Requesting leave

Please see provided SOP on leave requests and Health Roster/ Employee Online / LOOP guidance for electronic submission.

Dr Rohan Chodankar (Rohan.Chodankar@nhs.scot) coordinates and manages the FY2/GPST/ST1 rota.

Dr Camille Thyne (camille.thyne@nhs.scot) coordinates and manages the ST2-7 rota.

Some brief points:

• Leave can only be taken on “S” days otherwise you must swap any on-call shifts that are within your leave period. This can be swapped with anyone else on your rota tier.
• Leave is requested by emailing the respective rota co-ordinator
• ALL LEAVE must be requested 6 weeks in advance
• The same applies for study leave.
• If you work bank holidays these can be taken ‘in lieu’ on any “S” day.
• Generally, a maximum leave period of 2 weeks is allowed at once unless under special circumstances.

Annual leave allowances

F2s 12 days including PH

GPST/O&GST1 14 days AL + PHs or lieu for the 6 months

If your rotation falls over the Christmas period, with your agreement, we will build some of the Public Holidays into the Christmas rota, but we will discuss this further at the induction.

If you are at a pay point entitled to more leave, please let us know. If unsure, or if you need overseas experience credited, we can discuss this at the Department Induction.

All sick leave that is taken must be recorded and all doctors must have a return-to-work interview after any prolonged episode of sickness absence. 

As soon as you know sick leave is required, please call 0131 536 1000 and inform the On Call Doctor. Please follow the procedure as outlined in the Reporting Absences SOP.

During 08:00 – 16:30 you can contact the Directorate Assistant on 0131 242 1685.

Please also send a message on the WhatsApp group

The gynae consultant on call / obstetric triage consultant are then responsible for arranging leave but often a WhatsApp message will go out on the group and any help with short term sickness cover is always appreciated and usually rewarded with locum/time off in lieu where possible.

Who approves my leave?

Tier 1 Rota- Rohan Chodankar

Tier 2 rota- Camille Thyne

How much notice do I need to give?

Health Roster will allow you to put the request in no less than 28 days (4 weeks) in advance. However, as a service, we still require 6 weeks’ notice for leave requests so that there is adequate time to process clinic closures etc. To avoid disappointment, please provide 6 weeks’ notice (or more!).

When will my request be approved?

Leave approvers will aim to process requests as soon as possible. Once approved, you will receive an email notification of this.

Requests too far in advance may not be approved until nearer the time unless there are exceptional circumstances raised.

If your request is at short notice (less than 6 weeks) or requires urgent approval, please email or speak to your Rota Master directly and copy in helen.brauer@nhslothian.scot.nhs.uk

What about Public Holidays?

As Health Roster views PH leave as part of your entitlement, you must submit a leave request via EOL/ LOOP for this if you are not rota’d to be working.

How do I request leave during the Festive Period?

There will be a bespoke rota during this period please await communication nearer the time from your rota masters.

You will still need to request your Public Holiday leave during this time.

How to I Request Parental Leave?

Please email your rota master with this request and copy in helen.brauer@nhslothian.scot.nhs.uk. Once approved this will manually be entered into Health Roster

I forgot how to access Employee Online / Loop

You can access EOL from HERE.

You can also access this via your mobile device by downloading the app: Me from Allocate

You can access LOOP from HERE.

You can also access this via your mobile device by downloading the app: LOOP by Allocate

I forgot my password?

You can reset your password using the below link:
https://lothianeol.allocate-cloud.com/EmployeeOnlineHealth/LOTHIANLIVE/Account/ResetPassword 

I missed the EOL/ LOOP training session?

Please get in touch with helen.brauer@nhslothian.scot.nhs.uk as if there is enough demand we can request a further training session.

Who do I ask for help if I get stuck?

In the first instance please get in touch with helen.brauer@nhslothian.scot.nhs.uk or your Rota Master.

If it is a bigger problem, we will escalate this as appropriate to the Health Roster Team (annmarie.mccafferty@nhslothian.scot.nhs.uk)

TOP TIPS

You can add a short note onto your leave requests on Employee Online which can help your approver understand your request better. For example, if you have a family member’s wedding to attend.