Patient Participation Group
Meeting
13.01.2020
Attendees
Gail Crowley (GEC), Jill Meaburn (JM) Rebecca Linaker (RL) Lee Keiler (LK) Sally French (SF) John Allcroft (JA) Suzanne Cresswell (SC) Ann Clark (AC)
Apologies
J Millard, P Whitehurst
Chair
GEC
The meeting was opened at 18:15.
The Patient Participation Group was opened by GEC with a welcome to everyone for attending the meeting.
JM discussed the purpose and role of the Patient Participation Group as highlighted below:
- This is not for a moan or groan
- For the PPG members to collate views and ideas to enable the surgery to move forward
- The surgery will inform the PPG of any updated relevant information.
JM stated that the surgery will allocate a notice board for the PPG to provide any information to other members of the public.
JM informed the members of a Rotherham Network PPG meeting being held at the Carlton Park Hotel Rotherham on the 11th February 2020 between 2 pm and 4 pm.
The discussion of the meeting acknowledged the views and opinions of introducing a gardening and walking group, through a referral form social prescribing. This is to benefit those members of the public who feel isolated and lonely. The group will build a garden in the space provided by the surgery. Enabling residents to socialise and learn new skills.
AC kindly offered to take over the minute taking from RL.
JA questioned why some medication boxes were sealed and there were some that were not. JM will look into this.
MO questioned why the repeat medication list was not in alphabetical order. JM will look into this with the pharmacy.
PPG members agreed the best line of communication was via email and post.
Next meeting 17th February 2020 at 6 pm to be held at the surgery.
Patient Participation Group
06.03.2017
Meeting
Present Dr Cobb, J Meaburn, R Hall, P Cundey, R Cundy, M Silcock, R Silcock, P Roberts,
S Blockley, J Millard,
Apologies S Hurt, D Truswell, G Truswell, S French. C McCartan
Chair Dr Cobb
Item | | Action |
1 | Minutes from last meeting – Upheld as a true account of the meeting One point carried over that can now be clarified is the issue raised by S French regarding the information on prescription received from the pharmacy. JJC spoke to the local pharmacist regarding this and it appear that it is a known software problem that they have reported on many occasions and that there is nothing they can do to sort this. This is not a surgery problem and any further issues should be taken to the pharmacy directly. | |
2 | On line access – R Cundy suggested that this is advertised on the Jayex board instead of the number of DNA’s which seems to be tell the wrong people. All agreed with this. JM will ask a member of staff to sort. We are currently meeting our target for on line access (10% current target measure) however this needs to increase to over 20% by the end of March 2018. Having relooked at the figures (on .07.03.17) we stand at 12.1% slightly lower than we thought. Following the discussion it was agreed that the practice would promote this service through more advertising within the practice and by the GP’s giving out information leaflets when seeing patients. JM will put together the leaflets and all GP’s will be asked to promote. | JM |
3 | Repeat Dispensing – J J Cobb explained that the practice is now able to place suitable patients on to a system for repeat dispensing, whereby the patients repeat medication is issued for 12 months and the patient simply needs to ask the pharmacy to issue when they are need more medication. This cuts out having to contact the practice to order their medication. Under this system only medication that is ordered on a regular basis is added and creams/lotions/ paracetamols or other items not needed on a regular basis will need to be ordered from the practice as and when required. Again the meeting felt that this needs to be advertised within the practice, on the website and for the GP’s to hand out leaflets during appointments. JM will put together some leaflets and firstly take to the practice meeting on the 13.03.17 and then back to the next PPG meeting. | |
4 | New Telephone system. Since last week we have had our system upgraded and will be having 2 extra lines added once the call recorder has been up dated, this should be around the 20.03.17. One we have 4 lines coming in on the patient line, patients will be placed in a queuing system. Patients are now asked to pick from 3 options – 1 = appointments 2 = Prescriptions (this gives a recorded message giving the correct number to dial and the opening times) 3 = any other queries. We have no option at the present time to hold and be answered if no option is appropriate but should we get complaints or feedback asking for this function we have no immediate plans to change the system. The feedback so far has been fairly positive the only criticism has been that the voice doing the recording does not sound very happy, we plan to leave it for now but we will then ask one of the staff members to record the announcements once we are completely happy with it. Member of the group who have called have found the options helpful and hopefully should allow for patients to be dealt with quickly. This should also help should the practice think of adopting the Care Navigator system designed for reception staff to navigate patients to the correct service. This is something that will be discussed more in depth at a future meeting as the practice at present is still discussing the pros and cons. JM is on a task and finishing group looking at which services could be included for the scheme to work in Rotherham. | |
5 | Spring Newsletter JJC asked for suggestion that could be included in this:- Repeat dispensing this should be explained in full and information given on how to access this. On line access – attracting more patient to take up this service . PPG – attracting new members. Advertise the next meeting and the amount of commitment required. Also to include date the surgery are closed The new telephone system JJ Cobb asked if this could be completed before next Monday practice meeting for discuss by the GP Partners | JM |
6 | Increasing attendance and group members. This was again discussed, R Cundy stated that when he was delivering the newsletter he as asked by a patient about the group but was unsure if he was able to contact him with the date of the next meeting or to call and remind him. All agreed that yes he could and JM said that she would send out an extra invite reminder letter to R Cundy so that he can put one through the letter box for this patient. More information to be placed around the practice and in the newsletter. | |
7 | AOB R Hall updated the meeting on the Hub and its opening day on Friday 10th March. The Hub is Lottery funded and will provide sporting facilities for the community, including football /rugby pitches, badminton courts, and communal rooms. All are welcome to the open in Friday, from 4 pm (official ceremony) 5- 8 pm networking and informal tours. JM will be attending on behalf of the practice. A discussion was held around the involvement on the practice with the Hub, JM felt that a drop in centre for young people to access medical information may be a future development, JJ Cobb agreed that this was in principle a good suggestion but would need careful thought and discussion with other agencies, also taking in to account time restraints and practice availability. It was also suggested that the Hub is included in the practice newsletter. JM to include. S Blockley mentioned that she had attended a Carer for Carer group at Dalton which she had found very helpful and wondered if this would be a group to involve in the Hub. | JM |
Next meeting 15th May at 4.30 pm
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Patient Participation Group
3rd October 2016
Meeting
Present Dr Cobb, J Meaburn, D Truswell, R Hall, J Millard, S Hurt, P Cundey, R Cundy, S French.
Apologies E Valetine, D Chivers, S Blockley
Chair Dr Cobb
Item | | Action |
1 | Welcome. Dr Cobb opened the meeting be welcoming everyone and explaining that he will now be attending the meetings on behalf of the practice alongside J Meaburn. | |
2 | Purpose and function of the meetings and the way forward for the group. S French pointed out that there is no clear definition of what the group is all about or its aims. She felt the website was extremely poor and uninformative. J Meaburn happy for any group member to take over the secretary role and although access cannot be granted to update the website she is happy to do this if others submit the amendments. Dr Cobb felt that the group should be the sounding board for ideas and projects the practice may be undertaking and also a way for patient’s views and ideas to be feedback to the practice. All felt that this was an acceptable way forward. | JM |
3 | Dr Cobb informed the meeting that the previous Chair was now stepping down due to personal commitments and a new Chair and Secretary would need to be elected. Whilst no one stepped forward the decision was reached that all present would go away and think this over and it would be put as an agenda item for the next meeting. | All |
4 | The practice has been asked to inquire if any members of the group would be interested in taking part in a consultation meeting with regards to Patient transport and its future. R Hall took the paperwork to look over. | |
5 | Dr Cobb asked the group if there were any areas they felt needed to be addressed within the practice:- - R Cundey felt that despite a small screen been placed around the BP machine it was still in the wrong place and not well advertised to patients and lacked instruction on how to use the machine. Dr Cobb acknowledged this and agreed that yes it could make people feel this they are been watched and the machine is at the front of the waiting room. J Meaburn stated that ideally they would like to move it to offer more privacy however no appropriate place has been found and the practice is conscious that should it be out of the sight of the reception it may be played with by children. However this will be taken to a practice meeting for discussion.
- S French felt that the notice boards around the practice were not ideal situated or easily identified as to their target groups. She felt that they information would be utilities more if it was on the large notice board instead of at the end of the rows of chairs. She also thought that all the small notice boards around the waiting area should have heading so that patients could easily identify with those that would be of interest. She felt that patients would not take down numbers or read the information if they had to ask people to move for them to get to the information. Again this will be taken to a practice meeting for further discussion.
| JM / Dr Cobb |
6 | It was agreed that the group would meet quarterly however due to necessity it was agreed that the next meeting would be arranged for November to ensure that the new momentum of the group is not lost. The group decided to hold the meeting on Monday 28th November at 5.30 pm, however some member asked due to the dark nights if this could be changed to 4.30 pm. J Meaburn will ask Dr Cobb (he had left the meeting at this point to start his evening surgery) J Meaburn will send out the invites to this meeting. | JM |
| | |
JMeaburn spoke to Dr Cobb the following morning and he agreed that the meeting could start at 4.30 pm.
Next meeting 28th November 4.30 pm
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The Village Surgery
Thurcroft
Rotherham
PPG AGM
2nd March 2016
16:15
Present:
Jill Maeburn (surgery manager)
Elaine Valentine (Chair)
David Chivers
Raymond Cundey
Patricia Cundey
Josephine Millard
Apologies:
Sandra Blockley
Royce Hall
Sonia Hurt
Deborah Truswell
- Online access:
- Jill updated the group on progress of online data access.
- Access to coded data is now live on the system but access has not yet been given to patients. This will be happening soon.
- Access to all individuals’ records will be available soon.
- Jill has prepared packs for all patients to explain how the system will work.
- The new system means that all those who have online access at the moment will need to reapply. This is to ensure that everyone understands the process.
A discussion was had about vulnerable people and children’s access and any safe guarding issues. Jill explained that the decision to allow patients access to their medical records will remain a clinical decision fro the GP. Where there are concerns about the individual’s safety or ability to understand the content this will first be discussed by a GP with the patient. Jill also advised that there is the facility for certain records/documents etc to be blocked from access on an document by document basis where there are either concerns over the content or where it would breach a third party confidentiality.
- CQC report:
- The surgery received a good overall. The PPG and the PPG felt this did not reflect the excellent service the staffs at the surgery provide. However we were reassured when Jill explained that she, the GP’s and staff were pleased with this result.
- We discussed the areas raised as concern in the report and it was agreed these had all been addressed. The PPG would like to take this opportunity to thank Jill, the Doctors and all the staff for the tremendous hard work that was put into the review.
- The score on the friends and family test was 90% positive. The PPG feels this is a more accurate reflection of the work the staff are doing.
- Newsletter:
- Jill gave everyone a copy of the latest newsletter for approval. All PPG members felt it was good.
- A question was asked as to why the SMS text reminders went out the day before the appointment as it was felt this still allowed people to forget. Jill explained it was due to technical issues and in order to ensure those with early appointments did not miss the message. Jill is going to review the timing.
- Dr Reborah is to provide care for the local care home. This means she will be spending 1 day a week (Thursday) there. To help cover this and the increase in patients the Partners have decided to take on a salaried GP. There will also continue to be Registrars in training. (Mental blockage on what they are called)
- The surgery is looking at the possibility of having apprentice HCA’s as the practice is a training one.
PPG issues:
- There is no one to take over chair at this point so Elaine will continue until Oct meeting when this will be re considered.
- The PPG has 17 members but on average only 5 attend the meetings. It is essential that the PPG considers ways to attract younger patients.
Next meeting: Will be a virtual meeting around June/July. The next face to face meeting will be 5th October 2016
Friends of The Village Surgery
Meeting 2nd March 2015
Present - J Meaburn (JM Practice Rep) E Valentine ( EV Chair) C Chivers (CC) J Millard (JMi) S Hurt (SH) S French (SF)
Apologies – R Hall, S Blockley, R Cundy, P Cundy, C Thomas, M Thomas, R Pearson, P Roberts, G Roberts.
Visitor Jason Punyer Medicine Management Team (JP)
The meeting was opened at 4.30 pm.
New member to the group was Mrs S French.
There were no formal minutes to read as the last meeting had been poorly attended and therefore run on an informal basis.
Apologies given
1. JP attended the meeting to gather member’s opinions with regards medicine waste within the NHS. JP asked members their views on this topic. EV expressed the view that it is not just the responsibility of the patient but that the government should take some responsibility in this, she gave the example of the changes to paracetomols and the fact the Government changed the law preventing the purchase of high volumes from Supermarkets etc which has meant patient now need to have them prescribed and often over order to ensure they have a supply. Other examples were also given whereby the pharmacy order items not requested by the patient and that once these items have left the pharmacy they cannot be returned. JP stated this was a legal point around safety and fraud. All felt that there should be some computerised method of tracking medication and that this should involve the patient, pharmacy and GP. JM stated that the practice at medication review would be now asking patients if they had excessive amounts of medication and if so deciding an action plan with the patient. JP asked for the comments on the poster and leaflet that the CCG had obtained from a neighbouring CCG. The poster was not greatly received and the feeling was that it was a little “cheesy” and not very appropriate. JMi stated that highlighting the cost of wastage and showing actual pictures of wastage often shocks people into taking action. SF felt that there was too much unnecessary information on the leaflet that distracted from the main topic. JP will take all the comments back to the CCG.
- Friend and Family test. JM gave an overview of the last 2 months results. The feedback has been extremely positive and so have the figures (full details are available in the surgery and on the website. The comments have on the whole been positive the only negative comment was regards waiting times to actually see the GP once at the surgery, SF asked if a notice could be put up informing patient about the service and that occasionally GP’s run late but this is due to have complex cases to deal with. The practice may have 10 minute appointment slots, we may not always be able to keep exactly to this times for the surgery policy is always to put the patient first and that may mean a patient needing to spend a little longer with the doctor and we hope that our patients appreciate this and realise that one day it may be themselves that need a little longer and keeping others waiting is an unfortunate consequence but one we hope is understood by patients and their families.
- PPG survey the results of this were discussed, the responses had been low mainly due to the fact it is now run alongside the FFT survey and some patients had feedback that there were unhappy to fill out another questionnaire. However the results were positive and the surgery will be publishing the finding on the website and a copy will be placed on the PPG noticeboard within the practice. The members again felt that next year’s survey needs more planning and purposed that the meeting in July would be a good time to discuss and plan the next survey – All agreed.
- Newsletter The Spring newsletter was discussed and passed for distribution within the practice.
- JM gave the meeting an update on the practice plans for the forthcoming year, including the bid that had been put into NHS England regarding Infrastructure funding. This would include changes to the waiting area and prior to any work been carried out the opinions and views of the PPG members would be sought.
- EV stated that this had been a difficult year for the group, attendance had been low due to personal problems for many of the members but felt that the group should now focus on planning for the year ahead. Many of the plans that the group had discussed had unfortunately not materialised and that a concerted effort should be put in place to recruit more new members and this will be the main plan for the forthcoming year.
- EV felt that holding 2 meetings per year at the practice and 2 virtual meetings was the way forward and hopefully would appeal to more people, all present happy with this. T
The next meeting to be held at the Practice on:-
6th July at 6.30 pm.
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The minutes of all the meetings are available below, please scroll to the end of the page for the latest minutes.
Patient Participation Group
Minutes from 1st Meeting held on
19th March 2012
Present:- Dr Duncan Wilson, Jill Meaburn, Yvonne Scotthorne, Elaine Valentine, Sandra Blockley,Ronald Pearson, Kim Deaton, Michelle Hague, Royce Hall, Ashley Harrison.
Apologies: - Malcolm Dean, Fiona Pollard, Josephine Millard, Alan Gilbert, Carole Gilbert, Pauline Bostock.
Welcome
J Meaburn opened the meeting by thanking everyone for attending. JM then briefly outlined the surgery’s view on what a patient participation group was and the reason for calling this meeting. JM asked the group to give thought to the possible name of the group and that this would be an agenda item later in the meeting.
Introduction
R Hall thought that at this point it would be a good idea for the members to introduce themselves and give a little information about themselves.
Dr D Wilson, Senior Partner at the Practice.
Jill Meaburn, Practice Manager, has worked for the practice in various roles since 2002. Practice Manager for 2 years.
Yvonne Scotthorne, Financial Administrator at the practice since 2010.
Elaine Valentine, a patient for over 20 years, lives in Laughton.
Sandra Blockley, a patient for over 35 years, lives in Thurcroft. Fundraiser and volunteer at the Hospice
Ronald Pearson, a patient of the practice for many years, ex Counsellor and active member of the community
Kim Deaton, a patient since 1991, lives in Laughton
Michelle Hague lives in Dinnington. Ex NHS worker with RDASH.
Royce Hall, Local business man, lived within the village for 35 years, active member of the local club.
Ashley Harrison, a patient for the last 18 months, Pharmacy Manager at Thurcroft Pharmacy.
Outline of the role of the PPG
Dr Wilson outlined to the meeting the role of the PPG and what the benefits would be to the practice, patients and community. He highlighted the fact that the ultimate aim of the group was for it to run autonomously in the future, feeding back ideas and comments to the practice. The practice would be the meeting and collection point for all ideas and would them meet with the group to discuss them and action were necessary. The practice would provide a notice board within the waiting room for use by the group. Dr W stated that the practice wanted the group to generate interest in the community for campaign run by the surgery and to put forward ideas / topics that the practice could run as campaigns.
S Blockley stated that one area, that patient may find helpful would be for outside agencies to come and give health related talks to ensure the community are aware of the service available to them and to understand what these services offer, for example the Hospice, SB felt that through her work and talking to people within the villages, they were not aware of what the Hospice could offer patients, in the form of day care and not just care at the end of life. All agreed that this was a good idea.
M Hague then suggested running a campaign informing patient of recall times, for age related investigations for example 50 years is the time a lady would be called for her first manogramme. This would prevent worry when the appointment arrives. Again this was agreed by the group and will be returned to at a later date.
The meeting them discussed various topics that would benefit both the practice and community. The group had many brilliant suggestion and ideas for both fund raising and information topics. These included, a charity fun run for men’s health, ideas to help the youth of the village and the idea to train members of the community in CPR/first aid. E Valentine offered the use of a hall for meeting to be held.
JM told the meeting that she was always available to discuss any matter and that should they hold meeting and need the minutes distributing then to send all correspondence through her and she would ensure that all the group members received copies. She also stated that the quarterly newsletter would be sent in draft format to the members for approval prior to it been published, also the group would have a section of the newsletter any information they wished to advertise.
Naming the group
JM asked for suggestions for a name for the group, she informed the group that J Millard had spoken to her previously and put forward the idea to include the word Friend, with a suggestion of Friends of The Village Surgery. The group liked this idea and voted to adopt the suggestion. Therefore it was passed unanimously to name the patient participation group Friends of The Village Surgery
Next Meeting
Dr W stated that the idea is to hold 4 meetings a year, however the group felt that at this point in the creation of the group it would be an advantage to hold a meeting next month, all agreed.
Therefore the next meeting will be on Monday 30th April 2012 at 5 pm at The Village Surgery. If anyone wants an item adding to the agenda please contact Jill Meaburn at the surgery.
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The Friends of The Village Surgery
Minutes of the meeting held on
30th April 2012
Present:- J Meaburn, D H Wilson, Y Scotthorne, C Gilbert, A Gilbert, K, Bienton, J Millard, S Blockley, R Hall
Apologies:- P Bostock, R Pearson
Minutes from the last meeting, all agreed a true account of the meeting.
1. DHW gave a huge thanks to RH for the funds raised during last month’s fund raising event at the Local Welfare
2. Local Fun Run. KB organising a local fun Run in aid of local charities, this will take place over the August Bank holiday, date to be confirmed. KB stated the idea behind the run was to not only raise funds but try to bring back some community sprit to the Village. DHW backed the idea, as also the platform for highlighting awareness of men’s health. DHW put forward the idea of a campaign for the awareness of health issues relating to the male population, something along the theme of Race For Life but aimed at men. He feels that this is one area that is often overlooked and not publicised to the right degree. KB to inform JM of the date and this will then be published in the Newsletter and around the surgery. Alongside a campaign on male health.
3. JM explained to the group the forthcoming change to the telephone number, at the moment no final date for the changeover has been announced, but she wanted the group to be aware of the change and to explain that they new number will be advertised around the surgery, locally by the PCT and with permission in the local shops. RH said a poster could be placed in the club. JM will organise this.
4. JM informed the meeting of the forthcoming Diabetes Awareness week that is to be held in the surgery, week commencing 2nd July to coincide with clinics run by the Retinal Screening department. JM asked the members to where possible to inform the community. RH is to put up a poster in the local Welfare Club and SB said to display one in the local Village, JM to sort this and distribute the posters during early June. J Millard asked if this included children, DHW and JM unsure of the age limit but JM will find out.
5. RH informed the meeting that the Referees Association will donate funds if they receive any request, RH will find the contact details and pass to JM. JM asked for view on spending any monies given on fixed toys for the waiting room, all felt this was a good idea.
6. JM informed the group of two areas that the surgery feels would benefit from outside help and patient made aware of the procedures and impact this has on the surgery and patient alike. The first area is the DNA (Did not Attend) rates these seem to be increasing of late and the surgery and patient are losing out on appointments, JM asked if the group had any ideas on how to overcome this, JM informed the meeting that the surgery was able to offer SMS messaging reminders but this can only be done with the consent of the patient. The group all had strong opinions on this matter and would go away and think our possible solutions. The second area was in connection with prescriptions, the surgery is finding many people are unaware of their medication review date because their repeat prescription is organised by a local pharmacy, JM ask that if possible can the group when talking to friends and family inform them that should they use such a service the pharmacy should be contacting the patient on a monthly basis to ask what they require and inform them of their medication review. There then followed a discussion on the amount of wasted medication from over ordering. DHW informed the group of the surgeries prescribing budget and how things work within the practice.
7. J Mi asked what if anything was happening for the Queen’s Jubilee. Nothing was known by any of the members but if anyone heard of anything they would inform JM who would put in the Newsletter.
8. The group asked if messages could be displayed on the jayex board within the surgery for they felt that patient waiting for appointments often sit and read this. All agreed this was a good idea and JM would sort this out and start and inform patient of forthcoming information using this method. JM also stated that once the new television was working there was a facility on that to put messages. Again all agreed that patient would read these messages.
9. Awareness Campaigns. JM informed the meeting that should the Diabetic Awareness Week be a success then they surgery were thinking of running awareness weeks on other topics and ask for any suggestions. JMi purposed a Donor awareness campaign, all agree this would be a good idea, and JM would look into the attendance of the blood donors. Other suggestions included Breathing Space and the Hospice.
10. CG brought up the point from the minutes of the last meeting regarding the Hospice and the possibility of them attending surgery to talk about their role and services. SB said she would be able to sort this and would be having a hospice stall, selling gifts and Christmas cards during the flu campaign week and would try to organise a speaker to attend as well. JM stated that should they require a room to have a meeting in then this could be arranged.
11. JMi stated it would be nice to speak to members from other groups. DHW stated that there was a group at Swallownest and the Stag Surgery. JM to look into this and report back to the next meeting.
12. DHW felt that when the noticeboard is up in the waiting room it would be a good idea to have the names of all the members, so that patients were aware of whom they could contact. All agreed
13. It was proposed that a list of names and contact details should be distributed amongst all members. This will allow members to communicate outside of the meeting times. All agreed, JM to send this out with the minutes of the meeting. Only the names and numbers of those in attendance today will be included, the list will be updated once the other members have consented.
14. DHW informed the group that they were able to use the meeting room at the surgery if they wished to meet informally as a group, the idea of the group was for the group members to eventually take over the running from the surgery and develop the group to run independently.
15. JM to contact C Parr to ask for her to include information regarding the group in the Advertiser’s local column on Thurcroft.
16. RH said he would place copies of the Newsletter in the Club, JM to update the Spring edition and drop some off at the Club.
17. A short meeting is to be arranged once KB has finalised the details of the fun run. JM to sort with KB then inform all the members. At this meeting the date and time of the next formal meeting will be arranged
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2013
Minutes of the meeting held on
11th February 2013
Present:- J Meaburn, D H Wilson, , J Millard, S Blockley, R Hall, E Valentine, D Dixon, R Thrower, C Chivers
Apologies:- R Pearson
Chair JM
Minutes from the last meeting, all agreed a true account of the meeting.
JM thanked everyone for attending the meeting and introduced David Dixon and Robin Thrower, our newest members to the group. She apologies for the long absence of a meeting but explained that due to the difficulties getting all the members together, the busy winter period at the surgery this had been the first convenient date for the next meeting. JM also pointed out that this was the PPG second year of meeting and that the practice now felt it was time to hand over control of the meetings to the group. All members agreed that this was the way forward and that they would be responsible for the minutes and facilitating of the group, and whilst the practice would support and attend meetings they would take less of an active role now that the group was established. The PPG agreed to forward to JM copies of the minutes from future meeting so that they could be held within the practice and for the practice to publish on the website.
All understood the delay and agreed that the way forward was for the group to now take over the organising of the meetings and ask the practice to attend if possible or for minutes to be sent to the practice
JM gave a brief outline of what had previously taken place at these meeting and what the aim of the group was.
DD had recently attended the PPG Workshop Event at MyPlace and gave a overview of what had been discussed at that meeting. This included the role of PPG’s with regards to CQC. The Clinical system now in place at RFT, all previous problems should have now been sorted and the PPG have been asked to gather information of any future problems.
Members asked how this would be done? DD stated that it would be through word of mouth and any complaints that they heard. JM pointed out that this would be difficult to collate and send to the appropriate place and would it not be better for individual to complain directly to the hospital / CCG regarding this rather than via the PPG or practice. The other members agreed but should the PPG be approached on this matter then they would pass to the surgery the names and concerns.
The group asked for an up to date contact list, JM will provide this and post out to all members.
DHW – asked the meeting to consider the impact that the new building work within Thurcroft and Laughton Common and how it will affect the current practice population.
EV- thought that this was an area that the PPG could seek opinions on from all concerned. She proposed holding meeting to bring this to the attention of the public and that she would happy to arrange a venue and publicity to promote this to the registered patient of the practice. She proposed contacting the local pub in Laughton Common as a venue.
RH stated that there was always a venue within Thurcroft at the bottom club if needed and that patients from within Thurcroft should be asked for their views as this will affect as well. These are the patients that have been with the practice the longest and have seen the changes occurring, as opposed to new patient that would be joining the practice.
EV proposed that they gathered all relevant information, that would be needed to hold and advertise a forthcoming meeting and for the group to meet again in 2 weeks to discuss the next step before holding the final public meeting.
The date of the next meeting was set at 25th February 2013 at 6 pm, the group will meet in the conference room at the surgery.
Minutes of this meeting will be forwarded to the practice to allow the website to be up dated.
Meeting Notes
03 March 2013 starting at18:00
Opening :
The regular meeting of the Group was called to order at 18:00 on 3rd March 2013in the Village Surgery by Elaine acting as Chair.
Present :
Elaine Valentine-acting Chair
David Dixon-acting Secretary
David Valentine
Robin Thrower
A. Approval of Agenda
The agenda was unanimously approved as distributed.
B. Approval of Minutes
The minutes of the previous meeting were unanimously approved as distributed.
C. Open Issues
Discussion took place regarding the role of the Group and it was agreed by those present that we should draft a constitution that detailed the aims and objectives so that this would follow the CQC agreed format and could be agreed at the next meeting. Action David Dixon
D. New Business
1.The main discussion centered around the projected growth of the patient base for the Village Surgery and the potential impact on te quality of service for the existing patients.
The overall conclusion was that we need to have more robust information regarding the planning of the new developments in the area as well as the current view of the Care Commissioning Group in Rotherham who hold the funds for the area.
It was agreed that we should all attempt to gather as many facts as possible for consideration at the next meeting. Action All
2.It was agreed that at the next meeting of the Laughton Common resident Association to be held at the Gallows Public House on the 25th March a brief presentation should be made about the PPG and the potential changes that are in the pipeline for the Village Surgery catchment area. It was agreed that at the same meeting a display of the existing services offered by the Practice could be presented. The Practice will be approached about material for this. Action Elaine Valentine
3.It was further agreed that the minutes of the Groups meetings will be displayed on the Practice notice board for patients to read. Action David Dixon
4.Discussion took place regarding questionnaires and it was agreed that we should give some thought regarding a patient questionnaire that will try to assess satisfaction as well as measure the level of concern regarding the proposed changes in catchment volume. It was understood that this was a complex issue and needs to be in a format that can avoid confusion as well as be agreed by the Practice to ensure that any statistics drawn from the survey are consistent with the reporting of the Practice results to the CQC. Action All
.
E. Agenda for Next Meeting
The agenda for the next meeting is attached
Adjournment :
Meeting was adjourned at 19:30 by Elaine. The next general meeting will be at 18:00 on 11th March in The Village Surgery.
Minutes submitted by: David Dixon
Approved by:
Interim Minutes from the meeting held on the 11th March 2013
Present:- EV, DV, DD, RH, JMe, RP, RT
Apologies:- SB, JM, DHW
Full minutes of this meeting will be submitted and uploaded on to the website following the next meeting and submission by DD.
Chair EV
JMe opened the meeting by informing the group of the opinions of SB and JM on the draft minutes from the meeting held on the 3rd March 2013, the main objection to the minutes was the fact that the 4 members present that day had drawn up a constitution and changed the name of the group. The name of the group ”Friends of The Village Surgery” had been agreed upon at the first meeting held on the 19th March 2012 and written into the group’s Mission Statement (available on the website). DHW had also stated that he did not like the reference to Thurcroft and District in any titles as this had never been a description use when describing patients registered at the practice
EV stated that this at no point had they meant to cause distress or change the name of the group or implement changes without consulting all the group, they had simply wanted to move the group forward and felt that a constitution should be in place before this could occur.
It was agreed that no change to the name of the group would take place and the group would continue to be known as Friend of The Village Surgery and that when needed the term Patients of the Village Surgery would be used not Thurcroft and District. All happy with this.
EV proposed that the planned meeting at the Gallows should be postponed for the foreseeable future and that the group should look at recruiting new members to the group. This would be done via advertising within the local paper, local shops and by producing a flyer inviting new members and highlighting the role of the group.
All agreed that this was the way forward and that at the next meeting on the 25th March the main topic would be the formulation of the constitution.
Next meeting 25th March 2013 at 6 pm to be held at the surgery.
“Friends of the Village Surgery”
Thurcroft Patient Participation Group
Meeting Notes
11 March 2013 starting at18:00
Opening :
The regular meeting of the Group was called to order at 18:00 on 11th March 2013 in the Village Surgery by Elaine acting as Chair.
Present :
Elaine Valentine-acting Chair
David Dixon-acting Secretary
David Chivers
Robin Thrower
Jack Birkbeck
Roy Pearson
Royce Hall
Jill Maeburn-Practice representative
Apologies:
Josie Millard
Sandra Blockley
A. Approval of Agenda
The agenda was unanimously approved as distributed.
B. Approval of Minutes
The minutes of the previous meeting were unanimously approved as distributed.
C. Open Issues
Discussion took place regarding the previous meeting held on the 4th March. Some members expressed concern and confusion as to the purpose of that meeting and that they had understood that it was to discuss the proposed meeting to be held in the Gallows Pub on the 25th. They were surprised at the discussion that had taken place regarding other items as detailed in the minutes.
Elaine apologies for any confusion but explained that this was early days in the formation and activity of the Group and that we were attempting to make some progress to more clearly define the Groups activities and goals. It was important that all members of the Group were involved and that the way forward represented the views of the Community that the Group was supposed to represent.
D. Agenda item 3-Draft Constitution
Considerable discussion took place as to the need of a constitution as well as the wording. In particular Jill said that the name and mission statement were already decided at a meeting held in 2012 and were displayed on the Practice Web Site. It was then agreed that this information would be incorporated into a new draft Constitution that could be discussed and agreed at subsequent meetings.
It was explained that we need a Constitution to add credibility to the Groups activities and to ensure that we are correctly organised in the eyes of any public or professional bodies. The Draft Constitution as proposed was a composite document based on several such proposals from other well established and respected PPG’s in other parts of the country. We were replicating best accepted practice and not ploughing a new furrow.
A revised Constitution will be produced for consideration at the next meeting. Action David
E. Agenda item 4
After an open discussion with all present it was agreed the next few months should be spent trying to Inform the local community about the existence of the Group, Clarify its role and Recruit members. We currently have only 9 members from a Practice of 6900 patients and this is not seen as being representative of the community as a whole. This will be discussed at the next meeting and a plan of action agreed upon.
Action All
F. Agenda items 5,6 and7
Following the discussions on previous items it was agreed that it was not appropriate to hold a public meeting on the 25th. The arrangements should be cancelled and a further meeting may be held in future once the Group has a clear message to pass to the Community. In the meantime we should focus on information gathering regarding changes that are planned to occur eg increase in the potential patients as well as changes to catchment areas. In addition we should look to investigate any conduit for contacting the community such as local newspapers and notice boards. . Various suggestions were made and these are being investigated by members.
Discussion took place regarding the CROW poster that Elaine had produced and members were asked to review this and make any suggested changes to Elaine
Action All
G. AOB
1. Discussion took place regarding the potential increase in the numbers of patients that the practice will have to accommodate and the plans that are being put in place for this. Jill confirmed that the Practice was working on this but that agreement as to a solution was being made difficult due to changes in the provision of funding for Practices as a consequence of the reforms of the NHS Nationally and consequently locally. There was also some discussion in the practice about centralised facilities or a satellite surgery nearer the growth areas. This is ongoing work within the practice. The Group made the point that part of their role was to help the Practice achieve a satisfactory outcome for the Community and that any reasonable support the Practice needed would be given by the Group wherever possible.
2.As a result of the detailed discussion on the changes taking place from April it was agreed that the members needed a summary of the way in which the NHS locally is organised/funded and monitored. It was agreed that a simple overview would be prepared for the next meeting that will help explain this.
Action David
.
H. Agenda for Next Meeting
The agenda for the next meeting should follow the standard format
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The Friends of ThurcroftVillage Surgery
Minutes
24th May 2013
Attendees
David Chivers (DC)
David Dixon (DD)
Jill Maeburn (JM)
Robin Thrower (RT)
Elaine Valentine (Chair) (EV)
The meeting was opened at 18:00
- Apologies: None received
- The minutes of the last meeting were agreed.
- The group agreed the name of the group would remain Friends of The Village Surgery.
- Jill Maeburn gave a brief over view of her role within the group.
- The group discussed the role of the group and the chair and secretary and agreed these. These are to be published on the web site and put up with a list of members on the notice board in the surgery.
- The group discussed the how to recruit new members document. It was agreed that DD & RT would attend the surgery between mothers and babies and maternity clinics in order to introduce the group to new mum’s. It was also agreed that if this proved useful DC & EV would attend during an evening surgery.
- The Crow leaflet was agreed as the basis for publicity materials, with minor amendments.
- The constitution was agreed and adopted.
- It was agreed DC & RT would attend the next PPG meeting and represent the group.
- There was no other business.
The meeting closed at 19:15
Date of next meeting: 24th June 2013 @ 18:00
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The Friends of ThurcroftVillage Surgery
Minutes
24th June 2013
Attendees
Sandra Blockley (SB)
David Chivers (DC)
Jill Maeburn (JM)
Elaine Valentine (Chair) (EV)
Apologies:
Mrs J Millard
The meeting was opened at 18:00
The meeting started with a discussion around attendance at the meetings. It was decided that meetings would be held quarterly on 1st Monday in the month. Below are the dates for 2013/2014;
2nd Sept 13
2nd Dec 13
3rd March 14 (AGM)
2nd June14
1st Sept 14
1st Dec 14
Meetings will commence promptly at 18:00.
It was agreed due to the difficulty for members to attend that the group will be run virtually apart from these four meetings. The constitution is to be amended to reflect this.
The AGM will include elections for the next Chair person.
JM will take over secretariat of the group and will ensure minutes and papers are circulated.
It was agreed that the group would have a stall at the Thurcroft gala (12:00-17:00 on the 25th August 2013). DC & EV will man the stall for 2 hours between 13:00-15:00, therefore other volunteers would be useful.
JM is going to circulate the new Surgery questionnaire for comment. It is essential that all comments are feed back promptly.
The questionnaire will be launched at the Thurcroft Gala and will close early Oct. The surgery will compile the results and feed these back to the group for discussion at the December meeting.
EV will email publicity leaflet to JM for printing. JM will get 2 A3 copies printed.
JM will also get some leaflets outlining what services the surgery offers and other publicity material for the stand as well as a background board to stand at the back of the stall.
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The Friends of ThurcroftVillage Surgery
Minutes
2nd September 2013
Attendees
Sandra Blockley (SB)
Jill Maeburn (JM)
Peter Roberts (PR)
E Valance
Apologies:
Mrs J Millard
Elaine Valentine
Charles Chivers
Royce Hall
The meeting was opened at 18:00 with an introduction by JM to the two new members. JM gave a brief overview of the group’s role and plans for the forth coming year.
JM explained about the role the group will play in gathering patient’s opinions and feedback and the forthcoming patient survey that the practice will be partaking in during October. The practice aims to give out 100 surveys during October. JM will then collate the finding and present firstly to the Partners and then for discussion at the PPG meeting in December.
SB gave an overview of the Thurcroft Gala that had been held in August. It was at this that the two new members had been recruited.
JM explained that the practice advertises for new members around the surgery, in our new patient leaflet but that the best way is through word of mouth and asked the new members to help with this.
JM also asked if the group thought holding a coffee morning nearer to Christmas would be a good idea and a way to recruit new members. All agreed and will be discussed at the next meeting.
The meeting was brought to a close due early due to the small turn out of members.
Next meeting to be held on 2nd December 6 pm at the surgery.
.
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Patient Participation Group
Minutes from Meeting held on
2nd December 2013
Present:- J Meaburn, R Hall, E Valentine, R Cundy, P Cundy
Apologies: - Dr Wilson, J Millard, S Blockley, C Chivers, E Valance
The meeting was opened at 18:15 after waiting to see if any other members attended. JM welcomed the two new members to the group and gave a brief outline of the group’s role and expectations.
It was decided to go ahead with the meeting despite the poor turnout and the other members would be informed of the outcome of the meeting by post at a later date.
JM asked for feedback on the Practice Newsletter from the meeting. .. stated that she found the format uninspiring and wondered if it could be undated and made to look more interesting, as she would not personally pick it up and read in its current format. JM so no reason why this could not be done and asked how the group thought the newsletter should look. It was agreed that it should contain more information, possibly in a booklet form including pictures to catch people’s attention. JM would look into as soon as possible and hopefully revamp the Winter newsletter, it would also be added to the action plan for the group to discuss in the new year. All happy with this and JM to implement the changes.
.. also asked if it would be possible to have more information put on both the television and Jayex board regarding the group. There is a message on the bottom section of the television informing patients of the group and how to join. JM will look into adding this to the jayex board. The group also felt that the notice board needed more eye catching to ensure it attracted people’s attention. Again JM felt this was fair and would look into it on behalf of the group. She would try to re design the board and place signing up forms and information packs for patients to take away and read.
RH stated that he would display posters advertising the group in the Thurcroft Club and place flyers in the club for people to have. JM will supply these to RH in the New Year. EV also thought that a copy of the CROW poster could be displayed in various shops around the Village and surrounding areas, she will ask at the pharmacy in Laughton Common, JM to supply the posters.
It was felt that a list of GP names and rooms they consulted from, displayed in the waiting room would help patients new and old know where they were going. JM happy to do this but pointed out to the group that should patients be unsure of the room a GP is in then the receptionist is always happy to help.
JM asked the group to look at the results from the recent patient practice survey, the practice is very happy with the feedback from the survey. It was felt that next year’s survey should be in a different format that reflex patient view a little more than this one did. This taken into account the results were very positive and the group felt that it was a true reflexion of the practice. The results will be displayed on the notice board within the Practice. JM stated that the results were not set out in graphs and is very basic, EV offered to re do them in to graph and diagram format. JM to email the result to her and then display in the New Year. However JM will publish them in their original format on the website and update once EV has sent the new version. This will allow the patients to have access to the survey.
The meeting was closed at 19.30
Next meeting 3rd March 2014
2014
Friends of The Village Surgery
Minutes of the meeting held on
3rd March 2014
AGM Meeting
Present:- J Meaburn(Practice Representative) J Millard, S Blockley, R Hall, E Valentine, R Cundey, P Cundey
Apologies:- R Pearson, J Birkbeck, D Chivers, E Valance
Chair EV
Minutes from the last meeting, all agreed a true account of the meeting.
EV opened the meeting at 6 pm. Explaining the purpose of the AGM and asking for a new Chair and Secretary to be elected as per the constitution. P Cundey stated that she would take on this role as long as it did not involve any paper work. EV stated that all the minutes and distribution of paper work to members was done by the Secretary and the chairs role was to open, close and keep the meetings in order. P Cundey elected the chair for the forth coming year. JM, to continue as the secretary for the group. All present happy with this and voted accordingly.
JM:- Discussed the action plan from 2013 to evaluate its progress. Inserted is a copy of the action plan and the outcomes from both the group and Practice. The action plan was discussed and all happy with the outcomes from the actions and will be published on the Practice Website.
PC :- Asked the Practice representative if there is any action that can be taken with regards to the number of missed appointments. She had seen on the television that some Practices have the facility to allow patients that are text a reminder about their appointment to text back to cancel if they no longer require the appointment. JM stated that she was unsure if this facility was available on the Practice Clinical System but would look into this and if it was not available put a request to the supplier to see if it is a possibility to be added. JM to look into and report back at the next meeting. JM will also take this suggest back to the Practice.
RC:- Expressed the view of patients in the opening time of the Practice in the morning. He stated that when booking an appointment for 8.30 it is often 8.40 before you can get in Log on to the system and then see the GP due to the fact that the doors are not open until 8.30 and often there is a queue for the check in machine. This is a problem a few patients have raise and he wondered if it would be possible for the doors to be opened a little earlier so that an appointment booked for 8.30 is that. JM understood the problem and would be happy to open the main Practice doors at 8.25 to allow for patient to register their arrival, however the time patients are call in by the doctor is out of her control and if patient are late been called in by the doctor it is normally because they are dealing with urgent blood results that come down the computer line. JM again will take these comments back to a Practice Meeting. All happy with this and JM will report back to the next group meeting.
PC :- felt that to attract more interest in the group the groups notice board needs to be more eye catching. Maybe replacing the plain A4 typed sheets with pictures and coloured notices. It was felt that most patients do not even notice the board and simply dismiss. JM happy to look in to this and asked if the members felt that running a Practice campaign to attract more interest is something the group would like us to do, she suggested using the stand alone notice board and placing it directly next to the check in machine, this would be placed on a table which would allow for leaflets and other information to be left for patients to take. All felt this was a good idea. JM to sort within the next six months dependin
The date of the next meeting will be the 4th June at 1.30 pm
The Friends of ThurcroftVillage Surgery
Minutes
4th June 2014
Attendees
Jill Maeburn (JM)
J Millard (JMa)
R Cundy (RC)
P Cundy (PC)
S Hurt (SH)
Apologies:
Elaine Valentine
Charles Chivers
Royce Hall
Sandra Blockley
The meeting was opened at 13.30 with an introduction by JM to the new members, Mrs Sonia Hurt. JM gave a brief overview of the group’s role and what had occurred in previous years.
The minutes from the last meeting were accepted as a true account.
JM informed the meeting of the following, with regards to information the practice wished the group to pass on to patients.
Change to telephone number for Out of Hours, The practice will be changing the way patients will be about to contact the out of hours service as from the 10th June. This has been asked of the practice by the CCG and NHSE. From the 10th June patients requiring urgent medical out of hours assistance which cannot wait until the surgery re opens will need to call 111. If they call the surgery the message on the answer machine will inform them to do this. JM, asked the members if they would be willing hand out slips to patients informing them of this change. The surgery has put this message up on the notice board, television, website and newsletter. JM will ask the local pharmacies if they would be happy to give them out to patients when they collect their prescriptions. All members happy to do this.
JM informed the meeting that the surgery had undergone a peer Safeguarding audit and unofficially everything had gone ok, however the practice was advised to update and add more Safeguarding notices. This has now been done. New notices have been place in the waiting room and external porch. A list of useful numbers has been advertised and the practice plan to leave small copies of these numbers around the practice for people to take. PC asked if these could be put on card and be around the size of a credit card, she felt this would be an easier size for patients to discreetly keep. All agreed this was a good idea. JM to sort.
Over 75’s health checks. The meeting was informed that every patient over the age of 75 is to be offered a Health check and informed of their named GP. RC thought this was a good thing and did not realise that people were registered with a GP but thought it was just with the practice. Again the practice as informed patient of this via the Web site, notices around the practice etc. Patients will also be sent out invitation to attend a health check at the same appointment as their medication review. All housebound patient will be visited. A questionnaire is also been sent out to those patients who are not on medication asking them to complete and return, there is also an option to decline the health check for those not wishing to participate. These patients will be informed of their named GP in a separate letter.
This year the practice is going to run a Saturday Flu Clinic, letters will be sent out to all those eligible. The practice will also advertise around the practice and Village. The change is to hope that more of the “at risk” patients attend. All members felt this was a good idea. RC asked that when letters were sent out could other information be included for example the change to out of hours and over 75’s health check. JM happy to put this to the partners but felt that this should not be a problem and would make sense.
JMa raised the issue of the information television in the waiting room and informed the practice that the information displayed in the side bar goes too quickly for anyone to note down any of the information or contact details. JM whilst unable to do anything directly will pass this on to Public Health in Rotherham who supplies this information.
JMa also brought some positive feedback to the meeting, she had been told by a patient whilst waiting for an appointment, how good the practice was and that they never had cause to complain. JM happy to take this back to the partners. RC echoed this sentiment, he pointed out that they had not been at the practice for a long time but always felt compare to other practice this to be a good and helpful one.
JM asked those present if it was possible to remove the large CROW message on the practice newsletter, at times she finds she is running out of space for putting information relevant to patient on the newsletter and felt that just the smaller notice would be fine. PC suggested to remove it when necessary and leave it at other times. All happy with this.
On this topic RC informed the JM that there was no information on the newsletter regarding Extended hours and maybe this should be included. JM happy to add this
The group discussed the possibility of members giving out leaflet within the waiting room or externally. To help highlight changes and promote the group. JM happy for this to occur more planning will be needed by the group.
JM asked for their views with regards to the practice having a Face Book page, this would allow for instant messages to be posted should there be a need. The members present were not familiar with Face Book so felt they could not give a definite answer on this, however all stated that they personally did not like such things.
The time and date of the meeting was also discussed as a few members had not turn up to the meeting. RC asked if a questionnaire could be sent out to members asking for views on when and the time of the meeting should be. JM happy to put this together and asked if she could send it out to RC for his opinion prior to sending it to all members. Members are to be asked if they wish to continue as members.
JMa asked if an updated membership list could be sent out, JM will sort this once the questionnaires have been returned.
The meeting was closed at 2.30. All were thanked for attending.
Next Meeting TBC
The Friends of Thurcroft Village Surgery
Minutes
1st December 2014
Attendees
Sandra Blockley (SB)
Jill Maeburn (JM)
Josephine Millard (JMi)
Apologies:
Elaine Valentine
Charles Chivers
Royce Hall
Raymond Cundy
Patricia Cundy
The meeting was opened at 1.pm by JM and despite the poor attendance it was decided the meeting would continue as an overview of the topics that had been put forward for discussion.
JM informed the group of the introduction of the Friends and Family Test that all practices would be partaking in from December. This is a simple questionnaire, available for all patients attending the practice to complete. It asks 2 questions, firstly “How likely are you to recommend our GP practice to Friends and Family if they needed similar care or treatment and secondly a tell us why box. The questionnaire can be completed in the practice or on line via the Surgery Website. The results from December will be published on the website and around the practice but from January the results will be submitted to NHS England. JM asked the members at the meeting to speak to the community and ask them when possible to complete the questionnaires and give back as much feedback as possible. SB stated that she had seen these kind of forms in the hospital and would be very happy to speak to people about it.
JM informed the meeting that from December the practice would be holding surgeries outside of contracted hours to help with Winter Pressures, these appointments will be for on the day illness whereby if the patient was not seen by a GP they could/would attend A&E. The clinics will be on a Wednesday, Thursday and Friday from 6.30 – 7 pm. They are only bookable after 1 pm and following nurse triage. All felt this was a good idea but at present the practice has plenty of appointments so not sure how many of the surgeries will be used. JM said that feedback to the group would be given at the next meeting
All present were given a copy of the Winter Newsletter, All present happy with the contents.
Christmas Opening times. The surgery will be closed on the 25th 26th 27th and 28th December and the 1st January all other days during the Christmas period are normal working days and the surgery will be open as normal.
The practice has now employed a new Nurse to replace Lisa Sutherland who is not returning following maternity leave. Di the new nurse is a highly qualified A&E nurse and will be an asset to the practice.
The group discussed the need to do the annual survey during February JM will speak to EV regarding this and send out the questionnaires to members for approval before implementing it during February. All present happy with this.
Next meeting to be held on the 2nd March at 4pm (due to the dark nights)
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2015