This guidance looks at developing new working patterns through the pandemic, incorporating many of the lessons learned from the first wave of COVID-19.
Job planning will be based on a partnership approach. The clinical manager will prepare a draft job plan, which will then be discussed and agreed with the SAS doctor.Your contractual protections
A change might include swapping a planned clinic, theatre session or procedure list for an alternative direct clinical care session to directly support the trust’s COVID-19 response.
We would recommend that if you agree to such a change that you clearly state and confirm in writing that you agree to do so on a temporary basis and is not a permanent change to your job plan.
Download a sample letter outlining the agreement of a temporary change in job plan.
We would also recommend that you retain the right to return to your pre-existing job plan at a time of your choosing and this should be stated in the temporary job plan.
It is advisable in agreeing temporary change that you do not increase your overall PA allocation in order to reduce the risk of burnout. Work to be done on top of your contracted PAs this should be remunerated via extra contractual payments or time off in lieu.
You are not compelled to increase your hours or move to full-time working. If you choose to agree to increase your hours during the pandemic, the same guidance applies as for full time workers.
You should make it clear in writing that the change to your working hours is temporary and that you have the right to revert to your pre-existing job plan. If you choose to do additional hours, these are extra-contractual and as such you should be offered extra-contractual rates for this work.
Recommended length of PAs
It is vital that appropriate rest is available to maintain health and wellbeing.
If you, however, agree to work additional or extra-contractual hours, these should be properly remunerated with additional payment for these additional hours, with the rates negotiated locally and in advance, confirmed in writing.
In order to protect staff and avoid burnout, the Royal College of Emergency Medicine have recommended reducing the number of hours that constitute a PA for high intensity working undertaken in premium time and overnight.
Many specialities will be working at a similar intensity to emergency medicine doctors during the COVID-19 pandemic. The BMA believe that the length of a PA should be reduced in a consistent manner for all doctors who are working at comparable intensity.
It is also important to note that all time spent at the workplace is considered work and should be paid and therefore contribute to your PA allocation.
To support SAS doctors and trusts, we have produced some recommended rates for different types of work that SAS doctors may be required to do on top of their existing job plan.
Table of recommended length of programmed activities
|7am - 7pm||7pm - 11pm||11pm - 7am
(for high intensity working)
|Monday to Friday||3 hours per PA||2 hours per PA||1.5 hours per PA|
|Saturday, Sunday and bank holidays||2 hours per PA||2 hours per PA|
We consider almost all COVID-19 related work and ‘catch up work’ of high intensity and as such recommend that a fewer number of hours constitute a PA for COVID work. This will help protect against fatigue and burnout.
You have the right to refuse to undertake any non-emergency work outside the hours of Monday to Friday 7am to 7pm.
For these purposes, 'non-emergency work' includes any regular programmed work for SAS doctors whose speciality involves dealing routinely with emergency cases.
In practice, this would include all regular programmed worked in specialities that regularly admit and care for patients who present on an emergency basis.
This means that you could refuse to do work such as planned ward rounds, planned theatre/procedure lists, and planned radiology lists if it is not part of an existing on-call arrangement or already agreed within your job plan.
If you choose to do this work, you are entitled to agree for this to be paid at extra-contractual rates.
SAS doctors are increasingly being asked to undertake resident on-call night shifts or twilight shifts. These working patterns were not envisaged when the 2008 contract was agreed.
Consequently, the BMA does not believe that three hours per PA is appropriate for frequent twilight shifts or resident on-call/night shifts work patterns.
It is recognised that shift patterns such as this have an enormous adverse impact on health and wellbeing and can be particularly difficult as SAS doctors become older.
A number of organisations have implemented shadow on-call rotas to cover sickness absence or 'second on' on-call rotas to come in if 'first on' doctors are busy.
Again, this is a change to your job plan and can only be implemented by mutual agreement.
If agreeing to this change, it is essential that you make clear to your employer in writing that this is a temporary change and that you reserve the right to revert to your pre-existing job plan.
Some trusts have refused to remunerate these shadow rotas rotas beyond the existing frequency and PA rates for predictable emergency and emergency work within the contract.
This is not appropriate and in some cases, simply altering the on-call frequency may result in only a modest increase in remunerate (eg changing from 4% to 6% supplement, despite the impact on the working life of the SAS doctor being very significant).
It needs to be acknowledged that by undertaking a shadow rota, the doctor needs to remain available and that this causes significant restriction on their time.
The BMA recommends that these rotas are paid at a standby rate and that any time spent undertaking predictable or unpredictable emergency work is remunerated. This should be by time off in lieu (based on the PA rates in the table) or by additional remuneration.
The BMA recommended standby rate (when not working but available) is £50 per hour.
We stress that rather than simply offering additional payment, the option of time off in lieu should always be made available.
The BMA believes that adequate rest and recuperation is essential. We therefore recommend that wherever possible, SAS doctors who adopt different working patterns are supported by the ability to take time off in lieu.
The recommendations above are designed to ensure work patterns are safe and consequently those with the highest intensity work patterns and those working a higher proportion in the most antisocial hours will have a shorter working week to compensate for this.
You can download this sample letter for SAS doctors to send to your clinical director that specifies your agreed rates of remuneration.
The BMA believes that a nationally agreed rate for out of hours working would be helpful for both employers and doctors.
During the first wave, the BMA approached the DHSC (Department of Health and Social Care) and NHSE (NHS Employers) in order to seek agreement on this.
Unfortunately NHSE and DHSC were not given a mandate by government to agree rates for extra-contractual work and instead suggested that this was left to local agreements.
This led to a variety of different rates being agreed, and on occasion different rates were agreed by different SAS doctors working within the same trust.
Clearly this is not equitable and consumed unnecessary amounts of discussion time that could have been better utilised caring for patients.
As we are now entering the second wave, we have once again approached NHSE and DHSC to discuss nationally agreed rates for extra-contractual work. We are awaiting a formal response but suspect that they will once again prefer to leave this to local agreements.
If your trust declines these rates
You may find yourself unable to agree to work a temporarily requested work pattern or roster, or to take on certain clinical responsibilities during the pandemic, for a variety of reasons.
Declining to accept temporary changes to your working patterns or additional work must be without detriment. It is important to remember that:
- you do not have to agree to change your normal hours
- if you have already changed your hours and wish to revert back, you have a right to do so.
SPA (supporting professional activities) time
SPA time is essential in ensuring that SAS doctors continue to deliver high quality clinical care. SPA time has never been more important than it is in the current fast-moving climate.
These new treatments and procedures need to be rapidly learnt by other SAS doctors. You will need sufficient time for this to happen – SPA time.
It is essential that SPA time continues to be recognised and remunerated. Given the pressures in these difficult times, it is appropriate that SPA time is reprioritised towards supporting the COVID-19 pandemic but it should not be suspended or converted to direct clinical care sessions.
Suspending SPA time will vastly limit the ability for doctors to further reconfigure services to treat as many patients as possible. Very high proportions of direct clinical care sessions within job plans, particularly when these are at very high intensity, are also likely to lead to burnout.
If SPA time is COVID-19-related, then other commitments that would normally be undertaken in SPA time should be removed with no expectation for these to be repaid at a later date.
SPA time should continue to be supported, but in an emergency it may be necessary to undertake direct clinical care within a SPA or other sessions (administration time, for example).
We are aware that some trusts have refused to remunerate doctors on such occasions as they claim the doctor is already being paid and 'cannot be paid twice'.
This is not the case as in the vast majority of instances, the SPA or administration time has
not been cancelled by the trust and they still expect that the work be completed.
In reality, this work is time shifted to outside of your normal working hours and it is therefore appropriate to be paid for this time at the rates above. Or, you could have a subsequent direct clinical care session cancelled to allow time for the displaced work to be completed.
If it becomes a regular occurrence that you are being asked to perform direct clinical care in SPA
time, then the trust should make appropriate changes to the service to prevent this happening in the future.
Annual, study and professional leave
Our response to the second spike may well be much longer term than the first wave. Appropriate rest and annual leave must be part of any working patterns and doctors must be allowed to take planned leave.
It is not acceptable to have to work for extended periods without being able to take proper leave, as was the case for many in the first peak, and as we know has proven to be unsustainable.
Whilst employers can lawfully cancel pre-booked days of annual leave, they have to act reasonably. For example, if it is an important family event then it might not be lawful to cancel your holiday.
You have a good argument for asking for reimbursement of any reasonable losses you suffer (unless already covered by insurance).
Your employer is legally obliged to offer at least one day notice for each day of leave to be cancelled. In the first instance, employers should do this on a voluntary basis rather than enforcing cancellations.
Under the Working Time (Coronavirus) (Amendment) Regulations (2020) you are entitled to carry over 20 days of annual leave over a two-year period.
NHS Employers have stated where employees cannot use their full entitlement of annual
leave because of the pandemic, employers should consider revising their local policies for carrying over of leave to the next leave year.
- if employees cannot take bank holidays off due to COVID-19, they should use the
annual leave at a later date in their leave year
- if this is not possible, bank holidays can be included in the 20 days’ annual leave that
can be carried over. This holiday can be taken at any time over a two-year period.
As study and professional leave operate across a three-year cycle, they can be carried over such that you should not lose your entitlement because of the pandemic.
Agreed local study leave budgets should similarly roll over.
Covering for an absent colleague
There needs to be clear and understood limits to the level of cover that any individual can be expected to provide.
There is generally an expectation that individuals will cooperate with their employer to provide cover for colleagues at an equivalent level where they are sufficiently competent to do so and, crucially, where providing such cover is 'practicable'.
There is no strict definition of 'practicable' but in general terms it means something close to 'able to be done' or 'able to be put into practice'.
Whether something is practicable or not in a given situation will depend on the circumstances, including your personal circumstances.
If, for example, you have caring responsibilities for family members, you may be justified in saying that it is not practicable for you to provide unforeseen, short notice cover that conflicts with these responsibilities.
Alternatively, if providing the cover requested would compromise patient care or safety because it's above your competency, then it would not be practicable to provide the cover.
Unless there are local or national arrangements already in place, you are encouraged to come to agreement locally with your employer on:
- what is deemed to be practicable
- what the proposed cover entails
- that the work is of a suitable nature to be covered by you
- that the right clinical need has been prioritised in a situation where clinical personnel are limited in number.
In establishing suitability, due regard must be given to your duty to recognise and work within the limits of your professional competence, as well as your assessment of the likely impact on your wellbeing.
It may be necessary to agree to re-arrange other duties (eg cancelling a clinic) for you in the short term in order to provide adequate cover for the prioritised work.
Generally, it is only expected to cover absent colleagues for a short period eg up to 72 hours. This is allows internal cover to be provided where practicable to cover a weekend.
This additional activity should be remunerated in line with our recommended rates. Beyond 72 hours, if colleagues remain absent then it is the trust’s responsibility to arrange cover including locum cover.