Shift Swaps

Doctors are responsible for making their own swaps. To make a swap please follow this process:

1. Arrange swap in principle with colleague.

2. Notify Rota coordinator at shft.shftrotacoordinator@nhs.net to advise of swap.
3. The rota coordinator will check that the swap does not breach TCS.
4. The rota coordinator will then confirm if the swap is possible
5. Providing the swap isn’t in breach of the TCS the rota and SharePoint will be updated.

Annual Leave
To request annual leave please follow this process:

1. Email the Rota Coordinator shft.shftrotacoordinator@nhs.net advising dates required.

2. The rota coordinator will check the rota and advise the supervisor and doctor:
 If any other doctor is off on the same day
 Annual leave falls when on-call therefore a swap is required before annual leave can be
authorised.
 If no other doctor is off on the same day and authorisation is required from supervisor
3. The supervisor should respond to shft.shftrotacoordinator@nhs.net to advise if annual leave
is approved.
4. The rota coordinator will update the rota and SharePoint.

Bank Holidays

If you are scheduled to work a bank holiday you will receive a day off in lieu.

If you are due to work an on-call shift and wish to be off you will need to arrange a swap and follow
the process above.

If you are scheduled to work a standard duty on a bank holiday and you wish to be off you will need
to discuss with your supervisor, if your supervisor agrees you will need to notify the Rota
Coordinator with proof of this so the rota can be updated.

Sickness
If you are not able to work due to sickness please follow this process:

1. Phone the contact for your Rota area – this is provided at locality induction.
2. Log in to ePay https://www.epay.sbs.nhs.uk:8571/epay/esr.elogin and record sickness.
3. The rota coordinator should be notified if on and will seek to find locum cover for the on-call
shift.
 Out of Hours Sickness
If you are unable to attend your on-call shift please follow this process:

1. Phone the contact for your Rota area – this is provided at locality induction.
2. Log in to ePay https://www.epay.sbs.nhs.uk:8571/epay/esr.elogin and record sickness.
3. Refer to induction handbook

Study Leave
Standard entitlement: 15 days per 6 month rotation (pro rata for LTFT working or 4 month
rotations). Check your individual entitlement with Postgraduate Education Centre as this will vary
depending on your stage of training and any days top sliced for your specialty training programme.

Proposed study leave should be discussed in the first instance with your Educational/Clinical
Supervisor. All study leave must be applied for on line through the Intrepid Study leave Manager and
it will then be forwarded to your approvers. Ensure you attach copies of course/ conference details
or private study plan. You must inform the rota coordinator at shft.shftrotacoordinator@nhs.net of
any study leave days you apply for.

The online Study Leave system can be found at https://www.intrepidv10.co.uk/wox, for any queries
please contact the Postgraduate Education Centre.