Update training reminders when staff roles change

What this means for your practice

Base reminders on the current approved role requirements and recorded completion dates. Keep exceptions explicit rather than altering dates merely to clear an overdue list.

What to ask before you choose

Move a fictional employee between roles and inspect which reminders are added, removed or retained. Who approves those changes? Record exceptions with a reason and review point. Altering completion dates to clear an overdue warning leaves the next manager a misleading record.

Review requirements when a role changes

Include training responsibilities in the process for a new role, temporary cover or a move between clinics. Ask the training lead which requirements apply and which previous completions remain relevant. The system should make the resulting changes visible to the staff member and their manager, with a clear route for questions.

Try a fictional move halfway through a renewal period. Ask which reminders remain, which new tasks appear and what happens to work already in progress. Keep past completion dates accurate. Changing a date just to make an overdue warning disappear will make later reminders harder to trust. Where the organisation approves an exception, record its reason and review point through the agreed process. Look at unexplained overdue items with the team rather than judging the system only by how many emails it sends. Some items may need action; others may expose an outdated role assignment or a rule that nobody has reviewed since the service changed.

How to check the result

Count overdue items with no recorded explanation or next action.