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Are you employed by the LET but not training in a local Hospital setting? Are you a Public Health trainee based in Local Authority or Palliative Medicine trainee based in a Hospice or a GP trainee based in a Practie? If so, please join the LET Junior Doctor Forum with the LET Guardian of Safe Working.



7th December 2022



To Attend please email for the Teams Link.  





Junior Doctor Guide to Exception Reporting - Community based trainees (Public Health, Palliative Med, GP Practice)

What is an exception report?

You can raise an exception report whenever you feel there is a significant and/or regular variance from your work schedule. This could be in terms of hours and rest, patterns of work, educational opportunities, or support available.

Exception reports allow for the opportunity to address issues as they arise, and to make timely adjustments to work schedules and rotas.

How do I raise an exception report?

You will be sent login details to the relevant electronic system used by the Lead Employer Trust (LET). The system will allow you to submit an exception report and this will be sent to your Supervisor and either Head of School if Educational issues or GoSW if working time issues.

If I do not have access to the electronic system to raise an exception report what do I do?

Make contact with the Lead Employer Trust (LET) on or 0191 2754782.

In what circumstances do I raise an exception report?

  1. variation in the hours of work and / or rest; or
  2. the pattern of work; or
  3. missed educational or learning opportunities; or
  4. a lack of support available to the doctor

What is work?

  1. Delivery of direct patient care which is expected of you in the role described in your work schedule during expected hours.
  2. Undertaking clinical administration (clinic dictation, result sign off) relating to patients you are responsible for.
  3. Attending or delivering teaching that is expected for a trainee at your stage or the role you are currently in.
  4. Undertaking quality improvement activity expected of you at your stage or the role you are currently in.
  5. Attending training or a course that has been approved as study leave.
  6. Attending training or other meetings that you have been asked to attend as a trainee representative (e.g. ARCPs, Trainee representative at meetings).

What is not work?

  1. Commuting to the workplace (except for business travel which is work).
  2. Looking for parking when on site at the start of your shift.
  3. When you have chosen to attend an additional session outside of the hours stated in your work schedule to enhance your learning needs or skills over and above that expected of a trainee at your stage or the role you are currently in. 

When is a Fine incurred?

Refer to Schedule 5 of the 2016 Terms and Conditions of Service:

  1. 11. Where such concerns are validated and shown to be correct in relation to:
  2. breach of the 48-hour average working week (across the reference period agreed for that placement in the work schedule);
  3. breach of the maximum 72-hour limit in any seven days; or
  4. that the minimum 11 hours’ rest requirement between shifts has been reduced to fewer than eight hours

12. Where a concern is raised that breaks have been missed on at least 25% of occasions across a four week reference period, and the concern is validated and shown to be correct, the guardian of safe working hours will levy a fine.

Useful document links:

Rota Rules

Examples of how it may work in practice


Useful links