What is a Patient Participation Group?
The purpose of the Group is to develop closer links between the doctors and the patients. We tell the doctors what we think about the services they and the nurses provide. We help with specific projects, such as designing an annual survey of patients’ views.
Could I be part of it?
Please tell us if you are interested in taking part. We want the group to represent young and old, people with chronic illnesses, people whose first language is not English. You might be just the person.
What would taking part mean for me?
You can attend our meetings, every 3 months, at the surgery at 5 pm on a weekday. Or you can join our email group. We will then email you specific questions, a few times a year.
We also use email to share information between Group members. So having an email address is helpful. But if you haven’t got one, you are still most welcome to be part of the meeting Group.
How do I join?
Just leave your details at reception.
I’d like to find out more about it first
Please ask at reception to speak to the practice manager, Rita Cabrita. Or telephone the Chair of the Group, Nicholas Lawrence: (01865) 247211.
What if I have something to say, but I don’t want to be part of the Group?
Please write in the suggestions book. Or fill in a Friends and Family form. It’s particularly helpful if you explain why you would recommend St Clements to your friends and family (or not!)
Complete the patient group sign-up form online
If you prefer, you can download the sign-up form as a pdf document, print it out, complete it and return it to the practice.
Download the pdf version of our sign-up form
Our next meeting is on a Wednesday Afternoon 5:30pm in January 2018. To see the minutes of the Group’s last meeting, click on the Tab above.
To join, please click on this link:
It aims to encourage and enable greater patient, carer and public face-to-face involvement in the design, planning and provision of health services, in the development and consideration of proposals for changes in the way these services are delivered, and in decisions to be made by the Oxfordshire Clinical Commissioning Group (OCCG) affecting the operation of healthcare services in the City Locality.
The information you supply us will be used lawfully, in accordance with the Data Protection Act 1998. The Data Protection Act 1998 gives you the right to know what information is held about you and sets out rules to make sure that this information is handled properly.
Patient Participation Group - St Clements Surgery Waiting Room
Meeting held on Wednesday 13.9.17 from 5.30-7pm
Herman Huyg, Dr.Rohit Kotnis, Dr.Liam Linney,
David Messer, Dr.Ibiye Adoki, Dr.Basil Hernandez Diaz, Barbara Twinn, Weiwei Mao, Roger Zetter, Richard Foggitt, Nargis Begum, Sophie Huxley, Judi Jessop,
Dr.Lydia van Hamel-Parsons and Lorna Flynn from AccuRx.
Chair: Nargis Begum was Chair for this meeting only.
New members:David Messer - and congratulations to
Weiwei Mao as our new Practice Manager
Apologies for absence
Susie Ash, Sarah Mossop, Julie Wild,
Sarah Wild, Parnell Humphrey, Carol Leeson
Confirmation of Minutes for Meeting held on 26/4/17
The Minutes were confirmed
Practice Manager Weiwei explained that we have a new external company called Mjog running auto-text messaging system to replace the preivous NHS.net. She has done some training to know how to send text messages to patients, especially for this season’s flu campaign. Mjog cannot extract our data due to confidentiality, so currently Mjog can’t send auto text messages to patients for their test results directly from the clinical system. But the Mjog can text messages to patients reminding them of booked appointments.
Therefore the receptionists can give blood test results over the telephone, and if any abnormal test results received then the doctors will contact patients.
Flu Jab Campaign to commence in October and advertising is already up in the Waiting Room. The new company will also send reminder messages to all relevant patients encouraging them to make appointments to receive their Flu Jab.
For patients to register to the service it is best to come into the Surgery and fill in a form with the Receptionists. We have a 10% target for patients to register this Online Patient Access Service. We had a discussion about how to make on-line appointments and order repeat prescriptions via the system.
An appointments Access Poster has been designed and a small leaflet containing the same information by Wei Wei. Opening times leaflet will be given to all new patients. An updated leaflet will include the new seven day appointments details (colloboration with other Oxford GP surgeries – OxFed).
Lydia van Hamel-Parsons and Lorna Flynn from AccuRx introduced themselves and the following is a summary of who they are and what they brought to our meeting:
They are a small startup, called AccuRx, based in London and are developing software to reduce inappropriate antibiotic prescribing, to help tackle antimicrobial resistance. Clinicians understand the need to make this a priority, but it is difficult under daily pressures. They therefore add value to doctor and nurse consultations by saving time, creating more detailed notes which are coded better for audit purposes. They are also improving patient experience, education around antibiotics and patient safety by sending personalised patient advice by text message and through printed leaflets. They are working with the Oxfordshire CCG and Oxford University to run a pilot, which will hopefully lead to a future, randomised control trial investigating the effectiveness of their software. St Clements have AccuRx software installed on their computers.
Lydia and Lorna came to St Clements PPG to gain feedback on their patient advice leaflets. They introduced themselves and AccuRx (Lydia van Hamel-Parsons, GP trainee and Clinical Lead for AccuRx, and Lorna Flynn, User Researcher). They then spent 5 minutes each on two activities. One was to ask members of the PPG to tell them what we would expect from a patient leaflet given to us following a consultation with a nurse or GP for a common infection. The next task was for PPG members to look at their new patient advice leaflet for sore throat and give them feedback on it.
In summary, users were generally impressed with the advice leaflet, and particularly liked the tailored/personalised aspect. They gained opinions on what should be included in the leaflet, and whether the style and visual appeal needed improvement.
They thanked the PPG meeting and said it was a pleasure to meet everyone and it was a very valuable session for them.
No one has come forward to be Chair of the PPG.
Dr Kotnis indicated that he wants the Chair not to be an onerous task. He asked if we need a Chair?
If we think it is too onerous then maybe we should have a rotating Chair and a suggestion of ever 6 months was put forward. The 6-month tenure would only include 2 meetings. It was noted that new members might not be keen.
Is anyone available in the City PPG Forum to come to our meeting to talk to us and give us ideas of what they are looking for? We all thought it would be useful to know exactly what is expected from a Chair of our meetings.
Richard and Nargis talked about the duties previous Chairs have had. It was highlighted that any member of the PPG group could go to the Federation meetings, and it does not have to be Chair, which was what happened previously.
Weiwei to find out the list of annual City PPG Forum meetings and to forward to all PPG members or email Nargis who is best to contact for this. Nargis to then contact the Chair of the PPG Forum to get the dates and their content, and will send round a list of these meetings to all PPG members.
City Patient Participation Groups event 5/7/17 and Feedback
Weiwei, Sue, Sarah and Herman attended the City Patient Meeting. It was a ‘heated’ meeting.
Our Practice will not be forced to merge if we have no difficulties. If under 8000 patients and we get into difficulty they will not automatically disperse patients. One solution recently in Oxford was that Kennington got help from Botley. In the future the CCG may up the numbers to 10000. They are testing our PPG Groups to see what we respond. We must make sure we do respond. Not easy as daytime meetings.
There are other standards to meet. CCG Inspections will look at patients feedback etc. Our Practice is not worried as we give good standard of care. They really want 20,000 Hub Practices e.g. 4 in Oxford. Sadly our Practice is losing a few patients from the Bellerby College due to their closure, as we are their nominated school GP. Also Brexit may decrease applications from overseas. Practice will find out the figure of patients in October. We have a good team of Doctors here. Dr. Kotnis said the numbers of trainee Doctors in Oxford is falling as they cannot afford to live here
East Oxford Collaboration – the 7 day Pilot is continuing. It has been extended to Nurse/Receptionist/Paramedics etc. We have not had to refer many patients, and we do not want to send our patients to an evening practice with another Doctor.
It was discussed that this initial collaboration might beheading towards future possible Hubs – this is speculation and nothing further can be determinded.
Other Surgery News – Practice Nurse Gifty is still continuing her training. HCA Dee has done her training but needs more supervision to complete it. Aa A Locum nurse (Tuesday pm) can deal with minor illness and prescribing, etc. All training should be completed by the end of the year.
Weiwei is now the permanent Practice Manager and the Group congratulated her on her successful application. WeiWei was previously acting up as the Practice Manager to cover maternity leave.
The Practice Secretary now has been added as a new title – HR Lead
Patient Comment Book
Weiwei said that most comments were about waiting times and lack of information from the Receptionists. Few comments about queuing for appointments.
Friends and Family Forms – only a few responses. If patients use the on-line company we may get more responses in future. We want patients to respond by texts and there are also forms in the waiting room but they are not easy to find. It was suggested that they should be more accessible and perhaps given to patients by Receptionists. Discussion about the continual annoying text messages received from NHS England after every appointment, which might explain our low SMS response rate. Suggestions were made on how to improve this (e.g. a URL link to all the questions) but these would unlikely be implemented, as they are part of NHS England.
Any Other Business
Discussion about the many posters on the waiting room walls:
It was noted that there are too many and it is confusing to find what you are looking for. Herman Huyg suggested we have a touch screen where we could push a button to search for an item.
Alternatively it was also suggested that leaflets could be categorised into sections to simplify it. Herman has offered to investigate this and to put it all together if we want to go ahead. Dr Kotnis suggested that the boards are split into themes so as to make it easier to collect information. WeiWei to look into the possibilities of this.
It was also suggested that all NHS information could perhaps be on the TV Screen, and there are certain posters that we are legally bound to display on the walls of the waiting room.
One of the receptionists and her partner have offered to paint the waiting room walls. Doctors and other staff will look at the waiting room to decide if it does need decorating.
Date for next Meeting
January 2018 – date to be confirmed later.
WeiWei will send out the next meeting dates.
Meeting Ended at 7.10pm
PATIENT PARTICIPATION GROUP TERMS OF REFERENCE
The name of the group shall be St Clements Patient Participation Group
The objectives of the group shall be to promote the benefit of the patients of the Practice without distinction of gender, race, colour or political, religious or other opinions or characteristics of individuals by encouraging development and quality of health promotion and health care services; to achieve this aim by liaising with the doctors and staff, other community health workers, Health Authorities and other persons or organisations concerned with health care.
The group shall be non-party in politics and non-sectarian in religion. The group shall have power to affiliate to the National Association of Patient Participation Groups and to other organisations with similar charitable objects. The Group shall at all times respect diversity and will be committed to the principles contained within the Equality Act
This shall be open to any patient of the Practice. Any patient may express an interest in joining to the Practice Manager, who will invite them to the next PPG meeting. Removal of a patient from the practice list, for whatever reason, will disqualify continuing membership of the group.
4) Meetings, attendance and officers:
The Group shall meet four times a year. The Group shall invite a partner and the practice manager to attend meetings. The Group may invite other persons to attend. The Group shall elect a Chairperson and a Secretary, each to serve for a fixed period of two years.
The Chairperson shall aim to reach decisions by consensus. If however a formal vote is needed, it shall be decided by a simple majority of the members present. In case of equality of votes the chairperson shall have a second or casting vote. In the unlikely event that an urgent decision is required and no meeting is imminent, the Chairperson shall decide, after consulting as many members as practicable, and shall report the decision to the next meeting..
The Secretary shall keep minutes. The minutes shall be available at the practice and on the practice's website.
7) Alterations to these terms of reference:
Any proposal to alter these terms of reference shall be circulated at least 14 days before the date of the meeting at which it is to be considered, and shall be decided in accordance with paragraph 5 above.
Nicholas Lawrence, Chairperson
Dr Kotnis, Partner
Rita Cabrita, Practice Manager
Annex D: Standard Reporting Template
Thames Valley Area Team
2014/15 Patient Participation Enhanced Service – Reporting Template
Practice Name: St Clements Surgery
Practice Code: K84060
Signed on behalf of practice: Rita Cabrita Date: 10.03.2015
Signed on behalf of PPG: Date:
Does the Practice have a PPG? YES
Method of engagement with PPG: Face to face, Email, Other (please specify) – Face to Face and Email
Number of members of PPG:10 (face to face)
Detail the gender mix of practice population and PPG:
2299 = 51%
Detail of age mix of practice population and PPG:
Detail the ethnic background of your practice population and PRG:
Mixed/ multiple ethnic groups
Gypsy or Irish traveller
White &black Caribbean
White &black African
Describe steps taken to ensure that the PPG is representative of the practice population in terms of gender, age and ethnic background and other members of the practice population:
The PPG has a poster in the surgery which invites all patients to join. The practice’s website invites new members. The doctors make a point of personally asking likely patients in the under-represented groups if they will consider joining. The previous chairman of the PPG personally approached other patients to join, though unfortunately, in the event, only British >65 patients took up his invitation. The present chairman has recently attended a workshop organised by the Thames Valley Patient Experience Strategy Group in order to learn what approaches other PPGs have found effective.
Are there any specific characteristics of your practice population which means that other groups should be included in the PPG? e.g. a large student population, significant number of jobseekers, large numbers of nursing homes, or a LGBT community?Yes – a considerable student population.
If you have answered yes, please outline measures taken to include those specific groups and whether those measures were successful:
The doctors have asked many students if they will consider joining. Unfortunately this was not successful, we believe because students have so many other calls on their time, and expect to remain in Oxford for only part of a few years.
Outline the sources of feedback that were reviewed during the year:
We reviewed patient feedback taken from a Patient Survey conducted in March 2014. Another patient survey is in course during March 2015. The Friends and Family test was rolled out in December 2014, both in the surgery and on the surgery’s website and 2 comment books are available in the waiting room.
How frequently were these reviewed with the PRG? Patient Feedback has been discussed in 3 of the meetings held in 2014.
Priority area 1
Description of priority area:
Public Health Education
What actions were taken to address the priority?
A dedicated notice board has been created to address topics of Public Health Relevance. The PPG Group decides on a new topic every 6 months.
Result of actions and impact on patients and carers (including how publicised):
The current topic is Healthy Diet and positive feedback has been received.
Priority area 2
Patients’ knowledge of the Summary Care Data and the Care.Data projects
Two members of the PPG group designed information posters about the Summary Care Data and the Care.Data projects and these are prominently displayed in the Surgery, as well as information on how to opt out.
Over 50 requests have been received from patients requesting to opt out from either or both projects. Patients are able to learn what each project is about , the main differences between them and what patient information is being disclosed if they decide not to opt out.
Priority area 3
Fitness for purpose of the equipment in the surgery.
The PPG discussed opportunities and priorities for utilising the Prescribing Budget Incentive Scheme. On the PPG’s advice, the practice decided to purchase an electric couch for the treatment room and a TV notice board for the waiting room. The PPG has made further suggestions about focussing the information on the TV notice board, which the practice is taking on.
Patient Care has improved greatly thanks to the modern and more comfortable couch. Secondly, the quantity and quality of Patient Information has broadened, by being able to display better a greater range of health topics, and current alerts to patients.
Progress on previous years
If you have participated in this scheme for more than one year, outline progress made on issues raised in the previous year(s):
Report signed off by PPG: YES
Date of sign off: 23.03.2015
How has the practice engaged with the PPG:
How has the practice made efforts to engage with seldom heard groups in the practice population? Through posters, a notice on the website and word of mouth.
Has the practice received patient and carer feedback from a variety of sources? Yes, the practice has received excellent verbal and written feedback through the Friends and Family Test.
Was the PPG involved in the agreement of priority areas and the resulting action plan? Yes, all the way.
How has the service offered to patients and carers improved as a result of the implementation of the action plan? The service offered to patients improved because it has created a sense of trust, openness and dedication between doctors and patients.
Do you have any other comments about the PPG or practice in relation to this area of work? No
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