The Patient Participation Group

Next Meeting February 17.02.2020 at 6 pm to be held  at the Practice. 

If you would like to join the group please contact Becky at the practice for more information.

Mission Statement

“Friends of the Village Surgery” is the practice’s Patient Participation group. It consists of a group of patients with an interest in discussing the function of the surgery’s activities by obtaining opinions from the patient population and feeding this back at regular meetings.

The group’s main purpose is to ensure that patients have a voice within the practice.

All patients are welcome to join. Details on how to apply are available at reception, on the surgery website and the dedicated notice board in the waiting room. From those expressing an interest, a group is selected to reflect the complete make-up of the practice population, including different age ranges, ethnicity, level of ability etc. Members will receive an advance copy of the practice newsletter, on which they may express their views and ask for items to be included.  They will be asked to complete various surveys throughout the year to ensure that the practice meets the expectations of the patients. Minutes of meetings will be available upon request.

Members will act as a voice for the community, feeding back views and opinions to ensure the practice continues to offer a good service to all patients.  They will also promote the services offered by the practice and help introduce new ideas and concepts to the community. The group members agree to canvass opinion in a series of meetings, also by publishing newsletters available in the practice, and posting information on a notice board dedicated the group, in a prominent position in the surgery. This will include results of patient surveys, and proposed action plans based on group discussions.

Once any actions are agreed and implemented by group members, the results will be publicised by the methods described above.

PPG Friends of the Village Surgery

Group Members

Mrs J Millard                     

Mrs S Blockley                  

Mr R  Hall                            

Ms E Valentine                 

Mr C Chivers                     

Mr R Pearson                                           

Mr R Cundey

Mrs P Cundy  

Mrs S French

Mrs D Truswell

Mr G Truswell

Mrs S Hurt            

  Publicity Poster

Patient Group

We would like to know how we can improve our service to you and how you perceive our surgery and staff.

To help us with this, we are setting up a virtual patient representation group so that you can have your say. We will ask the members of this representative group some questions from time to time, such as what you think about our opening times or the quality of the care or service you received. We will contact you via email and keep our surveys succinct so it shouldn’t take too much of your time.

We aim to gather around a hundred patients from as broad a spectrum as possible to get a truly representative sample. We need young people, workers, retirees, people with long term conditions and people from non-British ethnic groups.

If you are happy for us to contact you occasionally by email please click the link below to open the sign-up form and complete all the fields.

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

We will be in touch shortly after we receive your form. Please note that no medical information or questions will be responded to.

Many thanks for your assistance

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.

2014

The Friend of The Village Surgery Annual Report 2014

The group has continued to meet this year; unfortunately the meeting attendance meetings has been low due to the personal circumstance of individual members. When attendance has been low the meeting has still being held, but in an informal manner and no decisions were implemented. The meeting minutes reflect this and at those meeting any information given by the practice to the group was sent out to the members who had not been able to attend. Members feel that they are able to feedback the views of patient within their social groups. Therefore the feeling amongst the members is that the group should continue to meet even with a small membership but that perhaps there should only be 2 meetings per year and quarterly virtual meetings.   The practice will continue to support the group in whichever format and route it decides to take.

Despite the above the membership of the group had slightly increased. There are 14 members within the group at present, 8 female and 6 male members. The age range is mainly from the over 40 age groups covering both those still working and retired patients. The group acknowledges that there is no representation from the under 40s age group. Some of the members are retired; others working parents, most of the members are long standing patients at the practice but others are relatively new to the practice.   These are representative of all the postcode areas covered by the practice. However the group is still finding it difficult to recruit new members. The group have discussed ways in which this could be done but due to circumstance beyond the groups’ control this was not implemented this year, the group hope that this will be rectified in the coming year.

The group members have been consulted by the practice on the planned changes to the waiting area, initially these were to take place during 2014 but due to unexpected maintenance at the surgery have now been moved to late 2015/ early 2016. The plans drawn up by the practice were taken to a PPG meeting and the members gave their views on the layout. The members felt that it would be more appropriate to have free standing chairs placed in an arc formation, to enable patients to see not only the Jayex (patient calling board) and the information television. This view was taken back to the practice and accepted and will now be incorporated into the new design.

Members also requested that the information on the television be slowed down to enable patients to write down appropriate numbers. Whilst the surgery cannot directly do this, the suggestion was put to Public Health (supplier of the information) and they acted upon it.

The group also asked for more information to be placed on the scrolling section of the television and on the Jayex board again this was taken to the Practice and acted upon.

Members also brought to the attention of the practice that in a morning the surgery opened its doors at 8.30 for routine appointments this coincided with the time of the first appointments and patients often commented that they felt rushed or that they would not be seen on time if they could only register after their appointment time. They suggested that the practice opened the doors for routine appointment 5 to 10 minutes prior to appointment times. This suggestions taken to a Partners meeting by the practice representative, where it was agreed the group were correct in their finds and that the surgery would now start to open at least 5 to 10 minutes earlier as suggested. A positive outcome for the group.

The groups’ logo of CROW (Communicate Represent Opinion Work together) has continued to be used to promote the group. This can be found on the Practice website www.thurcroftsurgery.co.uk, displayed in the Practice and a “CROW” leaflet put into new patient medical packs to inform all new patients to the practice. This has helped to attract new members and will continue to be used by the group. This poster also advertises the forthcoming yearly dates and is up dated at the annual general meeting.

The group and practice work closely together to gather the views of the registered patients and both parties encourage patients to submit their views in various formats including verbally to a group member ( who will feed back to the practice at the next meeting), via praise and grumble forms that are located within the surgery, directly to the practice via letter, email (Thevillagesurgery@gp-c87022.nhs.uk) or the website www.thurcroftsurgery.co.uk

The 2014 Action Plan

Due to individual difficulties of group members the 2014 action plan was deliberately kept to two items.

 2014 Patient Survey

The practice survey for 2014/15 carried out in February, had a poor response rate despite the practice staff giving the surveys out randomly during the collection week. This was probably due to the fact the practice is now participating in the Friends and Family test and patients completed that questionnaire and not the PPG one. That said the outcomes from those who did respond were positive and encouraging for the practice.

The results were discussed initially at a Partners meeting and their comments relayed to the group by the practice representative at the meeting on the 2^nd March 2014.

PPG Discussion and view on the survey

All the members present expressed the view that the Practice was doing a great job and provided excellent care to all its patients and that this was reflected in the comments and results.

The group will discuss the format for the 2015 survey at the meeting in July. It is also hoped that more group members will have been recruited to help carry out the survey, as this year the group again had to rely on surgery staff to hand out the surveys.   The group also hope to put next year’s survey on the Practice website which has not been done in previous years; this will involve working closely with the Practice.

All the minutes from the groups meetings are also available on website, www.thurcroftsurgery.co.uk under the Patient Participation Icon. Copies of all the minutes are available in the Practice on the PPG notice board.

Plans for the future

The group will continue to meet during 2015, bring the views of the patients to the attention of the practice and taking the views of the Practice to the patients. The group’s main hope for the forthcoming year is to recruit more members to the practice. This will then allow for even more group involvement with the practice and help with events within the practice. Areas that the group wish to become involved in during 2015 include; assisting at the Saturday morning Flu clinic, this is a busy time and the group felt that they could help direct patients to the appropriate rooms, this would take the pressure of the staff and aid the flow of patients. The group would also like to hold coffee mornings to raise funds for not only the practice but local groups but to do this the group will need more members so a major recruitment drive will be the first action point for 2015.

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2013

The Friend of The Village Surgery Annual Report 2013

Profile of the Group

The Patient Participation known as the Friends of the Village Surgery has now been running since March 2012.  Meeting quarterly at the practice, the meetings are published in the practice, on the website and in the quarterly Practice Newsletter.  All patients are welcome to attend these meetings.  The meeting give the members the opportunity to reflect back to the practice the views and opinions of its patients.

There are 12 members within the group at the moment, 6 female and 8 male members. These are representative of all the postcode areas covered by the practice.   The age range is mainly from the over 40 age groups covering both those still working and retired patients.  The group acknowledges that there is no representation from the under 40s age group. Some of the members are retired; others working parents, most of the members are long standing patients at the practice but others are relatively new to the practice.  The aim for the forth coming year is to recruit more members from the younger section of the Practice population.

The group formatted a group logo CROW (Communicate Represent Opinion Work together).  This can be found on the Practice website www.thurcroftsurgery.co.uk .  This is displayed in the Practice and a leaflet put into new patient medical packs to inform all new patients to the practice.  This leaflet has cause much conversation amongst patients and group members and has help to highlight the group if not attract new membership. 

The practice gives each new patient a Practice Leaflet that informs them of the opening hours of the practice, including the day that extended hours is offered to enable patients to see a GP between 6.30 and 8 pm.  It also outlines the services available at the Practice, a list of practice Partners and staff members.  Also included are all the contact details for patients to access the Practice.

The group and practice work closely together to gather the views of the registered patients and both parties encourage patients to submit their views in various formats including verbal to a group member who will feed back to the practice at the next meeting, via praise and grumble forms that are located within the surgery, via the website or directly to the practice via letter, email ( Thevillagesurgery@gp-c87022.nhs.uk ) or the website www.thurcroftsurgery.co.uk

During 2013 the group put together a Constitution; a copy of this can be viewed on this website and is displayed on the PPG notice board within the waiting room.  The group now have a Chair and Secretary and planned meeting dates set until the end of December 2014.  Again these are displayed on the website www.thurcroftsurgery.co.uk and within the Practice. 

The 2013 Action Plan

The group at the beginning of the year formulised an action plan for 2013.  A copy can be found on the website www.thurcroftsurgery.co.uk (Patient Group Icon, Meeting Tab).  The major outcomes included:-

• Formatting the patient survey
• Looking at ways to reduce the DNA rates at the Practice (see minutes from 03.03.2014)
• Updating the  Newsletter and information for Patients from the Practice
• Introducing more Health Promotional Awareness weeks.
• Recruiting new members to represent all age groups registered at the Practice

The group have also been instrumental in the opening of the surgery to patients in the morning. (See the minutes from 03.03.2014).

The decision on patient access for on line services was also discussed with the group prior to the practice participating. 

2013 Patient Survey

The practice survey for 2013/14 carried out in September, had a poor response rate despite the practice staff giving the surveys out randomly during the collection week and having a post box to return the completed forms. That said the outcomes from those that did respond were positive and encouraging for the practice.

 The results were discussed initially at a Partners meeting and their comments relayed to the group by the practice representative at the meeting on the 2^nd December 2013.

PPG Discussion and view on the survey

 All present at the meeting expressed the view that the Practice was doing a great job and provided excellent care to all its patients but felt that should a survey be carried out in 2014/15 then a wider audience should be sought with possibly more involvement by the group in the distribution of the survey to patients.  With the possibility of using an external company to format and analyse the survey on behalf of the practice and group.  Again this will be discussed as part of the group’s action plan.  They felt that the survey should be sent out to a random selection of patients as well as those that attended Practice.  The finding and opinions of the group are accessible via the website www.thurcroftsurgery.co.uk (Survey report) a nd a copy displayed on the PPG notice board.

The group will discuss the format for the survey for 2014 at a future meeting.  It is also hoped that more group members will have been recruited to help carry out the survey as this year the group had to rely on surgery staff.  

All the minutes from the groups meetings are also available on website, www.thurcroftsurgery.co.uk under the Patient Participation Icon. Copies of all the minutes are available in the Practice on the PPG notice board.

The group will continue to meet during 2014 bring the views of the Practice patients to the attention of the practice and taking the views of the Practice to the patients.  The group main hopes for the forthcoming year are to recruit more members to the practice and to continue to work closely with the practice should they have their CQC visit.

 Action Plan  2013

Outlined below are the areas that the group have discussed and the actions taken. 

The Village Surgery Patient Survey

2013

Report written by

Elaine Valentine

Chair of the PPG

The full report can be found under the Survey Report Icon on the website homepage.

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The Friends of the Village Surgery

Annual Report

 May 2012   

The Village Surgery has now set up a Patient Participation Group.  At present there are 16 members, selected from a- cross the practice population.  Patients were initially asked to join by the practice to ensure that a cross section was reached.  The age range is from 25 – 85 years, of both male and female, and includes at least one person with disabilities. 

The group is open to all patients and is advertised within the practice and an introduction letter is included in all new patient packs to encourage new patients to join the group. 

The first formal meeting was held on the 19^th March 2012.  10 of the 16 members attended those unable to attend sent apologies.

The group’s first decision was to name the Patient Participation Group, “Friends of The Village Surgery”, this they felt gave both an identity and ownership to the group.

The group discussed the aims and purpose of the group.  Minutes of all meeting are available upon request.

The group’s main purpose is to ensure that patients have a voice within the Practice.

The members agreed to meet four times a year but felt that a second meeting in a month’s time would be beneficial at this stage and a date of 30th April at 5 pm was agreed by all in attendance.  At this meeting the practice will present the first questionnaire.

 Members will receive an advanced copy of the practice newsletter, on which they may express their views and ask for items to be included.  They will be asked to complete various questionnaires throughout the year to ensure that the practice meets the expectations of the patients.

Members will act as a voice for the community, feeding back views and opinions to ensure the practice continues to offer a good service to all patients.  They will also promote the services offered by the practice and help introduce new ideas and concepts to the community.

All patients are welcome to join, for information please see the receptionist at the practice, the surgery website and the dedicated notice board in the waiting room.

The practice is in the process of surveying the patients with regards to the service and services offered at the practice, to ensure that we can monitor the service of the practice and the practice staff.   An example of the questions included 1. I was treated in a way that respected my privacy 2. I was given opportunities to manage my own care or treatment and 3. I was given the support I needed in relation to my treatment or care.  This type of question was put forward to ensure that all patients are happy with practice and the way in which they are treated by staff members when attending appointment.  The group viewed the survey prior to it been completed by patients and felt that it was a fair survey that would aid with the gathering of patient opinions.  The results of the survey will be published on the surgery website once the auditing team at the PCT have collated and feedback the results to the surgery.  The feedback will also be discussed at the next meeting of the Friends of The Village Surgery.

The surgery has taken on board the suggestion by the group of using the technology available at the surgery to advertise both the group and forthcoming events.    Minutes of meetings, events and surveys as well as the names of the group members, will be available on our website

2012 Survey Results

Introduction

The Village Surgery has used the guidance document and questionnaire created by the Clinical Audit Team to effectively demonstrate compliance with particular outcomes of the CQC (1A to 4B).  This involved reviewing the service Village Surgery provides to patients by asking them to complete a questionnaire.

Rationale

To demonstrate compliance with CQC outcomes.

Aim of audit

The following table shows which CQC outcomes this audit will cover. 

Standard / evidence base

CQC standards 1A to 4B.

Methodology

Village Surgery used two ways of distributing the questionnaires; post the questionnaire out to patients with a postage paid envelope for them to return it to the Clinical Audit Team or hand the questionnaire to patients as they attend clinic and ask them to complete it and place it into a sealed box on reception before leaving.  A 34% (17) response rate was received from the posted questionnaires and a 50 %( 30) response rate from the practice questionnaires.

Findings

Thinking about a recent visit to the practice, can you indicate whether you agree or disagree with the following statements:

If you disagree with any of the statements, can you please tell us why?

·          No comment to make

·          Surgery door propped open - although I appreciate this particular room is off the main corridor

Do you think the care or treatment you received was affected by any of the following:

*For the above questions, I believe two participants ticked “ Yes, it was affected” in error as all other comments were positive .

Thinking about a recent visit to the practice, can you indicate whether you agree or disagree with the following statements:

If you disagree with any of the statements, please tell us why?

·          I had treatment for heart pain whilst in Spain, everything in my body was tested and they said I need this operation; my doctor tore up the information I got from the Spanish doctor and now I am to have a bye pass after 3 years of waiting for my doctor to catch up with what was diagnosed (as I said 3 years ago).  I would like to know why?  Before this I though nobody could beat our doctors.

Is there anything else you would like to tell us about the care you have received at the practice?

·          As always, it was first class

·          Brilliant care, when having swabs the curtain was closed, door locked and my privacy kept.  The nurse talked me through everything too - very happy

·          Excellent

·          Excellent service, thank you

·          First class service

·          I have always found the staff to be helpful and patient when I have needed an explanation or guidance on matters relating to my case

·          Really caring doctors, never have a problem making an appointment and always get in to see them

·          Since joining the practice five years ago, I have found the staff to be very helpful, and the doctors to be supportive and efficient in their consultations with me

·          The surgery has always been quick, effective, and friendly, and offers an excellent service - thank you

·          To be honest I find the basic normal day to day treatment at the practice is excellent.  The doctor I choose to see is patient, friendly, kind and helpful.  However I do have a long term medical problem with supposed treatment from wider services, which had been slow, limited and mostly never materialises!!  I find it hard to appreciate that someone at my own doctors surgery is not able to find out about chasing up treatment on my behalf.  My doctor has tried but the system doesn’t work!!  I appreciate this is a wider system falling and I suppose that the fact I would like my own doctor to been advocate for my treatment is a good thing.  

Conclusions

The audit results are very encouraging with regards to the service offered by the Practice and the overall patient experience when attending the surgery is excellent.  The Practice is happy with the finding of the survey and the comments.  The audit findings will enable the practice to look at the areas that received a negative comment and were possible learn from the findings with the long term aim of finding were appropriate solutions to the comments. 

It is difficult to address some of the finding due to the anonymity of the questionnaires.  Due to this training on set areas will be given to all staff and awareness of the audit findings, particular the areas with negative feedback will be looked at and analysed by the whole practice team.

The one area that was slightly disappointing was with regards to the questions Do you think the care or treatment you received was affected by any of the following, gender, religious beliefs, sexual orientation, racial origin, cultural background, disability with a 4% stating it did affect their care or treatment, again the practice will look at this but unless the patients complain and state why it is very difficult to rectify but again training will be given to all staff

However the finding did meet the standards set out in the audit.

Recommendations

The practice action plan for the audit is as follows:-

1.     Revision training in the areas were the surgery was marked down by the patients.

2.     Discuss and evaluate the audit at a full practice meeting and a copy of the audit sent out to the PPG members.

3.     Re audit in 12 months time, hopefully gaining a higher response rate.

March 2013 Group Up date

The Patient Participation Group “Friends of The Village Surgery”:-  

Following a slow beginning the group has now attracted new members who are as keen to move the group forward as the original members. The plan for 2013 is to recruit even more new members, especially from within Thurcroft itself.  This will be done via a concerted recruitment campaign, holding meetings outside of the practice to explain to the practice population the role of the group and its aims and objectives.  This will also be done via a leaflet campaign; this was all to be discussed at the meeting on the 25^th March, which unfortunately due to the severe weather conditions had to be cancelled and the next meeting will not be until 13^th May.  However members will be working behind the scenes to put together a flyer/leaflet that can be voted upon at the next meeting.

The group is also working on the next practice survey that will be undertaken during the forthcoming year.  The survey will concentrate of the views of the patients with regards to the services offered by the practice.  Once again various examples will be formulated by various members and discussed at the meeting on the 13^th May.

The group is now planning to meet a little more often than it had been previously but members will still be able to contribute to the group even if they are unable to make every meeting.  All correspondence will be sent out to members who are unable to attend a meeting and their opinions voiced at the next meeting. 

The group now has its own area upon a notice board within the waiting room.  Information can also be displayed upon the Jayex board and the information system on the surgery television.   

Group members have also attend the local PPG meeting and brought back valuable information and views to share with the rest of the group. 

The group is looking forward to a positive new year and for the group to grow and develop to ensure that the views of the practice population is well represented to the practice via the Friends of the Village Surgery.

Outlined below is the action plan for items discussed and acted upon during the previous year.  The action plan for the forthcoming year will be set down at the meeting in May.

Friends of The Village Surgery Action Plan

Outlined below are the areas that the group have discussed and the actions taken. 

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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

Next meeting 15^th May at 4.30 pm

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Patient Participation Group

3^rd 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

JMeaburn spoke to Dr Cobb the following morning and he agreed that the meeting could start at 4.30 pm.

Next meeting 28^th November 4.30 pm

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The Village Surgery

Thurcroft

Rotherham

PPG AGM

2^nd 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

1. 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.

2. 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.

3. 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.

• Staffing:

• 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 5^th October 2016

Friends of The Village Surgery

 Meeting 2^nd 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.

1. 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.
2. 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.
3. Newsletter The Spring newsletter was discussed and passed for distribution within the practice.
4. 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.
5. 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.
6. 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:-

 6^th July at 6.30 pm.

 *****************************************************

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 1^st Meeting held on

19^th 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 30^th 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.

...........................................................................................................................

The Friends of The Village Surgery

Minutes of the meeting held on

30^th 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 2^nd 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

............................................................................................................. 

2013

Minutes of the meeting held on

11^th 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 25^th 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 3^rd 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 25^th 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 11^th March in The Village Surgery.

Minutes submitted by:   David Dixon

Approved by:                          

Interim Minutes from the meeting held on the 11^th 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 3^rd 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 19^th 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 25^th March the main topic would be the formulation of the constitution.

Next meeting 25^th 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 4^th 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 25^th. 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 25^th. 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

 ***************************************************

The Friends of ThurcroftVillage Surgery

Minutes

24^th 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

1. Apologies:  None received

2. The minutes of the last meeting were agreed.

3. The group agreed the name of the group would remain Friends of The Village Surgery.

4. Jill Maeburn gave a brief over view of her role within the group.

5. 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.

6. 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.

7. The Crow leaflet was agreed as the basis for publicity materials, with minor amendments.

8. The constitution was agreed and adopted.

9. It was agreed DC & RT would attend the next PPG meeting and represent the group.

10. There was no other business.

The meeting closed at 19:15

Date of next meeting: 24^th June 2013 @ 18:00

************************************************************************

The Friends of ThurcroftVillage Surgery

Minutes

24^th 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 1^st Monday in the month. Below are the dates for 2013/2014;

2^nd Sept 13

2^nd Dec 13

3^rd March 14  (AGM)

2^nd June14

1^st Sept 14

1^st 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 25^th 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. 

***************************************************************************************************

The Friends of ThurcroftVillage Surgery

Minutes

2^nd 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 2^nd December 6 pm at the surgery.

. 

 ********************************************

Patient Participation Group

Minutes from Meeting held on

2^nd 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 3^rd March 2014

2014

Friends of The Village Surgery

Minutes of the meeting held on

3^rd 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 4^th June at 1.30 pm

The Friends of ThurcroftVillage Surgery

Minutes

4^th 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 10^th June.  This has been asked of the practice by the CCG and NHSE.  From the 10^th 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

1^st 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 25^th 26^th 27^th and 28^th December and the 1^st 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 2^nd March at 4pm (due to the dark nights)

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2015