Castle Donington Patient Participation Group. Minutes of the meeting held on 21 st May 2015
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1 Castle Donington Patient Participation Group Minutes of the meeting held on 21 st May Present: Catherine Arkley () Sally Ault (SA) Peter Beddoe (PB) Penny Burns (PBu) Simon Gibson () Lin Flack () Dr Helen Godridge (HG) Kathy Wright () Apologies for absence: Maureen Applewhite (AW) Vanessa Blake (VB) Item 1 Circulation List confirmed that Kelly Taylor and Gill Faley had requested to be removed from the circulation list. 2 Minutes of the previous meeting and agenda for this meeting No minutes were taken at the previous meeting on 23 February. No agenda was circulated prior to the meeting. The group agreed this meeting intended to: 1. Review and agree amendments to the terms of reference 2. Form a working committee 3. Agree and action plan 4. Agree the dates of the next two meetings agreed to chair the meeting. 3 Terms of Reference The group went through the Terms of Reference (TOR) versions 1 and 2. It was agreed that version 2 would be adopted with the following amendments: Item 4 Membership : Add a reference re villages, two GP representatives including the senior partner; Item 6 meetings to take place in surgery meeting room. (s): Amend terms of reference, make document final and circulate to committee Approach CD Manor Pharmacy to provide a representative for the committee. To be done once Terms of Reference amended and circulated. Post meeting note: Amendment to item 4, line 2. Manor House be changed to Castle Donington. 1 SA
2 4 Formation of Committee The initial CDPPG committee will consist of those patients who have shown an interest in being involved in the PPG. Elections for patient representatives will be run in It was agreed that would be the PPG Chair,, Vice-Chair and, PPG Secretary. will contact the other members to confirm their continued interest in the committee. 5 Meeting Format It was agreed that there would be a standing agenda item of update from the practice. Set up standing item on agenda template. 6 Practice Statistics reported that the surgery serves 9,200 patients. She confirmed she is able to get a breakdown of the demographics to include patient ages, gender, ethnicity and, potentially, the common ailments/diseases treated. This will enable the PPG to focus future events. She is also able to provide information on website usage. (s): Provide demographic and website statistics for the next meeting. Items to be added to next agenda: Patient demographics (i) Statistics (ii) Are there indications for a PPG project? If so, what develop action plan. Website use (i) Statistics (ii) Can the statistics be improved? If so, develop action plan. 7 Communication/Promoting CDPPG It was agreed it was important to look at ways to promote CDPPG. agreed to take responsibility for IT and communications. It was agreed that communication with patients would principally be via electronic means and a notice board in the surgery waiting area. The group asked about the number of patients registered to 30 th May 2
3 receive communications. agreed to provide statistics. Generally there was a view that more addresses needed capturing. A communications strategy was discussed. PBu said she would be prepared to be present in the surgery waiting area and encourage patients to give their address. 7.1 to provide statistics TV Screen waiting area The new TV screen in the waiting room is deemed to be beneficial and it was suggested this could be utilised for other messages such as reminding patients to update their contact details or to promote the PPG. It was agreed that it would require regular updates to maintain effectiveness. s: to draft copy and circulate 7.2 to meet with Carl Cheadle about this matter. Surgery Website confirmed that the PPG could have a presence on the website. The meeting discussed possible content. agreed to get in contact with Carl Cheadle to develop PPG on website. 7.3 PPG notice board agreed this was simple to do if the PPG thought it would be beneficial. Arrange PPG notice board 7.4 Surgery newsletter offered the full back page of the surgery quarterly newsletter for promotion of the PPG. to speak to Karen Moffatt (current editor of newsletter) regarding space allocation for PPG group in newsletter. 7.5 Generic Address Discussion was held around the PPG using the generic surgery address for patients to contact the PPG. agreed that she 3
4 would be happy to forward these to the chair, vice-chair and secretary so personal addresses were not published outside of the group. to contact Carl Cheadle to discuss PPG arrangements. 8 Membership of National Patient Group Association The group agreed that this would be something the group would work towards during the year. confirmed she received regular s from the association and would forward to the officers from now on. Add to future work plan. Forward relevant national patient groups association s. 9 Surveys PBu asked whether it would be possible to undertake patient surveys. The surgery confirmed that it was possible to do surveys in principle, however, it would depend upon the topic. The meeting identified that surveys would need to be undertaken electronically and will only provide meaningful results if the vast majority of the patient group is contactable via . It highlighted the need to encourage patients to register their detail with the surgery and give permission for contact. explained that the national annual patient survey is no longer undertaken by the NHS. However, the surgery was considering whether to continue gathering patient satisfaction data Any other business requested that the group consider any additional agenda items that are required and these before the next meeting. ALL 10.2 Castle Donington Parish Council The meeting discussed the recent correspondence between the surgery and the parish council. The Parish Council had previously been in touch to attend the PPG meetings. The meeting confirmed that other than surgery and pharmacy representatives there would only be elected patient representatives and not representatives from other bodies. However, the meeting acknowledged there were groups with which CDPPG would wish to maintain regular contact, one of which was CD Parish Council. to draft a letter to the parish council introducing herself as 4
5 chair and the Terms of Reference. Letter to be circulated to the committee for approval before being sent. 11 Meeting date, next 12 months Current scheduled meeting dates: Thursday. Thursday 10 th September. All meetings will be held at 18:30 hours and approximately 1 hour duration. Meeting closed at 19:30 hours. 5
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