Colleague feedback: the quick answer
Colleague feedback is one of the six types of supporting information the GMC asks you to bring to appraisal. At least once in each revalidation cycle, you must collect feedback from the people you work with, reflect on it and discuss it with your appraiser. Usually this means a questionnaire, often called multi source feedback (MSF) or 360 feedback. Ask a fair mix of colleagues, including people who are not doctors. Then write a short reflection on what you learned and what you will change.
What the GMC asks for
The GMC’s rules on this are short and practical. In summary:
- You collect, reflect on and discuss feedback from colleagues at least once in your revalidation cycle.
- You choose colleagues from across your whole scope of practice, in a range of roles, including people who are not doctors.
- You choose them impartially, and you can explain your choice to your appraiser if asked.
- Where possible, you use a standard questionnaire that has been validated and is run independently, so responses stay objective and confidential.
- You agree any other approach with your responsible officer first.
- You reflect on what the feedback means for your practice, including how your own view compares with your colleagues’ view.
Source: GMC, colleague feedback for your revalidation.
Who should you ask for colleague feedback?
Think about everyone who sees your work. For example, in a practice that could include partners, salaried GPs, nurses, pharmacists, receptionists and the practice manager. If you also teach, appraise or work in another service, include people from there too.
Above all, pick people who will be honest. The GMC says the most useful feedback comes from colleagues who will tell you what you do well and where you could improve. It even suggests asking people you have worked with in difficult or challenging situations.
So avoid asking only friends. Your appraiser may ask why you chose the people you did, and “they like me” is not a good answer.
| Your work | Who to include |
|---|---|
| Clinical work in a practice | Doctors, nurses, pharmacists and other clinicians you work alongside |
| Practice team | Reception, admin staff and the practice manager |
| Teaching or training | Trainees and fellow trainers |
| Other roles | Colleagues from any other service where you work as a doctor |
How many responses do you need?
The GMC does not set a number. Instead, it says the provider of your questionnaire will tell you how many responses give a fair picture of your practice.
A smaller sample can still be fine if it suits the way you work. In that case, talk it through with your appraiser or responsible officer. Explain why the sample is small and whether you could add other sources next time.
Similarly, the RCGP notes that some GP roles simply do not have enough colleagues to meet a tool’s numbers. If your best option does not fully meet GMC guidance, agree it with your appraiser and responsible officer before you start.
Source: RCGP, appraisal and revalidation mythbusters, item 45.
Reflecting on your colleague feedback
The questionnaire is only the start. What your appraiser really wants to see is what you made of it. Keep your written reflection short and answer three questions:
- What did my colleagues say, and did anything surprise me?
- How does it compare with how I see my own work?
- What will I change, or keep doing, as a result?
The RCGP advises a brief summary of the feedback that mattered most, rather than long reflections on everything. In addition, it reminds you that what you say at appraisal counts just as much as what you write.
Source: RCGP, supporting information guidance.
A short example
This example is made up and shows the structure only.
What they said: Ratings were good across the board, but two comments said I can be hard to reach during busy sessions. My view: I had not seen that, as I felt I was protecting my time with patients. What I will do: I will keep a short slot free after morning surgery for staff questions and ask the team about it in six months.
When the feedback is hard to read
A few low scores or a blunt comment can sting. So take a day before you write anything.
Then look for patterns rather than single remarks. One unusual comment may not mean much. However, the same point from several people is worth acting on.
Expect some “don’t know” answers for parts of your work that some colleagues never see, such as teaching. In GP Tools these answers do not count towards your scores.
If you can tell who wrote something, the GMC expects you to stay professional, especially when the feedback is not favourable.
How colleague feedback works in GP Tools
GP Tools includes MSF 360 feedback at no extra cost. Here is how it works:
- You invite colleagues by email from your portfolio, one at a time or as a group.
- Each colleague gets a link. They do not need to register, and the form takes about five to ten minutes.
- Answers go to GP Tools, not to you. You cannot see which colleagues have replied.
- You can send reminders to anyone who has not answered yet.
- Your report opens once 6 colleagues have responded. GP Tools asks for at least 15 responses for a full set of colleague feedback.
- The report shows your ratings, how they compare with other doctors, the roles of the people who replied and their written comments in random order.
One tip from our own data: personal invitations with the colleague’s name tend to get more replies than group emails. Your responsible officer may also prefer to see named responders rather than bare email addresses.
For more on the module, see free online MSF 360 feedback on the GP Tools site.
Colleague feedback checklist
- You have one formal round of colleague feedback in this revalidation cycle
- Your colleagues cover your whole scope of practice
- They include people who are not doctors
- You can explain why you chose them
- You used a standard questionnaire, or agreed another method with your responsible officer
- You wrote a short reflection and noted any change in your personal development plan (PDP)
Colleague feedback sits alongside five other types of supporting information. For the full list, see our guide to the evidence you need for your GP appraisal. If you work across several practices, our guide to appraisal for locum and sessional GPs covers how to reach colleagues in each one.
Colleague feedback: frequently asked questions
How often do I need colleague feedback?
At least once in each revalidation cycle, which is normally every five years. Plan it early, so you have time to act on the results. The RCGP suggests putting it in your PDP as a reminder.
Do I have to use the GMC colleague questionnaire?
No. The RCGP says there is no GMC requirement to use the GMC questionnaires. Many tools are based on them, though. So choose one that suits your work and check your appraiser or responsible officer is happy with it.
Is there an RCGP approved list of tools?
Not any more. The RCGP stopped keeping one because new questionnaires kept appearing. It advises you to check the GMC standards and agree your choice in advance.
Does colleague feedback have to come from doctors?
No. The GMC says your colleagues must include people who are not doctors.
Can I use feedback from work abroad?
Your main colleague survey should come from your UK work. The RCGP notes that your licence and revalidation relate to practice in the UK.
Can I include feedback that is not anonymous?
Yes. Only your formal survey needs to meet GMC guidance. The RCGP says some of the most compelling feedback is not anonymous. A thank you email from a colleague is a good example. Just remove details that could identify other people.
GP Tools portfolios follow NHS England’s Medical Appraisal Template, with the patient survey (PSQ) and MSF 360 colleague feedback included free. Every doctor’s first 12 months are free. Register at gptools.org.