GMC Connect user guidance for revalidation
Contents
1 Introduction
Welcome to the GMC Connect user guide for Responsible Officers, Suitable Persons and delegates.
GMC Connect is our system for managing the secure transfer of data, both into and out of the GMC.
There are many occasions where it's necessary for us (the GMC) to share digital information with the various types of organisations and individuals that we work with. Designated bodies, Responsible Officers (ROs) and Suitable Persons are one group we need to do this with and GMC Connect allows us to share our information securely.
This guide takes you through the main steps of using GMC Connect to manage your list of doctors and make revalidation recommendations.
Back to contents
2 Accessing GMC Connect
For information about how to create a GMC Connect accounts and logging in, please see our GMC Connect user guide.
3 The Home page
When you log in to GMC Connect, you'll see the Home page*.
*If you have multiple groups (for example Designated Body and medical Royal College) or organisations (for example, two Designated Bodies you are responsible for) attached to your Username, you will need to choose the group and/or organisation you want to view before you will see the Home page.
Some hints and tips
- When you're in GMC Connect you won't see the usual forward and back buttons you see in your web browser.
- You should move around GMC Connect using the menu buttons and any 'Back' buttons you see on the screens.
- You will see various links on the screens to help pages and other guidance on our website. You can close these help pages without GMC Connect closing.
- Don't click on the cross in the right-hand corner of the GMC Connect window (any window with the title GMC Connect and our logo on). This will close GMC Connect.
- When you're finished using GMC Connect, click 'Logout' on the right of the menu bar to exit.
Back to contents
4 Document Folders
4.1 About Document Folders
Document Folders are one of the document sharing areas of GMC Connect. They aren't currently used for revalidation.
We will update this guide if and when this functionality is needed for revalidation.
Back to contents
5 Guidance and Forms
The Guidance and Forms area is where information and document templates useful to GMC Connect users are published.
To access the Guidance and Forms area, click on the Guidance and Forms menu item.
On the initial Guidance and Forms page is a list of folders. Clicking on a folder will take you to a list of documents within that folder.
Click on the View Documents link to open the folder
You are now presented with the document list for the folder you clicked into.
You can see all the files held in the folder, along with their description and the date that they were uploaded.
To download a file, click on the document name.
As the Guidance and Forms section is intended for the distribution of GMC literature and document templates, GMC Connect users are not able to upload documents into these folders.
Back to contents
6 Responsible Officer details
If you click on the 'Responsible Officer Details' menu option you'll see a screen that shows you the details we have for your designated body.
The designated body email address is the email address your doctors will use to contact you about local revalidation matters. You should consider that the email address provided here will be included on our list of designated bodies which we publish weekly.
We recommend that you use a group or team email address rather than your own. This means you'll still be able to deal with email queries during periods of absence.
You can only amend your designated body email address and your email notifications preference in GMC Connect.
You'll need to use our REV2 form to request any other changes. When you've completed the form click the 'Submit Form' button in the top right-hand corner and follow the instructions on screen. This will email it back to us.
Back to contents
6.1 Amending your email address
Click on the 'Amend' button.
Type your email address into the box (1) and click the 'Save' button (2).
Your new email address will now show on the Responsible Officer details screen.
Back to contents
6.2 Amending your email notification preference
You will automatically receive email notifications of changes to your list of doctors, for example when a doctor adds your organisation as their designated body, unless you change your notification preference.
To turn off email notifications:
- Click on the 'Amend' button.
- Click on the drop down box next to 'Receive email notifications' (1) and choose 'No' (2)
- Click 'Save' (3).
You won't receive any more email notifications.
Back to contents
6.3 Amending other details
You'll need to use our REV2 form to request any other changes. When you've completed the form click the 'Submit Form' button in the top right-hand corner and follow the instructions on screen. This will email it back to us.
Back to contents
7 Your lists of doctors
If you click on the 'Your Doctors' menu option you will get extra left hand options.
Under Notice Doctors (this is always the first screen you see when you click 'Your Doctors') - From this screen you can:
All Doctors
- From this screen you can:
- You can also view:
7.1 Find a doctor on any of your lists
You can find any doctor on any list view as follows:
- On your keyboard press the 'Ctrl' and 'F' keys together. You'll get a 'Find' box on screen (depending on the software your organisation uses, you may see a slightly different box with different options. If you do and you need help, please contact your IT department).
Type in the GMC reference number (or surname or first name) of the doctor you want to find (1) and click 'Find Next' (2).
(If you search by first name or surname you'll need to click the 'Find Next' button until you see the doctor you want to find as there may be more than one with the same first name or surname).
- The GMC reference number (or surname or first name) of the doctor you want will be highlighted.
Back to contents
7.2 View a doctor’s revalidation and connection history
When you click on the 'History' link in the final column next to a doctor in your list, you'll see a list of the doctor's approved and submitted recommendations and their connection history. This screen also includes contact information for their previous Responsible Officer, the doctor's full registration date and entry date onto the specialist or GP register, and if the doctor has an APS requirement.
7.3 Add a doctor to your list
If you know there's a doctor who has a connection with your organisation and they're not on your list, or you have agreed to make a recommendation for a doctor connected to another designated body because of a conflict of interest*, you can add them.
Click on 'Your Doctors' then 'All Doctors'.
Click on the 'Add a Doctor' button.
Type in the GMC reference number of the doctor you want to add (1), and click the 'Search' button (2).
Use the drop down list to choose the reason you want to add the doctor (1).
Click the 'Submit' button (2).
You'll get a confirmation that you've added the doctor to your list.
Click the 'Back' button to take you back to your list of doctors.
*If you want to add a doctor because of a conflict of interest, you need to do this after the designated body they have a connection to has declined them. When you have chosen 'Conflict of interest' as the reason for adding the doctor, they will be shown in your list, but the doctor will still see their original designated body in the My Revalidation section of GMC Online.
Back to contents
7.4 Remove a doctor from your list (decline responsibility)
If you know there's a doctor on your list who doesn't have a connection with your organisation, or there is a conflict of interest**, you can remove them by declining responsibility.
Click on 'Your Doctors' then 'All Doctors'.
Find the doctor by following the instructions in 7.1 above.
The GMC reference number of the doctor you want to remove will be highlighted.
Click the 'Decline' link on the right.
Choose a reason for removing the doctor from the drop down list (1). Then click the 'Decline' button (2).
You'll get a confirmation that the doctor has been removed from your list. Click the 'Back' button to return to your list of doctors.
**If you want to decline responsibility for a doctor because of a conflict of interest, you need to do this before the designated body that will make the recommendation for that doctor add them to their list. When you have chosen 'Conflict of interest' as the reason for declining the doctor, they will be removed from your list, but the doctor will still see you as their designated body in the My Revalidation section of GMC Online.
Back to contents
7.4.1 Advising the GMC a doctor connected to your organisation has died
You can advise us that a doctor connected to your organisation has died by completing our death notification form (PDF). Instructions on how to return this form to us are provided on the form.
Back to contents
7.5 Submit a recommendation to revalidate for one or more doctors on your list
By default, when you click on 'Your Doctors' you will get a list of doctors who are currently within their notice period. These are the only doctors you can make recommendations for.
- Find the doctor (or doctors) you want to recommend revalidation for by following the instructions in 7.1 above.
- Select one or more doctors to make a recommendation to revalidate for by ticking the 'Select' box to the left of each doctor (1).
- Then click the 'Recommend revalidation' button (2).
You'll see the statement you are agreeing to when making a recommendation to revalidate, and the list of doctors you are making it for.
If you've made a mistake and there's a doctor listed that you don't want to make a recommendation for, click the 'Remove' link to take them off your submission list.
When you're happy the list is correct click the 'Submit' button.
You'll see a confirmation of the doctors you've submitted recommendations to revalidate for.
Click the 'Back' button to return to your list of doctors under notice.
Back to contents
7.6 Submit a recommendation to defer the revalidation for a doctor on your list
By default, when you click on 'Your Doctors' you will get a list of doctors who are currently within their notice period. These are the only doctors you can make recommendations for.
Find the doctor by following the instructions in 7.1 above.
The GMC reference number of the doctor you want to defer revalidation for will be highlighted. Click the 'Defer' link.
You'll see the statement you are agreeing to when submitting a recommendation to defer.
- Type in the date you want to defer your recommendation until (or use the calendar button) (1).
- Choose the option which best describes the reason for your deferral request. If the doctor is subject to an ongoing process, select the tick box (2).
- If you're deferring the doctor due to insufficient evidence, you'll need to select the main reason/s from the options provided (3).
- Click the 'Submit' button (4).
You'll get a confirmation screen telling you that your recommendation has been submitted to us. Click the 'Back' button to return to your list of doctors.
Back to contents
7.7 Submit a recommendation of non-engagement for one of the doctors on your list
If you've exhausted all your local processes, and one of your doctors refuses to engage in the revalidation process, you can notify us of their non-engagement.
By default, when you click on 'Your Doctors' you will get a list of doctors who are currently within their notice period. These are the only doctors you can make recommendations for.
Find the doctor by following the instructions in 7.1 above.
The GMC reference number of the doctor you want will be highlighted.
Click the 'Non-engagement' link.
You'll see the statement you are agreeing to when submitting a recommendation of non-engagement.
Click the 'Submit' button.
You'll get a confirmation screen telling you that your recommendation has been submitted to us.
Click the 'Back' button to return to your list of doctors.
Back to contents
7.8 Export your list of doctors
You can export a list of your doctors from three sections under Your Doctors: All Doctors, Recently Connected Doctors and Submitted Recommendations.
First browse to the relevant section you with to export a list from.
7.8.1 All Doctors
Click on 'Your Doctors' then 'All Doctors' to get your full list.
Click the 'Export your Doctors' button.
You'll get a new box with a table in it. On your keyboard press the 'Ctrl' and 'A' keys together to highlight the whole grid. Copy and paste the selection into another software package (Depending on the software your organisation uses, you may use different keys. If you need help, please contact your IT department).
Back to contents
7.8.2 Recently Connected Doctors
Click on 'Your Doctors' then 'Recently Connected Doctors' to get your full list.
Click the 'Export your Doctors' button.
You'll get a new box with a table in it. On your keyboard press the 'Ctrl' and 'A' keys together to highlight the whole grid. Copy and paste the selection into another software package (Depending on the software your organisation uses, you may use different keys. If you need help, please contact your IT department).
Back to contents
7.8.3 Submitted Recommendations
Click on 'Your Doctors' then 'Submitted Recommendations' to get your full list.
Click the 'Export' button.
You'll get a new box with a table in it. On your keyboard press the 'Ctrl' and 'A' keys together to highlight the whole grid. Copy and paste the selection into another software package (Depending on the software your organisation uses, you may use different keys. If you need help, please contact your IT department).
Back to contents
8 On hold doctors
By default, when you click on 'Your Doctors' you will get a list of doctors who are currently within their notice period.
If you then click on the 'On Hold Doctors' menu option you'll see a screen that shows you a list of your doctors whose revalidation process with the GMC is on hold.
There are a number of reasons why a doctor's revalidation will show as 'On Hold'. If you have any questions about the status of one of these doctors you should contact us.
Back to contents
9 Your submitted recommendations
By default, when you click on 'Your Doctors' you will get a list of doctors who are currently within their notice period.
If you then click on the 'Submitted Recommendations' menu option you'll see a screen that shows you a list of the doctors you've submitted revalidation recommendations for and the status of each submission.
If you click on the 'Details' link you'll see more information about the recommendation.
You can find out what the recommendation statuses mean by clicking on the 'What does this status mean?' link (1).
Click on the 'Back' button (2) to return to your list of submitted recommendations.
If you click on the 'Under Review' button the list will filter to show only those recommendations with the status 'Under Review'.
Back to contents
10 Adding additional users/delegates
You may allow more than one person in your designated body to have access to your GMC Connect account. Each person requires a unique login.
To add a new user to your organisation you'll need to:
- Provide the GMC Connect administrator with a list of names and email addresses for the additional users using form REV3
- When you've completed the form click the 'Submit Form' button in the top right-hand corner and follow the instructions on screen. This will email it back to us.
- They will then be emailed a signup link
- The GMC Connect administrator will verify the requests submitted against the list you provide.
- Access will be granted where appropriate.
Additional users will be able to perform exactly the same transactions as the Responsible Officer. Each transaction has an audit trail of who completed it. Any transactions undertaken by additional users will be deemed to have been completed by the Responsible Officer.
Back to contents
11 Removing or restoring access to the system
User access changes fall into three categories:
11.1 Users who leave your organisation
If a member of staff who has access to GMC Connect leaves your organisation you must email us immediately with the user's details so that we can remove their GMC Connect access.
11.2 Revoking user access
If you have a user who you want to stop having access to GMC Connect for a period of time click on 'User Administration'.
You can filter by clicking on the 'Active Users' button.
Find the name of the user whose access you want to revoke.
Click on the 'Revoke' link.
Click on the 'Revoke Access' button.
You will be able to see the user in the 'All Users' list. The link will have changed to 'Restore'.
Back to contents
11.3 Restoring user access
If you want to restore access to a user you have previously revoked click on 'User Administration'.
Your list will default to 'All Users'.
Find the name of the user whose access you want to restore.
Click on the 'Restore' link.
Click on the 'Restore Access' button.
You will be able to see the user in the 'All Users' and 'Active users' list. The link will have changed to 'Revoke'.
Back to contents
12 Requesting access to another designated body or Suitable Person
12.1 Requesting access
If you are responsible for a number of designated bodies, you can request access to those under your single username. We will need to verify that you should have access before we send you a link to make your request in GMC Connect. If you have not completed the REV3 form to request authorisation, please do this first.
Once you have received your link from us you need to put in your existing User Name and Password and click 'Login'.
For security you need to, among other things:
- enter contact information about you and the organisation you want to access:
- choose 'Responsible Officers' from the drop down list (1)
- put your reason for needing access (2)
- click the button next to the designated body box to search for your organisation, don't type into the box (3)
- only tick the RO box if you are the statutory RO for your organisation (4).
Tick the box to agree to the Acceptable Use Policy.
When you've completed the form click the 'Next' button (it can take a few seconds for all the data to be sent, so only click the button once).
When you've submitted your details, your request for access to another organisation will be sent to the GMC Connect administrators for approval. Once your user account has been approved we'll send you an email to confirm that.
12.2 Selecting another organisation
Once we've confirmed we've approved your access to an additional organisation, the next time you log in you'll see a screen where you can click the link to select the organisation you want to view.
- Your Home screen will tell you which organisation you are viewing (1)
- You can switch between your organisations by clicking 'Change Organisation' (2)
- You'll then go back to the 'Select Organisation' screen (above).
Back to contents
13 Recently Connected Doctors
By default, when you click on 'Your Doctors' you will get a list of doctors who are currently within their notice period.
If you then click on the 'Recently Connected Doctors' menu option you'll see a screen that shows you a list of doctors who have made a connection to your organisation via GMC Connect in the last 30 days.
Back to contents
14 - Non-engagement Doctors
By default, when you click on 'Your Doctors' you will get a list of doctors who are currently within their notice period.
If you then click on the 'Non-engagement Doctors' menu option you'll see a screen that shows you a list of your doctors who currently have an approved non-engagement recommendation.
Back to contents
15 - Amend Submission Dates
Currently only LETBs and Deaneries will be able to bring forward the submission dates of their doctors. If you're not included in this group of Designated Bodies, you will not have access to this section.
Click on 'Your Doctors' then 'Amend Submission Dates'.
Enter a new submission date in the 'Proposed Submission Date' field (1) and click Submit (2).
You should select a new submission date that is at least 120 days and no more than one year in the future.
You'll get a confirmation that the doctor's submission date has been approved. Click the 'Back' button to return to your list of doctors.
Back to contents
16 - RO Dashboard
All responsible officers in England now have access to a new area of GMC Connect - a section called 'Responsible Officer Dashboards'. This data is updated daily.
From the summary screen you can:
- select your designated body from the drop-down list (1)
- click on the tabs to view other reporting areas (2)
- hover over the graph to see the value (3)
16.1 Revalidation data
The data reported here is for recommendations submitted by the designated body that have been approved by the GMC. These recommendations may not necessarily be for doctors currently connected to the designated body.
16.2 Fitness to practise data
This data is based on complaints received in 2013, 2014, 2015, 2016, 2017 to date, where the incident reported took place at the designated body (DB).
Enquiries are listed as coming from three possible sources:
- Persons acting in a public capacity (PAPC). This is generally an employer or the police.
- Member of the public (MOP)
- Other - any other source, including doctor self-referral, press cuttings, patient groups and other public organisations.
The specialty listed for each case is based on the doctor's registered primary specialty. If the doctor is not on the specialist register, our investigation teams will record a 'case specialty' if relevant to reflect the area of practice concerned.
16.2.1 FTP Summary
16.2.2 FTP Complaints
16.2.3 FTP Investigations
16.3 Education data
16.3.1 National training survey
This shows the proportion of national training survey results that were red or green outliers for the selected training location for the last four years. Outliers are scores that are significantly higher or lower than the average score. A red outlier is an NTS score significantly below the UK average for that indicator. A green outlier is an NTS score significantly above the UK average for that indicator.
Indicators are questions grouped by theme. For example, the Handover indicator is made up from three questions designed to give an understanding of how handover is being completed.
16.3.2 Education by trust
16.3.3 Education by site
16.4 Disconnected doctors
This new tab shows doctors who have disconnected from your designated body. You can:
- specify a date range
- see at a glance which doctors have disconnected
- see where recently disconnected doctors are currently connected to.
Any doctor who has reconnected back to your designated body will not show on the list.
.jpg?as=0&h=177&iar=0&mw=1080&thn=0&w=550&hash=A7EADB58AAFCB65F8C4203113232B018)
.jpg?as=0&h=582&iar=0&mw=1080&thn=0&w=161&hash=1839915134C434ABF4A02BE8F11A55B5)
.jpg?as=0&h=251&iar=0&mw=1080&thn=0&w=598&hash=C640042034504786622B72709367F307)
.jpg?as=0&h=181&iar=0&mw=1080&thn=0&w=164&hash=D5E338C3AA167B041236418E69789526)
.jpg?as=0&h=181&iar=0&mw=1080&thn=0&w=164&hash=B64A28952D6B42029D614B3559B749DE)
.jpg?as=0&h=582&iar=0&mw=1080&thn=0&w=161&hash=7BF85C49F04FFFE550085287B4370F6E)
.jpg?as=0&h=77&iar=0&mw=1080&thn=0&w=1029&hash=F33DF4E756D8DD61FC342278C9D0C566)
.jpg?as=0&h=77&iar=0&mw=1080&thn=0&w=1029&hash=981AC022DA8AE4F26357540039DD0DF6)
.jpg?as=0&h=161&iar=0&mw=1080&thn=0&w=155&hash=FBF5284E0B55E818EF026D99BBD760C6)
.jpg?as=0&h=588&iar=0&mw=1080&thn=0&w=165&hash=4276530D5F2F3EE4C71D1EC16A42D60B)
.jpg?as=0&h=218&iar=0&mw=1080&thn=0&w=160&hash=597E24F06F223AADA3825E632F6462A1)
.jpg?as=0&h=137&iar=0&mw=1080&thn=0&w=694&hash=4C824155E6EAD63A0869578FADD2CC3B)
.jpg?as=0&h=137&iar=0&mw=1080&thn=0&w=694&hash=9A03D423F24A8D50F2A191C5F1032FD2)
.jpg?as=0&h=367&iar=0&mw=1080&thn=0&w=985&hash=AF6BA850297D14CF590546089A58DD1A)
.jpg?as=0&h=163&iar=0&mw=1080&thn=0&w=506&hash=738743A6687FF5C9CB48080CF989EDCA)
.jpg?as=0&h=588&iar=0&mw=1080&thn=0&w=165&hash=0275715C732965EFBA85D4CBB1657BBE)
