Becoming an approved learning environment, also known as the Learning Organisation Approval Process, is more achievable than many think. The approval process typically takes around 6 months from start to finish. Your Training Hub will support you throughout, helping coordinate the application and connecting you with the right people.
Overview
Historically, approval for environments to host learners and students was granted to practices and their supervisors by multiple organisations e.g., Approved Education Institutions (AEI’s), Health Education England (HEE), the School of Primary Care.
This has evolved into The Learning Organisation Approval route which focuses on reducing the number of reapproval visits and audits required.
The Learning Organisation Approval process offers a streamlined route for Primary Care Networks (PCNs) and GP practices in the South West to become approved settings for multi-professional healthcare learners, streamlining reapproval visits into a single annual return.
This unified approach brings together NHS England, NMC, GMC and Advanced Education Institution audits into a single process, reducing the number of reapproval visits and audits required. The process is aligned with the NHS England Quality Framework and its six domains:
- Learning environment and culture
- Educational governance and leadership
- Supporting and empowering learners
- Supporting and empowering educators
- Developing and implementing curricula and assessments
- Developing a sustainable workforce
What You Need to Demonstrate:
To gain approval, you must show and evidence that you have:
- Governance and infrastructure to provide safe, high-quality learner experiences
- Knowledge of learner contract requirements (working time directives, leave entitlements)
- Appropriate clinical and educational supervision arrangements
- Support from your wider team including practice managers, receptionists, and other clinical staff
Step-By-Step Guide to Approval as a Learning Organisation
Consider which learners you currently host or wish to host. This includes learners who attract tariff or trainer grant. The types of learners will inform who needs to be involved in the approval process.
Identify a PCN Education Lead, Clinical Director or PCN Manager to coordinate the process. Arrange an informal meeting with your local Training Hub Quality Lead to clarify requirements.
Your link contact will complete the Learning Organisation application form, requesting input from component practices and supervisors. Consider:
- Drafting initial responses
- Asking practice managers and supervisors to contribute
- Highlighting strengths, achievements and areas of challenge
Submit your completed application to your local Training Hub. Suggest preferred dates for an approval panel visit.
Your local Training Hub will support you in organising and arranging a panel visit. This will include preparing the following in advance of the visit:
The Training Hub will convene a panel representing your learners, which may include:
- Training Hub quality representative or clinical lead
- Approved education institutions representative
- School of Primary Care Associate Dean
- Relevant trainers (Educational or Clinical Supervisors)
- Learner representatives (where possible)
This 2-4 hour meeting can be held in person, virtually or as a hybrid. It replaces the previous half-day practice reapproval meetings. Consider who should represent your organisation, including lead supervisors for each learner group and practice managers.
The panel chair will provide brief feedback including a recommendation on approval.
The panel lead submits a report to the NHS England South West Quality Assurance Group for Primary Care Learning Organisations, who make the formal approval decision. Any required actions will be detailed with appropriate timeframes.
Once approved, you can begin hosting learners and will engage with ongoing quality processes. If there are significant changes to your organisation or the learners you want to host, please send information of the change through the online change form where you will be contacted regarding any additional steps you may need to make to facilitate this. You will also be required to complete an Annual Return through the NHSE SW Annual return process when requested.
Resources and Guidance
Access the guidance documents, forms and resources you need to apply for and maintain your approved learning environment status.
Guidance documents
Application materials
Guidance for Maintaining Your Approved Learning Organisation Status
Once approved, you will engage with ongoing quality monitoring to ensure continued high standards for learners.
| Annual Returns | Potential Timeline |
| Following your Learning Organisation approval you will need to engage with the Annual Returns process. This requires completion of an Annual Return as a Learning Organisation which provides NHS England with assurance of continued alignment to the 6x Quality Framework Domains and a focus and engagement with the Quality of Training and Education for all learners. | Completed Annually |
| The Training Hub Business Coordinator sends out the online Annual Return Form to the Link Contact for the Learning Organisation to complete. Learning Organisations will be given 6 weeks to complete the form and we suggest utilising one of your PCN meetings to do this. | December / January |
| The Learning Organisation Annual Returns are reviewed at the Annual Review of Learning Organisations (ARLO) day which is made up by a panel of AEI’s, Training Hub colleagues, Learners and the NHSE Quality Team. These panels review the submitted Annual Returns and provide a recommendation for re-approval to the Quality Assurance Group. The ARLO day is an opportunity to share best practice, discuss concerns and themes identified, and discuss the Learning Organisation Annual Returns. | March – April |
Ongoing Quality Monitoring
Assurance is monitored through:
- The Learning Organisation Annual Return
- Quality panels
- National Student Survey (NSS)
- GMC National Training Survey (NTS)
- NHSE National Education and Training Survey (NETS)
- Approved education institution processes
If any areas for improvement are identified during reviews, these will be clearly recorded and reported back to you with:
- An action owner
- A timeframe for completion
Concerns are managed through the processes outlined in the Quality Framework.
Contact us
Contact your local Training Hub or email england.traininghubquality.sw@nhs.net