COVID - Host FAQs 

The FAQs within this page are tailored for Host Organisation and Supervisors, regrading annual leave or how to log COVID absences. To see more information on COVID, visit our COVID support page for colleagues-in-training
 

• Annual Leave Provision

  Annual leave has a crucial role in supporting good mental and physical health and wellbeing. Trainees are therefore strongly encouraged to take annual leave proportionately throughout the year and as far as practically possible to take their pro-rata entitlement within their current placement. Time away from the workplace for rest and relaxation is paramount at this difficult time.

  We are seeking the assistance from the Host Organisations to enable trainees on placement with you to take their annual leave entitlements.

  Details of the Lead Employer Annual Leave Policy and Tool kit can be accessed Policies and Forms section.

• As a Host Organisation, do I need to complete a Risk Assessment for specialty registrars employed by Lead Employer who are placed with us?

  Yes - Host Organisations have been requested to complete risk assessments for all trainees placed with them.

  The Lead Employer has now developed an electronic risk assessment. The data from this will pull through into a central database which can be used to inform management information regarding trainees when they rotate host organisations. The purpose of this is to enable hosts to identify trainees previous risk rating. This does not negate the need for a risk assessment to be carried out at your host organisation as the environment in which they will be working is different to that of their previous host organisation. The purpose of providing this information is to advise of any previous adjustments / measures that may have been needed in the previous host organisation. If the trainee is high risk and there are any concerns, a referral can be made to Health, Work and Wellbeing for further advice and recommendations, if required. In these circumstances, please contact the Lead Employer on the above email address.

  You can find the Risk Assessments in the COVID section of the Trainee Hub in our website.

• How do I record absence management during COVID-19?

  We have created a step-by-step guide on how to record a COVID-19 absence which you can refer to below.

  Colleagues should report their absence to their Host Organisation as they would do normally via local absence reporting procedures. Host Organisations must then record this period of self-isolation or COVID related sickness absence on ESR – this will ensure that the Lead Employer are aware of any such absences and appropriate support can be offered as required. 

  Please take a look at the following document for details on recording absences via ESR.

• With regards to absence reporting during COVID-19, do we report the trainee absence after they have completed the self-isolation period or at the beginning? Once we have reported, are we expected to hear back from the Lead Employer?

  Please report at the beginning of the self-isolation period by inputting the absence on ESR as this will notify the Lead Employer automatically. Once rcorded, you will only hear back from us if we have any queries.  Please remember to close down the absence once the trainee has resumed work.

• Can a GP Trainee that is currently working within our Host Organisation be redeployed to a vaccination centre?

  We are conscious of the significant logistical challenges around vaccine delivery and recognise the importance of system working to support this where possible. It is HEEs position that trainees should have their training needs prioritised and this it is inappropriate for these trainees to be redeployed to vaccination centres. There are, however, opportunities to fulfil specific curriculum competencies through appropriately planned and supported involvement in the programme. If trainees are progressing well with training and where this meets their curriculum needs, trainee involvement is permitted.

  If trainees wish to work additional sessions to support the vaccine effort, this is supported subject to the usual stipulations governing additional/locum work or work in other environments. Trainees will need to contact their indemnity provider to ensure appropriate cover is in place for such work.

• If a trainee has been a close contact of a confirmed COVID-19 case, do they have to self-isolate?

  If a trainee is providing care to or is in close contact with an individual with COVID-19 infection and is wearing the correct PPE appropriately in accordance with the UK infection prevention and control (IPC) guidance and How to work safely guidance, they will not be considered as a contact for the purposes of contact tracing and isolation. This applies regardless of the vaccination status of the staff member.

  If there has been a breach of recommended PPE during the care episode, then the staff member would be considered a contact and should follow the advice below.

  Staff members who are a contact of a confirmed COVID-19 case and not wearing the correct PPE as above should inform their line manager or employer immediately if they are required to work in the 10 days following their last contact with the case.

  If the staff member develops symptoms of COVID-19 during this period, they should follow the self-isolation guidance for health and social care workers which can be accessed here.

  Most of the health and social care staff who are contacts will be able to continue in their usual role. The following apply to staff returning to work:

  • the staff member should not have any of the main COVID-19 symptoms
  • the staff member should immediately arrange to have a PCR test and the result of this PCR test should be negative prior to returning to work
  • the staff member should immediately arrange to have a PCR test and the result of this PCR test should be negative prior to returning to work
  • if a staff member has had COVID-19 infection in the past 90 days, they should not have a PCR
  • following the negative PCR result, the staff member should undertake an LFD test every day for the 10 days following their last contact with the case (even on days they are not at work)
  • on days the staff member is working, the LFD test should be taken before starting their shift, and the result should be negative
  • the staff member should comply with all relevant infection control precautions and PPE should be worn properly throughout the day
  • if the staff member works with patients or residents who are especially vulnerable to COVID-19 (as determined by the organisation), a risk assessment should be undertaken, and consideration given to redeployment during the 10 days following their last contact with the case
    
    If any of the above cannot be met, the staff member should not come to work and should follow the People with COVID-19 and their contacts guidance. Further information on the regulations that apply to health and social care workers can be accessed here.
• Should specialty trainees on rotation at our Host Organisation be included our COVID-19 vaccination programme and submission figures?

  Yes, we are reminding our Host Organisations to include any specialty trainees currently on rotation to them into the submission figures, as these vaccinations will need to be undertaken locally as part of the Host’s responsibility. 

  The advice for trainees who have already received one vaccine dose, is to return to the original vaccination site for the second dose where possible and practical. 

  In exceptional circumstances, which may include having moved a large geographical distance, the trainees should take their Vaccine Blue card with them to inform and facilitate having the second vaccine at their new host trust or local vaccine hub.

• What advice are we providing for trainees under the age of 30 who have concerns regarding the AstraZeneca Vaccine?

  We are advising all trainees with this concern to speak to their GP or call the national NHS England COVID-19 helpline for further advice. Please direct your trainees to the following documents for further guidance:

  • AstraZeneca Vaccine and next steps
  • FAQs - AstraZeneca COVID-19 vaccine
• I don’t have access to ESR to log the trainee’s absence?

  All Host Trusts and GP practices have access to STHK ESR system; if you don’t currently have your smartcard, you can still access ESR using a user name and password. If you have forgotten these details or need specific assistance in this regard, please contact ESR.Leademployer@sthk.nhs.uk

• Are trainees required to quarantine when they return from travel abroad?

  The Government has updated its travel advice meaning that those travelling to England from abroad are no longer required to quarantine when they arrive in the country. What you must do depends on whether you qualify as fully vaccinated under the rules for travel to England.

  If you are fully vaccinated

  Before you travel to England you must:

  • complete a passenger locator form. You need to do this in the 3 days before you arrive in England.
  • You do not need to complete a passenger locator form if you began your journey to England in Ukraine or Russia.
  • You do not need to take any COVID-19 travel tests before you travel to England or after you arrive.
  • You do not need to quarantine when you arrive in England.

  If you are not fully vaccinated

  Before you travel to England you must:

  • take a COVID-19 test – to be taken in the 2 days before you travel to England
  • book and pay for a COVID-19 PCR test – to be taken after you arrive in England
  • complete a UK passenger locator form – to be completed in the 3 days before you arrive in England
  • You will need to enter your PCR test booking reference number in the passenger locator form
     

  When you arrive in England You must:

  • take the COVID-19 PCR test that you booked before you travelled.
  • You can take the test any time after you arrive and before the end of day 2 at the latest. The day you arrive in England is day 0.
  • If the test result is positive you should follow the advice above.

  Further guidance about travelling to the UK from abroad can be found here

• If a colleague was unable to work due to their child having Covid-19 symptoms, would he/she be entitled to carer’s leave or would he/she would need to take this as annual leave?

  If the absence was unrelated to COVID symptoms, then the trainee should use annual leave or any remaining paid special leave allowance in line with the Lead Employer Special Leave policy.

• How will Lead Employer trainees hosted at our organisation be tested for COVID-19?

  Testing for COVID19 should be undertaken by the host organisation in line with your local testing procedures. Trainee details such as their assignment numbers etc. are accessible via ESR.

• What is asymptomatic testing?

  Asymptomatic means someone who has now symptoms of a disease, in this case Coronavirus. Evidence has shown that people infected with COVID-19 can have no symptoms and still transmit the virus to others without being aware. It is important that we take steps to reduce the risk of transmission by identifying those who may not know they have the virus and therefore staff without symptoms may be tested depending on local arrangements.

  Detecting positive cases sooner reduces the risk of the virus being passed on to patients, colleagues, family members and beyond in the community. Weekly testing can detect the great majority of staff who may not know they have the virus and are potentially infectious to others.

• Due to COVID-19 we are currently revising rotas, who do we speak to in the Lead Employer with regards to this?

  Please send any updated work schedules to the following email address: Lead.Employer@sthk.nhs.uk

• What is the guidance for pregnant trainees in relation to COVID-19?

  Please ensure that all pregnant trainees have a COVD-19 risk assessment completed as early as possible, which can be found here. 

  Trainees should also complete a pregnancy Risk Assessment at each trimester during their pregnancy, the pregnancy risk assessment can be found here

  You can also find all of the latest guidance from Royal College of Obstetricians and Gynaecologists by visiting their website. 

  Further guidance from the lead employer for all pregnant trainees can also be accessed here under the risk assessments section.