GMC Connect user guidance for UK registration: managing your F1 doctors

Contents

1 Introduction

2 Getting started with GMC Connect

2.1 Requesting access to GMC Connect
2.2 Logging in after you've got your password
2.3 Requesting access to another medical school
2.4 Selecting a different medical school when you log in

3 The Home page

4 Document folders

4.1 About Document Folders

5 Guidance & forms

6 GMC Connect users details

6.1 Changing your email address
6.2 Changing your email notification preference 

7 Your lists of F1 doctors

7.1 Find a doctor on any of your lists
7.2 Export a doctor on any of your lists
7.3 Change a doctor’s expected F1 completion date
7.4 Withdraw a doctor from F1 (remove a doctor from your list)
7.5 See your list of withdrawn doctors
7.6 Find a doctor’s application status
7.7 Export your lists of doctors

Your certificates of experience

8.1 Submit a certificate of experience for one or more doctors on your list
8.2 Submit certificates of experience for the next 25 doctors on your list
8.3 See your list of submitted certificates of experience

Adding additional users/delegates

10 Removing access to GMC Connect

1 Introduction

Welcome to the GMC Connect user guide for managing F1 doctors.

This guide is for:

GMC Connect is our system for managing the secure transfer of data, both into and out of the GMC. It allows us to share information securely with organisations and individuals.

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2 Getting started with GMC Connect

2.1 Requesting access to GMC Connect

To access GMC Connect, you need to complete the online request.

You will be asked to provide the following information:

Please read the Acceptable Use Policy, and tick the box to confirm you agree with this.

 

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).

Your request for an account will be sent to our GMC Connect administrators for approval. It can take up to five days for a new user request to be approved. Once your user account has been approved we’ll send you an email with a link to the GMC Connect login page and your password. We’d recommend you save this webpage as an internet favourite.

If you are responsible for submitting certificates of experience for more than one medical school, you can request access to additional organisations (see section 2.3 Requesting access to another medical school).

We support a wide variety of internet browsing software. If you have any problems logging in to GMC Connect, or using GMC Connect when you've logged in, please try a different internet browser or contact UK Manager for help.

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2.2 Logging in after you've got your password

At the login page:

The password we sent you can only be used once. You’ll need to change the password the first time you log in.

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2.3 Requesting access to another medical school

If you are responsible for a number of medical schools, usually if you are submitting certificates from the foundation school on their behalf, you can request access to them using your existing username.

When we have processed your UK11 form we will send you the link to add additional medical schools.

Once you have received your link from us you can enter your existing User Name and Password and click ‘Login’.

For security you need to, among other things:

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.

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2.4 Selecting a different medical school when you log in

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.

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3 The Home page

When you log in to GMC Connect, you’ll see the Home page*.

*If you have multiple groups (for example Medical School and UK registration) or organisations (for example, two medical schools 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.

On the left of the screen are menu items which you’ll use to go to different sections of the site.

We also use GMC Connect to post news items, and you’ll see these in the centre of the Home page.

Some hints and tips

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4 Document Folders

4.1 About Document Folders

We use Document Folders to share information about medical students. We will upload documents here for you to download, and you will upload documents to the folders to share with us. If you are not involved in sharing data about medical students you won’t have any Document Folders in your GMC Connect account. For example if you only submit certificates of experience for F1 doctors.

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5 Guidance & Forms

We publish useful information and templates in the Guidance & Forms area.

To access the Guidance & Forms area, click on the Guidance & Forms menu item.

The first page has 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.

The Guidance & Forms section is intended for the distribution of GMC published documents, so GMC Connect users can’t upload documents into these folders.

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6 GMC Connect users details

If you wish to find out who is responsible for submitting your certificates of experience you can view your current UK11 form. Click on the Guidance & Forms link then press View Documents next to the folder name ‘View the delegates for submitting certificates of experience’. You will then be able to download your latest delegates form.

If you wish to make changes, you’ll need to complete a new UK11 form. 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.

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6.1 Changing your email address

If you need to change your email address, get in touch with your GMC Connect administrator. They will make the change for you.

If you are a designated representative and you’re changing your email address because you have a new role, we’ll ask you to confirm your new job title.

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6.2 Changing your email notification preference

You will automatically receive email notifications when a new file is added to one of your document folders, unless you change your notification preference.

To turn off email notifications:

You won’t receive any more email notifications.

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7 Your lists of F1 doctors

If you click on the ‘UK F1 Doctors’ menu option you will get extra left hand options

UK F1 Doctors in training (this is always the first screen you see when you click ‘UK F1 Doctors’). From this screen you can:

Submit a COE

Doctors signed off

Doctors withdrawn from F1

7.1 Find a doctor on any of your lists

You can find any doctor on any list view as follows:

(If you search by first name or last name 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 last name)

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7.2 Export your list of doctors

You may wish to export your list of doctors to another programme to undertake checks against your local systems for reporting purposes. You can export your list of doctors on the following screens:

Find and click the 'Export list' button.

Export list

You'll get a new box with a table in it.

Press the 'Ctrl' and 'A' keys together on your keyboard, to highlight the whole table.

Copy and paste the selection into another software package using 'Ctrl' and 'C' (this works for the most common web browsers - Chrome, Internet Explorer and Firefox. If you use a different browser, you should speak to your IT department for support. If this doesn't resolve the problem, get in touch with your GMC Connect administrator).

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7.3 Change a doctor’s expected F1 completion date

Find the doctor by following the instructions in 7.1 Find a doctor on any of your lists above.

Click on the ‘Change’ link in the Change F1 Comp. Date column next to a doctor in your list.

You’ll be presented with the Change expected F1 complete date screen. Add the new date in the New expected F1 completion date field. Select a reason from the Change reason field.

You’ll be presented with a confirmation page. When you return to the UK F1 Doctors in Training page the doctor will have moved up or down the list according to their new date (earliest dates are at the top).

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7.4 Withdraw a doctor from F1 (Remove a doctor from your list)

If you know there’s a doctor on your list who has withdrawn from F1, you can remove them by declining responsibility.

Click on ‘UK F1 Doctors’. ‘UK F1 Doctors in Training will show by default’.

Find the doctor by following the instructions in 7.1 Find a doctor on any of your lists above.

Click on the ‘Withdraw’ link in the Withdraw From F1 column next to a doctor in your list.

Choose a withdrawal reason from the drop down list. Then click the ‘submit’ button.

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.

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7.5 See your list of withdrawn doctors

By default, when you click on ‘UK F1 Doctors’ you will get a list of doctors who are currently in F1.

If you then click on the ‘Doctors Withdrawn From F1’ menu option you’ll see a screen that shows you a list of the doctors you’ve withdrawn from F1 and the reason for each withdrawal.

You can find out what the fields mean by clicking on the ‘What do the table headings mean?’ link (1).

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7.6 Find a doctor’s application status

If you haven’t yet submitted a certificate of experience you can find out their GMC Application Status on the UK F1 doctors in training page (1). If you have submitted a certificate of experience for a doctor, you can find out their GMC Application Status on the Doctors who completed F1 page (2).

Here is the list of possible application statuses and their meanings:

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8 Your certificates of experience

8.1 Submit a certificate of experience for one or more doctors on your list

By default, when you click on ‘Submit Certificates of Export’ you will get a list of doctors who are currently within 28 days of their expected F1 completion date. These are the only doctors you can submit certificates for.

Find the doctor (or doctors) you want to submit a certificate of experience for by following the instructions in 7 above.

Select one or more doctors to submit a certificate of experience for by ticking the ‘Select’ box to the left of each doctor (1).

Then click the ‘Submit’ button (2).

You’ll be presented with the statement of truth (1), and the list of doctors you are making submissions for.

If you are unsure about any of the information displayed in the list press ‘What do the table headings mean?’ (2).

If you’ve made a mistake and there’s a doctor listed that you don’t want to submit a certificate of experience for, click the ‘Remove’ (3) link to take them off your submission list. If you want to cancel the submission altogether press ‘Cancel’ (4).

When you’re happy the list is correct click the ‘Submit’ (5) button.

You’ll see a confirmation of the doctors you’ve submitted certificates of experience for.

Click the ‘Back’ button to return to your list of doctors.

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8.2 Submit certificates of experience for the next 25 doctors on your list

If you are in a position where you have verified your list and it is up to date, you can quickly submit certificates of experience for the next 25 doctors on your list. Go to the Submit Certificates of Experience section.

Make sure that all of the select boxes are unticked (1).

Then click the ‘Select 25 doctors’ button (2). You should only use this function if you have verified your list and it is accurate and up to date.

You’ll be presented with the statement of truth (1), and the list of doctors you are making submissions for. The top 25 doctors from the Submit certificates of experience list will display on the screen. If there are less than 25 then all 25 will display.

If you are unsure about any of the information displayed in the list press ‘What do the table headings mean?’ (2).

If you’ve made a mistake and there’s a doctor listed that you don’t want to submit a certificate of experience for, click the ‘Remove’ (3) link to take them off your submission list. If you want to cancel the submission altogether press ‘Cancel’ (4).

When you’re happy the list is correct click the ‘Submit’ (5) button.

You’ll see a confirmation of the 25 doctors you’ve submitted certificates of experience for.

Click the ‘Back’ button to return to your list of doctors.

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8.3 See your list of submitted certificates of experience

If you then click on the ‘Doctors Who Completed F1’ menu option you’ll see a screen that shows you a list of the doctors you’ve submitted certificates of experience for and their GMC application status.

You can find out what the table headings and statuses mean by clicking on the ‘What do the table headings mean?’ link (1).

Click on the ‘Export list’ button (2) to export the list to another program.

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9 Adding additional users/delegates

To add a new user to your organisation you’ll need to:

Provide the UK Manager with a list of names and email addresses for the additional users using form UK11 form. 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 and grant access.

Once we’ve approved your account you’ll receive and automated password email and additional information about your GMC Connect account.

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10 Removing access to GMC Connect

If a member of staff who has access to GMC Connect leaves your organisation you must email us immediately (UKManager@gmc-uk.org) with the user’s details so that we can remove their GMC Connect access.

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