Use of the National Employment Record (NER) is subject to the following terms and conditions. You must read, agree to and accept all of the terms and conditions prior to registration and use of the NER.
In these terms and conditions, the following terms and expressions shall have the meanings given to them in the Definitions section below:
"DIME" means the Doctors Integrated Management E-System
"Employer’s HR Department(s)" or “Medical HR” means the administration team responsible for the pre-employment and employment processes for NCHDs, and includes personnel responsible for the administration of the information and activities related to NER as referred to in paragraph 5 of the Privacy Notice It includes but may not be limited to Medical Manpower, Medical Administration, Human Resources.
"NCHD" means Non-Consultant Hospital Doctor which includes Interns, Registrars, Senior House Officers, Specialist Registrars and Senior Registrars.
"NDTP" means National Doctors Training and Planning, a facility of the Health Service Executive (“HSE”).
"NER" means National Employment Record
"OHD" means the Occupational Health Department responsible for the pre-employment health assessment and screening of NCHDs.
"OSDS" means Open Sky Data Systems. This is the external database management company engaged by NDTP to provide system support and expertise.
Welcome to your personal National Employment Record (NER). The purpose of the NER is to facilitate NCHDs to rotate between participating employers within the HSE/Voluntary Hospitals/Section 38/39 Agencies and Private Hospitals who employ NCHDs, without the requirement for repetition of pre-employment paperwork.
2.1 You must use a secure password to create an NER account upon initial registration. It is your responsibility to maintain the confidentiality and integrity of your account and password. You should never allow an internet browser to save your password on a public computer.
2.2 Following a period of 365 days inactivity, an NER account will be automatically deactivated. The account may be reactivated by your Employer’s HR Department, if required.
2.3 Data will be retained in accordance with the HSE Data Protection Policy. Except as otherwise required by law, if your NER account is closed for any reason, you will no longer have access to data, files, or other material you keep on the site and any closure of your Account may involve deletion of any content stored in your NER account for which HSE will have no liability whatsoever. HSE, in its sole discretion and as permitted or required by law, may retain some or all of your account information.
2.4. You are responsible for ensuring that the details that you provide are accurate and up to date. You are required to complete your hire form and upload requested documents.
2.5 The information which you enter and upload on your NER forms part of your employment record, and by registering you are giving the participating Employer’s HR Departments permission to verify the details (including but not limited to qualifications) that you have provided against records held by:
You accept that you are obliged to notify your employer immediately should there be any change in your registration status with the Medical Council during your rotation and update your details on your NER. You understand that changes in status include non-registration, any restriction, conditions, censure admonishment or removal from the register.
2.6 It remains at all times your personal responsibility to update the information on your NER and keep your NER current and up to date, e.g. change of address etc.
2.7 The requirement to update your NER does not absolve you of the obligation to personally notify your Employer’s HR Department of any information that may be material to your fitness to practice, or may otherwise impact on the participating employer’s reputation or insurance status including:
2.8. By registering your details you are agreeing to the maintenance of an NER account related to your employment for use by each of your participating employers. Your NER will therefore be used, and should be viewed by you as an electronic version of your pre-employment documentation. You are therefore accepting the full transfer of that file amongst participating employers as you rotate, including documents uploaded by you and your Employer’s HR Department and OHD, e.g. Garda Vetting, Work Permit, Immunisation Status documentation etc.
2.9 Your salary, emoluments and other expenses will be paid into the bank account that is nominated by you. It is your responsibility to keep these particulars up to date. By registering your details you are also:
You are required to:
You are responsible for ensuring that the details you provide are accurate and correct to the best of your knowledge and inform OHD if there is any change in your medical circumstances.
Patient Medical Records and/or Patient Related Medical Records must not be uploaded onto the NER system.
By uploading your Pre Placement Health Assessment Form and related documents you are agreeing to the transfer of your PPHA form and related uploaded documents to your current employer’s OHD and any future employer’s OHD when you have been matched to your next rotation. Occupational Health Services may also upload medical information on your behalf in order to facilitate the sharing of medical information with other Occupational Health Services on a need-to-know basis.
Your Employer’s HR Department will not have access to any documents uploaded related to occupational health such as your, PPHA or vaccination records, other than as provided for under Section 2.2 of the Privacy Notice at Section B
You will be required to make all funding claims under the Training Supports Scheme or Clinical Course and Exam Refund Scheme section, as appropriate, via your NER account.
You are responsible for ensuring that the information you provide is accurate and receipts are original and genuine.
All hard-copy original receipts must be held by you for a period of 6 years and made available for audit during this period if required.
The ePortfolio section of the NER provides NCHDs with a location to store details regarding their personal training, learning and professional development. There is an option for NCHDs to seek verification of relevant data from their supervising Consultant, where they have no other facility to do this, i.e. do not have access to a training body portfolio. You are responsible for ensuring that the information you provide here is accurate and correct. It is essential in line with Data Protection legislation that this data is recorded anonymously, does not include any information or values which may identify a patient, client, colleague etc., such as but not limited to names, employee numbers, patient record numbers, date of births etc and the inclusion of any patient information on the ePortfolio is strictly prohibited
The information provided by you in your ePortfolio cannot be accessed by clinical sites via DIME, however HSE-NDTP and OSDS will have access for system management and troubleshooting purposes. You may seek verification of relevant records from a supervising Consultant, once this activity has occurred within a six month period. Information on these records will be visible by the nominated Consultant you choose to send this data to. The Consultant will access the data via a secure link sent by email. The Consultant will be able to view this data until it has been processed by them or six months has elapsed since the activity date, whichever is the sooner. It is your responsibility to ensure you select the correct IMC number and email address for the nominated Consultant.
HSE will make all reasonable efforts to ensure that the Site is available 24 hours a day, seven days a week. However, electronic services are subject to interruption or breakdown. You hereby acknowledge and agree that the site is available for use ‘as is’ and ‘as available’, with no warranties of any kind whatsoever and that, without prejudice to the generality of the foregoing, HSE makes no warranty regarding, and shall have no responsibility for, the accuracy, availability, reliability, security, fitness for purpose or performance of the site or the contents thereof.
HSE will not be liable for or responsible for any loss or damage arising out of or in connection with the use or any inability to use NER/DIME or the information contained within NER/DIME (including, but not limited to, indirect or consequential loss or damages, loss of data, income, profit or opportunity and claims of third parties) even if HSE has been advised of the possibility of such loss or damages or such loss or damages were reasonably foreseeable.
HSE shall have no liability to any user if it is prevented from or delayed in performing its obligations under these terms by acts, events, omissions or accidents beyond its reasonable control, including, without limitation, strikes, or other industrial disputes, failure of a utility service or transport or telecommunications network, act of God, pandemic, epidemic, war, riot, malicious damage, compliance with any law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm or default of suppliers or sub-contractors, provided that users are notified of such an event and its expected duration.
These terms and conditions will be governed by and construed in accordance with the laws of Ireland and each user hereby submits to the exclusive jurisdiction of the Irish Courts.
1.1 The National Employment Record (“NER”) was introduced following a recommendation highlighted in the strategic review of medical training and career structures (MacCraith Report). It has been designed to reduce the repetitive completion of paperwork by NCHDs rotating to different hospitals/employers.
1.2 Using the NER allows NCHDs to interact virtually with Medical HR in their place of employment. The system allows for completion of a mandatory hire form online, together with the ability to upload mandatory documents and certificates for verification by Medical HR. Medical HR can also link in with an NCHDs NER account to upload mandatory documentation such as Garda Vetting, for example.
1.3 The NER also includes Occupational Health functionality, which allows NCHDs to complete pre-employment health assessment via the system, and upload immune status documentation.
1.4 There is also a Training Supports Scheme (TSS) and Clinical Course Exam & Refund (CCERS) Scheme section section on the NER Account which enables NCHDs to submit funding claims covered under the Training Supports Scheme by completing an online application form and uploading supporting documentation such as receipts and certificates of attendance.
1.5 There is also an E-Portfolio section which enables Non Training Scheme Doctors to record their career development and have their experience validated via their NER account
2.1 Subject to section 2.2, your occupational health details form and certificates are only viewable by your employer’s Occupational Health Department (“OHD”) and all other details are only viewable by your Medical HR department.
2.2 Occupational Health data will be processed by your Occupational Health Department and the outcome of this Occupational Health assessment i.e. to determine fitness for employment will only be viewable by your Medical HR department to the extent that it is necessary for the Medical HR department to fulfil its legal and workplace policy obligations.
2.3 Your Occupational Health data will be viewable by your current employer’s Occupational Health Department, any future employer’s Occupational Health Department when you have been matched to your next rotation and the national administrators of the system within NDTP have ‘super user’ rights to oversee all other database users, to provide a help desk function to Occupational Health NER users and to run statistical reports at a national level.
2.4 In accordance with these terms and conditions, your NER will only be visible to:
2.5 Your current Employer’s HR Department and OHD will have access to your account for 60 days post- employment only, in order to allow them to add any residual documents after you have moved to your next post.
3.1 Your NER account is secure and protected by a Secure Socket Layer (SSL) certificate. You will notice the browser displays a padlock symbol which means there is a secure connection, data transferred over the internet is encrypted and not visible to third parties. This technology is used by Banks for Internet Banking/Credit Card transactions.
3.2 Each individual account is additionally secured with multi-factor user authentication to prevent unauthorised access. Simultaneous logins to system accounts are not enabled. Only one active login to a user’s NER Account is permitted at any given, whether it be via the web based portal or NER App.
3.3 All data transfer to and from the NER App will be encrypted via HTTPS with the latest version TLS with strong cipher suites. The App will never automatically store any personal data on your device unless you download documents manually. As soon as you exit the App, access to any personal data is automatically revoked and you will be required to re-authenticate via the multi-factor authentication sign in process. Manual downloads will be stored on the device and are not automatically deleted.
3.4 NDTP reserves the right to suspend access to your NER account, either generally, or specifically, at any time at its sole discretion for improper use of the system, e.g. uploading inappropriate images etc. In the event of this happening, you are entitled to request a copy of your personal data from NDTP, in line with General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
3.5 The email address provided by you when creating your NER account will be used by your Employer’s HR Department, OHD and NDTP for correspondence purposes. It may also be accessed by OSDS to troubleshoot any technical issues with your NER account. Your email address will not be provided to any other third party.
4.1 Most of the personal information processed by the HSE is provided directly by you through your registration for your NER account and the information you upload.
4.2 Personal information about you may be uploaded by your current OHD and Medical HR to your NER account during a period of 60 days following the cessation of your employment.
4.3 Information received from third parties may be uploaded to your NER account by the HSE, such as:
In order for the HSE to process pre-screening information on the NER, it is necessary to upload specific information and personal data to NER.
The HSE currently collects and processes the following information:
6.1 Under the General Data Protection Regulation (GDPR), the lawful bases for the processing of your data, including your health data, is your explicit consent provided by you when you accept the terms of this Notice and conditions for use of the NER portal or App below.
6.2 Under the General Data Protection Regulation (GDPR), the lawful bases for processing your information which is shared with the HSE and/or your Employer's HR Department and OHD from your NER account are:
6.3 The HSE, your Employer’s HR or OHD may also process your health data contained on your NER account in the following exceptional circumstances:
Under data protection law, you have rights including:
You are not required to pay any charge for exercising your rights. If you make a request, the HSE has one month to respond to you. Please contact the HSE Data Protection Officer at email@example.com or the DIME Team at firstname.lastname@example.org
If you have any concerns about the HSE’s use of your personal information, you can make a complaint to the HSE Data Protection Officer at email@example.com
You can also complain to the Data Protection Commission if you are unhappy with how the HSE used your data at https://forms.dataprotection.ie/contact or by post to 21 Fitzwilliam Square South, Dublin 2, D02 RD28, Ireland