Preparing Your Trust for the 2025 Exception Reporting Reforms

We are evolving to support the upcoming changes in exception reporting for resident doctors as guidance and specification is being released.

Exception Reporting Reforms 2025 – How RLDatix is Responding

From 12 September 2025, significant reforms to exception reporting for resident doctors on the 2016 contract in England will come into effect. These changes aim to simplify processes, enhance doctor wellbeing, and ensure compliance with new legislative requirements.

Whilst the specification is still being developed, we are here to partner with you and support you, our customers and partners, during this transition.

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Simplified Exception Reporting:
Introduction of a streamlined exception reporting form.


Direct Reporting Lines:
Exception reports will be submitted directly to HR and the Guardian of Safe Working Hours, removing the need for supervisor approval.

 

Enforcement Measures:
Trusts may face fines for non-compliance, including delays in onboarding doctors, slow processing of exception reports, or sharing report details with individuals not authorised to see them.

Strict Timelines:

✅ Onboarding:

Doctors must be onboarded onto an exception reporting system within 7 days of commencing work.

✅ Submission Window:

Doctors have up to 28 days to submit an exception report (can be greater if outside their control).

✅ Processing Time:

Reports must be processed within 10 days of submission .

✅ Time Off In Lieu (TOIL):

Needs to be arranged within 10 days (but not taken) 

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We’re moving at pace to evolve our solutions and support Trusts through these changes — ensuring resident doctors are protected, processes are streamlined, and governance is stronger than ever. We will continue to update this section as updates evolve.

Enhancements:

✅ Allocate Rota Enhancements: Coming Soon.

✅ Allocate Loop Enhancements: Coming Soon.

✅ Allocate Optima Enhancements: Coming Soon.

 

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Hannah Kitchen, Medics Product Manager for
Allocate Rota:
"Feedback from resident doctors has been clear—they desire a simpler, more transparent exception reporting process. We're committed to delivering solutions that meet these needs."

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George Webb, Business Development Manager – Medics & AHPs:
"These reforms are a significant step forward in valuing the contributions of resident doctors. Our products are being tailored to support Trusts in implementing these changes effectively."

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Darren Kilroy, Medical Director, RLDatix:
“Clinician wellbeing is crucial to the provision of safe and effective care. These developments further elevate the Guardian role and strengthen the role of exception reporting in fostering a healthy and progressive workplace culture..”

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Coming Soon: 

We will advise on enhancements and timelines as we get the specification.

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Guidance Documents:
Upcoming Webinars:
  • RLDatix Webinar: Coming Soon

Past Webinars:

FAQs:
We will communicate updates as we progress.
RLDatix, 2025
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