Frequently asked questions

• What questions are asked in the questionnaire?
• How do I select colleagues to provide me with feedback?
• How long does it take to complete the questionnaire?
• How long does it take to complete the process?
• Is the process confidential?
• Is the feedback anonymous?
• Must I have responses from all 6-15 colleagues?
• How does the system work with patient questionnaires?
• Guidance for those giving feedback

What questions are asked in the questionnaire?

There are 33 colleague questions in total set out under each of the four headings of good medical practice plus sections on Professional Integrity and Health. There is also the facility to add comments in each section.

For patients there is a separate questionnaire with 19 questions.

How do I select colleagues to provide me with feedback?

It is recommended that you ask for feedback from 10-15 colleagues. These are set out in two groups - peers and other staff including support or junior staff that you currently (or recently) work with.

It is, of course, important to select colleagues who you work close enough to that they will have sufficient experience to have formed an impression of you.

It is equally important to avoid the temptation to select only people that you feel you get along well with. Should you have some colleagues with whom your relationship is not so strong, or even strained, you should consider asking them for feedback, not just in the interest of balance, but also because it may help to understand their perspective and why the relationship is not as strong as it could be.

Your appraiser will be happy to discuss the selection of colleagues with you and you should seek their advice if you are unsure.

How long does it take to complete the questionnaire?

The process should take between 15 and 20 minutes to complete. The patient feedback should take around 5 minutes.

How long does it take to complete the process?

This depends largely on how long it takes for your colleagues to complete the questionnaire. As a rough guide, from the date that you nominate colleagues to provide you with feedback, you should allow at least 4 weeks before your report will be released. The system automatically sends reminders to colleagues who have not responded and you are able to go online using your unique password and check your progress and encourage colleagues to respond.

Is the process confidential?

Your report will be discussed with your appraiser; no one else will see your report unless specified by your Trust.

Is the feedback anonymous?

Yes it is, but occasionally some reviewers put their name to their comments.

Must I have responses from all 10-15 colleagues?

It is desirable but not essential. The minimum number of colleagues is 10 – 5 peers and 5 support/junior colleagues. If you are working in a small practice it may be difficult to identify 10 colleagues to provide feedback. If this is a problem for you, you may wish to contact us. If a colleague you have selected declines to provide you with feedback, you are able to select another to replace him/her.

If you are approaching the date of your appraisal and are still awaiting responses you may decide to have your report produced without having received all responses. Again the minimum number of responses is 10 before a report can be produced.

How does the system work with patient questionnaires?

When you register for 360° feedback you will be asked where you want patient questionnaires to be sent for onward distribution to patients (if applicable). You will also be asked to nominate a person at your place of work to receive the 30 questionnaires, and then to randomly select 30 of your patients to complete the questionnaire. Once they are all completed they are gathered together and sent to Edgecumbe for processing and inclusion in your overall report.

As with colleague responses it is not essential to have 30 responses, but we recommend a minimum of 10.

Guidance for those giving feedback

You may well be asked to provide feedback for a colleague. Please remember that your feedback is very important to your colleague and you are encouraged to think carefully before responding.

Try to be honest, but considerate and constructive. If you are adding comments, please be balanced, mentioning the qualities that you appreciate in your colleague, as well as any aspects that you feel should be developed.

If possible cite examples to illustrate your points.