How do I complete an Inter-Deanery Transfer (IDT) for my new/previous trainee?

This article describes steps required to transfer the trainee’s portfolio between deaneries.

What does the process apply to?

The process applies to all types of Inter-Deanery Transfer (including Dean to Dean transfers).

This process does not apply to the cases where a newly registered GP trainee has selected the wrong deanery by mistake during their registration process – in this case, we can transfer the portfolio after receiving a simple notification (either from the trainee or the deanery).

Requesting the transfer

To transfer the trainee’s portfolio for the IDT, the RCGP needs to know that both Deaneries agree to the transfer. We have drafted the following guidelines to assist you with this process.

The Deanery that the trainee is leaving will need to ensure that all reviews, post details and ARCPs are up to date as appropriate. The Deanery also needs to delete any future posts from the trainee record and remove the trainee from any future panel meetings, so that the new deanery can add this information. Please don't leave this in the record as this can cause problems for the new Deanery (e.g. new Deanery may not realise that the ARCP needs to be booked as the trainee won't show in the ARCP report with the old ARCP still booked).

When the relevant checks have been completed, the current Deanery should contact the incoming Deanery to obtain their agreement to the transfer. Once this is received, please forward the email to RCGP (we recommend cc’ing the portfolio email address in the email thread between the deaneries).

Please include the following information in your request:

• Trainee’s full name
• Trainee’s GMC number
• The Deanery they are in now (outgoing deanery)
• The Deanery they need to be transferred to (incoming deanery)

The IDT requests should be sent to gpsa@rcgp.org.uk Please note that FourteenFish is not involved in the transfer process.

Temporary access by both deaneries

Please note that it is possible for two deaneries to be linked to the trainee’s portfolio if shared access is needed (for example to complete an outstanding ARCP). Please contact tp@rcgp.org.uk to arrange this.