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  7. How do I organise my evidence

How do I organise my evidence?

We can deal with your application quicker if you make sure you only send us evidence that’s directly relevant. We would usually expect to see between 800 and 1,000 pages of evidence.

Evidence over five years old will be given less weight than more recent evidence, so you may not need to include it. 

Once you’ve submitted your application online, you should send us your evidence within 14 days.

Your evidence should be structured so that we can assess it properly. 

Your application dividers

It’s really important you download and print our divider pack to help you arrange and present your evidence correctly. You must follow the structure of these dividers when ordering your evidence.

Patient and colleague confidentiality

When submitting your evidence, you should remember your responsibilities under Good medical practice. Domain 4 of Good medical practice is about maintaining trust.

What information do I need to anonymise?

  1. All patient identifying details
  2. Details of patients’ relatives
  3. Details of colleagues that you’ve assessed, written a reference for, or who have been involved in a complaint you’ve submitted. This includes:
  4. The following details don’t need to be anonymised:
  • Gender
  • Date of birth

This information can be useful to the evaluators in assessing whether you’ve seen a range of patients.

How should I anonymise my evidence?

When you remove this data you should be aware that certain ink may bleed through a marker pen when we scan your evidence. This usually happens when a laser printer has been used. We suggest you use a crayon or redaction software instead of a marker pen, as this makes sure information remains anonymised in your documents.

What happens if I fail to anonymise my evidence?

It’s your responsibility to make sure that your evidence has been anonymised. We accept no responsibility for checking that all of your evidence has been anonymised. If we become aware of identifiable personal information whilst checking your evidence, we will return it to you, requesting you remove the data. The relevant royal college or faculty will be made aware that your original evidence included some personal data. If you submit further evidence which hasn’t been anonymised correctly at the point we’re ready to send your application to the royal college or faculty for evaluation we’ll exclude these documents and return them to you.

We won’t anonymise any data on your behalf. If you don’t anonymise your evidence correctly this is likely to cause delays to your application.

If you don’t follow these requirements you may be in breach of the Data Protection Act 1998 and the patient confidentiality standards in Good medical practice. We may refer you to our Fitness to Practise directorate.

Important points you need to remember

When we’ve assessed your evidence we’ll scan it so it can be sent for evaluation. Please bear in mind that: 

  • while the majority of your documents should be A4 in size, we can scan pages that are A3 or A5
  • double sided documents are acceptable
  • you mustn’t bind or staple your documents in any way
  • you mustn’t submit books or leaflets. Instead, you should submit photocopies of the relevant pages
  • you mustn’t submit your evidence in folders or plastic wallets.

Your evidence checklist

Once you’ve finished listing your evidence in your online application, you can print your evidence checklist, which will include all of the details you’ve listed.

Please use this checklist as the first page of your bundle of evidence and tick the relevant box to show that you’ve included each item in your bundle.

You can go back into your application and reprint your checklist as many times as you need to.

Submitting your evidence

  • It’s your responsibility to make sure you have all the pro-formas from your verifiers to accompany your evidence before you send this to us.
  • Your pro-formas must be submitted on the top of your evidence bundle. If you’re pro-formas aren’t on the top of your evidence, your application may be delayed.
  • You should only provide copies of your evidence and not the original documents.
  • Please make sure your evidence is submitted by divider (see above) and not by verifier or institution.