A staff management app for GP practices
Right now: free trainee management for GP training practicesMy Practice Team: a staff management app for GP practices. Right now, free trainee management for GP training practices.
Sort out your trainee's timetable- Tell us about your trainee.GP trainee or foundation doctor, when they start and how many days they work.
- See the rules.Tutorials, teaching, half-day release and leave, worked out from the official guidance.
- Get their timetable.Placed around bank holidays and leave, ready to share with your team.
My Practice Team looks after your GP trainees and foundation doctors: induction tools, Vision IT guides, an LTFT calculator and an automated staff rota, in one place. It's free while we build it with practices like yours, and your feedback decides what comes next.
Want it for your whole practice? Pilot practices get membership access to everything: rotas, subject access requests, room allocation and full preparation for practice inspections.
Plan a trainee's time with you in three steps.
Tell the app about your trainee, press the button, and see the rules that apply and their timetable, worked out around bank holidays, leave and half-day release.
1Tell us about Dr Chen
Example: Dr Mei Chen, GP trainee, trainer Dr Ada Okafor. What you set here updates her line in Trainees at your practice, further down.
Full time: a full tutorial, a full self-directed session and half-day release every week, so there's nothing to choose.
How do you do things at your practice?
Dr Chen works part time, so tell us how you fit in her learning time.The usual ruleTrainees who work part time go to half-day release every week until their share is used up. Their share is worked out from their working percentage and the length of their post. After that, those sessions become clinics.
The exceptionsSome training schemes let a trainee spread their sessions out across the year instead, agreed with their educational supervisor. Some practices let a trainee go every week for the whole post, with less self-directed learning to make up for it. Check what your scheme allows.
Worth knowingHalf-day release comes out of the trainee's study leave allowance (NES Scotland Deanery).
2The rules for Dr Chen
Rules at a glance
- BMA and COGPED, Guide to the training week for GP registrars and trainers (July 2024): the 7 in 10 clinical split, tutorials, self-directed learning, half-day release, and pro rata time for part-timers
- RCGP CCT guidance, Time out of training: the 14-day review point
- NHS Lothian, Annual leave for doctors in training: 28 or 33 days plus 8 public holidays, pro rata
- NES Scotland Deanery, Study Leave for GP Registrars FAQs (July 2025): 30 days a year, pro rata, with half-day release coming out of it
- Post length and half-day release day: set by your training programme (NES in Scotland)
3Dr Chen's timetable
Example timetable Made up to show how it works. In the app, Dr Chen's real timetable is built from your own rota and their real dates.
Two weeks
Next: see Dr Chen alongside your other trainees: who overlaps, a joint induction, and what goes out before they start.
A demonstration with made-up doctors, Scottish bank holidays and typical scheme holidays. In the app, the official foundation and GP training guidance is the yardstick, and every amount can be changed for one trainee.
1Tell us about Dr Lindsay
Example: Dr Rory Lindsay, foundation doctor (FY2), clinical supervisor Dr Callum Reid. What you set here updates his line in Trainees at your practice, further down.
How do you do things at your practice?
Teaching starts at the official 4 hours a week. How you give it is up to you.2The rules for Dr Lindsay
Rules at a glance
- Scottish Foundation School, F2 General Practice Guide: 10 sessions, one 4-hour educational session and 2 hours of self-development time a week, a one-week induction, and a named supervisor for every clinical session
- UK Foundation Programme, ARCP checklist: up to 20 days away (other than annual leave) in each 12 months, whole-time equivalent
- NHS Lothian, Annual leave for doctors in training: 28 days plus 8 public holidays, pro rata for each placement
3Dr Lindsay's timetable
Example timetable Made up to show how it works. In the app, Dr Lindsay's real timetable is built from your own rota and their real dates.
Two weeks
Next: see Dr Lindsay alongside your other trainees: who overlaps, a joint induction, and what goes out before they start.
A demonstration with made-up doctors, Scottish bank holidays and typical scheme holidays. In the app, the official foundation and GP training guidance is the yardstick, and every amount can be changed for one trainee.
4All your trainees together
Every task for all your trainees on one line, so you can see where they overlap and how the app handles it. Tap a trainee to see just their journey.
Plan your own trainees like this, with their timetable and induction pack sent before day one.
Plan my own traineeThe calculator is one part. My Practice Team also gathers the evidence for Form 3a and your quality visit, turns the files you already have into pages your team can use, and builds your staff rota.
Ready for your quality visit, without digging through old rotas.
The deanery checks foundation training in GP with a practice self-submission (Form 3a), a typical-week timetable (Form 7), trainee surveys and a visit every 3 years. GP training practices are approved and visited too. My Practice Team keeps the evidence as you go, so it's ready when they ask.
Try it: look at what the form asks for, then press Make the evidence pack on the right.
Foundation Training Quality Management in General Practice
INDUCTION [1.13]
Describe the FY trainee organisational induction to the practice. Please also attach your induction programme.
SUPERVISION [1.7–1.9]
Please describe supervision arrangements and how this is adapted across the 4-month placement.
TRAINEE WORKLOAD AND TIMETABLE [1.12, 1.16]
Please complete the typical trainee working week timetable (Form 7). This must demonstrate 8.5 clinical, 1 educational and 0.5 personal development sessions… a minimum of 2 hours of teaching time and a maximum 40 hour working week.
Attached? Yes / No
TEACHING, FEEDBACK AND ASSESSMENT [1.15, 1.16, 3.12]
Confirm that arrangements are made for study leave and attendance at mandatory teaching.
…and a visit every 3 years, where you show it happened.
The pack never includes sick leave or the reason anyone was away (it says only "Away"), anything about patients, or other staff's leave. Things the app doesn't hold, like how trainees raise concerns or your own training, are left out, and the pack says so.
Upload the files you already have. Get pages your team can use.
Phone lists and induction timetables are edited by lots of people over the years, and every new version goes out by email. Upload them once. The app reads them, asks you about anything it isn't sure of, and turns them into pages that stay up to date.
Try it: pick an example, then press Upload on the right to watch the app turn it into a proper page.
USEFUL NUMBERS - updated 2019?? (ask Linda)
ACUTE / ADMISSIONS
Flow Centre 0131 496 0123 (option 1 then 4)
Medical receiving RIE - 0131 496 0456
Surgical recieving 496 0789
Paeds RHCYP 0131 496 0234 bleep 2345
AMBULANCE
SAS HCP line 0131 496 0555 (not 999!!)
XRAY / BLOODS
X-ray booking WGH 0131 496 0611 Mon-Fri 9-4.30
Phlebotomy hub 0131 4960622
Fax for xray forms 0131 496 0699
SOCIAL WORK
Duty social work (out of hrs) 0131 496 0633
Dr Smith mobile 07700 900123
CHEMISTS
Morningside Pharmacy 0131 496 0644
Bruntsfield Chemist 0131 496 0655 closes 1pm sat
FY2 INDUCTION WK 1 - change dates!!
| Day | AM | PM |
|---|---|---|
| Mon | 9.00 meet PM (Sandra) tour, ID badge, fire | 2pm-5.30 IT - vision log in (Gary?) SMARTCARD!! |
| Tue | sit in w/ Dr Reid | Vision training - prescribing + docman |
| Wed | sit in w/ Dr Okafor | TBC?? |
| Thu | nurse clinic / HCA bloods | Practice mtg 12.30 (lunch provided) |
| Fri | 1st own clinic 30 min appts (debrief w CS) | self directed / read induction pack |
see Jan's email re parking
ROOM ROTA w/c 7/12 PLS DON'T MOVE!!
| Rm 1 | Rm 2 | Rm 3 | Rm 4 x9810 | Rm 5 | Tx rm | |
|---|---|---|---|---|---|---|
| Mon | Okafor | Chen | Reid | Lee | Ali | Sr Kerr |
| Tue | Okafor | Chen (HDR pm) | Reid | FY2? | Ali | Sr Kerr |
| Wed | Chen | Reid am | FY2 | phone broken! | Sr Kerr | |
| Thu | Okafor | Chen | Reid | Lee + FY2 ?? | Ali | Sr Kerr |
| Fri | Okafor | locum | Reid | FY2 | Ali | pm only |
↑ swap w/ Rm 3 on Weds if Reid in
STAFF INDUCTION HANDBOOK
Page 1 of 23 · last updated 2021
1. WELCOME
Welcome to the practice! We are a training practice with 9,800 patients and a team of 32. Please read all of this handbook before your first day.
2. YOUR FIRST DAY
Arrive 8.15. Report to (name TBC) at reception. Bring photo ID, smartcard and bank details for payroll.
3. BUILDING & PARKING
Parking: see Linda.
Door code: ask reception for the code (changes regularly).
4. IT
Vision login set up by Gary on day 1. Docman training pm. Smartcard must be unlocked by RA.
5. FIRE SAFETY
Fire alarm tested Weds 10am. Assembly point: ???
6. POLICIES
Please read: chaperone policy, safeguarding (adults + children), information governance, sickness reporting (ring before 8am).
…continues for 17 more pages
Word, Excel or a paste from anything else. Files are read on your own computer and never kept: only the lines you choose to save.
From spreadsheets, endless emails and paper forms to one rota with a full record.
Keeping a rota right is complicated: leave requests and swaps arrive in never-ending emails, changes come on paper, and there are several versions of the spreadsheet. Bring it all in once. The app sets up your team, builds the rota, keeps a record of every change, and works out who supervises your trainees and when the tutorial should be.
Try it: look at the files below, then press Import to see them turned into your team and rota.
| A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | |
| 1 | ROTA Dec 2026 - CHECK WITH LINDA BEFORE CHANGING | ||||||||||||||
| 2 | Name | Role | M am | M pm | T am | T pm | W am | W pm | Th am | Th pm | F am | F pm | Sess | AL left | |
| 3 | Okafor A | Partner/TRAINER | a.okafor@nhs.scot | x | x | x | x | x | x | x | x | 8 | #REF! | ||
| 4 | Reid C | Partner | c.reid@nhs.scot | x | x | x | x | x | x | x | x | duty? | 8 | 19 | |
| 5 | Lee J | Salaried | j.lee@nhs.scot | x | x | x | x | x | x | 6 | 11.5 | ||||
| 6 | Patel S | Salaried | s.patel@nhs.scot | x | x | x | AM only | 4 | ? | ||||||
| 7 | Chen M (GPST3 80%) | Reg | m.chen@nhs.scot | x | x | x | HDR | x | x | x | x | 8 | see deanery | ||
| 8 | Lindsay R FY2 | FY2 from 2/12 | r.lindsay@nhs.scot | x | x | x | x | x | SDL | x | x | x | x | 10 | 12 (incl BH) |
| 9 | Tue pm short?? ring locum agency | ||||||||||||||
| 10 | TOTAL | 5 | 4 | 4 | #VALUE! | 4 | 2 | 6 | 5 | 4 | 2 | ||||
Dr J. LeeThu 26 Nov, 22:47
leave + swap?
Hi Linda, sorry short notice!! could I have Mon 7 and Tue 8 Dec off? Also can I swap my Wed am with Sandeep's Fri am?? He's ok with it I think. J
Dr C. ReidFri 27 Nov, 08:02
RE: RE: FW: extra sessions
I did 2 extra duty sessions in Nov (12th and 19th). Can I have them back at some point? C
ANNUAL LEAVE REQUEST
Name: Dr Okafor
From: 21/12 To: 23/12
No. of days: 3 (not 4!)
Signed: A. Okafor
Approved: ✓ L. (PM)
Use My Practice Team for your own trainees.
Tell us a little about your practice and we'll give you access for your real trainees. Or book a quick call, or tell us what you think.
Everything comes to support@mypracticeteam.com, and we'll get back to you soon.
Become a pilot practice member
Pilot members get the whole of My Practice Team for their practice, not just the trainee tools:
- Membership access to every feature on this website
- An automated staff rota, built from the files you already have
- Subject access requests, made simple and logged
- Room allocation, worked out from your rota
- Full preparation for practice inspections: Form 3a, Form 7 and the evidence pack
- A say in how the app is designed, as one of our pilot practices
Tell us about your practice and we'll get back to you soon to talk through membership and set you up.