Invicta Health describe below the procedures relating to cancellation of workshops, withdrawals, deferrals, and DNAs on training events.
1. Rationale for the policy
The publication of a cancellation policy is intended to be helpful to Invicta Health in ensuring that courses run at optimum numbers in a cost-effective manner – it is not intended as a punitive measure against GP practices and/or delegates. It is acknowledged that delegates book themselves on workshops through the Invicta Health Learning Management System (IHLMS), they should be responding to training needs identified through their practice appraisal process. Workshop bookings received through the IHLMS are treated as definite rather than speculative applications. Late withdrawals and DNAs affect Invicta Health as workshop and venue costs are still incurred.
2. Costing of workshop places
For training provided to Levy Paying practices as part of the arrangement with Kent LMC to support the provision of GMS/PMS services there is no charge to individuals or practices. Some training outside of the Core Service may also be part funded by Kent LMC following a successful application. Upon successful application, staff/practices will be responsible for paying for the course with reimbursement of the agreed contribution made on presentation of evidence of payment. Where courses are provided independently of the Kent LMC arrangement the full cost will be invoiced to the practice or individual.
3. Withdrawals from workshops yet to take place
Delegates must give written notice of withdrawal from a workshop wither by cancelling their place via the IHLMS or writing to email@example.com, Invicta Health will accept this, as long as notice is given no less than 5 working days before the commencement of the training. Where delegates withdraw within the 5 working day period and cannot be substituted due to shortness of notice, Invicta Health reserves the right to charge the cancellation fee of £25.00 per place to the levy paying practice. Invicta Health will send an invoice to the employing practice.
4. Withdrawals or deferrals from longer courses (4 months plus)
Invicta Health endeavour to treat applications for withdrawal from longer courses in a fair and unbiased manner, once a course has begun the cancellation fee is payable in full therefor any deferrals may still incur the £25.00 cancellation fee.
5. Reasons for cancellation
a. Change of mind: when a delegate books a course place, it is deemed they have managers approval, sufficient allowance of study time and support by their employing practice. It is deemed the delegate and practices responsibility to ensure the delegate can finish the course. Partially attended workshops/courses may result in a £25.00 cancellation fee.
b. Sickness and Individual Personal Circumstances: Invicta Health endeavour to respond to requests to withdraw from workshops and longer courses on grounds of sickness or individual personal circumstances in a sympathetic and understanding manner. Provided that any such request in writing is supported by the individuals line manager, Invicta Health will contribute to the course fees agreed. Invicta Heath reserve the right to ask for a medical certificate.
c. Adverse weather conditions: Invicta Health make every effort to continue to provide training during adverse weather conditions. We do not cancel training courses based on the recommendation of weather forecasts as these are unreliable and actual weather can vary so much on the ground. Invicta Health rely on the judgements of our trainers and venues based on actual weather conditions before cancelling a course/workshop; therefore, unless cancelled by Invicta Health our training will continue as booked and in line with our standard terms and conditions therefore non-attendance may incur a £25.00 cancellation fee.
6. DNAs on the day:
Invicta Health recognise that practice constraints or individual sickness, may mean occasionally that staff members cannot attend on the day when training is to take place. However, Invicta Health reserves the right to charge the cancellation fee to the employing practice, as this place on the course has been wasted. Invicta Health will send an invoice to the practice. Invicta Heath reserves the right to ask for a medical certificate. If a delegate does not attend an agreed training course or workshop an email will be automatically issued to the delegate and the delegate’s line manager informing them of this missed training course.
7. Course Cancellations by Invicta Health
Invicta Health recognises the pressures on staff in general medical practice and the need to plan, and thus, where a course must be cancelled or postponed by us due to low numbers of delegates, as much notice as possible will be given. Where possible, the members of staff concerned will be offered places on the next local presentation of this course, or alternatively will returned to the waiting list.
The only exception to adequate notice being given to practices is where a trainer calls in sick on the day or is unavoidably detained (e.g. due to a traffic accident). But it is intended that sickness cancellation will be minimal, trainers are asked to ensure contingency plans are in place in the event of a trainer being unavailable. If a trainer is unavailable, and a practice arranges their own training, Invicta Health will not reimburse these costs.
In the circumstances described above, where practices have been obliged to pay staff to attend training which then did not take place at short notice, or who have incurred additional staffing costs in respect of backfill for that session, then Invicta Health will not reimburse claims for reasonable staffing costs for those events.
8. Funding Requests
Some training outside of the Core Service may also be part funded by Kent LMC following a successful application. Upon successful application, staff/practices will be responsible for paying for the course with reimbursement of the agreed contribution made on presentation of evidence of payment.
Version 2, approved by Kent Local Medical Committee 07.06.2018