Appraisers FAQs

This page brings together practical guidance and FAQs to support appraisers through appraisal and revalidation.

The questions reflect real issues that arise in everyday practice, from engagement and sign-off delays to feedback requirements, conflicts of interest and governance concerns.

If you can’t find what you need here, please contact the Wessex Appraisal team - we’re always happy to help.

Appraisal Process & Timelines

Appraisals taking longer than 28 days to sign off are monitored for commissioner reporting.

Causes are categorised as:
  • Appraiser factors
  • Appraisee factors
  • Both
  • Technical problems
If your appraisal is delayed, inform the admin team promptly. This is usually not a disciplinary issue but helps identify support needs.

An appraisal is not complete until the doctor signs it off.

Failure to sign off can:
  • Delay/prevent your revalidation
  • Delay completion
  • Affect reporting
  • Delay payment for the appraiser

If an appraiser becomes unexpectedly unavailable:
  • Postponement is an acceptable decision
  • We will do our best to provide an alternative appraiser for your scheduled time
Make sure to keep Wessex in the loop, so we can also help where need be.

There are two categories:

Approved Missed Appraisals

Examples:
  • Parental leave
  • Sick leave
  • Sabbatical
  • Bereavement
  • Organisational transition
(These are known about and agreed with the RO)

Unapproved Missed Appraisals

Failure to engage without explanation

This may lead to a Failure to Engage recommendation to the GMC using a REV6 form if not resolved.

After an appraisal is signed off, two electronic feedback forms are sent:
  • One to the appraisee
  • One to the appraiser
Appraisee Feedback:
  • Reviewed monthly by Wessex Appraisal Service
  • Any concerns are followed up
  • Feedback is anonymised before being presented to the appraiser unless prior consent is given
Included in the appraiser’s annual Performance Development Review (PDR)
Appraiser Feedback:
  • Intended for your own reflective practice
  • Now included in your end-of-year PDR as supporting information for your own appraisal
If an appraiser were ever formally reviewed due to concerns, reflections from both parties may be considered to help understand what occurred. Your reflective comments are not shared with your appraisee, but may help clarify context and protect you if concerns arise.

A doctor's appraisal time is a professional and regulatory responsibility. This means that, with reasonable notice, doctors should be able to schedule their appraisal within their rota.

The doctor is responsible for:
  • Informing their rota coordinator of the appraisal date
  • Booking the time in the same way as annual leave
  • Avoiding particular sessions if needed

Not necessarily. While adapting to the new system may take a bit of extra time Wessex Appraisal Service’s Admin team are available to support you.
Many appraisers find new doctors refreshing to work with; they arrive without preconceptions, allowing you to model high-quality appraisal practice from the outset.

Doctors new to the GMC appraisal system, including those working overseas, may be unfamiliar with the process and understandably anxious.

A helpful approach is to:
  • Offer a brief pre-appraisal call to explain what to expect
  • Clarify the purpose and structure of appraisal
  • Reassure them that it is a supportive, reflective discussion
  • Direct them to the resources section of our website so they have access to our guidance for appraisee’s and the how to videos
Friendly introductions and clear expectations go a long way.

If a doctor has no previous PDP, you should:
  • Develop a new PDP with them
  • ‘Disagree’ with the appraisal output statement about progress on a previous PDP
  • Add a short explanation in the comments boxThis ensures transparency and accurate documentation.

Engagement & Difficult Situations

Request a phone number early in communication.

If non-response continues:
  • Make three attempts via email/phone
  • Escalate to Wessex if needed
Limited engagement is often linked to a personal or professional crisis.

You are supported if you choose to rearrange.

However, if disengagement may indicate crisis, a supportive discussion may be helpful even with limited documentation.

You cannot escalate second-hand concerns independently.

Instead:
  • Encourage the doctor to raise concerns directly
  • Support them in appropriate reporting channels
  • Discuss any potential escalation with them first
If unsure, seek advice from your appraisal lead. A soft concern may be shared with the RO/SP where appropriate.

Both doctor and appraiser have a right of veto.
Repeated reassignment requests would be reviewed case by case and may involve discussion with the RO/SP

Professional Boundaries and Conflicts of Interest

You should not appraise someone if you have:
  • A romantic relationship
  • A financial relationship
  • A hierarchical reporting relationship
  • A doctor-patient relationship
These align with guidance from NHS England.

Ask yourself:
  • Can I remain objective?
  • Can they engage openly with me?
  • Will the appraisal be beneficial?
While high-trust relationships can work well, appraisals are generally designed with independent pairing in mind.

Revalidation Requirements

Revalidation is a continuous process overseen by the GMC. ROs/SPs can notify the GMC at any time if engagement is insufficient.

Six categories must be collected, reflected on and discussed:
  1. Continuing Professional Development
  2. Quality Improvement Activity
  3. Significant Events
  4. Patient Feedback
  5. Colleague Feedback
  6. Complaints & Compliments

No.
If all six categories are discussed sufficiently, one appraisal may technically suffice.
However, deferrals are common initially to allow evidence gathering and PDP progress.

Response expectations depend on scope of work.

Options:
  • Proxy patient feedback (family/carers)
  • Broader interpretation of “colleagues”
  • Alternative distribution methods
The RO/SP decides sufficiency. Written confirmation should be attached to the summary if numbers are unusual.

A deferral recommendation:
  • Is neutral
  • Extends licence
  • Allows time to fill information gaps

Doctors without a prescribed connection revalidate directly with the GMC.
Additional requirements include:
  • Annual Return
  • REV12 form completed by qualified appraiser
Revalidation Assessment exam in revalidation year
Appraisers completing REV12 must:
  • Hold a licence
  • Be connected to SP/Designated Body
  • Have completed 5 appraisals in 12 months
  • Be up to date with training
  • Have no conflict of interest

There are three main routes:
  1. Through a Responsible Officer (RO) - Most doctors are connected to a Designated Body (DB) with an RO who makes the revalidation recommendation
  2. Through a Suitable Person (SP) - For specific groups not employed by a DB
  3. Directly with the GMC - Only for doctors with no prescribed connection

Doctors with no prescribed connection can revalidate directly with the GMC.
They must:
  • Have an annual appraisal with a GMC-licenced appraiser
  • Submit an Annual Return via GMC online (fee payable)
  • Provide supporting evidence including employment history, good standing, health declarations and appraisal engagement
These requirements are more administratively demanding, especially in the revalidation year

Not all doctors require a formal Patient Satisfaction Questionnaire (PSQ)

Doctors with:
  • No direct patient contact
  • No proxy patients
Do not require a GMC-compliant survey. Instead, they should reflect on how their work impacts patients.

For others, the need depends on scope of work.

If in doubt:
  • Encourage the doctor to confirm expectations with their RO
  • Consider whether a smaller, non GMC compliant survey may still provide useful reflection
  • The RO makes the final decision

Clinical Leaders and Non-Clinical Doctors

Leadership roles often:
  • Lack formal preparation
  • Are isolating
  • Have short average tenures (2-3 years per Faculty of Medical Leadership and Management)
Appraisals should focus primarily on leadership work if that dominates their role.

Encourage:
  • Resilience
  • Values Alignment
  • Courage vs Conservatism balance
  • Access to mentoring and coaching

Maintaining a GMC licence:
  • Adds legitimacy
  • Strengthens patient voice at Board level
  • Encourage careful consideration before relinquishment

Start by understanding their scope of work.

Explore:
  • How they stay up to date
  • How they receive feedback
  • Relevant standards (e.g. Faculty of Pharmaceutical Medicine or FMLM)

Discuss:
  • Required supervision
  • Retraining
  • Employer expectations
Remember; employer decides capability, appraisal supports reflection.

Yes. Retirement can be an important and sensitive topic, and it may help to raise it while it is still a few years away.
Retirement planning involves more than pensions and finances. Doctors may
experience:
  • A sense of loss or identity change
  • Anxiety about the future
  • Uncertainty about how or when to step back
Encouraging early reflection and planning can support a smoother transition.

Use appraisal to explore:
  • Their preferred timeline
  • How they would like to step back (gradually or fully)
  • How they want to mark the transition
Some doctors may want a celebration or formal farewell, others may prefer a quiet handover. Encouraging them to discuss their wishes with colleagues, friends and family can help avoid misunderstandings.

Absolutely. It provides an opportunity to:
  • Reflect on achievements
  • Celebrate a career
  • Acknowledge contribution and legacy

Operational & Technical Issues

Overseas access may trigger security blocks lasting up to two weeks.

Prevent by:
  • Informing NHS email administrators in advance
  • Taking a proper annual leave break

These must go to FourteenFish Support.
Wessex cannot resolve platform-level issues.

No.
As soon as we have the completed documentation in FourteenFish, you will be added to the next pay run.

At the end of the calendar month.

Yes.
Remote appraisals are widely used and are the standard format for most
commissioners. You may use any secure video conferencing platform that both you and your appraisee are comfortable with.
Remote appraisals work best when both parties use video - telephone only appraisals are not normally acceptable.

Yes, where appropriate.

Most commissioners have commissioned remote appraisals. 

However:
  • Mainland (and on-island Jersey/Guernsey) travel costs are usually at the
  • appraiser’s own expense
  • If Jersey or Guernsey doctors request an in-person appraisal from an off-land appraiser, they are responsible for travel costs
  • The Gibraltar Health Authority may request in-person appraisals and will provide travel and accommodation allowance when they do

Commissioner & Governance Information

Includes:
  • Commissioner details
  • RO/SP contacts
  • Doctor profiles
  • Remote/In-person format

You may opt out for:

  • Conflict of interest
  • Ethical concerns
  • Personal preference
However, you must notify the Wessex Admin team.

Mandatory training is generally an employer requirement.
However, GMP 2024 includes safeguarding and emergency responsibilities.
Appraisal should support reflection, not police compliance.
The FourteenFish Compliance Passport may help doctors track  employer requirements.

We are very happy for you to be appraising for other providers and the NHS.
We believe that any appraisal experience that will bring growth and new ideas to our appraisers if useful to you and to us.

Core Appraiser Principles?

Do no harm.
If in doubt, ask.
Self-care supports healthcare.
Encourage doctors to engage directly with their RO/SP
Escalate early when concerned
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