Dr Diary FAQs

Got a question about Dr Diary? Browse our frequently asked questions for the answer.
Updated: Wednesday 8 April 2020
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Getting started

How do I start using Dr Diary?

  • Add details for your employer(s) and job plan(s);
  • Personalise the list of work activities and categories to reflect the work that you do day-to-day;
  • Start tracking your activities in the diary.

Watch our video on how to get started.

I can't find my employer in the list of employers

If your employer is not listed, please contact us.

How do I enter details of more than 10 PAs/sessions in my contract?

You can enter up to 10 PAs or sessions of DCC (direct clinical care). If you have more than 10, please add the additional PAs as EPAs/APAs.

I have a partially annualised contract but I can only state that it is fully annualised or not at all.

If you have a partially annualised contract where some but not all activities are annualised (i.e. clinics), we recommend stating that your contract is not fully annualised. You can then add the details of your average weekly PAs/sessions, as this will give you the most useful reports.

You will be able to see a running total of all activities in the report overview, which will help you to compare this data to your annualised sessions.

I have an annualised job plan that runs over 42 weeks, but I also do resident on-call duties. How do I enter this?

We recommend setting up your job plan as an annualised job plan running over 42 weeks. You can create a new activity under DCC called ‘resident on-call’ so that you can monitor this activity separately from other types of on-call work in the diary.

Please note that Dr Diary works to the principle that for employers in England, Northern Ireland and Scotland, 1 PA is 3 hours of work in premium time and 4 hours outside premium time. For employers in Wales, 1 session is 3.75 hours of work, and 3 hours of unpredictable on-call work during evenings and weekends. It does not currently support variations in the number of PAs/sessions you might have agreed with your employer.


Entering activities

I can't find the activity I want to enter into the diary

Use the 'Work activities' section to create the list of work categories and activities that reflect the work that you do.

View our video on how to add and edit work activities.

I have agreed with my manager that some of my SPA time can be done at home out of hours. How do I enter this into the diary?

If there is any type of work that you choose to carry out in the evenings or weekends because it’s more convenient, enter it in your diary as normal and tick the ‘flexible work (not premium time)’ option.

How do I enter details of work that has no fixed timetable?

Dr Diary is a job planning diary. This means it is designed for you to enter the details of the actual work that you carry out, when you do it – not for predicted or estimated work. You can then compare the work you do with that in your job plan.

How do I add things like sick leave, post-nights’ rest days or arranged time off?

Currently Dr Diary classifies all types of leave simply as ‘Leave’. Please ensure that any kind of leave is recorded as such in order to ensure the average working week is calculated correctly. 

How do I input travel time?

Travel between sites is an activity that you need to add under DCC (direct clinical care).

How can I add an activity as a 15-minute slot?

Go to 'Diary' and select calendar settings. Select the option to show diary with 15-minute time slots.

Sometimes I cannot carry out my clinical duties due to circumstances beyond my control. How do I record this so it doesn’t look like I’ve done too few DCC PAs/sessions?

There may be cases where you cannot carry out your usual clinical duties. For example, if your usual clinic falls on a bank holiday and is cancelled, or there is a bed shortage and you cannot carry out your usual operating list.

If this happens and you perform another duty in its place, enter that work activity and tick the ‘carried out instead of clinical duties’ option.

You will be able to see any activities recorded as ‘substituted clinical time’ in your reports.


Creating reports

How do I create reports?

To create a report, sign in to Dr Diary web tool on your desktop, navigate to the 'Report' section, select the employer you want to create a report for and select your date range. The start date can only be a Monday and the end date can only be a Sunday, as Dr Diary is set up to produce reports on a per week basis.

View our video on how to create reports

What types of reports can I create?

There are up to six different types of reports that you can create depending on the types of work activities in your job plan. These reports correspond to the tabs on the reports page:

  • Overview – Total PAs/sessions for the reporting period and average PAs/ sessions per week for full working weeks (weeks without leave)
  • Break down by week – PAs/sessions in each week
  • On-call details – Breakdown by work activity, for unpredictable and predictable on-call work
  • On-call by week – Breakdown by week for unpredictable and predictable on-call work
  • Weekly comparison – Comparison of weekly targets from job plan and actual values
  • Annualised report – Comparison of annualised targets from job plan and actual values

Why can’t I create reports in the mobile app?

Currently reports cannot be generated in the mobile app, but it is something we are looking to include in future editions of the app. 

How do I share reports with my employer?

You can download reports from the web tool as a PDF with can either be saved and printed or emailed to your employer.


How does Dr Diary work?

How does Dr Diary handle PAs, premium time and non-premium time in Wales and Scotland?

England and Northern Ireland: For the purposes of calculations in reports, premium time applies to the hours between 7pm and 7am on weekdays, plus weekends and public holidays. During premium time 3 hours = 1 PA. During non-premium time 4 hours = 1 PA.

Wales: Premium time is not used for employers in Wales, and references to PAs are replaced with sessions. 3.75 hours = 1 session. For unpredictable on-call work between 5:30pm and 9am, 3 hours = 1 PA.

Scotland: Premium time applies to the hours between 8pm and 8am on weekdays, plus weekends and public holidays. During premium time 3 hours = 1 PA. During non-premium time 4 hours = 1 PA.


Troubleshooting and getting in touch

What are the technical requirements to use Dr Diary?

The mobile app will work on most iOS and Android devices.

The web tool will work on computers with Windows XP (or above) or Mac OX 10.6 (or above).

Who can I contact for technical support?

Please contact one of our advisers and describe the problem you are having, when it occurred, and if you used the web or mobile app. If you used the mobile app, please state if it was iOS or Android and which version of the app you are on. You can contact our team of advisers at [email protected] or on 0300 123 1233.