Freedom of Information Request – Ref: FOI 180-2026
Thank you for your recent Freedom of Information request. Please find our response below.
You asked:
1. The designated email address (or other designated route) for receiving exception report evidence, as described in Annex D paragraph 10 of the 2016 TCS, where exception reporting software cannot receive it.
Our response:
ExceptionGOSHWHR@ghc.nhs.uk for HR and hours evidence.
ExceptionEdu@ghc.nhs.uk for Education evidence
You asked:
2. The designated email address (or other designated route) by which a resident doctor reports an inability to access or complete an exception report. To be clear, I am seeking organisational contact routes only (such as a shared inbox), not any individual’s personal contact details.
Our response:
exceptiongoshwhr@ghc.nhs.uk for HR and guardian.
Exceptionedu@ghc.nhs.uk for education.
You asked:
3. In relation to the trust’s exception reporting software: (a) the supplier and product name; (b) whether resident doctors can submit an exception report via a mobile application; (c) the contract end date; (d) the total annual cost to the trust, if held separately for this system.
Our response:
(a) the supplier and product name – E-Rota
(b) whether resident doctors can submit an exception report via a mobile application – No, the Trust does not use a mobile application.
(c) the contract end date – 31 March 2027
(d) the total annual cost to the trust, if held separately for this system – £6.7k
You asked:
4. The number of exception reports submitted by resident doctors in:
(a) the financial year 2024/25
(b) the financial year 2025/26
(c) the period from 4 February 2026 to the date of this request. Where readily available, please also break these figures down by report category and by department or specialty, as recorded in your exception reporting system or Guardian of Safe Working Hours reports.
Our response:
All exception reports made from speciality of psychiatry – all resident doctors are in psychiatry posts.
April 24- March 25
| Quarter | Total Number of exception reports | Types of exception reports |
| Q1 April – June 24 | 3 | 3 relating to hours worked |
| Q2 July – September 24 | 8 | 5 relating to hours worked
3 relating to pattern of work |
| Q3 October – December 24 | 14 | 11 relating to hours worked
3 relating to patterns worked |
| Q4 January – March 25 | 3 | 2 relating to hours worked
1 relating to pattern of work |
April 25 – March 26
| Quarter | Total Number of exception reports | Types of exception reports |
| Q1 April – June 25 | 12 | 11 relating to hours worked
1 relating to pattern of work 1 of the 12 was created in error as the doctor had rotated to a new post and reported onto the wrong rota |
| Q2 July – Sept 25 | 9 | 8 relating to hours worked
1 relating to pattern of working |
| Q3 October – December 25 | 13 | 12 relating to hours worked
1 relating to patterns of working |
| Q4 January – March 26 | 27 ER (including access and completion tests) | 9 were access and completion tests
14 were relating to Additional hours – unscheduled late finishes ( 2 of these were later withdrawn by the doctor) 2 were relating to a breach of non resident on call pattern ( and 1 of those incurred a fine) . 1 relating to an inability to take contractual breaks 1 raising concerns of suspected non-compliant rota |
The Period from 3rd February to 15 June 2026:
Number of exception reports submitted
| Number of exception reports submitted over the last quarter (including access and completion tests) | 109 |
| Type of exception report |
Outcome |
Number of exception reports |
|||
| Pay | TOIL | Penalty/fine | information | ||
| Additional hours – unscheduled early start | 0 | 0 | 0 | 0 | |
| Additional hours – unscheduled late finish | 18 | 31 | 10 fines
(6 for breaches of max shift length 4 for breaches of rest period) I do not have the details of the fine amounts
|
6 reports were withdrawn
1 pending review Some ERs incurred more than 1 fine |
56 |
| Breaches of non-resident on call pattern | 2 | 1 | 1 = £43.45
2nd still to be calculated |
Flagged for ongoing monitoring
3 for breaches of hours ( 1 was later withdrawn, 1 is still pending clarification) 2 for breaches of rest – both these incurred a fine |
5 |
| Inability to take contractual breaks | 0 | 0 | 0 | Doctor was emailed by GOSWH to discuss – no response | 1 |
| Inadequacy of clinical support | 0 | 0 | 0 | 0 | |
| Inadequacy of rostered skill mix | 0 | 0 | 0 | 0 | |
| Raising concerns of suspected non-compliant rota | 0 | 0 | 0 | Flagged for ongoing monitoring | 2 |
| Detriment or threat of detriment related to exception reporting | 0 | 0 | 0 | 0 | |
| Information breach | 0 | 0 | 0 | 0 | |
| Access and completion resolved in time | 0 | 0 | 0 | 0 | |
| Access and completion breaches | 0 | 0 | 0 | 0 | |
| Access and completion test | All doctors were emailed to make them aware of need to exception report.
And all new starters were given this information by GOSWH in person at their Induction |
45 | |||
| Missed Educational opportunities | 0 | 0 | |||
| Total | 20 | 32 | 12
(Total of money unknown) |
109 | |
You asked:
5. The number and total monetary value of fines levied by the Guardian of Safe Working Hours in each of the periods in question 4, identifying separately any fines relating to exception reporting access or completion failures.
Our response:
There were no fines relating to exception reporting access or completion failures.
There were 12 other fines during this period.
See table above. Information about the fines above will be published in due course.
You asked:
6. Copies of any local policy, guidance or standard operating procedure issued to resident doctors or to HR staff concerning the evidencing of exception reports under the reformed system.
Our response:
The policy is being developed at present.
Next steps:
Should you have any queries in relation to our response, please do not hesitate to contact us. If you are unhappy with the response you have received in relation to your request and wish to ask us to review our response, you should write to:
Louise Moss
Head of Legal Services / Associate Director of Corporate Governance
c/o Gloucestershire Health and Care NHS Foundation Trust
Edward Jenner Court
1010 Pioneer Avenue
Gloucester Business Park
Brockworth, GL3 4AW
E-mail: louise.moss@ghc.nhs.uk
If you are not content with the outcome of any review, you may apply directly to the Information Commissioner’s Office (ICO) for further advice/guidance. Generally, the ICO will not consider your case unless you have exhausted your enquiries with the Trust which should include considering the use of the Trust’s formal complaints procedure. The ICO can be contacted at: The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9