personal Development Plan (PDP) form in Horus?
    • Only foundation doctors/NTGs can create PDP forms in Horus. Supervisors and administrators can see existing PDP forms in foundation doctor/NTG portfolios.

      To create a PDP form:

      1. Select the “Portfolio” main menu item and select “PDP” in the sub-menu.
      (Alternatively, select the "Forms (start new)" main menu item and select "PDP" in the 'At the beginning of each placement' section.)

       This image shows the foundation doctor portfolio menu with the PDP sub menu highlighted

      2. Any PDPs previously created will be shown here. Select “Start new form” to start a new PDP.

      This image shows the PDP page with the start new form button button highlighted 

      3. Work through the form by typing in the text fields.

      This image shows the PDP form 

      4. When you have completed the form select “Save changes”.

      This image shows the PDP form save changes button

      5. If all mandatory field have been completed, a screen like this will be displayed:
      - a green confirmation box at the top shows your changes have been saved
      - a purple box part-way down shows that the form can still be edited and has not been marked as "Achieved".

      This image shows the PDP forms with the green confirmation banner to say the changes have been saved 

      If required, select "Make further changes" to edit the contents of your PDP (and then repeat steps 3-5).

      6. Select "Close" in the top right hand corner to return to the “PDP” screen. The new PDP will be shown. 

      This image shows the PDP page with the new forms being displayed and highlighted 

      7. Once you have completed the items in your PDP (for example, 3 months later):
      - select "Open" next to the relevant PDP form
      - select "Make further changes"
      - complete the final question in the form
      ("Evaluation and outcome (show how you have achieved your objectives)")
      - select "Save changes"
      - select "Mark as achieved".

      Once you have marked the PDP as "Achieved" you will not be able to make any further changes in the form.

      8. When you return to the main PDP screen the PDP will be marked as achieved.

      This image shows the pdp page with the acheived? staus highlighted

      A short video tutorial showing how to create a PDP is available.

  • How do I create a reflection form in Horus?
    • Only foundation doctors/NTGs can create reflection forms in Horus. Supervisors and administrators can see shared reflection forms in foundation doctor/NTG portfolios.

      To create a reflection form:

      1. Select the “Portfolio” main menu item and select “Reflection” in the sub-menu.
      (Alternatively, select the "Forms (start new)" main menu item and select "Reflection" in the 'Throughout each placement' section.)

       This image shows the foundation doctors portfolio menu with the reflection option highlighted

       2. Any reflections previously created will be shown here. Select “Start new form” to start a new reflection.

      This image shows the reflection page with the start new form button highlighted 

      3. Work through the form by selecting the date / curriculum sections / typing in the text fields.

      This image shows the reflection form 

      4. In order for a supervisor to see your reflection, you must share it by selecting "Shared" for the last question in the form.
      - Shared reflections cannot be made private again. However, reflections can always be edited.
      - You do not have to share your reflection straight away - you can keep it private until you are ready to share it. 

      This image shows the reflection form save changes button 

      5. When you have completed the form select “Save changes”.

      6. If all mandatory field have been completed, and you have chosen to keep your reflection private, a screen like this will be displayed:
      - a green confirmation box at the top shows your changes have been saved
      - a purple box part-way down shows that the form can still be edited and has not been shared.

      This image shows the reflection page with the green banner confirming the changes have been saved 

      7. Select "Make further changes" to edit the contents of your reflection (or to share it if it is currently private).

      8. Select "Close" in the top right hand corner to return to the “Reflections” screen. The new reflection and whether it is shared will be shown. 

      This image shows the reflection page with the newly created form present

       

      A short video tutorial showing how to create a reflection is available.

      For information on the principles of reflection, see the following resources

      - UK FP Curriculum (2016)

      - Reflective practice guidance from AoMRC and COPMeD (September 2018) 

      The reflective practitioner - GMC guidance

  • Are PDPs and reflections linked to placements?
    • No - PDP and reflection forms are linked to a foundation doctor's whole FY1 or FY2 rotation. They can be completed at any time during the rotation and can relate to any placements or events within or out with the rotation. 

      To make counting of these forms easier, we report on the number of PDP and reflection forms in each foundation doctor's portfolio "Overview" based on

      • PDP: the nearest placement to the date the form was created
      • Reflection: the 'Start date of placement against which you want this form to count:' entered. 


      This is just to help quick checks and calculations - it does not definitively show whether a foundation doctor has/has not completed a PDP or reflection form for a specific placement.

      This image shows how reflections are divided into placements for the portolio overview mini report
      This image shows how PDPs are divided into placements for the portfolio overview mini report
      Learn more about the categorisation of all the forms in Horus.

  • As a foundation doctor/NTG, how do I send a form to be signed by a trainer or assessor?
    • The following forms need to be 'approved' (that is, checked and signed) by a trainer or assessor:

      Case Based Discussion (CBD)
      Core Procedures (CPs)
      Developing the Clinical Teacher (DCT)
      Direct Observation Of Procedural Skills (DOPS)
      Mini-clinical evaluation exercise (mini-CEX)
      LEADER
      LEARN
      (Guidance for each type of experience is on the UKFPO website)

      Most of these forms will be created by the foundation doctor/NTG (and then added to and signed by a trainer/assessor).
      (Local trainers and administrators can also create these forms for foundation doctors/NTGs, but they will automatically be assigned to that form as trainer/assessor.)

      To assign a trainer/assessor to one of the above forms, the foundation doctor/NTG needs to take the following steps:

      1. Forms (start new) > select the relevant form 
      CBD, DOPS and Mini-CEX are in the "Mandatory forms for each placement > Throughout each placement" section
      CPs and DCT are in the "Mandatory forms for each year" section

      2. Select the placement/rotation against which the form should be listed
      Learn more about completing fields in SLEs/CPs.

      3. Scroll to the "Trainer/Assessor details" at the end of the form

      4. "Nominate trainer/assessor" field: (see the short video showing how to do this)

      • Start typing the first name or last name (or GMC number if applicable) of the required trainer/assessor
        (the first three or four letters of their first name or last name will be enough)
      • Wait for Horus to search your list of available trainers/assessors - any names that match what you have typed will appear in a drop-down of search results
      • Select the relevant trainer/assessor's name from the list

      If you don't see the relevant trainer/assessor's name in the list, you can add them to Horus yourself.
      Learn more about how a foundation doctor can add a trainer or assessor to Horus.

      5. You will now see with which email address the trainer/assessor is registered on Horus. If they have asked you to send the form to a different email address, you can add this by following the instructions in the sentence below their primary email address: "If you wish to send this form to a different address, please click here". 

      6. Select "Save (and review before submission)"

      7. Select "Send form for approval"
      An email will be sent to your selected trainer/assessor and the form will no longer be editable by you.

      pdf user guide is available (link will open in a new window).

  • Can I send an SLE/CP to a trainer/assessor using a different email address to the one they're registered on Horus with?
    • Yes, foundation doctors/NTGs can send an SLE/CP to a trainer/assessor using a different email address to the one they're registered on Horus with.

      When a foundation doctor/NTG adds a trainer to an SLE/CP, they will see the email address that user is registered on Horus with.

      To increase the likelihood of SLE/CPs being signed quickly and easily for foundation doctors/NTGs, Horus allows them to enter a different email email address for the user. This should not be used as a matter of course - it is for exceptional circumstances, such as

      • The trainer may be registered on Horus with their official trust email address, but they may not have access to this temporarily (for example they're off-site or their inbox is full).
        • The trainer could ask the foundation doctor to send it to another of their email addresses, one that at that point they can access more readily.
      • The trainer's email address may be wrong or out of date on Horus.
        • Using the alternative email address function allows the foundation doctor to get their SLE/CP signed without needing to wait for the administrative process of updating the registered email address.
        • However, in this case the administrative process must follow - the trainer can update their own email address or the foundation doctor/trainer can contact a local e-portfolio administrator.


      When a different email address is used, the following audit log is created:

      • The trainer receives an information email to their registered email address 
        • Subject: Horus: Signature request (alternative email used)
        • Detail: registered email address, foundation doctor, type of form, alternative email address, guidance for what to do if this is incorrect
      • The trainer receives a signature link to the alternative email address
      • Once signed, the trainer receives a signature confirmation email to their registered email address
      • The completed form shows "[Alternative email]" under the signatory's email address

       

      The process (short video available):

      - Trainer section in SLE/CP

      Trainer details

      Nominate trainer*
      | Trainer, Jon (1234567) |
      (N.B. a signatory is required for this form to count towards your ARCP)

      Primary trainer email address dr.trainer@nhs.net.
      If you wish to send this form to a different address, please click here?

      - Selecting "click here" makes a new section appear:

      Primary trainer email address dr.trainer@nhs.net.
      | <enter alternative email address here> |
      If you want to revert to the trainer/assessor's primary email address please click here

       

  • As a foundation doctor/NTG, do I have to complete all the fields in an SLE/CP before sending it to a trainer/assessor to approve?
    • No - you can complete some, none or all of the form before you send it to a trainer/assessor to approve (you just have to confirm which placement/rotation you want the form to be listed against).

      You should try to complete as much of the form as you reasonably can though, so your trainer/assessor knows exactly which event/experience you would like their written feedback on and what your thoughts about your experience are. 

      Your trainer/assessor will have access to edit the whole form before they approve it, so you're essentially writing a draft for them view, edit and approve as they see fit. 

      pdf user guide is available (link will open in a new window).

      Note specific information about including reflection in your SLE.

  • As a foundation doctor/NTG, do I have to complete the "Reflection" section in SLE forms?
    • Foundation doctors are required to write down their reflections on their experiences as part of their education, training and development. There are a number of ways they can do this:

      • Writing their reflections about a specific event into the "Reflection" question in the SLE form before they send it to a trainer for their comments and signature
      • Writing a reflection using the separate "Reflection" form and referring to the specific SLE, if appropriate (this can be done before or after sending an SLE about the same event to a trainer)
      • Using reflective tools and processes outside of the e-portfolio


      The method or methods chosen should be dependent on the situation and foundation doctors should discuss their plans with their supervisors. Note the requirements for the number of written reflections in your e-portfolio for a successful ARCP outcome. 

      The simple answer is, a foundation doctor/NTG does not have to include their reflection on the event within the SLE form itself, if this is appropriate for that specific situation. From a technical perspective, the SLE form can be saved and signed without the "Reflection" box being completed.

      If you have submitted your SLE form for signature but have forgotten to include a reflection within it, two options are to delete the SLE or to revert the form to draft. These will not be appropriate/possible in all situations. Other options are summarised in the bullet points above.

      See "How do I create a reflection form?" for further information and links to guidance on reflections.

  • I am a trainer or assessor who signs SLEs/CPs for foundation doctors/NTGs. Do I have to sign in to Horus?
  • How long before/after a placement can I interact with a form for that placement?
    • You can interact with (that is: create/edit/sign/delete) a form up to 1 month before the start of a placement and up to 3 months after the end of a placement.
      (1 month is counted as from x date in month 1 to x date in month 2, e.g. 4 February to 4 March) 

      This includes the following forms/processes:
      - SLEs
      - QI
      - Additional achievement forms
      - ES/CS/AS start, mid and end of placement forms
      - Mandatory certificates
      - ES mid and end of year forms

      The same is true for forms/processes linked to a whole rotation - you can interact with these up to 1 month before the start of the rotation and up to 3 months after the end of the rotation.

      This includes the following forms/processes:
      - Reflection
      - Career planning
      - PDP
      - PDP progress
      - Core procedures
      - Mandatory certificates
      - Form R
      - TAB
      - ARCP 

      If a form a foundation doctor/NTG has sent to an approver is not approved within this time limit, it will no longer be accessible to be approved. It will remain in the foundation doctor's/NTG's account as a form "requiring an additional signature". Forms that require a signature (such as SLEs and Core Procedures) will not count towards ARCP if they are not approved (that is, signed).

      The time limit is not linked to when the form/process was started/completed - it is linked to when the placement or rotation it is linked to starts/ends.

      Learn more about adding documents to Horus that were created before August 2017

      For further information about why this time limit is in Horus, see page 41 of the Foundation Operational Guide 2019 (link will open in a new window and send you to the UKFPO's website) - "Appendix 8e: Table 1 - Recommended levels of access".

       

  • As a CS/ES what do I do if I miss the 3 month deadline to complete my end of placement report?
    • The 3 month deadline for completing forms has been mandated by the UKFPO. The UKFPO and its operational partner, the UK Curriculum Delivery Group (CDG), have stressed the importance of timely assessments - a clinical supervisor's end of placement report completed more than 3 months after the end of the placement in question, for example, starts to lose its impact on and meaning for the foundation doctor. It is a requirement for both the foundation doctor and their educational and clinical supervisors to adhere to this time limit.

      Therefore, supervisors will find that when they create a form in Horus only the following placements will be available to link the form to:

      • Any placement that ended less than 3 months ago
      • The current placement
      • Any placement starting in less than 1 month
        --> This could mean that only one placement shows - for example at the very start of the rotation.


      The CDG is clear that the 3 month limit must be adhered to. Note that if the CS is not available to complete a timely end of placement report, the ES is responsible for completing the CS end of placement report (as well as the ES end of placement report).

      If the deadline has been missed, you should discuss the situation with your FTPD and/or local HEE foundation team. "Blank" versions of all the forms in Horus can be found in the Blank Forms section of this website. It may be appropriate to complete one of these and submit it to the ARCP panel alongside the information in the e-portfolio. Please note that the Horus team cannot offer guidance on whether this is appropriate in your situation or how the submission should be made.

  • Follow On Forms

  • What are "Follow On Forms"?
    • “Follow On Forms” are forms that are automatically created by Horus, with the foundation doctor's name and placement pre-entered, to help users create all required forms. 

      For example, when a joint educational and clinical supervisor completes a CS End of Placement Report, a “Follow On Form” is automatically created for the ES End of Placement Report (and vice versa if the ES EPR is created first). This is because a joint ES/CS is required to complete both of these forms for their supervised foundation doctor.

      A "Follow On Form" does not show in your 'Drafts' until you save it as a draft.

  • Where do I find "Follow On Forms" that I need to complete?
    • “Follow On Forms” that you need to complete (if any) are under the “Follow On Forms” tab on your Horus home page. Note that many users won’t have any “Follow On Forms”.

      This image shows the follow on forms homepage tab

      From this tab you can:

      1. View information about the “Follow On Form” by selecting the 'View info' button
      2. Start to complete the Follow On Form by selecting the 'Start form' button
  • I do not want to complete the suggested “Follow On Form”. Can a “Follow On Form” be dismissed/deleted?
    • Yes, a “Follow On Form” can be dismissed:

      1. Home page > “Follow On Forms” tab
      2. Select the 'View info' button for the form
      3. Read the information and note that it may not be necessary for you to dismiss the form
      4. Scroll to the end of the information page
      5. Select the 'Dismiss Follow On Form' button

      This image shows the selected follow on form with the dismiss follow on form button

  • Forms in draft

  • Can I save a form as a draft?
    • Yes, you can save most forms as a draft in Horus. At the end of the form you will always see two buttons: "Save (and review before submission)" and "Save (and leave as draft)".

      This image shows the save and leave as draft button

      The only exceptions are PDP and Reflection forms. These can be edited as if they were drafts, though. You will see all PDP and Reflection forms that have been started/completed on the relevant foundation doctor's portfolio "PDP" or "Reflection" page.

  • Can anyone else see forms that I've saved as a draft?
    • No, the contents of any forms that you save as a draft will only be visible to you.

      The existence of some forms saved as draft, like end of placements reports, can be seen in administrator 'form count' reports.

  • Where do I see forms that I've saved as a draft?
  • How do I edit a form I've saved as a draft?
    • Forms that have been saved as draft can be found under the 'Drafts' tab on your Horus home page.

      This image shows the drafts tab on the horus homepage

      1. Open the form which you would like to edit using the 'Open' button.

      2. Select the 'Make further changes' link.

      This image shows the purple draft status banner with the make further changes link highlighted

      The form is now editable.

      After making the desired changes you can
      - 'Close form (without saving)'
      - 'Save (and review before submission)'
      - 'Save (and leave as draft)'

      Note: a form can only be edited up to 3 months after the end of the placement that it is assigned to. 

  • As a foundation doctor, how can I change the trainer/assessor on a form I have submitted for approval?
    • The assigned trainer/assessor can only be changed on forms that have not yet been signed. Signed forms cannot be amended.

      To change the trainer/assessor on a form already submitted for approval:

      1. Find and select the form on your “Contents” portfolio page.
      2. In the second purple bar, below your personal details, select the “Reset trainer/assessor” button on the right.
        --> Once you make this selection the original approval request link will no longer work.
        This image shows the purple awaiting signature banner with the reset trainer/assessor button highlighted
      3. You will see a green bar confirming "Trainer/assessor removed. Please nominate a new trainer/assessor." Just below that will be a purple bar with a link to “Nominate new signatory” - select this link.
      4. Nominate a new person to sign the form.
        --> As when you originally selected a trainer/assessor, type the first few letters of their first/last name OR the first few digits of their GMC number (if applicable). You can use an alternative email address if required. Refer to this short video demo to see this in action.
      5. Once you have selected a signatory, select the ‘Nominate new signatory’ button.
      6. You will see see a green bar confirming "Thanks, your new signatory has been added." An automatic email will have been sent to the new trainer/assessor, with a link to sign the form.

      Learn more about how you send a form to be signed.

  • How do I delete an SLE/CP that is "awaiting signature"?
    • When a Supervised Learning Event (SLE) or Core Procedure (CP) form is awaiting a signature, you are able to delete the form by selecting “Reset trainer/assessor”. (You may want to do this in case the person who supervised / assessed you is no longer available to complete the form for you, for example.)

      1. Open the relevant SLE/CP from your portfolio "Contents" menu

      2. Select the “Reset trainer/assessor” button

      This image shows the purple awaiting signature banner with the reset trainer/assessor button highlighted

      3. You will see a green bar with a message notifying you the original trainer/assessor has been removed and a purple bar with a link allowing you to assign a new trainer/assessor.

      This image shows the green confirmation banner confirming that the trainer/assessor has been successfully removed from the form

      4. Scroll to the bottom of the page and select the “Delete form” button.

      This image shows the delete form button

      5. Read the pop up carefully and if you are sure you wish to delete the form, select “Delete this form now” to confirm deletion.

      This image shows the pop up warning before a form is deleted

      6. You will now be notified the form has been deleted and it will disappear from your portfolio.

      This image shows the green confirmation baner confirming that the form has been deleted successfully

      Learn more about deleting forms.

  • Signing forms

  • As a foundation doctor, how do I sign a meeting form?
    • When you log in to Horus, you will see a list of "forms requiring your signature" on the right hand side of your home page.

      You can sign a form in the following way:

      1. Select "Open" next to the relevant form from the list on your home page
      (You can also find the form in your "Portfolio contents" page)

      2. Read the contents of the form

      3. Scroll back to the top of the page

      4. Select "Sign this form"

       

      Forms that require your signature in this way are

      • Initial Meeting with Educational Supervisor
      • Induction Meeting with Clinical Supervisor
      • Combined Induction Meeting with Clinical Supervisor & Initial Meeting with Educational Supervisor
      • ARCP outcome form
  • Who can approve/sign SLEs and Core Procedures in Horus?
  • Can F2s approve/sign F1 Core Procedures in Horus?
    • Yes, F2s can sign Core Procedures (CPs) for F1s, provided they meet the requirements for assessing the relevant procedure (that is, competent in the procedure being assessed and trained in assessment and feedback methodology).

      Learn more about who can approve/sign SLEs and CPs in Horus.

  • Does Horus send reminders to users to sign forms they have been assigned to?
    • Yes, Horus sends three automatic email reminders to users who have not signed forms they have been assigned to. The schedule is:

      1. Immediate email notification when the form is first submitted for signing
      2. 7 days after original submission
      3. 14 days after original submission
      4. 21 days after original submission

      The link in each email expires after 7 days (when a replacement will be sent). Only the most recent will work. 

      No further reminder emails will be sent after this time period. Users who want to sign a form after the reminder period can still log in to their Horus account and sign it from the "Forms requiring your signature" list on their home page (provided the placement / rotation the form is assigned to is still active or finished less than 3 months ago). 

      Foundation doctors can send manual reminders to trainers/assessors who have not signed SLE/assessment forms they have been assigned to.

  • Can I send a reminder to a trainer/assessor to sign an SLE/assessment?
    • Yes, you can send a reminder from Horus to a trainer/assessor who has not signed an SLE/assessment for you yet. Note:

      - Horus sends automatic reminders. You can only send a manual reminder once every 24 hours (either since the last automatic reminder or since your last manual reminder).

      - Only the form completion link in the most recent reminder email will work. If your trainer/assessor selects a link in an old email, they will see a message explaining that the link has expired.

      - Only foundation doctors can send manual reminders.

      To send a reminder:

      1. Portfolio > Contents

      2. Select the relevant unsigned form

      3. Select "Send Reminder Email" near the top of the form (remember, this button will only be available if it's been more than 24 hours since the last reminder email was sent)

      This image shows the awaiting signature banner with the send reminder email button highlighted

       

  • How do I sign an SLE/Core Procedure for a foundation doctor?
    • Foundation doctors have to invite trainers to sign an SLE/Core Procedure for them.

      You can sign a form EITHER using the email notification you received OR by logging in to your Horus account.

      Email

      1. Select the "Go to the form" link in the notification email

      This image shows the notification email for signing a form

      Horus login

      1. The form will show on your home page, in the "To sign" tab on the left. Select "Open" next to the relevant form.

      This image shows the to sign tab on the horus homepage

      Both routes - continued

      2. Either way, you will now be shown the basic form details (name, GMC number and placement details of the foundation doctor and the details they have entered for their trainer/assessor) and asked to confirm whether you are the named trainer/assessor:

      This image shows the form signature confirmaton question 1

      3. Check that your name is correct and then select "Yes".
      If you are not the named trainer, select "No" and explain the issue in the free text box that appears (further details available here).

      4. You will now be able to view the whole form - scroll down, read what the foundation doctor has written and decide whether you would like to add / amend anything before signing the form.
      You will most likely need to add information to the form - foundation doctors have been asked to complete as much of the form as they can, but some sections require your direct input.
      You will not be able to sign the form until all the mandatory fields have been completed.

      5. To add / amend anything in the form, select "Make further changes" in the purple bar just above the form. This will open up the form for you to complete.
      This image shows the make further changes link

      6. Select "Save (and review before submission)" at the end once you have completed the form.

      7. You will then be taken back to the questions described in steps 2 and 3 above. Select "Yes" for question 1, "Yes" for question 2 and "Sign this form" for question 3.
      This image shows the form signature questions one, two and three with the sign this form button revealed and highlighted

       8. You will see a screen confirming the form has been signed.  
      This image shows the

  • How do I decline to sign an SLE/Core Procedure for a foundation doctor?
    • Trainers and assessors always have the option to decline to sign an SLE/Core Procedure for a foundation doctor.
      You may not remember the interaction, you may not be the intended recipient or you may feel that you are not the appropriate person to sign the form.

      Whatever the reason, it's very helpful to the foundation doctor if you decline to sign the form (instead of not responding to it at all), so that they can re-send it to the correct/a more suitable trainer/assessor.

      You can decline to sign a form EITHER using the email notification you received OR by logging in to your Horus account.

      Email

      1. Select the "Go to the form" link in the notification email

      This image shows the email notification for signing a form

      Horus login

      1. The form will show on your home page, in the "To sign" tab on the left. Select "Open" next to the relevant form.

      This image shows the to ign tab on the Horus homepage

      Both routes - continued

      2. Either way, you will now be shown the basic form details (name, GMC number and placement details of the foundation doctor and the details they have entered for their trainer/assessor) and asked to confirm whether you are the named trainer/assessor:

      This image shows the form signature confirmation question 1

      3a. If you are not the named trainer, select "No" and explain the issue in the free text box that appears (for example, "You have the wrong John Smith").

      Then select "Remove my name from this form".

      You don't need to do anything further.

      This image shows the declin to sign text box being completed with the remove my name from this form button showing

      3b. If you are the named trainer, select "Yes" instead. You will now be able to view the whole form (scroll down).

      You will be asked whether you are happy to sign the form. If you don't want to sign the form (for example, because you don't remember the interaction described in the form), select "No" and explain the issue in the free text box that appears (for example, "I don't remember having this interaction with you").  
      Note that you can edit the contents of the form, so don't use this option if you do remember the interaction and just want to update some of the information provided by the foundation doctor.

      Then select "Reject signature request".

      You don't need to do anything further.

      This image shows the reject signature request text field being completed and the button of the same name showing 

  • Linking forms

  • Who can link forms on a Horus account?
  • How do I link a completed form to another in Horus?
  • Where do I see the links that have been made for a form?
  • How do I remove the link between forms?
  • I am trying to link a form on Horus but it is not being displayed in the ‘Forms available for linking’ section, why?
  • I have mapped a form to the curriculum and then linked this form to another form. Will the linked form also now be mapped to the curriculum?
    • No, linked forms are not automatically mapped to the curriculum if they are linked to a form that is already mapped to the curriculum. Each required form needs to be mapped to the curriculum separately.

  • Managing completed forms

  • Where are completed forms in a foundation doctor's portfolio?
    • In the foundation doctor's portfolio menu (top menu if you are a foundation doctor, right hand drop-down sub-menu if you are a supervisor or administrator), select "Contents".

      FD:

       this image shows the foundation doctor portfolio menu with the content section highlighted

      Admin/trainer:

       This image shows the portfolio drop down menu with the contents section highlighted

      All forms completed for the foundation doctor will be listed here, as well submitted forms awaiting either approval by a trainer/assessor or signature by the foundation doctor. Some forms are listed against the whole rotation (for example, reflections, core procedure and the educational supervisor's end of year report) and some against specific placements (for example, SLEs, additional achievements and clinical supervisors' end of placement reports).

      This image shows the portfolio content page

  • How do I check if a submitted form has been signed?
    • Foundation doctors will receive an email notification when a form they have sent for approval (that is, an SLE or CP) has been signed by their selected trainer or assessor. 

      Submitted forms that have not yet been signed show in the portfolio "Contents" list with a yellow triangle next to them. If you hover over the triangle you will see the description "this form requires an additional signature". 

      This image shows a forms not yet signed depicted with the amber triangle

      Learn more about how to send a form to be signed.

  • As a supervisor, trainer or assessor, can I see the forms I have signed for foundation doctors?
    • Yes, there is a ‘My Activity’ section in the 'Trainer menu', where all trainers can see forms they've signed for foundation doctors.

      Supervisors are also able to view forms that they and others have signed for their foundation doctors on the relevant doctor’s portfolio ‘Contents’ page. 

  • Can I revert a submitted form to draft?
    • Any form that has been submitted on Horus can only be reverted to draft by an administrator who has access to the portfolio of the foundation for/by whom the form has been completed. This is to ensure there is an audit trail and verification before a form is deleted (most forms have to be in draft to be deleted).

      1. Access the "Contents" portfolio menu of the relevant foundation doctor
      2. Select the form that needs to be reverted to draft from the list
      3. Scroll to the bottom of the form - there will be 3 options:
        • Revert to draft (admin only)
        • Change placement (admin only)
        • How to delete a form
        This image shows the revert to draft section of a submitted form that is visible to users with adminisrator permissions
      4. Select "Revert to draft"
      5. You will see the following pop up - please note it:
        This image shows the revert to draft confirmation warning  with the revert to draft button highlighted
      6. Select "Revert to Draft" - the form will then only be accessible to the original creator. There is no possibility to undo this action.

       

  • How do I delete a form?
    • Any form that has been submitted on Horus (except TAB and Reflection forms) can only be deleted by the user who originally created the form. Follow the steps below to delete a form you created:

      1. Revert the form to draft
        • Only an administrator can do this to. See "Can I revert a submitted form to draft?" for what to do.
        • If you are not an administrator, contact your local postgraduate centre administrator and ask them to complete this action.
      2. Once the form has been reverted to draft, you will find the form on your Horus Home page ("Forms in draft" tab).
      3. Select the form you wish to delete by selecting "Open".
      4. Scroll to the bottom of the form - you will find a ‘Delete form’ button.
        This image shows the delete form button
      5. Select "Delete form".
      6. You will see the following pop up - please note it:
        This image shows the pop up warning when deleting a form
      7. Select "Delete this form now". There is no possibility to undo this action.


      For details about deleting TAB forms, see the Reviewing TAB section.

      For details about deleting Reflection forms, see "Can a reflection form be deleted?". 

       

  • Can a reflection form be deleted?
    • A reflection form marked "private" can be deleted - follow the instruction in "How do I delete a form?".

      A reflection form marked as "shared" cannot be deleted (or made private again). It can, however, be edited indefinitely. This is functionality requested by the CDG.

  • How do I ‘move’ a form between placements/rotations?
    • Administrators can amend the placement/rotation that a form has been listed against by following the steps below:
      (NOTE: Placement-based forms can only be moved between placements belonging to the same rotation. Rotation-based forms can be moved between any rotation assigned to the foundation doctor. See the list of forms that are placement- and rotation-based.)

        1. Access the "Contents" portfolio menu of the relevant foundation doctor
        2. Select the form that needs to be amended from the list
        3. Scroll to the bottom of the form - there will be 3 options:
            • Revert to draft (admin only)
            • Change placement (admin only)
            • How to delete a form
          Tis image shows the chnage placement section of a submitted form that is only visible to a user with administrator permissions
        4. Select "Change placement"
        5. You will see a list of placements assigned to the foundation doctor. Select "Move here" next to the placement you want to move the form to. The move will happen as soon as you select this option.


      This image shows the change placement page for a form

      A form can be moved as many times as required.

      Note that placement-based forms cannot be moved to a different rotation.

  • Can I download my whole portfolio from Horus?
    • Foundation doctors/NTGs can download most of their whole portfolio using the "Download portfolio" function in their "Portfolio" main menu:

      This image shows the foundation doctor portfolio menu with the download portfolio option highlighted

      Step by step instructions to download portfolio

      July 2020: The following items are not/not yet available as part of this download: F1CC, FPCC, declarations, curriculum mapping, curriculum progress rating, uploaded documents attached to forms, reflections and career planning forms marked as 'private'. Meanwhile, all of these forms can be downloaded individually.

      Users can also download individual forms from Horus (this link refers to the HEE FP E-portfolio Archive, but the principles are the same for HEE Horus (and NW Horus)).

  • How can I download my portfolio from Horus?
    • This functionality is available to all foundation and NTG doctors using Horus.

      1. Portfolio main menu > Download portfolio

      This image shows the foundation doctor portfolio menu with the download portfolio option highlighted

      2. The "Portfolio downloads" page you land on will show any previous downloads you've requested. To request a new download, select the "Start new download" button on right, just under your orange 'rotation' button.

       This image shows the download portfolio page with the start new download button highlighted

      3. Read the guidance on the page. 

      4. Select from the list the form types you want included in your download. Note that if you select a form type under which you do not have any complete forms, the "Total forms selected" counter will not change.

      5. Select "Start Download".

      6. Wait 5-10 minutes, then refresh the page (or just navigate away from the page and come back later). You will see your new download in the list. During quiet times of the day a download will take under 5 minutes. Please allow longer during peak hours.

      7. Select "Download PDF"

      8. Read the information in the pop up box and select the button to continue. 

      9. Your pdf will be downloaded to your device. Documents are sorted by "Date created" - earliest first.

  • External documents

  • How do I upload an external document to my Horus account?
    • External documents (for example, presentations, projects, audits, screenshots, certificates) can be uploaded to Horus - by foundation doctors/NTGs only - in the following way: 

      1. Forms (start new)

      2. Scroll down the page to the "Mandatory forms for each year" or "Additional Achievement" section

      3. Select the form that best describes the type of document you want to upload
      - External documents can be uploaded to the QI form, the mandatory certificate form, the mandatory teaching log and any of the forms in the "Additional Achievement" section.

      4. Give the form an appropriately descriptive title

      5. Upload your external document(s)

      Tips:
      Convert documents to pdf to make it easier for others reviewing your portfolio (and to reduce the file size).
      Maximum size per file is 4MB for PDFs and 1MB for other documents - compress files to save space. 
      The following file types are accepted: .pdf, .png, .jpg, .gif, .doc, .docx, .ppt, .pptx.
      File names can be a maximum of 75 characters.

      You can upload as many files as you want to a form, but they must each be less than 1MB (or 4MB if pdf).

      6. Complete the other free text parts of the form as appropriate

      7. Save the form

      8. Check the contents and 'Mark as complete' when you're ready

  • What files can be uploaded to forms?
    • Things to note when uploading files:

      • The following file types are accepted: .pdf, .png, .jpg, .gif, .doc, .docx, .ppt, .pptx.
      • Maximum size per file is 4MB for PDFs and 1MB for other documents - compress files to save space. 
      • Where possible you should convert files to pdf or take a screenshot of the file to reduce size.
      • You can upload as many files as you want to a form, but they must each be less than 1MB (or 4MB if pdf).
      • File names can be a maximum of 75 characters.


      Learn more about uploading external documents.

  • What is the size limit for external documents uploaded to Horus?
    • The size limit for external documents uploaded to Horus is:

      • 1MB for .png, .jpg, .gif, .doc, .docx, .ppt, .pptx.
      • 4MB for .pdf.


      Note that:

      • you can upload up to 5 files / 5MB at a time to a Horus form (Additional Achievement, QI or Mandatory Certificate) - you can keep saving and adding more files though
      • there is no limit to the number of external documents you can upload to your Horus account


      You should compress files to make them as small as possible. The easiest way to do this is to convert files to "minimum size" pdf (most computers will have the option to "print to pdf" to do this). You can also take screenshots of documents and/or upload documents in smaller sections (e.g. 1 or 2 pages at a time), depending on their size.

      Learn about how to upload an external file to Horus.

  • What should I do if I get an error when trying to upload an external document?
    • We are receiving a small number of reports of documents failing our file-type checks. The reason tends to be unique for each affected file, although in a few recent cases the issue was caused by the use of an older version of Office for Mac. When we re-saved that file on the latest version of Office on Windows 10, it uploaded successfully.

      If you get an error when trying to upload an external document, please try the following before trying to upload the file again:

      • Ensure you are using an accepted file type and size
      • Re-save the file on the latest version of Office
      • Save (or re-save) the file as a pdf


      If this still doesn't allow you to upload the file, please contact the Horus Helpdesk with the relevant document, explaining the situation and what remedial actions you have tried.

  • Curriculum basics

  • What is the curriculum?
    • The foundation programme curriculum 2016 (the curriculum) sets out the framework for educational progression that will support the first two years of professional development, following graduation from medical school. The "Curriculum" portfolio menu item is the e-portfolio version of the 'Syllabus' section of the curriculum (p.51).

      The syllabus is organised into four sections reflecting the central themes set out in Good Medical Practice.
      Section 1: Professional behaviour and trust
      Section 2: Communication, team working and leadership
      Section 3: Clinical care
      Section 4: Safety and quality

      The links on this page take you to the UK Foundation Programme Office's and GMC's websites respectively.

      Learn more about the curriculum in Horus.

  • What is a foundation professional capability (FPC)?
    • There are 20 foundation programme training ‘outcomes’ to be achieved within the curriculum; these are termed ‘foundation professional capabilities’ (FPCs) and are fully explained in the curriculum (p.31).

      There are 20 FPCs, split into 4 syllabus sections, describing the key clinical and professional aspects of medical practice. FPCs are the outcomes of foundation training and indicate what the doctor in training is expected to be able to do.

      In order to progress from F1 into F2 and from F2 into GP or specialty training the foundation doctor has to be signed off for each FPC as having met or exceeded the minimum levels of performance required for sign off.

      Within the e-portfolio foundation doctors must provide evidence of how their achievements related to each FPC meet or exceed the expected minimum standard of performance for their year of foundation training. This is done by mapping relevant portfolio content to each FPC. Look out for the "use as evidence" link by each completed form.

  • Where can I find guidance on Foundation Programme requirements?
    • On the UKFPO curriculum webpage – there is guidance about the curriculum, meetings, assessments, supervised learning events and other activities foundation doctors and their supervisors need to engage with. The information on this page is updated regularly.

  • What is the purpose of curriculum mapping?
  • Where is the curriculum in Horus?
    • The curriculum is found in each foundation doctor's portfolio menu item called "Curriculum". Open this portfolio menu item to view the curriculum. 

      Anyone who has access to the foundation doctor's portfolio has access to this section, which shows:

      • The four sections of syllabus, broken down further into the 20 FPCs
      • A list of any e-portfolio content that has been mapped as evidence to each FPC
      • F1 and F2 descriptors for each FPC
      • e-LfH courses that are considered particularly relevant to each FPC
        • Note that this section will not show which courses the foundation doctor has completed - it will show which courses they may consider completing to add to the evidence base for achievement of a specific FPC
      • Educational supervisor rating for each section

       

      Learn more about

      the curriculum

      - which e-LfH courses are relevant to each FPC

      who can view the data in Horus

      - the portfolio menu

  • How do I map a portfolio item to the curriculum as evidence?
    • A portfolio item can be mapped as evidence to a maximum of 5 foundation professional capabilities (FPCs) - further information.

      The process for evidence mapping to the curriculum is:

      1. Portfolio > Contents

      2. Find the portfolio item (that is, the form) that you want to map

      3. To the right of the form, underneath the date it was submitted, select "map to curriculum"

      This image shows the map to curriculum link against a form on the portfolio contents page

      4. The curriculum will pop up, showing the four sections:

       This image shows the four sections of the curriculum that can be expected to show FPCs

      5. Select the section under which you want to map the portfolio item

      6. Select the FPC against which you want to map the portfolio item:

      This image shows section 1 of the curriculum expanded and FPC four selected

      7. The item is now mapped. Select more FPCs if required:

      This image shows section 1 of the curriculum expanded and FPC one and four selected

      8. Select "close" in the top right-hand corner of the pop-up when you're finished.

      Learn about how to "un-map" a portfolio item.

  • How do I "un-map" a portfolio item to the curriculum as evidence?
    • To remove a curriculum mapping from a portfolio item:

      1. Follow the mapping process - selecting an existing mapping will un-select that mapping (see below for an example). 

      2. Portfolio item mapped to two FPCs:

      This image shows section one of the curriculum expanded and FPC one and four selected

      3. Select "1: Acts professionally" - this is now "un-mapped":

      This image shows section one of the curriculum expanded and FPC one has been unselected

      4. Select "close" in the top right-hand corner of the pop-up when you're finished.

  • How does mapped evidence show in the curriculum?
    • Any evidence that has been mapped to the curriculum will show as a list of items in Portfolio > Curriculum Overview, when the "Mapped evidence" toggle is selected.

      Next to each Foundation Professional Capability (FPC) is a count of the number of the items mapped to it, in [square brackets].

      This image shows the curriculum overview page showing mapped content

  • How can forms that have been mapped to the curriculum be identified?
    • Forms that have been mapped to the curriculum can be identified by the blue bookmark icon next to them in the portfolio "Contents" page.

      This image shows a form that has been mapped to the curriculum which is showing the blue blookmark icon

       

  • Are there any limits associated with curriculum mapping on Horus?
  • Rating the curriculum

  • What is the curriculum progress rating form?
  • Who should complete the curriculum progress rating form?
  • Who can view submitted curriculum progress ratings?
  • Are educational supervisors required to rate the curriculum?
  • Where is the curriculum progress rating form?
    • Only assigned educational supervisors have access to the "Curriculum progress rating" form for each foundation doctor.

      There are 3 way to access the form:

      1. Portfolio Overview

      1.1 FD portfolio > Overview > Scroll down to the "Curriculum" section (just under ARCP)

      1.2 Under the "Curriculum progress ratings by Educational Supervisor:" title and the list of the 4 curriculum sections, select the "Rate progress now" link

      This image shows the curriculum progress rating of the portfolio overview page with the rate progress now link highlighted

      2. Summary of evidence report 

      2.1 FD portfolio > Overview > Scroll down to the "ARCP" section (just under Placements)

      2.2 Select the "Summary of evidence" link

      2.3 Scroll down the the "REQUIREMENT: Satisfactory completion of all FP curriculum outcomes" section 

      2.4 Under the "Curriculum progress ratings by Educational Supervisor:" title and the list of the 4 curriculum sections, select the "Rate progress now" link

      3. Curriculum 

      3.1 FD portfolio > Curriculum

      3.2 Under each curriculum section heading you will see an "ES progress rating" section - select the "Rate progress now" link to the right of this (the link next to each of the 4 section headings takes you to the same form)

      This image shows section one of the curriculum on the curriculum overview page with the rate progress now link highlighted

  • How does the curriculum progress rating form work?
  • TAB basics

  • What is team assessment of behaviour (TAB)?
  • When and how often should TAB be done?
      • TAB must take place at least once a year. Deaneries/foundation schools have the option of increasing the frequency.
      • TAB feedback must be gathered during a single placement and by the date specified by the educational supervisor
      • TAB will normally be performed within 1st placement in order to allow time for any required remedial action. However if there are insufficient raters within a placement to allow this the TAB should be completed within the first 6 months of the year of training.
      • If there are any concerns about a foundation doctor which need to be addressed TAB should be repeated. Deaneries have the option of altering the periodicity of TAB to satisfy local needs.

       

      The above information has been taken directly from the Foundation Programme Curriculum (2016). 


      IMPORTANT NOTE: Local offices/foundation schools may issue specific windows of time during which they expect foundation doctors to complete TAB. Please refer to specific foundation school guidance to check whether any such windows apply to you.

  • What are the possible TAB outcomes?
    • The possible TAB outcomes are:

      • Satisfactory
      • Incomplete (within time limit)
      • Invalid (incorrect number or mix of assessors)
      • Unsatisfactory: anything other than trivial minor concern which does not require action will necessitate a repeat TAB

       

      The educational supervisor will meet to review the TAB responses with the foundation doctor and if necessary arrange any additional support required to address concerns. 

      The above information has been taken directly from the Foundation Programme Curriculum (2016). 

       

      • Satisfactory means that this TAB will satisfy the ARCP TAB requirement. Where any other option is chosen a further TAB will need to be undertaken.
      • Incomplete means fewer than 10 responses received within the time limit.
      • Invalid means incorrect number or mix of assessors.
      • Unsatisfactory means that the TAB contains non-trivial minor or major concerns (anything other than trivial minor concerns which do not require action will necessitate a repeat TAB).

       

      Some trusts will require multiple TABs regardless of the TAB outcome - please consult local postgraduate centre for details.

      Learn more about what TAB is.

  • What are the requirements for a valid TAB?
    • In order to be valid TAB must be completed at the correct time, with feedback from a sufficient number and mix of raters.

      Required mix of assessors

      To ensure quality, a valid TAB requires a minimum of 10 assessors including at least four senior assessors comprising consultants / trained GPs and senior nurses. The named clinical supervisor will normally be one of the assessors.

      The mix of raters/assessors must include at least:

      • 2 consultants or trained GPs. The named clinical supervisor should normally be used as an assessor. However, there may be occasional circumstances where this is not possible, hence, inclusion of the CS is not mandatory.
      • 1 other doctor more senior than F2.
      • 2 senior nurses (band 5 or above)
      • 2 allied health professionals / other team members including ward clerks, secretaries and auxiliary staff.

       

      The foundation doctor must complete a self-assessment of behaviour before inviting raters to contribute to the TAB process. Self-TAB will include reflection on personal performance.

      For each TAB, the foundation doctor should approach 15 raters/assessors. Up to two foundation doctors may be used but attention must be paid to ensure an appropriate mix of raters or the TAB will be invalid.

      The above information has been taken directly from the Foundation Programme Curriculum (2016). 

      - Foundation doctors will count towards the "allied health professional / other team member" category.

      - For further information about the research underpinning TAB and what constitutes a valid and reliable TAB, see this article published in Clinical Medicine (RCP Journal).

  • Are the requirements for a valid TAB different if I am in a placement with few colleagues?
  • Can other foundation doctors contribute to a TAB?
    • Yes - up to two foundation doctors may be used to contribute to the allied health professionals / other team members category but attention must be paid to ensure an appropriate mix of raters or the TAB will be invalid.

      Horus has been programmed to only count up to two foundation doctors in the total number of responses. This means that if three foundation doctors are requested and all three respond, one will not count towards the overall total.

      All responses will be available in the TAB results report.

      Learn more about the

      requirements for a valid TAB

      - TAB assessor analysis report

      - TAB results report

  • Starting and reviewing TAB

  • How does TAB work in Horus?
    • General principles for how TAB works in Horus:

      • TAB is an anonymous multi-source feedback tool - foundation doctors cannot see which ratings / comments were submitted by each rater.
      • TAB can technically be started at any point as long as the foundation doctor has a rotation assigned to them
        • Timing and frequency of TAB is explained in the FP Curriculum 2016
        • Local HEE foundation teams / local education providers may issue guidance as to when they expect foundation doctors to start TAB
      • Only 1 TAB can be 'open' per foundation doctor at any one time
      • TAB must be started by the foundation doctor
      • The foundation doctor must complete their self-TAB before they can start the feedback process
      • Once the foundation doctor has completed and submitted their self-TAB, they will have 45 days to gather responses.
      • The foundation doctor can add assessors to their TAB before or after they submit their self-TAB
        • They can continue to add / edit assessor details until either the relevant assessor has completed the TAB form, the TAB has expired or the TAB summary has been completed.
      • Assessors will receive an automatic email from Horus with details about TAB and a link to complete the form
        • Assessors don't need a Horus account to complete a TAB form
      • The foundation doctor picks the assessor category; the assessor picks their position within that category.
        • If the category is incorrect, the assessor should "decline to take part" using the link in the automatic email. They should select from the drop-down list which category they actually belong to.
        • The foundation doctor will receive an automatic email with this information and will need to create a new entry for the assessor with the correct category. 
      • Assessors will receive an automatic reminder every week for 3 weeks to complete the TAB
        • Foundation doctors can manually generate a new reminder every 24 hours
      • Assessors cannot submit a TAB form once the TAB has expired or the TAB summary has been completed
      • Administrators, foundation programme directors and supervisors can see the contents of submitted TAB forms and the TAB summary.
      • Educational supervisors are expected to complete the TAB summary at the end of the TAB process (but this can also be done by administrators and foundation programme directors).
        • Foundation doctors cannot see the TAB summary until it has been completed
        • Foundation doctors cannot see submitted ratings / comments until the TAB summary is released
        • Foundation doctors cannot see who submitted which TAB rating / comment
        • Foundation doctors can see who submitted ratings / comments

       

      Learn more about

      - what TAB is

      - how to start a TAB

      - how to complete a TAB summary form

  • How do I start TAB?
    • TAB must be started by the foundation doctor.

      1. Select "Forms (start new) from your main menu and select "Team Assessment of Behaviour (TAB)" from the 'Mandatory forms for each year' section
      2. Select "Start new TAB"
      3. Complete your self-TAB
      4. If you already know the details of some/all of your assessors, enter their details below your self-TAB
      5. Select "Save (and review before submission)"
      6. Check you're happy with the contents of your self-TAB (if not, select "Make further changes")
      7. Select "Start TAB"
      8. On your Portfolio "TAB" you will see a summary of the TAB you have just started

       

      Learn more about

      - what TAB is

      - how TAB works in Horus

      - what to do if you start TAB by accident/when you didn't mean to

  • What should I do if I have started a TAB by accident/when I didn't mean to?
    • It is not possible to delete a TAB once it has been started. If a foundation doctor (FD) has started a TAB at a time they're not actually intending to complete a TAB (for example, by accident / through a misunderstanding in August, right at the start of their training year), we suggest the following steps are taken:

      1. FD informs a local administrator/their educational supervisor (ES)
      2. Admin/ES completes the TAB summary form with the following selections:
      •  Do you want to release the TAB summary to the foundation doctor? --> No
      •  Did the foundation doctor request at least the minimum range of TAB assessors as available within the placement? --> No
      •  Comment --> TAB started by mistake - please ignore
      •  TAB outcome --> Incomplete

      The FD will be able to start a new TAB at any time once the TAB summary form for the previous TAB has been completed.

  • Can I edit my self-TAB once I've started a TAB?
    • Yes, foundation doctors can edit their self-TAB until the TAB expires or the TAB Summary form is completed - whichever is sooner.

      To edit your self-TAB:

      1. Portfolio > TAB

      2.  In the 'Actions' column on the right, select "Self Assessment"

      This image shows a started TAB on the Team assessment of behaviour page with the self assessment link highlighted

      3. Select "Make further changes" in the purple bar

      This image shows the foundation doctor elf tab form with the purple banner showing the make further changes link

      4. Make the required edits 

      5. Select "Save"

  • How do I see a foundation doctor's self-TAB?
    • Foundation doctors can see their own submitted self-TAB as follows:

      1. Portfolio menu > select "TAB"
      2. In the "Actions" column on the right, under "Manage Assessors", select "Self Assessment"

      This image shows a started tab on the team assessment of behavious page

       

      Educational supervisors, foundation programme directors and administrators can see the contents of a foundation doctor's self-TAB in the doctor's TAB results report.

      • Each of the four domains of TAB shows
        1. "Self Assessment" - the foundation doctor's self-rating and comments (if any)
        2. "Team/Peer Assessment" - anonymised team ratings and comments.
      • It is currently not possible for ESs, FPDs and admins to see a foundation doctor's self-TAB as a stand-alone form.

      Learn more about the TAB results report.

  • How do I see TAB forms submitted about a foundation doctor?
    • Administrators, foundation programme directors and educational supervisors can see the contents of submitted TAB forms:

      1. EITHER Admin menu > Overviews > TAB. In the "Actions" column on the right, select "Assessors".

      OR Foundation doctor's portfolio > TAB. In the "Actions column on the right, select "Manage Assessors".

      2. Scroll to the "Assessors who have completed a TAB form" section.

      3. In the "View answers" column on the right, select "View" in the required assessor's row. (If the TAB has expired, assessors who did not submit a TAB form will also show in this list but will not have a "View" option".)

      This image shows the manage assessor page of a TAB with the view button highlighted

       

  • How do I see the mix and number of assessors who have been requested and/or responded to a TAB?
    • A TAB "assessor analysis" report is generated automatically when a foundation doctor starts a TAB.

      It can be accessed in three ways:

      1. Foundation doctor's portfolio > TAB - in the "Assessors" column

       This image shows the team assessement of behavious overview page

      2. Admin menu > Overviews > TAB - in the middle columns (between "Date" and "Satisfactory")

      This image shows the tab overview report that is only accessible to users with administrator permissions

      3. Admin menu > Overviews > TAB. In the "Actions" column on the right, select "Results". The assessor analysis is the first column.

      This image shows the tab assessors analysis from the team assessment of behaviour page

      The assessor analysis report

      • is always visible to the foundation doctor (through their portfolio only), ES, FPD and administrators
      • shows list of basic TAB assessor number and mix requirements and whether they have been met
      • does not indicate a satisfactory TAB - this can only be done by completing the TAB summary form

       

      Key to the assessor analysis report

      This image shows the key to the assessor analysis report 

      Learn about the TAB summary form.

       

  • In the TAB assessor analysis table, why does the "Total" not always tally with the number of responses in the different categories?
    • The "Total" number of responses received will equal the sum of responses received within each category UNLESS more than 2 foundation doctors have responded.

      Horus has been programmed to only count up to two foundation doctors in the total number of responses. This means that if three foundation doctors are requested and all three respond, one will not count towards the overall total. 

      All responses will be available in the TAB results report.

      Learn more about other foundation doctors contributing to TAB.

  • Can I send a reminder to a TAB assessor to complete TAB feedback?
    • Yes, you can send a reminder from Horus to a TAB assessor who is yet to complete feedback that has been requested. Note:

      - Horus sends automatic reminders. You can only send a manual reminder once every 24 hours (either since the last automatic reminder or since your last manual reminder).

      To send a reminder:

      1. Portfolio > TAB.
      2. Select 'Manage Assessors' for the relevant TAB.
      3. Scroll down to the 'Assessors who have not yet completed a TAB form' section and select 'Send reminder email' next to the relevant assessor (remember, this button will only be available if it's been more than 24 hours since the last reminder email was sent).

      This image shows the assessors who have not yet completed TAB feedback with the send reminder email highlighted

  • How do I add more TAB assessors and edit or remove existing TAB assessors?
    • More TAB assessors can be added to an open TAB (that is, not yet expired, TAB summary not yet completed):

      1. Portfolio > TAB
      2. Select "Manage Assessors" in the right hand 'Actions' column
      3. Scroll down to the list of "Assessors who have not yet completed a TAB form"
      4. Select "Add new assessor", enter their details and select "Save Changes".


      The details of existing TAB assessors can be edited in an open TAB (that is, not yet expired, TAB summary not yet completed), as long as the assessor has not yet completed their TAB form:

      1. Portfolio > TAB
      2. Select "Manage Assessors" in the right hand 'Actions' column
      3. Scroll down to the list of "Assessors who have not yet completed a TAB form"
      4. Find the relevant assessor and edit their details as required
      5. Select "Save Changes"
      6. The assessor will receive a new email inviting them to complete the assessment.


      The details of existing TAB assessors can be removed in an open TAB (that is, not yet expired, TAB summary not yet completed), as long as the assessor has not yet completed their TAB form:

      1. Portfolio > TAB
      2. Select "Manage Assessors" in the right hand 'Actions' column
      3. Scroll down to the list of "Assessors who have not yet completed a TAB form"
      4. Find the relevant assessor and select "Remove the item above"
      5. Select "Save Changes".
  • How are TAB results displayed in Horus?
    • A TAB results report is generated automatically when a foundation doctor starts a TAB. It can be accessed in two ways:

      1. FPDs/ADMINISTRATORS ONLY:
        Admin menu > Overviews > TAB. In the "Actions" column on the right, select "Results".
      2. ALL USERS:
        Foundation doctor's portfolio > TAB. In the "Actions" column on the right, select "Results".

       

      The results report

      • is not automatically visible to the foundation doctor
      • is always visible to the ES, FPD and administrators
      • shows:
        • assessor analysis (list of basic TAB assessor number and mix requirements and whether they have been met)
        • assessor list (name and role of all assessors who have been sent a TAB request and the status of their feedback ([Date completed] OR [Not completed]))
          This image shows the assessor list of a foundation doctors team assessment of behaviour
        • for each of the four domains of TAB:
            • the foundation doctor's self-rating and comments (if any)
            • anonymised team ratings (RAG-coloured bar chart)
            • anonymised team comments
          This image shows a section of the TAB summary report
        • can be released to the foundation doctor by completing the "TAB summary" form
          • Until this has been done, foundation doctors will not have access to the results.

         

        In exceptional circumstances the ES may choose to not release the TAB results report to the foundation doctor.

        Learn about the TAB summary form.

         

  • What happens if an assessor submits a TAB form with errors or inappropriate content?
    • If an assessor submits a TAB form with errors or mistakes (for example, for the wrong foundation doctor or with a wrong option selected - "major concern" instead of "no concern"), there are two options to rectify the issue - administrator permissions are required for both.

      Option 1: It is possible to "exclude feedback" from the TAB summary.

      - The TAB form will remain on the foundation doctor's e-portfolio but the anonymised contents will not be available to the foundation doctor and will not be included in the TAB summary.
      - This can be done/undone at any point before or after the TAB summary has been released.
      - Excluding forms should only be used in exceptional circumstances; that is, if the feedback received is genuinely out of line with all other feedback and is considered to not contribute constructively to the foundation doctor's development. 

      Option 2: If the TAB summary has not yet been completed, it is possible to "clear answers".

      - This will essentially delete the TAB form and should the assessor / foundation doctor want the form completed again, the foundation doctor will need to send a new request to the assessor using the standard process.
      - Once cleared, the original form cannot be recovered.
      - The assessor and the foundation doctor will receive an email confirming that the TAB form has been cleared.
      - If the TAB summary has been released, it is not possible to clear any TAB forms.
      - Clearing answers should only be used in exceptional circumstances; that is, if a genuine mistake has been made. It is not intended for this process to be used to delete unfavourable responses.

      Note: This option is available to administrators only - if you are a supervisor, please contact your local postgraduate centre e-portfolio administrator.

      Method: (either option)

      1. Navigate to the relevant foundation doctor's TAB "Assessors" list through the foundation doctor's Portfolio > TAB section (administrators can also access this through the TAB Overview in the Admin menu).
      2. Select "View" next to the relevant assessor's name in the "Assessors who have completed a TAB form" section of the page.
      3. Scroll to the bottom of the page - you will be presented with the option to "Exclude feedback" (if you are a supervisor) and to "Clear answers" (if you are an administrator). 

      This image shows the administrator options of exluding feedback from a TAB or clearing the answers from a TAB

      4. Select the relevant option. You will be presented with a pop-up message - please read this and ensure that you understand the consequences of proceeding.
      5. If you are certain you want to continue, select "Exclude form from summary" (if you selected option 1) or "Clear the answers" (if you selected option 2). You also have the option of cancelling your request at this stage.
      6. Forms excluded from the TAB summary will be labelled as "Excluded" in the 'Date completed' column in the "Assessors" screen. They can be included in the summary again by following the same method (the button will now say "Include form in summary). 

  • As an administrator, how do I move a foundation doctor’s TAB from one rotation to another?
    • If a foundation doctor (FD) has accidentally started a new TAB in an incorrect rotation (for example, an F2 doctor starting TAB in their previous F1 rotation), administrators can move the whole TAB:

      1. The FD has to have completed their self-TAB and 'started' the TAB (so the 45 day countdown starts).
      2. Find the TAB in the previous rotation (see how to view forms for a previous rotation) - the date the TAB was started should make it obvious that it's in the wrong rotation.
        This image shows a foundation doctors team assessment of behaviour overview page with the date started and time remaining highlighted
      3. Select 'Manage Assessors' on the right.
      4. Scroll to the bottom of the page that appears. You will find the "Change rotation" option here, in grey font.
        This image shows the options of changing a rotation for a TAB that can only be viewed by an administrator
      5. Select "Change rotation"
      6. You will see a list of all the rotations assigned to that FD. Select the rotation to which the TAB actually belongs (that is, the current one, in most cases).
        This image shows the change rotation screen with the placement options to choose from
      7. You will see a green notification confirming the change has been made.
  • Completing TAB

  • What happens when a TAB expires?
    • Foundation doctors have 45 days to collect all TAB responses once they have submitted their self-TAB. Once the 45 days are up, the TAB will be shown as "expired". 

      When a TAB is expired:

      • further responses cannot be requested
      • further responses cannot be submitted

       

       

      Learn more about how TAB works in Horus.

  • When I click on the link in my email to complete the TAB assessment, the page that is opened reads “Sorry, this link is no longer valid”. What does this mean?
  • Can TAB be extended beyond the original 45 days?
    • Yes, in exceptional circumstances TAB can be extended beyond the original 45 day time limit. This can only be done by an administrator or FPD. It is expected that the majority of foundation doctors will complete their TAB within the original 45 days. Extensions should be agreed between the ES and the FPD.

      TAB can be extended only if:

      • the original 45 days have passed
      • the TAB summary has not been completed

       

      To extend a TAB, the administrator / FPD should:

      1. Access the "TAB Overview" page from the Admin menu
      2. Find / search for the relevant foundation doctor
      3. If an extension is possible (see parameters above), in the "Date" column there will be a hyperlink option to "extend time limit" - select this
      4. TAB can be extended by 7, 14 or 21 days - select the required option from the drop-down list
      5. Select "Save changes"

       

      TABs can be extended as many times as required, as long as the required parameters are in place.

      Note that this feature is designed for use only in exceptional circumstances. If the foundation doctor simply ran out of time and there are no extenuating circumstances, they should receive a TAB outcome of "incomplete" and be asked to complete a new TAB in their next placement.

      Learn more about

      - what TAB is

      - how TAB works in Horus

  • What is the TAB summary form?
  • Who should complete the TAB summary form?
    • The educational supervisor will meet to review the TAB responses with the foundation doctor and if necessary arrange any additional support required to address concerns.

      The above information has been taken directly from the Foundation Programme Curriculum (2016).

       

      In Horus, the TAB summary can be completed by the educational supervisor, foundation programme director or administrator. In most cases it will be the educational supervisor who completes the TAB summary. Colleagues should agree in advance who will review the TAB feedback and complete the TAB summary form.

      Learn more about 

      - what the TAB summary is

      - how to complete the TAB summary

  • Where is the TAB summary form?
    • If it has not yet been completed, the TAB summary form is found at the end of the TAB results report. 

      If it has been completed, the answers given in the TAB summary form are found at the start of the TAB results report.

      Learn about the TAB results report.

  • When can a TAB summary form be completed?
    • A TAB summary form can be completed at any time

      • from when the foundation doctor starts the TAB 
      • until 3 months after the end of the rotation in which it was started

       

      The TAB summary does not have to be completed during the 45 days that the TAB is open. In fact, it is advisable to wait until the TAB has expired to complete the TAB summary, to ensure that all awaited responses have been received.

      Learn about how to complete a TAB summary form.

  • Can the TAB Summary be completed after the TAB has expired?
  • How do I complete a TAB summary form?
    • Completing the TAB summary will close the TAB and no further changes will be possible.

      To complete a TAB summary form:

      1. Access the relevant foundation doctor's TAB results report. Instructions available here.
      2. Review the report.
      3. Scroll to the bottom of the page until you see the "TAB summary form" heading.
      4. Complete all the mandatory fields in the form, paying careful attention to the guidance, "i" info text and notifications (pop-ups) within the form.
      5. Check all of your entries to ensure you are happy with them.
      6. IMPORTANT NOTE: Once you select "Save changes" you will not be able to make any further changes to this TAB Summary and the foundation doctor will not be able to receive any further TAB responses. Please ensure no further changes are expected to this TAB before you save this TAB Summary. 
      7. If you are sure, select "Save changes".
  • What rules allow TAB feedback to be released to the relevant foundation doctor?
    • TAB feedback can only be released to the relevant foundation doctor if 8 or more responses have been released. Any TABs with fewer than 8 responses cannot be released to the foundation doctor. 

      Selecting "Yes" to the question 'Do you want to release the TAB summary to the foundation doctor?' in the TAB summary form does not automatically indicate a satisfactory TAB.

      This image shows the release TAB summary question

      The educational supervisor may choose to release an unsatisfactory TAB with 8 or 9 responses if they feel the feedback received will be useful for the foundation doctor's personal development, even though they will be required to complete another TAB in their next placement.

      See a blank version of the TAB summary form.

      Learn more about

      - the requirements for a valid TAB

      - how to complete a TAB summary form

  • What rules allow the "Satisfactory" outcome to be selected in the TAB summary form?
    • NOTE the requirements for a valid TAB.

      Conditions that allow the selection of “Satisfactory” for the 'TAB Outcome' in the TAB summary form are:

      - at least 10 responses 

      - at least 2 consultants or trained GPs 

      - at least 2 senior nurses (band 5 or above)

      - at least 2 AHPs/others

      This image shows the possible TAB outcomes that can be chosen from when completing the TAB summary form

      Learn more about how to complete a TAB summary form

  • Can TAB be edited once the summary has been completed?
    • No, for the most part TAB can't be edited once the summary has been completed. Once the summary has been completed, the following are no longer possible:

      • Adding more responses
      • Editing responses
      • Changing the contents of the summary form (e.g. outcome or comments)


      This is to make sure all the TAB responses remain anonymous.


      The only change that can be made to TAB once the summary has been released is:

      • Feedback submitted before the TAB closed can be excluded (or included again)

       

      Learn more about

      - what TAB is

      - how to exclude/include a TAB return

  • My TAB has expired - why can't I see my results?
    • You can only see your TAB results if your TAB summary form has been completed by your educational supervisor, foundation programme director or postgraduate centre administrator. 

      Note that you can only see the feedback you received from your colleagues if your supervisor has chosen to release these to you. It is not possible to release feedback unless at least 8 individuals have responded.

      Learn more about

      - the TAB summary form

      - TAB outcomes

      - releasing TAB results

  • What do I do if a foundation doctor has not got enough TAB responses and needs to repeat TAB in the next placement?
    • Only 1 TAB can be 'open' per foundation doctor at any one time. To allow a foundation doctor to start a repeat TAB, their ES (or FPD/administrator in some trusts) must complete their TAB summary form

      If the only reason that the foundation doctor has to repeat TAB is because they did not receive enough responses in the preceding TAB, the following options should be selected in the TAB summary form:

      - Do you want to release the TAB summary to the foundation doctor?
      If 8 or 9 responses received and they are appropriate for the foundation doctor to view - Yes
      If less than 8 responses received - No

      - Did the foundation doctor request at least the minimum range of TAB assessors as available within the placement?
      Yes/No as appropriate

      - TAB outcome
      Incomplete

      IMPORTANT NOTE: Once you select "Save changes" you will not be able to make any further changes to this TAB Summary and the foundation doctor will not be able to receive any further TAB responses. Please ensure no further changes are expected to this TAB before you save this TAB Summary.

      If you are sure, select "Save changes".

  • Can I map my TAB Summary to the curriculum?
    • A completed and released TAB Summary can be mapped to the curriculum.

      A TAB Summary that
      - has not been completed (that is, the form has not been filled in and submitted) OR
      - has been completed but was not released (that is, "No" was  selected for the question "Do you want to release the TAB summary to the foundation doctor?")
      cannot be mapped to the curriculum.

      1. Portfolio > TAB

      2. If your TAB Summary has been completed and released, you will see the "map to curriculum" option just under the "Results" button

      This image hsows the foundation doctors TAB overview page with the map to curriculum link highlighted for a completed tab

      3. Select your mappings as with any other form

      Learn more about curriculum mapping.

  • What are the mandatory certificates for the Foundation Programme?
  • How do I upload a mandatory certificate?
    • Only foundation doctors/NTGS are able to upload mandatory certificates to their portfolio.

      1. Forms (start new) > scroll down to 'Mandatory forms for each year' > select "Mandatory certificate"

      This image shows the forms start new page with the mandatory certificate form highlighted

      2. Complete the fields in the form

      3. Select 'Choose File' in the "Upload certificate" field > find the relevant file on your computer > select 'Open'.
      You can only upload 1 document to each "Mandatory certificate" form.
      You don't have to upload a document to submit the form, but your trust may require you to do so to be able to approve your completion of the relevant certificate.

      This image shows the file upload section of form with no file selected

      4. If you have selected a document of the correct format and size (see the "Tips" section in this form or here), you will see the title of your uploaded document within your form.

      This image shows the upload section of the form with a file selected

      5. You can replace this document by selecting the "Choose File" button again (or remove it after saving as draft by using the tick box just below the "Certificate uploaded" field).

      6. You can leave the form as draft by selecting "Save (and leave as draft)" or complete it by selecting "Save (and review before submission)" and then "Mark as complete" on the next page (as with all other forms).

      7. Once you have marked your form as complete, your supervisor or administrator can approve your certificate

      Mandatory certificates can only be mapped to the curriculum and will only show as completed in the summary of evidence report for ARCP if they have been approved.

      Mandatory certificates are listed on your portfolio "Contents" page, along with all your other forms.

      Learn more about
      - what mandatory certificates in Horus are
      - time limits for adding documents to Horus

  • What should I record for my PSA expiry date?
    • The "expiry date" field in the Mandatory Certificate form is a required field - you have to enter a value.

      For the PSA (Prescribing Safety Assessment), you should enter the last date of the F1 year, as per the advice on the PSA website (go to the "FAQs" tab in 'Resources' and select the question "How long is passing the PSA valid for?").

  • How do I approve or reject a mandatory certificate?
    • Mandatory certificates can only be mapped to the curriculum and will only show as completed in the summary of evidence report for ARCP if they have been approved.

      They can only be uploaded by foundation doctors/NTGs and can only be approved or rejected by educational supervisors, administrators and FPDs.

      1. Either FD > Portfolio Overview > Scroll down to the 'Mandatory Certificates' section almost at the end of the page
      This image shows the mandatory certificate section of the portfolio overview page

          Or FD > Portfolio Contents > Filter for 'Mandatory Certificates'
      This image shows the submitted amndatory certificate form on the portfolio contents page

      2. Select the relevant form

      3. Check the uploaded certificate (it will either open in a new browser tab or download to your computer)

      4.1 If it is correct and valid, select the 'Approve' button
      This image shows the submitted amndatory certificate form with the reject and approve buttons showing

      --> This certificate will be considered 'valid' up until the expiry date specified.

      4.2 If it is not correct or valid, select the 'Reject' button.
      Enter a message to the foundation doctor explaining why you have rejected the certificate.
      Select 'Reject' again.
      This image shows the reject the mandatory certificate section of the forms with the reason section completed and the reject button showing

      --> Rejecting the certificate will allow the foundation doctor to edit the form and make the required corrections.

  • Where are completed mandatory certificate forms listed?
    • Mandatory certificates are listed on the FD Portfolio "Contents" page, along with all other forms.

      They can also be found

      1. near the bottom of the FD Portfolio "Overview" page

      This image shows the mandatory certificate section of the portfolio overview

      2. linked to the ARCP summary of evidence report

      This image shows the mandatory certificate section of the ARCP summary of evidence report

      - If ALS/Equivalent is completed in F1, evidence of this will automatically appear in both the above places in the F2 rotation.

  • Can administrators see an overview of all mandatory certificates?
    • Yes - Admin menu > Overviews > Mandatory Certificates.

      The filters and sorting work in the same way as all the other report and overview pages.

      This image shows the mandatory certificate overview report

      Certificates can be approved from this screen as follows:

      1. Find the relevant foundation doctor

      2. Select the name of the relevant certificate

      3. You will be taken to the certificate itself - now follow the approval process 

       

       

  • Can a mandatory certificate be mapped to the curriculum?
  • Mandatory teaching log

  • What is the mandatory teaching log?
    • From 7 August 2019, foundation doctors (FDs) must attend a minimum of 60 hours (during 12 months pro-rata) of teaching during their FY1 and their FY2 rotation. At least 30 hours (during 12 months pro-rata) must be core foundation teaching.

      The FD is responsible for ensuring they attend the minimum number of teaching hours and for logging this in their e-portfolio. If there are concerns regarding engagement, the FTPD/T should discuss this with the FSD.

      Note:
      Statutory and mandatory training, induction sessions and ILS/ALS/equivalent cannot contribute to the 60 hours.
      A maximum of 6 hours (10%) of e-learning can contribute to the 60 hours.

      Horus counts the number of hours (core, non-core and total) logged, visible to all users with access to the relevant FD's account.
      These counts are also shown on the summary of evidence report and administrators will be able to report on their whole cohort.

      Further guidance on the mandatory teaching log is on the UKFPO website.

      Find out more about how to log mandatory teaching on Horus

  • Who should I contact if I have a question about the logging of mandatory teaching?
    • If you are a foundation doctor: Contact your local Horus ePortfolio administrator (this will usually be your local postgraduate centre administrator).

      If you are a postgraduate centre administrator: Contact your local foundation school administrator.

      If you are a foundation school administrator: Contact your local foundation school manager/director.

  • How do I log mandatory teaching on Horus?
    • Information about what the mandatory teaching log is.

      1. Portfolio > Mandatory teaching log [or Forms (start new) > Mandatory teaching log]
      2. Select 'Start new form'
        This image shows the mandatory teaching log overview page
      3. Complete the fields in the form
        - Log teaching hours rounded to the nearest half hour
        - Add any notes and attachments (these are optional and it is not required to upload evidence of attendance)
        This image shows the mandatory teaching log form
        This image shows the upload file section of the mandatory teaching log form
      4. Select 'Save changes'
      5. Select 'Make further changes' to edit the form or select 'Mark as complete' if you want to add the form to your log
  • Does mandatory teaching need to be verified by an administrator before it is added to the mandatory teaching log?
    • Mandatory teaching does not need to be verified by an administrator. When a foundation doctor creates and completes a mandatory teaching form it is automatically added to the log and total teaching hours are calculated accordingly. The total amount of hours logged will often be cross-checked against trust records though.

  • Can I log completed e-LfH modules as part of my mandatory teaching?
    • Yes, completed e-LfH modules can be added to your mandatory teaching log (a maximum of 6 hours counts). 

      There are two ways to log completed e-LfH modules:

      A) Directly from your list of completed e-LfH modules (if you have linked your Horus account to your e-LfH account)

      1. Portfolio > e-LfH
      2. Select 'Add' in the "Add to teaching log" column next to the required e-LfH module
      3. Follow steps 3-6 here (please check the accuracy of any pre-populated fields)

       B) As a general teaching log (if you haven't linked your Horus account to your e-LfH account)

      Follow the steps here.

      Any other e-learning can be logged in this same way.

  • How do I see how much mandatory teaching has been logged?
    • Horus counts the number of hours (core, non-core and total) logged, visible to all users with access to the relevant FD's account, on the following pages:

      This image shows the mandatory teaching mini report that can be found on the portfolio overview, mandatory teaching log overiew page and the ARCP summary of evidence report

      Users with administrator permissions (including FPDs and FSDs) also have access to the Mandatory teaching log "form count" report.

  • Can I edit or delete any logged teaching?
  • Can I map a mandatory teaching log to the curriculum?
    • Yes - mandatory teaching logs can be mapped to the curriculum:

      1. Portfolio > Mandatory teaching log
      2. Select 'map to curriculum' in the "Details" column next to the relevant log
      3. Follow steps 4-8 here
  • Where can I see mandatory teaching logs?
    • Completed mandatory teaching logs can be seen on the 'Mandatory teaching log' portfolio landing page. They do not show on the 'Contents' portfolio landing page.

      Mandatory teaching logs in draft can be seen on the foundation doctor's/NTG's home page (by the FD/NTG only - administrators and trainers will not see this).

  • Can I upload evidence to my mandatory teaching log?
    • Yes, you can upload evidence in the same way you can to other forms.

      Uploads are optional and it is not required to upload evidence of attendance.

      Learn more about uploading an external document

  • e-Learning for Health - Technical

  • Is there a link between Horus and e-LfH?
  • How do I link my Horus account to my e-LfH account?
  • Can I link my e-learning account to Horus if I access the e-LfH Hub using OpenAthens?
  • Which e-LfH courses can be viewed in Horus?
    • Any courses you have attempted in e-LfH

      • during your current rotation
      • up to 1 month before the start of that rotation 

      [No courses completed before July 2017 can be viewed.] 

      See the e-LfH support site for information about how to create a report of all of your e-LfH activity through e-LfH.

      New data is imported from e-LfH to Horus every day between 06:30 and 08:00. This means you may need to wait up to 24 hours to see your recent e-LfH activity in Horus.

       

       

  • Which e-LfH courses can be mapped to the curriculum?
    • You can map to the curriculum any e-LfH courses that appear in your Horus account that

      • you have marked as "complete" in e-LfH AND
      • you completed in more than 5 minutes
  • I'm experiencing technical issues linking my e-LfH account to Horus. Who should I report this to?
    • If you experience any technical issues linking your Horus and e-LfH accounts (or any other technical issues regarding your e-LfH information in Horus), first check other FAQs on this support site - we may already have answered your question.

      If, after checking the support site, you think you have completed courses that should have appeared in Horus but you can't see them, or you cannot link your accounts, please send full details to the Horus Helpdesk (not e-LfH). e-LfH are not able to help with queries that are related to Horus.

      Learn more about linking to Horus if you have an OpenAthens account.

  • As a trust administrator, how do I report on e-LfH modules completed by FDs?
    • You can see the e-LfH modules an individual foundation doctor (FD) has completed by going to the FD's portfolio and selecting the "e-LfH" sub-menu. Note which e-LfH courses can be viewed in Horus.

      To report on e-LfH modules completed by all your FDs, you should use the reporting at organisation level functionality in e-LfH itself.

      Horus does not offer reporting of e-LfH module completion for all FDs at a hospital or trust.

  • e-Learning for Health - General

  • Which e-LfH courses are relevant to each curriculum outcome?
    • The e-LfH courses considered specifically relevant to each curriculum outcome ("foundation professional capability" or "FPC") are shown on each foundation doctor's Horus ePortfolio "Curriculum" page (and are also listed in this document). 

      This image shows the e-learnign for health view of the curriculum overview page

      You can select the link next to each FPC and you will be taken directly to the course on the e-LfH website.

      Many other e-LfH courses may also be relevant and useful to support learning during the foundation programme.

      Learn more about how to link your Horus account to e-LfH

       

  • How do I evidence achievement of other e-learning (not in e-LfH)?
    • Any courses that you complete within e-LfH programme can be viewed in Horus. Learn more about how to link your e-LfH account to Horus.

      Any courses that you complete on other e-learning platforms (for example, SCRIPT) can be evidenced in Horus in the following way: 

      1. Forms (start new)

      2. Scroll down the page to the "Additional Achievements" section

      3. Create a new "Course / seminar / other learning attended" form

      4. Give the form an appropriately descriptive title

      5. Upload your e-learning certificate / evidence of completion

      6. Complete the other free text parts of the form as appropriate

      7. Save the form

      8. Check the contents and 'Mark as complete' when you're ready

      9. (Optional) Map the form to the relevant section of the curriculum

  • Concerns management

  • What are "concerns" in Horus?
    • Assessors/supervisors can raise concerns ("some concern" or "major concern") about a foundation doctor in the 7 assessment forms on Horus: Core Procedures; Self-TAB; TAB feedback form; PSG feedback form; CS end of placement report; ES end of placement report; ES end of year report

      Foundation doctors, supervisors and administrators (as appropriate in each individual case) need to review any concerns raised and deal with them as required. In January 2019 a "concerns management" feature was added to Horus, to allow users to easily spot any forms where concerns have been raised and thereby support the relevant foundation doctor in a timely manner. 

      NOTE: Concerns raised in PSG feedback forms will not be labelled/'manageable' until later on in 2019.

  • How are "concerns" displayed in Horus?
    • Concerns are displayed on a number of Horus pages (visible to users with the relevant permission(s)):

      • Admin menu > Foundation Doctors - next to the FD doctor's/NTG's name

      This image shows the concerns icon against a foundation doctor on the foundation doctor search page

      • Trainer menu > Supervising  - next to the FD's/NTG's name

      This image shows the concerns icon next to a foundation doctor on the supervising menu

      • Portfolio > Contents - next to the form that contains the concern(s)

      This image shows the concerns icon against forms that have had concerns raised on them on the portfolio contents page

      • Portfolio > Concerns - each concern is listed individually, grouped against the form in which it was raised

      This image shows the concerns page with forms showing the concerns status

      • ARCP Panels - Next to the individual foundation doctor's name

      This image shows the concerns icon against a foundation doctor on the ARCP panels page

  • How do I view a list of only Foundation Doctors/NTGs who have concerns?
  • What should happen if a foundation doctor receives a "concern" in Horus?
    • The FP Curriculum 2016 and Foundation Operational Guide 2019, describe in detail how to manage foundation doctors (FDs) about whom concerns are raised. This section describes the administrative actions that can be taken in Horus if concerns are raised about a foundation doctor in one of the seven assessment forms.

      IMPORTANT NOTE: The information below is not intended to be an educational support guide to managing concerns.

      When a concern is raised in Horus, it will be visible to the FD/NTG, their supervisor(s), foundation programme director(s) and administration team (in the local postgraduate centre and in the local HEE office). See how concerns are displayed in Horus.

      Once concerns have been discussed with the relevant FD/NTG and an action plan/resolution is agreed, the relevant supervisor or administrator should 'follow up' the concern(s) in the concerns management page.

      1. FD's/NTG's portfolio > Concerns (second option from the bottom)
      2. Select "View/Update" next to the relevant concern
        This image shows a foundation doctors corncerns page with the view/update link highlighted
      3. Enter notes (mandatory) - could be to describe the discussion, the action plan, the outcome; whatever is most useful to the individuals involved.
        This image shows the add new follow up page for concerns
      4. Decide on a new status for the concern - your options are
        - unresolved
        - resolved
        - deferred
        To leave the concern as unresolved, don't check the box or enter a date to defer until - just select "Save Changes".
        To resolve the concern, check the box next "Resolve this concern" and select "Save Changes".
        To defer the concern, select a date from date widget next to "defer this concern until" and select "Save Changes".

      Each 'follow up' is recorded as a separate entry against the concern. The latest follow up overrides the previous ones.

      This image shows the history of follow ups section of a concern

  • Who can 'manage' concerns in Horus?
    • Concerns can be managed by any user (except FDs/NTGs themselves) who has access to the portfolio item in which the concern was raised.

      In effect this means any previous or current supervisor, foundation programme director or administrator (trust or foundation school). 

      All concerns management activity is logged in the FD/NTG's portfolio and can be viewed by all with authorised access (see above). 

  • Is there a time limit to 'manage' concerns in Horus?
    • No, concerns can be 'managed' (that is, their status changed by adding a 'follow up') at any time.

  • Can a concern follow up be edited or deleted?
    • Currently, no - once you submit a concern 'follow up' it cannot be changed. It can always be overridden by a new follow up though.

      April 2019: We are working on a process to manage submitted follow ups with significant errors (eg problematic typos) in them.

  • Why are some concerns marked as "auto-resolved"?
    • Concerns labelling and management functionality became available in HEE Horus in December 2018. All concerns raised since the launch of HEE Horus are now labelled, including any raised during the 2017-18 training year. To reduce administration time, we have marked all concerns raised in rotations ending before August 2018 as "auto-resolved". If required, these concerns can be 'opened' again.

      Note that any rotations that started during 2017-18 but end during 2018-19 have not had their concerns auto-resolved.

  • PSG basics

  • What is the placement supervision group (PSG)?
  • Who can request PSG feedback in Horus?
    • Clinical supervisors, educational supervisors, foundation programme directors and administrators/foundation school staff can all request and view feedback for foundation doctors/NTGs they have access to.

      It is generally expected that the clinical supervisor identifies the members of the PSG and requests feedback from them before completing their end of placement report. However, other staff (as listed above) are able to request feedback on the clinical supervisor's behalf.

      Learn more about

      how to run the PSG feedback process in Horus
      the PSG in the curriculum

  • How do I get feedback from a foundation doctor's PSG using Horus?
    • pdf user guide is available (link will open in a new window).

      1. Once you have logged in to Horus, open the foundation doctor's/NTG portfolio. 

      2. Open the "Placement Supervision Group" section in the portfolio menu (the last option in the list).

      3. You will see the list of placements attached to the FD's/NTG's selected rotation. Select "Manage PSG Feedback" next to the relevant placement.

      This image shows the placement supervision group feedback landing page

      4. You will see any PSG feedback already requested or completed. To request PSG feedback, select the blue "Request feedback" button near the top right of the page.

      This image shows the the psg feedback page for a selected placement 

      Gathering PSG feedback from a registered Horus user

      5a. Start typing the PSG member's last name, first name or GMC number into the 'PSG member' field.

      6a. Wait for options to appear.

      7a. If the person you're looking for appears in the options, select their account.

      If they don't, see step 5b below.

      This image shows a PSG member who is already a horus user being nominated to provide feedback

      8a. Select 'Send feedback request'.

      Gathering PSG feedback from a member not registered with Horus

      5b. Select the ‘nominate using a name and email address’ link.

      6b. Type the full name and email address of the PSG member into the boxes.

      This image shows a PSG member who does not have a horus account being nominated to provide feedback

      7b. Select 'Send feedback request'

      All PSG members will receive an email notification with a link to complete the PSG feedback form. PSG members who are registered on Horus (and have been added using steps 5a-8a) can also access and complete the PSG feedback form through the ‘Unsigned PSGs’ tab on their homepage.

      This image shows the unsigned PSG tab on the horus homepage

      Learn more about

      what the PSG is

      - who can run the PSG feedback process 

      - how many PSG members can be asked for feedback

      - who can view the submitted feedback

      You can view a full pdf user guide here.

  • How many PSG members can be asked for feedback?
    • You can ask as many PSG members for feedback as required - there is no limit.

  • How do I track feedback from a foundation doctor’s PSG?
      1. Access the relevant foundation doctor’s/NTG's PSG sub-menu. See steps 1-3 here.
      2. You will see on the "PSG feedback" page how many responses have been requested and how many have been received.
        - A completed PSG individual feedback form has a "View" button in the last column.
        - A requested but not yet completed feedback form can have one of two entries in the last column - "Recent reminder sent" if the recipient was last emailed less than 24 hours ago and "Send reminder email" if it was more than 24 hours ago.

      This image shows the different button against nominated PSG group members. This who have provided feedback have a view button and those who have not yet provided feedback have a send reminder email button.

      When you complete the CS end of placement report for the relevant foundation doctor, the names of the PSG members who have completed the PSG individual feedback form will appear in the form. You can add the names of any PSG members who did not complete a form (but did give you feedback) manually

  • Who can view feedback collected through the PSG feedback process on Horus?
    • Clinical supervisors, educational supervisors, foundation programme directors and administrators/foundation school staff can all view feedback for foundation/NTG doctors they have access to.

      The names of the PSG members who submitted feedback are auto-populated into any CS end of placement reports completed for the relevant placement and these names will be seen by the foundation doctor, their supervisors and administrators once the report has been submitted.

      All relevant user, plus the foundation/NTG doctor themselves, can view anonymised (see disclaimer below) feedback if a PSG summary is created.

      Note that PSG feedback gathered before the PSG feedback functionality was updated on 14 December 2018 will not able to be released as a summary. This is because from 14 December, PSG individual feedback forms carry a disclaimer (see below), whereas the previous version did not.

      "NOTE: The PSG summary can be released at the discretion of the supervisor, with no minimum number of responses needed. Although your name will not be shown to the foundation doctor, note that this means your responses will not necessarily be anonymous."

      Learn more about

      - who can request PSG feedback
      how to view PSG feedback

  • Can PSG feedback be deleted?
    • Yes, PSG individual feedback forms (IFFs) can be deleted by administrators.

      To delete a PSG IFF:

      1. Find the relevant form in Portfolio > Placement supervision group > Manage PSG feedback > View
      2. Scroll to the end of the form and select "Delete feedback"
      3. Read the notification in the pop-up carefully
        • Once you have deleted a form, it cannot be recovered.
        • Deleting a PSG IFF will not remove it from any PSG summaries it may have been released in.
      4. Select "Delete" - if you are sure of this action. Otherwise, select "Cancel" - the form will remain unchanged.


      PSG IFFs can be deleted up till 3 months after the end of the placement they belong to.

      Learn more about how to delete a PSG summary.

  • Someone has been incorrectly nominated to provided PSG feedback. Can their details be removed?
    • Yes. A PSG nominee's details can be removed from a foundation doctor/NTG's PSG:

      1. Log into Horus and open the foundation doctor/NTG's ePortfolio.

      2. Open the 'Placement supervision group' section in the portfolio menu.

      This image shows the the foundation doctors portfolio drop down menu with the placement supervision group section highlighted

      3. Select 'Manage PSG Feedback' next to the relevant placement.

      4. Select the 'Delete nominee' link against the PSG nominee which you would like to remove.

      This image shows a nominated placement supervision group member who has not yet provided feedback with the delete nominee link highlighted

      This process cannot be un-done - if a PSG member is deleted in error they will need to be re-nominated.

  • PSG summary

  • What is a PSG summary report?
  • Where is a PSG summary report?
    • A PSG summary report can be accessed from the following foundation doctor portfolio sub-menus:

      - ‘Contents’ (listed as “Placement Supervision Group Summary”)

      - ‘Placement supervision group’ > 'Manage PSG Feedback' next to the relevant placement > Scroll to under the list of individual PSG feedback forms

      Learn about how to create a PSG summary report.

  • How do I create a PSG summary report?
    • A PSG summary report can only be created when at least one PSG member has submitted feedback. An unlimited number of PSG summary reports can be created following this.

      Learn more about who can view the summary.

      To create a PSG summary report:

      1. Access the relevant foundation doctor’s/NTG's PSG sub-menu. See steps 1-3 here.

      2. Check the box next to the response/responses you want to include in the PSG summary report.

      IMPORTANT NOTE: the minimum number of feedback forms that can be ‘summarised’ is one. Releasing one feedback form only will remove the anonymity of this feedback. See disclaimer.

      3. Select ‘Preview PSG summary’.

      This image shows the psg feedback page for a selected placement with the option to add each completed feedback to the psg summary

      4. Check the responses to ensure you are happy to release them to the foundation doctor/NTG.

      If not, select ‘Close’ towards the top right screen to return to the previous page.

      5. If you are happy with the responses to be released to the foundation doctor/NTG, scroll to the bottom of the page and select ‘Release PSG Summary’.

      IMPORTANT NOTE: Once a PSG summary has been released it can only be deleted by a user with administrator permissions.

      6. You will see confirmation that the PSG summary has been released.

      Learn more about where to find the PSG summary report.

  • Why can some PSG feedback not be added to a PSG summary?
    • PSG feedback gathered before the PSG feedback functionality was updated on 14 December 2018 cannot be added to a PSG summary. This is because from 14 December, PSG individual feedback forms carry a disclaimer (see below), whereas the previous version did not.

      Any forms completed before 14 December have the code "SNA" next to them in the PSG feedback list (in each FD's e-portfolio).

      Disclaimer:
      "NOTE: The PSG summary can be released at the discretion of the supervisor, with no minimum number of responses needed. Although your name will not be shown to the foundation doctor, note that this means your responses will not necessarily be anonymous."

      Learn more about

      - who can request PSG feedback
      how to view PSG feedback

  • If I delete an PSG individual feedback form, will it be removed from any PSG summaries it has been released in?
  • Can a PSG summary be deleted?
    • Yes, PSG summaries can be deleted by administrators.

      To delete a PSG summary:

      1. Go to Portfolio > Placement supervision group > Manage PSG feedback (for the relevant placement)
      2. Scroll to the end of the page and find the relevant summary in the "Placement Supervision Group Summary" list
        OR go to Portfolio > Contents and fine the relevant summary in that list
      3. Scroll to the end of the form and select "Delete summary"
      4. Read the notification in the pop-up carefully
        • Once you have deleted a summary, it cannot be recovered.
        • Deleting a PSG summary will not delete any of the PSG individual feedback forms (IFFs) within it.
      5. Select "Delete" - if you are sure of this action. Otherwise, select "Cancel" - the summary will remain unchanged.


      PSG summaries can be deleted up till 3 months after the end of the placement they belong to.

      Learn more about how to delete a PSG IFF.

  • Can I add extra feedback to a released PSG summary report?
    • Extra feedback cannot be added to a released PSG summary report. You can delete the original PSG summary report and create a new summary report that includes the extra feedback. Note that this may remove the anonymity of the extra feedback.

  • PSG summary linked from clinical supervisor end of placement report
    • Released PSG summaries are quickly accessible from completed CS end of placement reports from the same placement:

      This image shows the link to a PSG summary from the clinical supervisor end of placement report

      This is to assist educational supervisors reviewing CS reports before completing their own report and ARCP panel members reviewing portfolios.

      The CS should release the PSG summary before completing their end of placement report if they want it to be quickly accessible in this way. Any PSG summaries released after the CS end of placement report is completed will not be accessible from here. All PSG summaries will remain available in the PSG portfolio menu (and the portfolio ‘Contents’ page).

      Find out more about the Placement Supervision Group (PSG).

  • ARCP basics

  • What is ARCP?
    • The ARCP is a review of all of the evidence regarding a foundation doctor's performance over a year of practice. The decision about whether or not a foundation doctor's performance in each of the 20 'professional capabilities' (Foundation training outcomes) has met or exceeded the minimum required standard for satisfactory completion of F1, or the foundation programme as a whole, will involve an overall judgement summarised in the end of year report from the educational supervisor and reviewed by the ARCP panel. The ARCP panel judgment will include review of any concerns which have been raised. The ARCP panel is convened by the Foundation Programme Director and their judgement will form the basis of the Foundation Programme Director/Tutor's recommendations regarding satisfactory completion of F1 or and the foundation programme as a whole. (FP Curriculum (2016), p. 48)

      HEE have created a short video summarising ARCP and how it fits into the wider context of a junior doctor's practice.

      Learn more about

      core content in Horus

      ARCP in the FP Curriculum (2016) (external link)

  • What are the requirements for satisfactory completion of F1/F2?
  • How does Horus support ARCP?
    • Horus has the follow features and functionality to support ARCP:

      • Summary of evidence report - F1 and F2
        (available through each foundation doctor's portfolio "Overview" page)
      • Form R - F1 and F2
        (available to be completed by foundation doctors only - other employees can see the published blank forms)
      • ARCP overview / management page
        (available to administrators only)
      • Summary of evidence report 'sign off' form
        (allows administrators/FPDs/panel chairs to add comments to the report)
      • ARCP outcome form - F1 and F2
        (available to be started by administrators only - other employees can see the published blank forms)
      • End of year certificate - F1CC and FPCC
        (available to be created by foundation school-level administrators only - other employees can see the published blank forms)
  • How is an ARCP completed in Horus?
    • The following steps are required to complete an ARCP in Horus:

      • The summary of evidence report is reviewed by the foundation doctor, their educational supervisor and, depending on local process, their postgraduate centre administrator and/or FPD.
      • The foundation doctor completes their Form R (in some cases - for example, out of synch foundation doctors not due for sign off at the standard time - the Form R may not be required. Foundation doctors in this position should confirm requirements with their educational supervisor / postgraduate centre administrator / FPD).
      • The ARCP panel membership is set up by an administrator by starting and 'saving as draft' the ARCP outcome form.  
        • Any panel members who are not already administrators or trainers in the trust / hospital where the foundation doctor has trained will need to be assigned the "ARCP panel member" permission at the relevant location.
      • The ARCP panel members review the foundation doctor's portfolio.
      • The ARCP panel chair / administrator completes the ARCP outcome form.
      • The ARCP panel chair signs the ARCP outcome form.
      • The foundation doctor signs the ARCP outcome form.
      • If an outcome 1 or 6 is awarded, the foundation school administrator issues the F1CC or FPCC by adding the relevant foundation school director's signature to the certificate, which becomes available once all signatures are present on the ARCP outcome form.
        (HEE foundation school teams have been sent guidance on how to do this.)
  • What is the summary of evidence report?
  • Is there a deadline for submitting forms on Horus for ARCP?
    • There is no official national deadline enforced in Horus and there is no technical 'lock down'. All deadlines and virtual lock downs are decided locally and should be adhered to by foundation doctors.

      It is expected that the majority of ARCPs will take place in June of each year. Information should be ready for review by this time.

       

  • Reviewing content for ARCP

  • How do I see my/my FD's summary of evidence report?
    • The summary of evidence report is available to view at any time during the training year:

      1. (If trainer or administrator) Search for / select the relevant foundation doctor
      2. In the portfolio menu, select "Overview"
      3. Scroll down to the "ARCP" section (just below the list of placements)
      4. Select the "Summary of evidence" link
        This image shows the ARCP section of the portfolio overview page
      5. The summary of evidence report will load - scroll through the form to review your/the foundation doctor's progress to date

       Learn about how the summary of evidence report works.

  • How does the summary of evidence report work?
    • The summary of evidence report is available to view at any time during the training year (learn about how to view it).

      In Horus, as well as the requirements (and guidance for each of these) published in the FP Reference Guide, you will see, where possible, 'mini-reports' showing the foundation doctor's progress against each item. For example, educational supervisor's end of placement reports:

      This image shows the educational supervisors end of placement report section of the summary of evidence report

      For any items in the list that are not recorded in Horus, you will see the comment "Horus is not able to provide any additional data for this requirement."

      This image shows the summary of evidence report with the sentence 'Horus is not able to provide any additional data for this requirement' hghlighted

      This report is read-only and all the information comes from the portfolio itself. 

      Administrators and ARCP panel chairs are able to add their own comments and assessments of how the foundation doctor has met these requirements using the summary of evidence report 'sign-off form'.

  • As an administrator, how do I see an overview of ARCPs in my location?
    • Administrators need to use the "ARCP" overview page to view, create and manage ARCPs in their location:

      1. Admin menu > Overviews > ARCP
        This image shows the admin menu with the ARCP section highlighted
      2. As in other overview and list pages, you can filter and search by location, grade, training year, GMC number, name and email address
      3. The page by default shows 10 entries - you can change this to 25 or 50 if required
        This image shows the ARCP overview page with the multiple search fields highlighted

       

      The entries are shown spread across four columns:

      • Foundation doctor (Last name, First name, email address, GMC number)
      • ARCP settings (shows whether any ARCP outcome forms have been started and if so whether panel members have been set up)
      • Outcome (shows the outcome/s that has/have been awarded and whether the outcome form has been signed by the panel chair and the foundation doctor)
      • Certificate (shows, if an outcome 1 or 6 has been awarded, whether the F1CC or FPCC has been signed by the FSD; allows download of the certificate)

       

      The entries can be sorted alphabetically by last name (either A-Z or Z-A).

      Just above the results, there is the option to "Create SoE" or "Create new Outcome Form".

      Just below the results, there is the option to "Download csv" (an Excel spreadsheet showing most of the contents of each completed outcome form).

       

  • How do ARCP panel members/chairs review a foundation doctor's portfolio?
    • Download the pdf ARCP reviewer quick-guide.

      1. An administrator/FPD has to assign the panel member to a foundation doctor's ARCP.

      2. The panel member/chair has to sign in to Horus.

      3. Select the "ARCP panels" main menu item.

      This image shows the arcp panels menu option 

      4. You will see a list of foundation doctors to whom you've been assigned as panel member/chair. 

      This image shows the arcp panel landing page

      5. You have three options:

          i. View a started Summary of evidence 'sign off' form, if it exists - select the link under the "Summary of evidence" label under the foundation doctor's name ("F[1/2] [Rotation start date] - [Rotation end date]")

          ii. View the draft / completed ARCP outcome form - select the "Outcome form (F[1/2])" link in the "ARCP settings" column (panel chairs can edit the outcome form from here)

         iii. View the foundation doctor's portfolio - select the orange "Portfolio" button in the "Portfolio" column (further information in the ARCP reviewer quick-guide)

      6. Once you have selected the "Portfolio" button, you will see the foundation doctor's portfolio "Overview" page. From here you can review their portfolio

  • Creating content for ARCP

  • How do I complete my Form R?
    • As a foundation doctor, you should only complete your Form R when advised to do so by your postgraduate centre team. For the majority this will be in either April or May of each year, in advance of the national ARCP period in June. If you are working out of synch with this standard timeline, you will be advised when to complete your Form R in advance of your ARCP.

      Note that the Horus team cannot advise you when to complete your Form R. You must discuss this with your postgraduate centre team. 

      To complete your Form R:

      1. Forms (start new) menu
      2. Mandatory forms for each year
      3. Select "Form R"
        This image shows the forms start new page with the form R highlighted
      4. Select "Create" next to the rotation for which you need to complete the Form R (usually you will only have one option)
        This image shows the create button on the form r page
      5. Read the important guidance at the start of the form and the instructions throughout carefully
      6. Complete all mandatory fields in the form - or you can "Save (leave as draft)" if you're not sure of some of the information
        TIP: Enter any dates either in the correct format (dd-Mmm-yyyy) in the text box or select from the date widget directly. 
      7. You must save and submit the form before your ARCP panel meets (exact deadline to be confirmed by your postgraduate centre team)
  • How do I create a summary of evidence report 'sign off' form?
    • Administrators, FPDs and ARCP panel chairs are able to create a 'sign off' version of the 'summary of evidence' (SoE) report for ARCP.

      This is NOT MANDATORY, but is designed to help administrators prepare information in advance of ARCP panels and thereby aid the panel review process. Horus will never automatically declare any foundation programme requirement 'met' or 'not met' - it will display which forms have been completed and what assessment judgements have been made. The decision of whether requirements have been 'met' or 'not met' must be made directly by the ARCP panel.

      To create a summary of evidence report 'sign off' form:

      1. Admin menu > Overviews > ARCP (learn more about how the ARCP overview works)
      2. Find the foundation doctor (FD) for whom you want to create an SoE (either by scrolling down the list or using the usual filters) 
        (Alternatively, you can select "Create SoE" next to "Create new Outcome Form" and search for the FD - you will then arrive at step 5.)
      3. Select "More" just under the FD's details
        This image shows the arcp overview page with the more and start new summary of evidence report links highlighted
      4. Select "Start new SoE" 
      5. The summary of evidence report will load - it will have all the same information as the read-only version that can be accessed through the FD's portfolio "Overview" page plus two extra editable sections for each listing:
        - Requirement met? (Yes / No)
        - Further notes / comments (free-text field)
        This image shows the summary of evidence report with the requirements question and further notes sections highlighted
      6. You can complete as many of these sections as appropriate
      7. When you're ready, select "Save changes" at the end of the form - you will see a confirmation screen and your entry, labelled with your name and the date and time you made the entry.
        This image shows the summary of evidence report with the green confirmation banner confirming changes have been saved successfully
      8. The information you have added will now be available to the FD and their supervisors through their portfolio "Overview" page and to the ARCP panel (once they're appointed) through their "ARCP panels" menu.

       

      - The SoE report 'sign off' form will remain editable until 3 months after the end of the rotation it is attached to - the same as all other forms in Horus.

      - Only one SoE report can be created for each rotation.

      - You can't edit your entries, but you can add new entries and delete old entries.
      If there is more than one entry for a listing, you will see the most recent one by default and can view previous ones by expanding the comments section.

  • How do I view a summary of evidence report 'sign off' form?
    • The creation of the summary of evidence report 'sign off' form ("SoE 'sign off' form") is explained in a previous FAQ. 

      There are three ways to view a previously created "SoE 'sign off' form".

      1. All users with access to a specific foundation doctor's portfolio can view the form on the FD's portfolio overview. The entries made by the administrator / FPD / ARCP panel chair will be visible.

      2. Administrators and FPDs can view the form under the foundation doctor's name in Admin menu > Overviews > ARCP

      This image shows the ARCP overview page with the link to view a doctors summary of evidence report highlighted

      3. ARCP panel chairs and other panel members can view the form under the foundation doctor's name in their "ARCP Panels" main menu item (it will look the same as above).

  • Does extra information have to be uploaded to Horus to prove GMC registration in the summary of evidence report?
    • It is not expected that foundation doctors upload additional evidence to their portfolio showing provisional/full registration and there is no specific place in Horus to do this. As always, foundation doctors should follow local guidance and requirements. It is employers’ responsibility to ensure all staff hold the appropriate professional registration for the role they’re undertaking.  

      Note that all foundation doctor accounts are linked to information from the GMC LRMP. Each doctor's GMC number is shown in brackets after their name in the summary of evidence report. This shows that the doctor holds a registration with the GMC.

  • How do I create an ARCP outcome form?
    • - Administrators and FPDs are able to create ARCP outcome forms from the ARCP management page.

      - ARCP outcome forms cannot be created from the "Forms (start new)" page.

      - An administrator / FPD has to create an ARCP outcome form and set up ARCP panel members in the form before it can be completed by the ARCP panel.

      To create an ARCP outcome form:

      1. Admin menu > Overviews > ARCP (learn more about how the ARCP overview works)
      2. Select "Create new Outcome Form" just above the "Outcome" column
        This image shows the arcp overview page with the create new outcome form showing
      3. Start typing the name of the foundation doctor, select their name from the list of results and select the rotation for which you want to create the outcome form (for most foundation doctors you will only have one option - the current rotation)
      4. Select "Next step"- the ARCP outcome form will load.
      5. Complete as much of the form as required (see how to set up ARCP panel members), then scroll down to the end of the form and select "Save (and leave as draft)".

       

      Learn about how to complete an ARCP outcome form.

  • How do I add placements completed in another country/on another system to an ARCP outcome form?
    • All the placements entered under a rotation for a foundation doctor in Horus are automatically populated into the ARCP outcome form. Whenever possible, administrators should update incorrect/incomplete placement information in the rotation management part of the system before the ARCP outcome form is completed.

      If this has not been done/is not feasible (for example, some placements that contribute to the ARCP have been undertaken by the foundation doctor in a part of the UK where Horus is not the e-portfolio used), an administrator or the panel chair can take the following steps:

      1. Open the ARCP outcome form
      2. In the "Additional Placements" section at the start of the form, select "Add Additional Placement"
      3. Complete all the fields that appear
      4. Repeat steps 2 and 3 as many times as required
      5. Save (and leave as draft) --> if not yet ready for the form to be signed OR Save (and review before submission) --> if the chair is ready to sign the form
      6. Check that the placements all look correct - you will see first the placements you have just added manually, then the auto-populated placements from the Horus rotation manager.
  • How do I set up ARCP panel members for a foundation doctor's ARCP?
    • - An administrator / FPD has to create an ARCP outcome form and complete the following sections in it before it can be viewed and completed by the ARCP panel:
      Foundation school 
      Name and role of all foundation ARCP Panel members
      Date of Review

      - The administrator needs to "Save (and leave as draft)" to allow the panel chair to complete the rest of the form. 

      To set up ARCP panel members:

      1. Create the outcome form for the relevant foundation doctor.
      2. The "Foundation doctor" and "Foundation training" sections will be pre-populated by Horus (name, GMC number, medical school, placements). Check that these details are correct.
        --> If they are not correct, close the ARCP outcome form without saving it (use the "Close" button in the top right corner, just below "Log out") and correct the details in foundation doctor's account - then redo steps 1 and 2.
        This image shows a newly created arcp outcome form with the pre-populated fields showing
      3. You can add any additional placements (for example, those undertaken before the foundation doctor started using Horus if they are working out of synch and/or less than full time) using the "Add Additional Placement" link just under the "Foundation Training" section.
        --> In most cases you will not need to use this section.
      4. Check the foundation school against which the foundation doctor is listed - in most cases there will only be one (pre-selected) option and you will not need to do anything. 
        --> In case the foundation doctor trained in more than one foundation school, select the foundation school under which this ARCP is being run.
      5. Start typing the name of the ARCP panel chair and select their name from the list of results.
        --> If they don't appear, you may need to assign them the "ARCP panel member" permission to your location. All users with permission to your location can be added as ARCP panel chairs or members - they don't need to be assigned the "ARCP panel member" permission.
      6. Select their job role from the drop-down list.
        This image shows the add panel member section of the ARCP outcome form
      7. Select 'Add panel member'
        This image shows the arcp outcome form with the add panel member link highlighted
      8. Start typing the name of the panel member and select their name from the list of results. (see step 5 for what to do if they don't appear).
      9. Select their panel role and job role from the drop-down lists.
        This image shows the panel member section of the arcp outcome form
      10. Repeat steps 7-9 for additional panel members (you must have at least 2, plus the panel chair).
      11. Enter the ARCP date into the 'Date of Review' field.
      12. Scroll down to the end of the form and select "Save (and leave as draft)".

       

      Alternatively, you can copy panel members from another ARCP outcome that already has panel members. 

      - The ARCP outcome form will be available to view by the panel chair and other panel members from 3 weeks before the 'Date of Review' and for 2 weeks after it. The panel chair will be able to complete the ARCP outcome form in this same time frame. 

      - The ARCP outcome can also be completed by an administrator (for example, someone who is scribing during the ARCP panel meeting). The panel chair will need to log in and sign the form from their own Horus account to fully submit the form.

      - The foundation doctor will not be able to see the ARCP outcome form until the panel chair has signed it.

  • How do I copy an ARCP panel from one ARCP outcome form to another?
    • Administrators can copy ARCP panel members from any ARCP outcome form in their organisation where panel members have already been added (the original form has to be at least "saved as draft").

      1. Create the outcome form for the relevant foundation doctor (FD).
      2. Select "Copy panel members" just after the "Foundation School" selection box:
        This image shows the copy panel members section of the arcp outcome form
      3. Read the pop-up information - "We'll save all your changes first, then take you to a new page where you can select a Chair and Panel members from an existing ARCP. Any panel members you've already added to this ARCP will be over-written."
      4. If you're happy with this, select "OK" (otherwise, select "Cancel").
      5. ARCP panels that have been already been set up will be listed. Select the name of the FD whose panel you want to copy:
        This image shows the available panels to choose from that can be copied across
      6. Select 'Copy panel'.
      7. You will be taken back to the ARCP outcome form - the new panel will be displayed and already saved in the form.
      8. Continue editing the form (select "Make further changes" in the purple information bar) or close the form.  

       

      You can continue making changes to the panel members, and any other part of the form, until the panel chair has signed it.

  • Why is one of the panel members highlighted in red?
    • Anyone who is assigned as a supervisor to any of the foundation doctor's placements within the rotation being reviewed is highlighted in red and the type of supervisor is specified:

      Thie image shows an ARCP panel that has been set up with one panel member in red because they are a named educational supervisor for one of the doctors placements

      It is possible to save/complete the ARCP outcome form this way, but it is strongly recommended that the ARCP panel member in question is changed.

      The Foundation Guide (2019) says:

       

      4.50 When arranging panels, it is important to ensure that members are not part of a panel for a trainee for whom they have fulfilled the role of either educational supervisor or named clinical supervisor.

  • How do I add an ARCP panel member to my location?
    • IMPORTANT: You can add any user already assigned to your location with other permissions (trainer, FPD or administrator) to ARCP panels - you don't need to assign them an additional permission.

      Some panel members may not already have permission to (A) your location (for example, an FPD from a neighbouring trust) or indeed to (B) Horus (for example, a lay member or medical school colleague).

      In such cases, you need to assign the user the "ARCP panel member" permission at your location. 

      (A) If the user already has access to Horus but not to your location:

      1. Admin menu > Users

      2. Scroll to the bottom of the page and select the "Search across all organisations" link 

      3. Search for the user (if they don't appear, follow the instructions in section B below)

      4. Select "Edit" in the 'Permissions' column

      5. Start typing your organisation's name in the text box, wait for a list of options to appear and select the appropriate one

      6. Tick the "ARCP Panel Member" box

      7. Select "Save Changes"

      This image shows the levels of permissions available for users with the arcp panel member permission ticked

      (B) If the user does not already have access to Horus:

      1. Add them as a new user 

      2. On the "Add permissions" page, start typing your organisation's name in the text box, wait for a list of options to appear and select the appropriate one

      3. Tick the "ARCP Panel Member" box

      4. Select "Save Changes"

  • How do I complete an ARCP outcome form?
    • 1. The steps to create an ARCP outcome form must be followed.

      The outcome form can be completed by the following user types (with relevant location permission):
      - Administrator
      - FPD
      - FSM
      - FSD
      - ARCP panel chair 

      2. Users can find the ARCP outcome form in the Admin menu > Overviews > ARCP page (and panel chairs in the "ARCP Panels" main menu item)
      --> select the "Outcome form (F[1/2])" link in the "ARCP settings" column.

      This image shows the arcp panel where the user is named as the panel chair or panel member

      3. Fill in the form as required.

      4. As with all forms in Horus, you can either "Save (and review before submission)" or "Save (and leave as draft)". To complete the form, you must select "Save (and review before submission)" (you can leave it as draft if required temporarily though).

      5. You will have the option to "Make further changes" until the panel chair has signed the form.

      This image shows the ' this form can still be edited' banner with the make further changes link present

      6. The outcome form can be signed only by the user designated as the ARCP panel chair within the form. The panel chair should log in, find the form as described in step 2 and sign it by selecting "Sign this form".

      This image shows the banner confirming that the arcp outcome for is ready to be signed

      7. Once the panel chair has signed the form, no further changes can be made within the form. The form will now be available for the foundation doctor to view and sign.

  • How does the ARCP panel chair sign the ARCP outcome form?
  • What do I do if I find an error in a completed ARCP outcome form?
    • HEE local office/foundation school administrators, foundation school managers and foundation school directors are able - at their discretion - to edit and delete ARCP outcome forms. There are specific criteria they have to follow to do this.

      If an ARCP outcome forms need to be edited (or deleted), please contact your HEE foundation school team.

       

  • How do F1CCs/FPCCs get created?
    • F1CCs (Foundation year 1 certificate of completion) and FPCCs (Foundation programme certificate of completion) can only be created if the following conditions have been met:

      • The ARCP outcome form has been submitted
      • The following have signed the ARCP outcome form:
        • The panel chair
        • The foundation doctor
      • The ARCP outcome is 1 (F1) or 6 (F2)


      Once all of these conditions have been met, the relevant foundation school administrator has to create a certificate for each eligible foundation doctor (can be done in bulk). Foundation school teams have been sent guidance on how to do this.

      Eligible foundation doctors will be able to download their certificate from Horus once all of the above actions have taken place. 

       

  • How do I view and download an F1CC/FPCC?
    • A completed F1CC/FPCC can be viewed and downloaded from the relevant foundation doctor's portfolio "Overview" page. 

      It is shown in the "ARCP" section, underneath "Foundation doctor details" and "Placements":

      This image shows the arcp section of the portfolio overview page with the download certificate link highlihgted

  • Reporting

  • What reports are available in Horus?
    • There are a number of different kinds of reporting available in Horus. Learn more about how reports work in Horus.

      In individual foundation doctor (FD)/Non-trainee grade (NTG) portfolios:

      • Form completion count for a specific FD/NTG
        • All users with access to the relevant FD's/NTG's portfolio (including the FD/NTG themselves) can see on the Portfolio Overview how many SLEs/CPs/Reflections have been completed for that FD/NTG. 

       

      In the "Admin menu":

      • User search reports
        • Administrators can search for a specific FD/NTG / trainer / other administrator or view a list of all users within a specified location.
        • Trainers can view a list of all FDs/NTGs they have supervised, are supervising or are due to supervise (from the "Supervising" menu).
      • Form completion count for a specific location (listed by FD/NTG)
          • Administrators can view a list of all FDs/NTGs in a specified location they have access to (eg a hospital) and how many of a specific type of form each has completed/has had completed for them:

        This image shows the form count reports section of the admin menu
      • Specific user lists
      • Overviews
          • Administrators can manage a number of processes from this section as well as get an overview of FD/NTG progress
            • Rotations and placements
            • Mandatory certificates 
            • TAB 
            • ARCP 
            • Notices (coming soon) 

        This image shows the overview section of the admin menu
  • How do the reports in Horus work?
    • All reports in Horus have a variety of filters and search functions. 

      • All administrator reports in Horus have a location filter. The options are dependent on the location permission(s) of the logged in user.
        View a short video tutorial showing how to manage locations.
      • Most reports have a
        • foundation grade filter (F1 / F2 / All)
        • training year filter (e.g. 2017-18 or 2018-19)
        • type of learner filter (FD / NTG / All)
        • "Start typing to filter the results in the table" search - for example you could search for a specific foundation doctor's name or GMC number
      • Most form count reports have a "status" filter (completed / awaiting approval / draft / all)
        • The Reflections and Personal Development Plans reports don't have this filter, as these statuses don't apply to them.
      • Most reports can be sorted alphabetically and/or numerically 
        • You sort by selecting the column heading by which you want to sort
        • Examples of useful sorting are A-Z by surname or ascending by number of forms completed - those who have completed 0 of a particular type of form will come at the top of the list.
      • Most reports will be downloadable to Excel.
        • Currently this is only available for the "Placements overview / download" report
        • We will be adding this to other reports later on during 2018. Meanwhile, you can easily copy and paste on-screen report results into Excel.

       This image shows the filters that are available on the form count reports

      Learn more about what reports are available in Horus.

  • How do I view a list of trainers who are supervisors in my location?
    • All supervisors on Horus are created as either "doctor" or "other user". To assign a trainer as a supervisor, an administrator needs to set up and manage a rotation and placements for the relevant foundation doctor/NTG. Learn more about rotation and placement management.

      Once trainers have been assigned to foundation doctor/NTG placements, they will show up in the "Supervisor list":

      This image shows the user reports section of the admin menu with the supervisor list highlighted 

      1. Select "Admin menu", then "Supervisor list".

      2. If required, change the location where you want to search for supervisors. Learn more about location management.

      3. You will see a list of trainers (last name, first name, email address, GMC number (if applicable)), the type(s) of supervisor they are and an option to see more details about a specific supervisor.

      This image shows the supervisor list user report

      4. You can use the "Start typing to search..." box to look for, for example, all trainers who are educational supervisors, or to find a specific trainer. Learn more about how reports work in Horus.

      5. For details about the foundation doctor(s)/NTG(s) assigned to a specific supervisor, select "Show History" next to the relevant supervisor's name.

      This image shows the supervisor history of a user

      There is also a short video tutorial showing how to see a list of trainers who are supervisors in your trust.

       

  • How do I view a list of NTG doctors in my location?
    • All trust and foundation school administrators should be aware of whether there are any NTGs listed at their location on Horus.

      Administrators should ensure that non-foundation doctors using Horus to record their own competences are listed as NTGs.

      The "NTG doctors" report in the "Admin menu" allows you to check this has been done.

      1. Select "Admin menu", then "NTG doctors".

      This image shows the admin menu with the ntg doctors user repoirt highlighted

      2. If required, change the location where you want to search for NTGs. Learn more about location management.

      3. You can filter the results by training year (the current will show as default) and show 10 (default), 25 or 50 results per page.

      4. You will see a list of NTGs (last name, first name, email address, GMC number), the grade and type of NTG they are and placement(s) location and dates.

      5. You can use the "Name / Email" heading to sort A-Z (default) or Z-A by last name. 

      This image shows the NTG doctors user report

  • How do I view a list of doctors undertaking a FiY1 placement in my location?
    • Administrators can view a list of doctors undertaking a FiY1 placement by:

      1. Admin Menu > Foundation doctors
      2. ‘Training year’ drop down > Select ‘2019-20’
      3. Advanced filters
      4. ‘FiY1 Inclusion?’ drop down > Select ‘FiY1s only’
      5. Select ‘Filter’

      This image shows the foundation doctors search filters with the FiY1 inclusion? filter set to FiY1s only

  • How do I check that no NTGs have been listed as FDs at my location?
    • Many reports in Horus (see below) have a "type of learner" filter: 

      This image shows the type of leaner filter that is available on some reports and search pages

      Reports with the filter:

      • Foundation doctors
      • Placements overview / download
      • Mandatory certificates
      • TAB

       

      So, you have a number of options. Two of the easiest are:

      1. The "Placements overview / download"

      • There is a count of results at the bottom of the screen (eg "Showing 375 entries")
      • Select "Exclude NTGs" - note the count of everyone listed as an FD at your location and compare with what you were expecting
      • "Export to CSV" this list - compare with your main FD list (eg in TIS)


      2. The "Foundation Doctors" list

      • As above, view the count at the bottom of the screen when you've filtered for "Exclude NTGs" (found in "Advanced filters")


      Note that in both cases, just the count may not be enough to verify everyone has been listed correctly. 


      Learn more about NTGs in Horus.

  • What do the headings in the TAB form count report mean?
    • This image shows the tab form count report and the heading of each columns

      Open for feedback - Number of TABs currently open and within the time-limit, so feedback can be obtained.

      Closed for feedback - Number of TABs that have expired and are no longer accepting further feedback.

      Released - Number of TABs that have been summarised and released to the foundation doctor/NTG.

      Unreleased - Number of TABs that have been summarised and have not been released to the foundation doctor/NTG.

      Satisfactory - Number of TABs that have met the requirements of a TAB and been marked as satisfactory in the TAB summary.

      Incomplete - Number of TABs that did not meet the requirements of a TAB and have been marked as incomplete in the TAB summary.

      Invalid - Number of TABs that did not meet the requirements of a TAB and have been marked as invalid in the TAB summary.

      Unsatisfactory - Number of TABs that did not meet the requirements of a TAB and have been marked as unsatisfactory in the TAB summary.

      Note: the number shown under each headings may not always calculate as expected - they are, however, correct (based on the explanations above). For example, when a TAB has expired but has not yet has its summary form completed, 1 will show in 'closed for feedback' and will not be shown in any other columns.

  • Help contacts

  • As a foundation doctor, how do I know who to contact if I need help with my e-portfolio?
    • Foundation doctors can view a list of Horus ePortfolio administrators and foundation programme directors (FPDs) in their hospital/trust:

      1. Sign in to Horus
      2. Select "Help" from the main menu along the top
      3. Scroll down past the "Horus support website" link to see a list of local administrator contact details
      4. Scroll past this to see a list of local FPDs

      This image shows the help page that can be access by the foundation doctors as a main menu option

  • Notices

  • Does Horus have a Notices section?
    • No. However, we are planning a section where administrators will be able to post notices for users in their location(s). It will be possible to target notices at specific group (e.g. F1/F2, trainers, FPDs, administrators) and notices will appear on users' home page.

      This feature will not be available during the 2017-18 training year. We aim to make it available by December 2018 (and sooner if we can).

      - Until this feature is available, administrators can use the "Placements overview / download" page to download a list of all foundation doctors in their area with the email address they are registered on Horus with. This can be used as the basis for an email distribution list.

      - Horus-registered email addresses for all other types of users can be copied in batches of 50 from the "Users" admin list (this list can also be filtered by location and type of user). 

  • Messaging

  • Does Horus have an internal messaging system?
    • No, Horus does not have an internal messaging system.

      Users are able to see the email address of other users as follows:

      • Administrators can see the email address of all foundation doctors and other users in their area
      • Supervisors can see the email address of all foundation doctors they supervise and all their other supervisors
        • This can be clicked to directly open a message in the user's own email client
      • Foundation doctors can see the email address of all of their supervisors
        • This can be clicked to directly open a message in the user's own email client

       

      Administrators will also be able to communicate with users in their location(s) using the Notices feature.

  • Archive basics

  • What is the HEE Foundation Programme E-portfolio Archive?
    • In August 2017, HEE changed its foundation e-portfolio from the NES ePortfolio (and the "NW Horus" ePortfolio in the north west of England) to the HEE Horus ePortfolio. Active user accounts were transferred from the NES ePortfolio/NW Horus to HEE Horus; however, portfolio contents were not transferred.

      Instead, we have two separate online systems to hold all information collected in the

      - NES ePortfolio at HEE locations between August 2008 and July 2018
      --> This is called the HEE Foundation Programme E-portfolio Archive ("the Archive").

      - NW Horus ePortfolio in the north west of England between August 2005 and July 2017
      --> This is called the North West Horus archive.

      No further information will be added to either of these archive systems and it is not possible to create any new information in them.

      Learn more about who can access the Archive.

  • Who is the HEE FP E-portfolio Archive for?
    • The HEE FP E-portfolio Archive is for all doctors and other staff who used the NES ePortfolio at HEE locations between 2008 and 2018.

      If you used the North West of England ("NW Horus") ePortfolio between 2012 and 2017, you can access historic information in NW Horus. If you used it between 2005 and 2012, please contact the Horus Helpdesk to discuss what information you need access to. 

      Learn more about archive data for the north west of England.

      Note that ARCP was not documented in the foundation e-portfolios until the 2012-13 training year, so no sign off documents exist in either archived system before this. Doctors should contact their foundation school at the time to request evidence of sign off. 

  • Are the Archive and the original e-portfolio (NES ePortfolio) connected?
    • No, the Archive and the original e-portfolio (NES ePortfolio) are not connected. The Archive is a stand-alone system into which data from the NES ePortfolio have been migrated.

      To access the Archive, you need to set up your password through the Archive. Resetting your password in the NES ePortfolio will not allow you access into the Archive.

      Learn more about how to set your password for the Archive.

  • Who can access the Archive?
  • What information is available in the Archive?
    • Most of the information users had access to in the NES ePortfolio is available through the Archive. This includes

      • All forms completed by and for foundation doctors (this includes ARCP outcome forms and end of year certificates)
      • All curricula attached to foundation doctor portfolios
      • All links made to these curricula
      • The Personal Library (including documents uploaded in the Certificates section and any portfolio downloads)
      • User details (including foundation doctor placement and supervisor details)
      • Appropriate supervisor and administrator views of the above

       

      Learn more about who can access the Archive.

  • What functionality is available in the Archive?
    • All users are able to update their email address and password.

      Foundation doctors are able to view their portfolio contents (including any forms set to "private"), download any documents present in their Personal Library and print any forms or pages using their browser's print function.

      Supervisors are able to view the portfolio contents of all the foundation doctors they have supervised (excluding any forms set to "private").

      Administrators are able to view the portfolio contents of all the foundation doctors with placements assigned to locations they have permission to (excluding any forms set to "private").

  • What browsers does the Archive work in?
    • The HEE FP E-portfolio Archive works in all up to date browsers.

      If you experience problems with the Archive on older versions of any browsers, you should switch to the latest versions.

      Learn more about downloading information from the Archive.

  • How long will the Archive be available for?
    • Access to the Archive will be available to all users for the foreseeable future. The decision to remove access to the Archive will be made as part of Health Education England's information governance strategy and key stakeholders will be consulted. If access to the Archive is eventually removed, it is likely that key documents will remain available on request.

  • Can I download my whole portfolio from the Archive?
    • No, there is no "download portfolio" functionality in the Archive. Users are able to view all the information on-screen. As with any website, you can also use your browser’s print functionality to extract the information needed (either to a printer or 'save as pdf'). If your browser does not have a 'save as pdf' print option, there are a number of free pdf writer services that you can download. Alternatively, try a different browser (Chrome for example has the 'Save as PDF' built into its browser). 

      Learn more about how to download forms from the Archive.

  • How can I download a form from the Archive?
    • The principles below apply to all three foundation e-portfolio websites managed by HEE:
      - HEE Horus ePortfolio
      - HEE FP E-portfolio Archive
      - NW Horus ePortfolio Archive 

      As with any website, you can use your browser’s print functionality to extract the information needed (either to a printer or 'save as pdf').
      --> There is no "download portfolio" functionality in the Archive itself. 

      If your browser does not have a 'save as pdf' print option, there are a number of free pdf writer services that you can download.

      Alternatively, try a different browser (Chrome for example has the 'Save as PDF' built into its browser).

      If the form is showing over more pages than you would like (for example, your end of year certificate showing over two pages instead of one), try amending your printer settings (these will depend on the browser you're using and your printer - if not printing to pdf.

      Examples of settings to adjust:

      - Page number to print

      - Layout

      - Paper size

      - Margins

      - Scale

      - Headers and footers

      - "Shrink to fit" / "fit on one page"

      See below screenshots of print settings for the most common browsers used to access the Archive:

      Chrome print settings

       This image shows the chrome browser print to pdf function

      Internet Explorer settings

      This image shows the Internet explorer browsers print to pdf function

      Firefox settings

      This image shows the firefox browsers print to pdf function 

      Safari settings

      This image shows the safari browser print to pdf function

  • Accessing the Archive

  • How do I sign in to my HEE FP E-portfolio Archive account?
  • I no longer have access to the email address with which I was registered on NES ePortfolio. How do I get access to the Archive?
    • If you have not received your login details, you should first try to reset your password.

      If you still do not receive your login details, you will need to contact an administrator at the trust postgraduate centre where you completed your foundation training (or the relevant HEE foundation school team). If you no longer have access to the email address that you are registered on the Archive with, they will be able to update your email address for you. They can also confirm your username if you're not sure what it is. You will then be able to reset your password.

      Learn more about who can access the Archive.

  • Archive username and password

  • What is my username for the Archive?
  • I don't know my username for the Archive - how do I find it?
    • Your username for the Archive is your NES ePortfolio username. If you don't know what this is, contact an administrator at the trust postgraduate centre where you completed your foundation training (or the relevant HEE foundation school team). They will be able to confirm your username to you.

      Contact details for HEE foundation schools can be found on the UKFPO's website.

  • What is my password for the Archive?
    • All users are required to set up a new password for the Archive - you cannot automatically use the same password as you had for the NES ePortfolio.

      Learn about how to set up your password for the Archive.

  • How do I reset my password for the Archive?
    • 1. Go to the Archive reset password page
      2. Enter your username
      3. Select “Send Reset Link”
      4. You will receive an email from websupport@hee.nhs.uk (check your junk mail folder)
      5. Select the link in the new email (this link is valid for 24 hours)
      6. Enter your new password twice
      7. Select “Change password”
      8. You will then be logged in automatically.

  • What are the password rules for the Archive?
    • The following rules are enforced: 

      • 8 characters minimum
      • At least one symbol (! " £ $ % ^ & *) --> NOTE: dash ( - ) and underscore ( _ ) don't count
      • Not on the 'banned list' of easily guessable passwords (for example, password or 12345678)

       

      In addition, we recommend you follow the rules below for your own security:

      • 16 characters maximum
      • Hasn't been used in the Archive before
      • No repeated characters (e.g. aa, bb, cc)
      • At least 3 out of 4 of the following:
        • Lowercase characters
        • Uppercase characters
        • Numbers (0-9)
        • Symbols (e.g. £ $ %)

       

      If you are trying to reset your password / set your password for the first time and the system does not accept your password, please wait 20 minutes and then try again. You may have been locked out of the system for security reasons and will not be unlocked until you stop trying to enter a new password for at least 20 minutes. This is a security feature to prevent account hacking.

  • As an administrator, how do I find another user's Archive username?
    • As an administrator, you have access to the basic account details for all users, just as you did in the NES ePortfolio. 

      1. Login and go to ePortfolio Admin > Administer users
      2. Search for the relevant user
      3. Select their name from the search results
      4. You will land on their Personal Details page. Their username will be displayed just below their email address.

  • As an administrator, how do I update another user's email address in the Archive?
    • As an administrator, you have access to the basic account details for all users, just as you did in the NES ePortfolio.

      You can only update the email address of users who are assigned to a location you are also assigned to.

      1. Login and go to ePortfolio Admin > Administer users
      2. Search for the relevant user
      3. Select their name from the search results
      4. You will land on their Personal Details page. Their email will be displayed just above their username.
      5. Select the "Edit email" button to the right of the email address.
      6. Enter the new email address.
      7. Select "Save" (or "Cancel" if you change your mind).

  • What information is not available in the Archive?
    • We have focussed on providing former foundation doctors (and their trainers and administrators) with the content that was produced for or by them in the NES ePortfolio. This means that all forms that have been completed for or by foundation doctors can be viewed through the Archive. The main piece of content that we were not able to make available in the Archive is the "summary of evidence for satisfactory completion of F1/F2" report. Note that this is in fact not a form - (although users may be used to thinking of it that way). It is a report with a complex 

  • Technical queries

  • Who should I contact if I am experiencing technical issues with the Archive?
    • 1. If you are experiencing technical issues, please search the Archive section of the Horus ePortfolio Support Site in the first instance - there is a "Search" box at the top of this page. The answer to your question may already be here and you may not need to wait for us to resolve your issue.

      2. If you cannot find the information you need here, you can email the Archive Helpdesk. For a faster response from the Archive Helpdesk, please include as much of the following information as you can in your email:

      - Have you logged in to the Archive before, or is this your first attempt at logging in?

      - Which browser (and version) are you using? (e.g. Chrome, IE9, etc.) Use WhatsMyBrowser to check if you're not sure.

      - Do you know the email address you’re registered on the Archive with? Specify email address if so.

      - Have you received an error message? If so, what steps had you taken before you got the error message? What does the error message say?

      • Include screenshots of what you saw/are seeing.

      We respond to all Helpdesk requests we receive, so if you have not received a response within at most 1 week, please check that you have sent your query to the correct email address. 

  • North West of England e-portfolio archive

  • How do I access my historic e-portfolio records if I was a foundation doctor in the north west of England?
    • As of 18 February 2019, all records in "NW Horus" have been moved to an archived system - the "North West Horus archive".

      • All users have to request a new password, using their original NW Horus email address, to sign into the archived system for the first time only
        • Enter your email address
        • Select 'Recover password'
        • In the email you receive, select the reset link
        • Enter a new password and save
      • Sign in here with your email address and new password (this may be different to your HEE Horus password, if you currently use HEE Horus).
      • The North West Horus archive is read-only. You cannot add any information.
      • If you're not sure of your login details, you should first try to reset your password.
        • If you do not receive a password reset email, no longer have access to the email address with which you're registered on NW Horus or you don't know which email address to sign in with, contact an administrator at the trust postgraduate centre where you completed your foundation training (or the North West of England foundation school team).
        • If you no longer have access to the email address that you are registered on the North West Horus archive with, they will be able to update your email address for you. You will then be able to reset your password. 

      Learn more about downloading information from North West Horus archive (this link refers to the HEE FP E-portfolio Archive, but the principles are the same for NW Horus).

  • Are HEE Horus (current) and NW Horus (archive) connected?
    • No, HEE Horus (the current version of Horus) and NW Horus (the previous version of Horus) are not connected. Information from NW Horus cannot be transferred to HEE Horus.

      To access the North West Horus archive, you need to use your password for that website (or reset your password if you haven't logged in recently). Resetting your password in HEE Horus will not allow you to access the North West Horus archive.

      Learn more about how to reset your password for the North West Horus archive.