Annex C: Standard Reporting Template Hertfordshire and South Midlands Area Team 2014/15 Patient Participation Enhanced Service Reporting Template Schedule M Practice Name: Dr Fenske and Partners Practice Code: E81011 Signed on behalf of practice: Janice Potter Date: 24/3/15 Signed on behalf of PPG: Patricia Parkinson Date: 25/3/15 1. Prerequisite of Enhanced Service Develop/Maintain a Patient Participation Group (PPG) (Component 1) Does the Practice have a PPG? YES Method of engagement with PPG: Face to face, Email, Other (please specify) Face Face and Via email Number of members of PPG: 17 patients and 8 members of staff Virtual Group : 9 members Detail the gender mix of practice population and PPG: % Male Female Practice 6670 6533 PPG 4 13 Detail of age mix of practice population and PPG: % <16 17-24 25-34 35-44 45-54 55-64 65-74 > 75 Practice 2553 1309 1865 1842 1901 1560 1192 981 PPG 0 0 0 0 1 4 9 3 Reporting Template (Annex C) Page 1
Detail the ethnic background of your practice population and PPG: White Mixed/ multiple ethnic groups British Irish Gypsy or Irish traveller Other white White &black Caribbean White &black African White &Asian Other mixed Practice 1377 27 0 0 28 12 26 0 PPG 16 0 0 0 0 0 0 0 Asian/Asian British Black/African/Caribbean/Black British Other Indian Pakistani Bangladeshi Chinese Other Asian African Caribbean Other Black Arab Any other Practice 73 17 32 100 74 1972 PPG 1 0 0 000 0 0 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: Unfortunately the PRG does not represent a reasonable cross section of the practice population. With the help of the PRG members we have advertised within local pharmacies, as well as advertising within the surgery and on the website. Members of the PRG visited the surgery during clinic times to try and recruit new members. The ethnicity recorded is only a portion of registered patients, previous to our current clinical system, we did not have the facility to record ethnicity, so when transferred across to our current system the ethnicity reads as unknown. However, we currently record 100% of newly registered patients. We are always attempting to collect others with health update questionnaires. We have made attempts to recruit from a wider demographic group by:- PRG recruitment Posters in both surgery waiting rooms Sign up information on the website Recruitment information is included in the registration pack given to all newly registered patients We recently emailed 1997 patients inviting them to join the group; these represented a full range of age/gender and ethnic backgrounds. We look after the Homeless and rootless in Bedford and consequently have posters in the Day Centre Reporting Template (Annex C) Page 2
We have discussed the issue of new recruits to the group, especially younger patients, and those with children The PRG have suggested lunchtime meetings, instead of the traditional timings of evenings, to make attendance easier if it doesn t clash with bedtimes. 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? NO If you have answered yes, please outline measures taken to include those specific groups and whether those measures were successful: Breaking News new terms of reference PRG newsletter Feb surgery opening.docxmission statement.docx 2015.docx Reporting Template (Annex C) Page 3
2. Review of patient feedback (Component 2 30% of payment) Outline the sources of feedback that were reviewed during the year: The friends and family test See results below We continue to listen to the views of our patients both the PRG forums Actions identified from previous PRG meetings Results of the Friends and Family Test Feedback from patients via the website Results of the GP patient survey (January 2015) Feedback made directly to PRG members Comments made via the suggestions boxes Friends and Family report for PRG.xlsx How frequently were these reviewed with the PRG? At every meeting - see minutes March 2014 mins.doc May 2014.doc 07.07.14 mins.docx November Minutes 2014.doc minutesfeb15.docx Reporting Template (Annex C) Page 4
3. Action plan priority areas and implementation (Component 3 30% of payment) Priority area 1 Description of priority area: Focus on the Practice rather than the NHS strategy It had become apparent, during discussions at the PRG meetings that some members felt that the group was too focused on the wider agenda of NHS reforms and commissioning, rather than what many believed was the original intention of the PRG, namely to support the Practice in its delivery of services to its patients. What actions were taken to address the priority? Discussions at the PRG meetings Decisions were made that sanctioned members attending the wider Locality Patient Reference Group and then reporting back to our Group, thus ensuring that the group kept an eye on both the locality and National agenda without overshadowing the Practice s PRGs purpose. Result of actions and impact on patients and carers (including how publicised): More emphasis on what the group can do to enhance the patients experience Proposed Introduction of a walking group (see minutes of February s meeting) Proposal for a Local school to provide artwork for the new surgery More support for the Practice during the Flu campaign (2015) All detailed in meeting minutes which will be included in this report Reporting Template (Annex C) Page 5
Priority area 2 Description of priority area: Opening a Branch Surgery Relieving the pressure on the Premises at 2 Goldington Road Ensuring that Patients were kept informed of the progress of the development What actions were taken to address the priority? Constantly updating the PRG notice board with Photos of the progress Updates at every meeting PRG representatives invited to the official opening Plans available on the website Newsletters Result of actions and impact on patients and carers (including how publicised): Much improved facilities for all patients Disabled access Large free car park Airy waiting room Patient choice of premises to attend Local publicity in the local press Official opening photos on PRG notice board Information sent out on prescriptions Reporting Template (Annex C) Page 6
Priority area 3 Description of priority area: Recruit New Members To ensure that patients views are heard The re-launch of the Virtual group To establish the purpose of the Virtual group What actions were taken to address the priority? Greater understanding by the members of the PRG as to purpose of both groups Promote the benefits of a Virtual Group Encourage members by increasing the profile of the PRG on the surgery website Updating the Website to be more dynamic Focus on emailing patients to join this group All new Patients are given an Introduction to the Practice pack - The PRG recruitment flyer is included in the pack we have had 1593 new registrations this year We have continued to update the patient s Reference Group notice board in the lobby at 2 Goldington Road. We still have notices in local pharmacies In January this year we sent out 1997 emails to introduce the group to all patients with an email address PRG newsletter Feb 2015.docx Result of actions and impact on patients and carers (including how publicised): At the last meeting (16 th February 2015) we had a number of new prospective members attend the meeting We now have an active group of 16 members for face to face meetings We now have a virtual group of 8 members This was reported in the minutes of the of the last meeting PRG section of the website will be updated once this report has been published Reporting Template (Annex C) Page 7
4. Progress on previous years (Component 4 40% of payment) If you have participated in this scheme for more than one year, outline progress made on issues raised in the previous year(s): Areas Highlighted in previous years :- Car Parking With the opening of our Branch surgery we have been able to spread our work out over the 2 sites giving patients the choice of venue. The new surgery has a large free car park this has resulted in more availability of the disabled spaces provided at Goldington road Cramped waiting rooms Once again by spreading the workload over 2 sites we a reduced number of patients attending Goldington road therefore many of the restrictions of working from a Victorian listed building have been removed. Busy receptions and Phone Lines We have taken the opportunity of opening our new site to increase both the number of receptionists and phone lines. We expect that our patient s feedback will reflect these improvements. Reporting Template (Annex C) Page 8
5. PPG Sign Off Report signed off by PPG: YES Date of sign off: 26/3/15 Has the report been published on the practice website? YES Please insert web-link to your report: www.2goldingtonroadsurgery.co.uk How has the practice engaged with the PPG: How has the practice made efforts to engage with seldom heard groups in the practice population? The practice continues to make every attempt to engage with seldom head groups we are currently trying to recruit members from local schools Has the practice received patient and carer feedback from a variety of sources? We encourage feedback on our services through our website suggestions boxes, PRG meetings GP patient survey Comments made during consultations Feedback through the website The Practice has signed up to https://wwwiwantgreatcare.org/ which allows patients to leave reviews on individual Gp as well as the Practice as a whole Friends and family test Was the PPG involved in the agreement of priority areas and the resulting action plan? Yes Reporting Template (Annex C) Page 9
How has the service offered to patients and carers improved as a result of the implementation of the action plan? Yes Do you have any other comments about the PPG or practice in relation to this area of work? I do believe that we should encourage the PRG to be more involved in decisions made by the Practice about the services we offer to patients. I am happy to admit that during the process of the new build we could have sought the views of the group on more occasions, but the timescales involved in the building process along with the logistical difficulties and the complexities of building regulations and requirements for NHS premises made it impossible.. Please return this completed report template to england.enhancedservices-athsm@nhs.net no later than 31 st March 2015. No payments will be made to a practice under the terms of this DES if the report is not submitted by 31 st March 2015. Reporting Template (Annex C) Page 10