Data 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.

Horus contains the following reference data tables:

• NHSE location tree
  • NHSE local offices
  • NHSE foundation schools
  • NHSE trusts
  • NHSE 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.

Reference data in Horus is based on a variety of national reference tables and requirements.

• NHSE location tree
  • This list represents main/lead employers of foundation doctors
  • Learn more about how location names are decided
• Medical schools
  • This list comes from the UK foundation programme application system "Oriel"
  • Learn more about foundation recruitment on the NHSE medical recruitment web page
• Specialties
  • This list comes from the GMC's list of approved specialties 
  • It is also aligned with the list of specialties available in Oriel
• User permission types
  • This list was developed by the NHSE Horus team based on the requirements for foundation e-portfolios laid out in the FP Curriculum and Gold 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, NHSE and NHS Employers as to the minimum percentage of training that can be undertaken when working less than full time. 

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

Any changes to location information must be requested by the relevant local NHSE 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.

Viewing permissions have been set up in Horus as per the requirements laid out in the Foundation Operational Guide 2019.

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 up to a period of 6 years.

After this 6 year period, created content will be archived and will no longer be accessible to the creator or any users with administrator permissions.

Please note, subsequent NTG rotations that exist after archived foundation programme rotations will still be accessible as long as the end date of the final NTG rotation is with the 6 year period.

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.

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)

2. The Form R ('TIME OUT OF TRAINING ('TOOT')' section)

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

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

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.