Exception Reporting

Summary

Exception Reporting (ER) has been updated to strengthen resident doctors’ wellbeing, improve rota safety, and ensure work schedules reflect the reality of clinical practice. The reforms aim to make reporting easier, faster, and more responsive—supporting safe working hours, protecting training time, and ensuring that concerns are escalated and resolved promptly.

Guidance on how to Exception Report can be found in the video at the bottom of the page.

To access the system please use link https://www.healthmedics.allocatehealthsuite.com/

What Is Exception Reporting?

Exception Reporting is the formal process resident doctors use to notify their employer when their actual working pattern differs from their agreed Work Schedule. This includes:

• Working beyond rostered hours

• Missed or delayed breaks

• Missed training opportunities

• Safety concerns, including fatigue and staffing pressures

Exception Reporting is a contractual mechanism designed to protect safe, sustainable working conditions and ensure appropriate pay or time off in lieu (TOIL) where required.

When Should I Submit an Exception Report?

You should submit an Exception Report as soon as possible, ideally within 24 hours, whenever:

• You work longer than your scheduled hours

• You start earlier or finish later than planned

• You miss breaks or are unable to take statutory rest

• Training opportunities are lost due to service pressures

• You have concerns about workload, rota gaps, or patient/trainee safety

Reporting is not punitive—it is a safety, wellbeing, and quality-improvement tool.

What Is a Work Schedule?

A Work Schedule is an agreed document—based on the rota pattern—that outline:

• Expected duties and responsibilities

• Rostered working hours

• Out-of-hours commitments

• Training opportunities and competencies

• Educational objectives and supervision arrangements

It represents a contractual agreement between the trainee and employer. If reality diverges from this plan, the Exception Reporting process is used to highlight and resolve issues.

What Is a Work Schedule Review?

A Work Schedule Review (WSR) occurs when repeated, serious, or unresolved exception reports indicate the Work Schedule no longer reflects actual practice.

A WSR may include:

• Review of hours, intensity, and training access

• Adjustment of staffing or rota patterns

• Amendments to pay, TOIL, or working arrangements

• Escalation to educational or clinical leadership if required

WSRs ensure that safe staffing and training needs are met sustainably.

Tips for Trainees

• Report early and often—don’t wait for problems to accumulate.

• Be factual and specific about what differed from the schedule.

• Highlight missed training as well as extra hours.

• Use the report to flag fatigue risks or unsafe staffing.

• Attend follow up meetings to ensure your concerns are understood.