How to meet appraisal requirements as a portfolio or less-than-full-time GP

Dr Malinga Ratwatte gives his top advice for how portfolio and less-than-full-time GPs can best prepare for their appraisals

The traditional model of full-time NHS partnership is becoming less common amongst GPs. Many doctors now have portfolio careers, combining clinical sessions with roles in education, research, leadership or private practice, to name a few. Others are working less-than-full-time for a range of reasons, from caring responsibilities to burnout, or in search of greater stability and flexibility.

While this shift offers variety, it can make appraisals feel more complicated. The system was not originally designed with portfolio careers in mind, and many GPs worry about how to evidence their work, demonstrate competencies, and meet requirements across multiple roles.

The good news is that appraisal is more flexible than many assume. With the right approach, it can become a useful framework to reflect on a varied career rather than an administrative burden. Here are some steps to consider when navigating the process.

Start with the purpose, not the paperwork

Before getting into forms and evidence, it is worth reminding yourself what appraisal is for. At its core, it is about demonstrating that you are up-to-date and fit to practise, while reflecting on your professional development.

This means your appraisal should reflect the full scope of your work, not just your NHS sessions. A common mistake is to focus too narrowly on one role, usually core NHS general practice, and neglect other areas.

Instead, think of your appraisal as a narrative of your whole professional life over the past year. This mindset shift makes it easier to include and reflect on your diverse experience and learning.

Arrange your appraisal early

If your working pattern is varied, it is particularly important to organise the practicalities of appraisal early in the year. This includes identifying your designated body and confirming who your appraiser will be.

One useful starting point is your GMC online account, where you can check your designated body and responsible officer. This can help confirm whether you are linked to the correct organisation or highlight any gaps that need addressing.

For some GPs, this will be straightforward through an NHS role. For others, particularly those working across multiple organisations or in non-NHS settings, it may take more planning. Clarifying this early avoids last minute issues and ensures you have access to the appropriate appraisal system.

It is also helpful to make early contact with your appraiser, particularly if your portfolio is complex. A brief outline of your roles and any potential challenges can help set expectations and make the process smoother.

Map out your roles and scope of practice

If you are working across multiple settings, clarity is key. Early in your appraisal cycle, list all your roles and roughly how much time you spend in each. For example:

• NHS salaried general practice
• Out of hours or locum work
• Private or health tech roles
• Teaching or training
• Research activity
• Leadership and management roles

This helps you and your appraiser understand the breadth of your work and ensures that nothing is overlooked. It also reinforces that your appraisal should cover your whole scope of practice, not just one element of your work.

Be pragmatic about supporting information

The GMC’s ‘Guidance on supporting information for appraisal and revalidation‘ details six types of supporting information: CPD, quality improvement activity, significant events, feedback from colleagues, feedback from patients, and review of complaints and compliments.

A key principle to remember here is proportionality. You are not expected to duplicate evidence for every role. Instead, you should provide a balanced set of information that reflects your overall practice.

CPD can come from any role, as long as it is relevant to your scope of practice. Quality improvement activity does not have to be a traditional audit, and significant events can come from any setting where you have clinical responsibility. The emphasis should be on meaningful reflection rather than volume.

Keep a running record throughout the year

One of the biggest challenges for portfolio GPs is fragmentation. When you are moving between roles, it is easy to lose track of learning events, feedback, or reflections.

Keeping a simple running record makes a significant difference. This might be a document, an appraisal diary, or notes on your phone, as examples. Recording brief reflections as you go saves time later and leads to better quality insight.

It is also worth keeping an ongoing log of complaints, compliments, and significant events across all your roles. Having these collated in one place avoids the need to track them down at the end of the year and ensures nothing important is missed.

Plan feedback and PDP development

Colleague and patient feedback can be more difficult when you are less-than-full-time or working across multiple sites. It helps to plan this in advance.

Colleague feedback can come from a range of settings, including non-clinical roles such as teaching or research. Patient feedback may need to be collected during a defined period if your clinical sessions are limited.

Alongside this, it is important to think about your personal development plan (PDP). Reflect on your previous PDP goals and what progress you have made during the year. Consider what opportunities within your portfolio work could help you develop further.

Looking ahead, your next PDP should feel realistic and relevant to your current mix of roles. Appraisal is a good opportunity to align your goals with the direction of your career.

Reflect on your work and address gaps

A common pitfall is to treat appraisal as something separate from non-NHS or portfolio work. In reality, all roles contribute to your development as a doctor.

Teaching can improve communication and clinical reasoning, research can strengthen evidence-based practice, and leadership roles can develop systems thinking. Making these links explicit strengthens your appraisal.

If you are working significantly less-than-full-time, it is also important to acknowledge any gaps in experience or exposure. Reflect on how you are addressing these, whether through targeted self-directed learning, attending courses, or seeking support from colleagues. Appraisers are generally supportive when there is clear insight and a plan.

Keep it proportionate and use appraisal as a career tool

Finally, it is important to avoid overcomplicating things. Many portfolio GPs feel pressure to over-evidence their work, particularly when working across multiple roles.

In reality, appraisal does not require excessive documentation. A clear, balanced account of your work, supported by thoughtful reflection, is usually sufficient.

Whilst revalidation is an important part of why we engage in this process, appraisal can also be a valuable opportunity to step back and review your career direction. Considering whether your current mix of roles is sustainable and aligned with your longer term goals can make the process more meaningful.

The rise of portfolio and less-than-full-time working reflects a changing profession. Appraisal has had to adapt, and while it may not be perfect, it is more flexible than it may first appear.

With adequate planning, organisation, and a focus on reflection rather than box ticking, it is entirely possible to meet appraisal requirements whilst maintaining a varied and fulfilling portfolio career.

Dr Malinga Ratwatte is a portfolio GP in North London. He has roles across NHS general practice, clinical research and private health tech. He serves as co-chair of BMA London Regional Council and represents sessional GPs in London on BMA Sessional GPC.