How do I organise my evidence?

Your evidence

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, using the sections set out in the sub-speciality guidance.

Patient and colleague confidentiality

When submitting your evidence, you should remember your responsibilities under Good medical practice (GMP). Domain 4 of GMP 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:
    • Names (first and last)
    • Addresses
    • Contact details such as phone numbers or email addresses
    • NHS numbers
    • Other individual patient numbers, including hospital or unit numbers
    • GMC number
  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 ensures 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 follow these requirements you may be in breach of the Data Protection Act 1998 and the patient confidentiality standards in GMP. You may be referred 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: 

  • whilst 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.