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Tanworth Lane PPG Minutes
GPS Tanworth Lane Site
Meeting Tuesday 10 November 2015 at 6.00pm
Present: Barbara Sloan (BS, Chair), Michael Hadfield (MH), Sandra Horton (SH), Tom O`Sullivan (TO`S), Colin Thompson (CT), Terry Walker (TW)
Minutes taken by Dr Colin Thompson (CT)
1. Apologies for Absence: Jackie Francis (JF), Colin Rock (CR) 2. Notes of meeting held 8 September 2015 approved
3. Matters arising from the meeting held on the 8 September 2015
4. a) item5(ii) Site supervisor's reort It was stated that blood test services were to be referred away from the Practice except for certain cases depending on patient conditions. Tests would be carried out at Solihull Hospital where the service was streamlined and capable. TO`S stated the GMS contract does not include the finance for blood tests.
CT raised the issue regarding blood tests again not being carried out at the practices and stated this was a detrimental step for customers/patients and could lead to more deaths if this practice was to
continue.
Action: BS to request that the `Blood Tests` issue to be raised at the PPG main meeting to be held on the 14 December 2015. BS to report back to the Patient Focus Group (The Group) at the meeting to be held on Tuesday 9 February 2016.
4. Matters arising not on Agenda at this meeting Tuesday 10 November 2015
5. a) TW handed a report to TO`S on DNA`S for him to read and for TO`S to give written comments at the meeting to be held on Tuesday 9 February 2016 at 6 pm.
Action: TO`S to give written comments at the meeting to be held on Tuesday 9 February 2016 at 6 pm.
1. b) Telephone System - BS and all other committee members raised the issue again regarding the very shambolic telephone system and operation to TO`S. TO`S agreed the present system and operation process was not acceptable and he was dealing with matter urgently.
Action: TO`S to report back with an update and action taken to The Group at the meeting to be held on Tuesday 9 February 2016.
4. Flu Clinics - BS reported that the group members attended the flu clinic days and requested customers/patients to complete the forms updating their contact details.
5. Site Report(i) TO`S gave a verbal report including statistics on DNA's which were improving. This information to be issued next time in document form by TO`S so the committee can review.
(ii)TO`S stated DNA information now on website. He requested members to look at the website and make suggestions for improvement.
Action - all
(iii)TO`S stated increased priority was being given to identification of patients with dementia and memory tests carried out based at Tanworth Lane for a period of 6 months now active.
(iv)TO`S stated some products on website not suitable and are being reviewed. TO`S to advise the committee on what action is being taken with these products and to report back to the committee at the meeting to be held on Tuesday 9 February 2016. BS requested the committee to send any ideas on the products that should be included through the chair and BS will pass on to TO`S.
6. Newsletter - BS asked the committee for ideas at the next meeting for a one page news sheet.
CR had agreed to design the newsletter but would need copy.
Action: Committee to produce paragraphs which could be used as copy.
7 . Proposed dates of meetings to be held in 2016 - Dates agreed by committee as follows;
All meeting on a Tuesday at Tanworth Lane at 6pm
9 February 2016
10 May 2016
9 August 2016
8 November 2016
8. Any Other Business -(i) Resignation of Head of Engagement
TO`S stated that this post will probably be replaced with two persons who will take on board different/more tasks. He was not prepared to enlarge on the reasons for the resignation.
CT asked where these positions will be advertised? TO`S stated the positions would be advertised internally after he had scoped the jobs. TO`S also stated he knows of other persons he has worked with previously who may be interested in these two positions. Concern was expressed that the increasing emphasis placed on cost effectiveness should not be at the expense of the caring culture which had previously benefited present patients and attracted new ones.
Action: TO`S to keep the committee informed by the next meeting to be held on Tuesday 9 February 2016.
9 Date of next Patient Focus Group (The Group) meeting Tuesday 9 February 2016 at 6 pm.
Meeting closed at 8.00pm
Minutes compiled by Dr Colin Thompson
TANWORTH LANE SURGERY PATIENT PARTICIPATION GROUP
Notes of meeting held on Tuesday 13th January 2015
Present: Barbara Sloan (Chair)
Michael Hadfield (Jt Vice Chair)
Terry Walker
Jennifer Macken
Reg Bott
Jackie Francis, TLS Assistant Practice Manager
Deb Haycock, TLS Practice Business & Development Manager
Apologies: Lois Coey
Sandra Horton
Colin Rock
George Horton
Christina Davies
It was acknowledged that the bad weather may have had an impact on attendance.
Welcome to Mr Bott who is attending his first PPG meeting.
2. Notes of meeting held 11th November 2014.
Amendment to include apologies from Michael Hadfield.
Agreed as true record of meeting.
3. Matters Arising not on agenda
Your Care Connected – still to go live, there have been a number of opt outs returned to the practice. BS
suggested it would be interesting to hear feedback from a patient who had experienced the process.
Doctors tribute books – Dr Clarke was presented with hers at the afternoon farewell tea party on Friday 9 th
January. There is a similar book on reception for Dr McCarthy. The PPG are also circulating to their members a
card for Dr McCarthy which will be left with Jackie.
Jennifer Macken has intimated that in time she may be able to help with the secretarial role for the group,
however feels that she is too new to the PPG at present.
4. Manager’s report and update.
Deb updated the meeting on the new salaried GPs who will be joining the practice from February. Dr Vipran Vijaya
will be at the practice working 8 sessions and Dr Juliette Balakrishnan will be working 6 sessions. The partners feel
that the doctors will fit well into the team and help with the transition to the new organisation of GPS Healthcare.
GPS Healthcare will start to function from beginning of April 2015. All processes are in place. HR consultants have
been contracted to support all employed staff with the transition to new roles and responsibilities.
Discussion was held relating to the void that will be left in provision of practice nurse services in the coming 5 – 10
years. Deb mentioned that the Practice Nurse lead for Solihull is working on developing a training programme with
City of Birmingham University, and the PPG agreed that support for this from GPS would be essential. Michael H to
send details of thoughts relating to this to Barbara.
Discussion re impact of A&E waiting times and also current demand on GPs.
5. Patient Survey
Information is on system, Deb just has to analyse the data and will produce a report during February.
Barbara mentioned that Healthwatch now have a survey which can be completed relating to individual practices.
Data is anonymous and the Healthcare organisation operate on the Nolan 7 principles of public life and the
Marmot framework. Jackie to put link on TLS website to Healthwatch to enable patients to complete survey if they
wish. It was noted that the outcomes from surveys such as this also influence the Care Quality Commission. The
new Healthwatch newsletter is also available.
6. Newsletter
Barbara mentioned that she had been contacted by Colin to let us know the newsletter was missing from the
noticeboard. Jackie to arrange for it to be replaced. Further print run also to be organised.
Discussion re Spring edition of the newsletter. Thoughts for the next edition include, how to avoid coming to the
practice, a patient experience, a section from one of the new GPs, travel vaccination and sun awareness
information.
7. GPS PPG meeting
Date – Tuesday 20th January at Tanworth Lane, from 7.15pm. Agenda to be circulated. Michael, Barbara and Terry
to attend.
Michael and Terry agreed they would be able to attend the Solihull PPG Network Meeting at West Warwickshire
Club on 29 January from 11am to 1pm and report back at our next meeting. The agenda and minutes were
circulated.
8. Any Other Business
Unfortunately Christina Davies was unable to attend the meeting and had asked to discuss the setting up of a
group for bereaved people. It was agreed that this was a very good idea and that to gain better understanding that
this be on the agenda at the next meeting.
9. Date of next meeting
Tuesday 10th March at 6pm
Meeting closed 7.18pm.
TANWORTH LANE SURGERY
PATIENT PARTICIPATION GROUP
NOTES OF MEETING HELD TUESDAY 11 NOVEMBER 2014
PRESENT: Barbara Sloan, Chair (BS)
Sandra Horton, Vice Chair (SH)
Michael Dixon (MDx)
George Horton (GH)
Terry Walker (TW)
Colin Rock (CR)
Jennifer Macken
Deb Haycock, TLS (DH)
In attendance Rahial Kazmi Project team leader, Your Care Connected
1. Apologies for absence – Lois Coey, Jackie Francis.
2. A presentation was given on the "Your Care Connected" project in which our surgery is participating with eight
other practices and seven local hospitals. This project will trial a safe electronic system which will enable, with the
patient's permission at the time, a hospital doctor or nurse to access medical records held by the GP. Only medical,
not social/sensitive information will be accessible and only online at the time. This will make it quicker and safer
for the diagnosis and treatment of the patient.
There was considerable discussion and the group felt that it was an excellent proposal which could only be to the
patient's advantage and would save time at the practice and reduce errors in and misplacement of records. The
pilot will start in January for three months and a letter will be sent to every patient with an explanatory leaflet.
3. Notes of meeting held 11 September were agreed as a correct record
4. Matters arising not on Agenda
4.1 Sandra Horton and Mike Hadfield were happy to be joint Vice Chair. A secretary is
urgently needed.
4.5 Doctor’s tribute books are available for patients to sign at
Reception
4.6 Flu clinics (2) had contributed to 1168 patients being inoculated and thanks were given to PPG members
who had helped with the organisation.
There had been 27 wasted appointments as a result of non attendance but the weather was unusually wet.
The results of the survey issued would be available at the next meeting (DH)
5. Manager's report on developments (DH)
5.1 The group was updated on the progress with appointments of new doctors resulting from Dr Clarke and
Dr McCarthy retiring.
5.2 Developments in the formation of GPS Healthcare, the merger of six practices including ours from April 2015,
were outlined including the total number of doctors and nurses, enhanced services and shared skills which would
be available.
5.3 There would be a meeting of representatives of the merged PPGs at Tanworth lane on Tuesday 20 January
2105 but separate group meetings are expected to continue.
6. Autumn Newsletter
The first copies of the second Newsletter were distributed to members and CR was congratulated on the content
and appearance. It is proposed to create another newsletter in the spring. The newsletter will be available at
Reception and on the website.
7. Health watch News
Attention was drawn to the current issue of Health watch News which can be obtained by emailing
[email protected] to sign up.
A public meeting about the hospital services to be based at Solihull was to be held on 24 November at the Family
Renewal Centre.
8. There was no other business
9. Dates of meetings for 2015
These are 13 January, 10 March, 19 May, 14 July, 8 September, and 10 November at 6pm
The meeting was closed at 2010pm.
PATIENT PARTICIPATION GROUP NOTES OF MEETING HELD ON TUESDAY 9th SEPTEMBER 2014 Present: Barbara Sloan, Chair (BS)
Sandra Horton (SH)Michael Dixon (MDx)
Michael Hadfield (MH)George Horton (GH)Terry Walker (TW)Maureen Easton (ME)Colin Rock (CR)Jackie Francis, TLS (JAF)Deb Haycock, TLS (DH)
In Attendance: Jackie Culliford, Shirley Lions
1. Apologies for absenceLois Coey
2. Minutes of meeting held 20th May 2014
Distributed and discussed.Agreed as correct record of meeting
3. Message in a Bottle – Shirley LionsJackie Culliford joined the meeting as co-ordinator of the Message in a Bottle campaign that is run internationally by the Lions organisation. The Lions are providing small containers that hold information inside of medication, allergies, contact details in case of emergencies, 2 stickers are included one can be placed by the front door, and the other on the fridge. The bottle is then placed in the fridge, as is easily accessible by emergency services if they are called. JC is happy to attend patient meetings and will be attending the Macmillan Coffee Morning at the practice on Friday 26th September, where she will have a stand to promote the campaign. The PPG will also be handing the bottles out during the flu clinics in October. JC thanked for support and help.
4. Matters arising not on agenda:
4.1 BS updated the meeting on the resignation of the vice-chair, Mary Denby, and asked for expressions of interest to be put forward for consideration at the November meeting. Please contact PPG chair on [email protected] or ring 0121 704 1773 if you would like to put yourself forward.
4.2 Newsletter – following the resignation of Nolan Spicer, the PPG requires support for the publication of the next newsletter due for print in October. Items for inclusion have been received. GH and CR both agreed to work on processing, DH to supply item on group practice merger. MH suggested a Q&A section.
5. Manager’s Report
DH updated the group on the new registrars at the practice and the Warwick Medical Student, Dr Visram, Dr Djemal, and Jonathan Lye giving an understanding of how long they will be at the practice as part of their placements. The group were also updated on the 2 retirements that will happen in January and February 2015. This was received with understanding, and a feeling that this will leave a significant gap at the practice. The PPG would like to wish the doctors well in their retirements and look forward to meeting their replacements. Update on unplanned admissions – direct dial number has been made available to emergency services, out of hours providers and nursing homes for access to the practice during core hours should it be required. Update on cost of attending A&E and understanding of how costs are apportioned to the practice. It was considered that this would be a useful inclusion in the next newsletter. DH to provide further information on impact on practice of non-appropriate attendance at A&E.
6. Patient Survey & Flu Clinics
Draft questionnaire circulated through group. Discussion on wording of questions. Consideration given to possible further surveys building on the patient experience, moving to A&E attendees, chronic condition groups etc. DH to arrange for alterations. Box to be made available for completed questionnaires. PPG will assist with the survey during the 2 flu clinics in October, rota list distributed for completion by volunteers. Badges to be provided for PPG members. Tables to be placed in waiting room to allow patients to sit to fill in questionnaires if required.
7. Health Watch News
E-newsletter distributed, PPG encouraged to sign up to receive further copies. JAF to include link on practice website.
8. Any Other BusinessMH had sent an email to DH with ideas for consideration. Discussion about lonely elderly patients, and how they could be supported. Additional ideas to be discussed further, with both PPG and partners of practice.
9. Date of Next Meeting
11th November at 6pm Meeting closed 7.30pm
PATIENT PARTICIPATION GROUP NOTES OF MEETING HELD ON TUESDAY 15TH JULY Present: Barbara Sloan, Chair (BS)
Sandra Horton (SH)Mary Denby (MD)Michael Dixon (MDx)Michael Hadfield (MH)Yvonne Beadsworth, TLS (YB)Jackie Francis, TLS (JAF)Deb Haycock, TLS (DH)
A G E N D A
1. Apologies for absenceLois CoeyColin Rock
2. Minutes of meeting held 20th May 2014
Distributed and discussed.Amendment – DH change date on minutes and resend.
3. Matters arising not on agenda:
3.1 Details of PPG membersJAF organising circulation list of contact information for members.
3.2 ResignationThe PPG have been contacted by Nolan Spicer who has decided that due to health reasons he is unable to continue as a member of the group. It was agreed that the group’s best wishes be passed on to NS and include thanks for the help and support with the newsletter. Newsletter – the PPG will be looking for further help and support with regards to the publications of future newsletters. If any members have any suggestions, please forward them to either BS, DH or JAF. Approximately 60-80 copies have been printed off of the initial newsletter. It was agreed that the PPG would approach Jackie Deffley, one of the practice’s HCAs, for a piece on a day in the life of for the next edition. Group were asked if they were aware of any interesting experiences that patient’s had experienced while visiting the practice. Extracts from the compliments book will be included Any feedback re suggestions to JAF
4. Current GP contract 2014-15 changes and enhanced servicesDH gave an overview of the changes that are being brought in to the GP contract and enhanced services that the practice is responsible for. Main changes relate to:
Avoiding unplanned admissions, where the practice will be reviewing attendances and use of emergency services by patients. Named GP for patients aged 75 years and over – will provide a patient with a GP who will case manage their care and be responsible for liaising with external agencies to ensure patients care package is appropriate and adequate. This, however, does not mean that the patient can only see this GP when attending the surgery, there will still be patient choice of GP.
Friends and family test will be brought in from December 2014, and there are also changes relating to registering at practices if out of area. Enhanced Services include services that are not included within the GP contract, such as dementia support, alcohol screening, extended hours, and the practice has now signed up to the learning disability enhanced service as the number of patients registered with LD has increased.
5. Patient survey – why, what, how, when
Discussion re how to create a new patient survey that will provide meaningful feedback for practice and patients. It was felt that questions with a comments area could be created as a small booklet, rather than as previous on A4 sheets of paper. PPG willing to provide support to patients during the survey period.Any ideas please send to JAF.Possible extra meeting to discuss survey again prior to start date.
6. Appointments system report
Group was updated on the ‘did not attend’ rate. Discussion re how to ask patients to be brief when contacting the practice by telephone, as long discussions cuts down the opportunity for more calls to be answered. Agreed that an article be included in next newsletter.
7. Any other business
Update on GPS Healthcare Macmillan coffee morning, and sponsored bike ride by Dr Mike Baker from Meadowside family health centre. Discussion re how to publicise, invite local media etc. Meeting closed at 7.16pm
8. Date of next meeting
9th September at 6pm
TANWORTH LANESURGERY
Patient Participation Group
Notes of Meeting held
Tuesday 5th May 2014
Present: Barbara Sloan – Chair (BS)
Colin Rock (CR)
George Horton (GH)
Mary Denby (MD)
Maggie Guest (MG)
Pam Simms (PS)
Jackie Francis, Assistant Practice Manager (JAF)
Yvonne Beadsworth, Receptionist (YB)
Deb Haycock, Practice Business & Development Manager (DH)
Apologies: Lois Coey
June Mason
Nolan Spicer
Sandra Horton
In Attendance: Hannah Bryan, Solihull CCG
Minutes of previous meeting, 15.1.2014 agreed as correct record.
1. Introduction of new members.
2. Minutes of previous meeting
Agreed as accurate
3. Matters Arising not on agenda
List of members to be produced and shared to enable contact between group.
Raising Awareness
Noticeboard improved.
Newsletter
Members wanted to acknowledge the work that had been put into the newsletter.
Thanks to NS for production of the newsletter.
There have been several reprints of the edition. It was agreed that realistically 2 per
year was a reasonable possibility.
Any items of interest for future newsletters, please pass to BS/NS for consideration.
4. Merger Update
DH updated the meeting on the current situation with regards to the federating of 6 GP
practices within the borough. Staff and patient newsletters are being prepared. Websites are
being set up and a public information programme will be implemented.
Discussion re recording of allergies and sensitivities on patients records.
5. Solihull Clinical Commissioning Group
HB joined the meeting to give an update from the CCG and an overview of the busying and
providing of services throughout the borough. HB informed the meeting of the CCG does not
hold the GP contract, but commissions the services that patients use after seeing the GP.
Discussion re PPG Forum and Healthwatch. DH to forward information from Janet Mee relating
to the PPG Forum. The Forum meets every other month, and it was considered that this may be
attended on a rotating basis.
Discussion re NHS complaints reporting and investigating and how the CCG handles complaints.
6. Any Other Business
JAF updated the meeting on Enable Solihull, there will be a manned stand at the practice each
Wednesday morning for patients to gain information on what is available and supported by the
organisation.
Agenda item for next meeting – patient survey
Meeting Closed 7.17pm
Next Meeting Tuesday 15th July 2014
Patient Participation Group
Notes of Meeting held
Tuesday 11th March 2014
Present: Barbara Sloan – Chair (BS)
Lois Coey (LC)
Sandra Horton (SH)
Nolan Spicer (NS)
Colin Rock (CR)
Mike Dixon (MD)
George Horton (GH)
Jackie Francis, Assistant Practice Manager (JAF)
Deb Haycock, Practice Business & Development Manager (DH)
Apologies: Mary Denby (MD)
2. Minutes of previous meeting, 14.1.2014 agreed as correct record.
3. Matters Arising (not on Agenda)
Representative information forms – all members to complete and forward to JAF who will
compile contact detail information.
ACTION: JAF, also post out to MD
Progress of complaints procedure
CR has reviewed and provided new draft for consideration to DH.
DH to incorporate into complaints leaflet.
ACTION: DH
4. Mission Statement
Discussion re how the group will use the mission statement.
It was agreed to adopt the mission statement with a caviat that it will be reviewed as required.
5. (i) Research on Wednesday afternoons.
LC updated the meeting following the session that she and MD had spent at the surgery. It was
considered to have been an interesting exercise which provided many items for consideration.
It was noted that many people were unaware of what the PPG is or does, and that the thoughts
for Wednesday afternoons were not particularly positive. However it was considered that this
showed that the PPG would raise its awareness by enhancing the notice board with better
visuals, and include more information in all clinical rooms. Consider monthly rota where
representatives hold a ‘meet and greet’ session for patients. DH suggested that best possible
times are Tuesday afternoons between 3 & 5, and Thursday mornings between 10 & 12. If you
are able to help, please email JAF, who will co-ordinate.
SH suggested that the representatives who are here for the ‘meet and greet’ times have badges,
and visuals that highlight their presence.
BS and the PPG representatives asked for their thanks to be passed to LC and MD for their
assistance.
(ii) Report on missed appointments
NS updated the meeting. Figures are being added to the newsletter for the 3 month period,
Dec, Jan, Feb.
BS added that DNAs could be highlighted with the patient survey. LC asked how the clinical staff
felt about patients who DNA. DH commented that the greater impact was on nurse and hca
time where appointments are of variable length and therefore means more time is lost when a
patient does not attend.
(iii) Increased publicity
NS updated the meeting and disseminated draft version of the planned newsletter. There was a
suggestion of what to put in the current gaps, that the press release relating to the proposed
merger of practices is included, and possibly information re on-line prescriptions.
Discussion as to how the newsletter will look in final production, in its current form there are 8
A4 pages, DH suggested that this could be brought down into an A5 booklet. Some copies would
be available in large print.
NS to send information to DH via email.
ACTION: NS
(iv) Press Release
DH updated the meeting following the release to the press of the proposed merger with 5 other
neighbouring practices in the Solihull area. Expectations are that the 6 sites will remain but
work alongside each other to provide enhanced service provision to patients. Anticipation is
that this will also mean that in the future patients will be able to access any of the sites when
wishing to see a clinician. The group felt that this was a positive way forward for the practice.
It was agreed that Peter Wells, the patient representative
on the working group should be invited to a future PPG
meeting
6. External Agencies
Unfortunately Hannah Bryan was unable to attend this evening’s meeting, and it was agreed
that she be invited to a future event.
ACTION: JAF
7. Any Other Business
BS asked that congratulations be passed on to Andrea on the safe arrival of baby Annabelle
Mary, and the group look forward to her returning in the future.
Opt Out Progress
DH updated the group on the current status of the care.data system that is being brought in by
the Department of Health.
This system has currently been put on hold by the Government and is under review. However,
opt out forms are available in the reception area for patients to complete, these are then coded
on their records by DH. It was felt that this was not well publicised by the DOH and that many
patients would not be aware that there is an automatic opt-in when the system goes live.
Discussion relating to the in-house forms and DH will review to give a clearer understanding on
them.
DH also updated the meeting on the other information sharing processes that the practice will
be involved in:
Summary Care Record
This is the national spine database that relates to direct patient care and will support patients at
their point of care wherever they are in England.
Care.Data
Information that goes out of the practice will then sit within the Health and Social Care
Information Centre and could then be passed, as anonymous data to other NHS organisations,
research bodies, and possibly commercial companies.
This does not relate to direct patient care.
Central Care Record
Solihull, Birmingham and Sandwell plus their local authorities are working together so that
information can be shared with patients’ permission to provide better care. This is a local
version of the national record, but includes social care services staff and will give better access
at the point of care.
eDSM (Enhanced Data Sharing Model)
This system is being developed via the clinical system that the practice uses and will allow
information with patients’ permission to be shared with community services sites, such as
district nurses, macmillan nurses, podiatry etc., and relates to direct patient care.
Update on Urgent Care Consultation – meeting this Thursday details have been publicised in
local press.
Meeting Closed at 19.22pm
Next Meeting Tuesday 20th May 2014
................................................................................................................
Patient Participation Group
Notes of Meeting held 6pm Tuesday 14th January 2014
At Dr McCarthy & Partners, 198 Tanworth Lane, Solihull B90 4DD
Present:- Deb Haycock (Practice and Business Development Manager), Jackie Francis (Assistant
Practice Manager), Andrea Carter (Receptionist/ Administrator), Barbara Sloan (Chair), Mary
Denby (Vice Chair), Nolan Spicer (Newsletters and Treasurer), Lois Coey, Sandra Horton, Colin
Rock.
Apologies: George Horton, Maureen Easton, Maureen McGurran
Item Description ActionWelcome and apologies :
Barbara welcomed the group to her first meeting as Chair, introductions commenced and Andrea gave the names of apologies received.
Notes discussed from previous meeting-12.11.13:
The notes from the last meeting were passed round and looked
over by all members – and were all stated to be correct
Matters Arising:
Barbara discussed with the group how she had attended 2 meetings with both Deb and Jackie and they had been very useful and had gathered between them lots of ideas for the group.
It was discussed that as i am going off on maternity leave the practice would still provide secretarial cover for the group.
Jackie stated the practice would still work hard on pushing the PPG on the surgery website and face book page.
Terms of reference have been discussed and they will be on the agenda for the next meeting for the group to discuss.
It was agreed that Hannah Bryan would be asked to attend the March meeting to chat to the group about what is expected from a PPG.
The group was pleased to see the j-ex board is now back up and running after being fixed.
DH and Colin have had a meeting together to discuss our practice complaints procedure and Colin has agreed to help with improving our policy slightly with slight different wording.
Introductions & brief personal synopsis :
As Barbara is the new Chair for the group, it was a lovely idea of hers to go round the group and we all introduced ourselves and say a bit about ourselves.
Targets:
The group’s targets are to increase publicity for the group
To come up with ideas so that we can reduce the numbers of DNA’S –DH provided figures so that the group could see the amount of time wasted.
To have the news letter out for Spring (March edition)- Nolan
Colin and Deb to have another meeting regarding the complaints procedure
To have some volunteers to act as a working party to help out on a Wednesday afternoon to help with setting up activities
ALL
ALL
NS
CR/DH
ALL
Planning:
The group hope to plan events / activities at the surgery on a Wednesday afternoon e.g crafts, sing-a –long
Meeting closed:
Meeting was closed at 19:12pm
Date for next meeting:-
Tanworth Lane Surgery 6pm Tuesday 11th March 2014
Patient Participation Group
Notes of Meeting held 6pm 12th November 2013
At Dr McCarthy & Partners, 198 Tanworth Lane, Solihull B90 4DD
Present :- Deb Haycock(Practice Business and Development Manager), Andrea
Carter(Receptionist/Administrator), Nolan Spicer(Newsletters and Treasurer), Colin Rock,
Maureen Easton, Lois Coey, Sandra Horton, Barbara Sloan, Maureen McGurran.
Apologies: - Jackie Francis (Assistant Practice Manager), Mary Denby (Vice Chair),George
Horton.
Item Description Action1. Welcome and apologies
2. Discussion commenced regarding Hersha Chauhan‘s resignation from her position of Chair of the group, Barbara Sloan volunteered herself for the position which the group was more than happy with. Barbara suggested that maybe a meeting would be a good idea to be set up with herself and Deb or Jackie to go through the role more in depth.
Carol Davis unfortunately has said she cannot commence with role as secretary for the group, so I will continue to do the notes at the moment unless any one would like to volunteer for this role – please let me know.
BS/DH/JF
2a. PPG Publicity drive:-
The group discussed that unfortunately there was quite low attendance this time for the group meeting, and discussed if we could have another go at promoting the PPG on the surgery’s website and face book page and PPG notice board to see if we can drum up some more members for our group.
ALL
3. Terms of reference:-
The group are very interested on how Sandra Ward got on at a recent forum for PPG’S with the Solihull Clinical Commissioning Team- and how the Terms of reference for the group are coming along?
SW
4. Contact list of who’s who?:-
It was thought a good idea would be a list of who’s who and where they are based so the group would become more familiar with the names and places people are based – Deb Haycock thought it would be a good idea to ask Hannah Bryan from Solihull Commissioning group who is based at Friars Gate to come and have a chat to the group at the next meeting and explain in detail all about what is expected of a PPG as a lot of the group were on holiday the last time Hannah came in to the surgery.
DH
5. Newsletter:-
The group are going to have a look at updating the previous newsletter and aim to have a spring edition- Nolan Spicer is happy to have a look at the newsletter and see what can stay and what needs to be amended and then can be forwarded to the Practice for approval and printing.
NS
AC
6. Shingles Vaccine:-
Deb discussed how the shingles vaccine programme worked and that is was a government directive and a rolling programme, we cannot buy the vaccine in, so patients cannot pay to have the vaccine.
7. Online Booking:-
Nolan Spicer asked how the on-line booking of appointment was going – DH – Informed going well a few patient’s have had problems with passwords but on the whole going well .DH is going to clarify with Jackie Francis how the system is set up just to clarify a few issues with the system highlighted by Nolan
DH/JF
8. J- ex Board:-
The group asked what was happening with the j-ex board and if it was going to be fixed? DH explained the problem was quite complex and not easy to fix- they were looking at different options at present with the doctors
DH
9. Tanworth lane Surgery – Complaints Procedure:-
Colin Rock- was interested in finding out about our complaints procedure here at the surgery.
DH – had brought our complaints procedure to the meeting to explain how our process of complaints worked and explained in detail.
Colin and Deb agreed to a meeting in where they could get together and see if our complaints procedure could be improved before the next meeting and can then be reported back to the group for the next meeting in January.
CR/DH
10. Next meeting:-
Tuesday 14th January 2014, 6pm at Tanworth Lane Surgery
Tanworth Lane PPG
Patient Participation Group Notes of Meeting held 6pm 3rd September 2013
At Dr McCarthy & Partners, 198 Tanworth Lane, Solihull B90 4DD
Present :- Hersha Chauhan (chair) Mary Denby,(vice chair) Barbara Sloan, Nolan
Spicer (Newsletters and Treasurer), Sandra Horton, Lois Coey, Maureen McGurran,
Jackie Francis (Assistant Practice Manager), George Horton, June Mason, Maureen
Easton, Sandra Ward, Carol Davis (Secretary), Greta (practice nurse)
Apologies: - Andrea Carter
Item
Description Action
1. Notes of meeting held on 23rd JulyThere were a couple of amendments and apologies from George to note which Carol will amend.
Carol
2 Matters arising from 23rd July 2013 meeting2a Online Booking –
We were informed by Jackie Francis that the online booking system is up and running rolling out slowly to see how it is going . A password is needed to access the system which can be obtained by approaching the surgery in person. Appointments can be booked 2 weeks in advanced and on the day by going online at 8.30am and 3pm as per normal booking. Appointments cannot be double booked and in the future it is hoped that more information will be available such as ordering prescriptions, viewing some notes etc. more information to come.It was decided that it would be beneficial to advertise the service in the upcoming newsletter put in the Jackie to draft something to Newsletter and pass on to Nolan.
JackieNolan
2b No parking sign –We were informed by Jackie Francis that not much could be done about the parking issue in the driveway as the drive belongs to San Souci and not the surgery and people accessing the surgery through the drive would just have to be cautious. The situation will be monitored and if it becomes an ongoing concern will be looked at again.
2c Water Fountain –Jackie Francis informed us that the matter of a water fountain for the reception area had been raised with the doctors and due to the costs it was not likely to happen. The group discussed the matter and queried the cost and maintenance, it was decided to look into this further.
George
2d PPG group logo –Andrea Carter is still working on the final logo for the group for badges, letter heads etc.Nolan Spicer, however, has downloaded a picture of the surgery and incorporated it into the newsletter which everyone thought was very good and it was decided to go with this format but Nolan was to try and incorporate the ‘spots’ from the surgery logo also.Thanks to Nolan for his hard work. Nolan
2e Room hire –
The Chair asked how the hire of rooms was progressing. It was decided to advertise this also in the newsletter. Contact is to be
made through Deb Haycock (practice manager). Nolan to draft something to this effect to put in the newsletter Nolan
3 Newsletter –Nolan presented his draft of the first newsletter. It was decided that the newsletter should go out quarterly and this Autumn issue to be ready as soon as possible, printed and left around the waiting area and extra copies made to be given out at the flu clinic in October. The group also tentatively set a deadline for the Winter issue to be ready just before Christmas on the 13th December.
There were further discussions-
Nolan to format the page numbers
Jackie asked if the non emergency diagram could include ‘999 to be contacted in emergency’. Hersha to update. Also the diagram to be put on bulletin board.
Could the newsletter be printed in booklet form to reduce printing?
Could some newsletters be printed on yellow paper for the visually impaired?
Andrea to be emailed the final version for the Practice look at and then 30 copies to be printed initially and put on the Face Book page.
Personal experience to be included – good or bad! Would anyone like to share their experience?
Sandra asked if there could be a feedback/comments page.
Jackie would like to highlight the high number of ‘no shows’ and the knock on effect to patients trying to get appointments, the Chair said this was already included in the draft newsletter from the figures that Jackie had sent her on email.
Next newsletter it was suggested we could have a Who’s who of practice page focusing on a different member of staff every month with – Dr McCarthy first?
Nolan was again thanked and commended for his efforts in putting together this newsletter which we all agreed was fantastic!
Nolan
HershaAndrea
JackieAndrea
Andrea
All
Nolan
Jackie
4. Dementia Awareness -Dr Hassan to pass on information to Carol from his contact and Carol to find out more information for next meeting, we can start planning our first event on Dementia.
Carol
5. Terms of reference –Hersha reported that she had attended a recent forum for PPG’s with the Solihull Clinical Commissioning area. Sandra W. had also attended and has volunteered to help devise the Terms of Reference for that group, looking at the overarching terms. Once they have been developed we can then look at how we can adapt these for this group.
Sandra has been contacted by Vic Lloyd and will be attending a meeting on 5th September, this is a work in progress and Sandra will report to the committee at the next meeting.
SandraW.
6. Flu ClinicGreta the practice nurse attended the meeting and talked for a while about Flu vaccinations and Shingle vaccinations.Flu clinics have been arranged forSaturday 5th OctoberSaturday 12th OctoberSaturday 9th November
Between 8am and 2pm.
Greta needs help from 2 people at a time to cover the clinic, this can be for 1hr or as long as you can spare, help is needed to direct patients to the 3 nurses, give out information leaflets and update patient details with telephone number, emails etc.Vaccinations are available to at risk groups and over 65 yrs, Nolan was asked to advertise this in the newsletter.
A vaccination is also available for 2 – 3 year olds in the form of a nasal spray, Nolan was asked to also advertise this in the newsletter as it was commented that not many young mothers would know this was actually available.
There have been many PPG members who had volunteered to help with these clinics, can you please contact Greta or Andrea at the Practice and let them know what date and time you will be able to help.
The Vice chair – Mary asked Greta what the reasoning was for vaccinating specifically 70 and 79 year olds only for the shingles
Nolan
Nolan
All
vaccine? Greta responded - This vaccine is available to 70 year old and 79 year olds only - available from the 1st September, this is a government directive and we only have 100 vaccinations at the surgery.
7. TV – waiting areaIt was discussed at the last meeting and agreed that we would like a TV screen in the reception to advertise health information which patients could access. This has been raised with the doctors by Jackie and although they would like a TV there is a cost issue. After some discussion it was decided that we would try and fund raise to assist with the purchase of a TV or maybe contact Lloyd’s pharmacy to see if any funding is available if they advertise their services also.
8. AOB8a Retention of patients
There was a discussion on attracting new patients to the Practice and Sandra H asked when people leave the practice do we know why?Jackie said most people leave because they leave the area, some leave because of complaints but very small amount, we cannot insist on this information but it can be volunteered.Sandra asked if we could contact patients for feedback?Jackie said she will speak the data collection person in the office if she could ask patients why they leave – there responses would be kept anonymous. She also said our main problem was with patients wanting to stay but not being within our boundary anymore which is set by Solihull Clinical Commissioning Group.
8b ScrutinyBarbara asked when the CQC Care Quality Commission check was and had we fulfilled all the outcomes?
Jackie explained this is the independent government organisation that scrutinise NHS and private health services. The Practise is due a check with 48 hours’ notice given. A PPG member may be asked to attend.
9 Next meeting –
The Chair had looked at other venues but there would have been cost implications and Tuesdays is the only evening the Practice is open late. Therefore the next meeting is Tuesday 12th November 2013, 6pm at Practice.
All
Patient Participation Group Notes of Meeting held 6pm 18th June 2013
At Dr McCarthy & Partners, 198 Tanworth Lane, Solihull B90 4DD
Present :- Jackie Francis - Assistant Practice Manager.
Andrea Carter Receptionist/ Administrator
Hersha Chauhan,(Chair) , Barbara Sloan, June Mason, John Mason, Nolan Spicer,
Sandra Horton, Mary Denby, Pamela Page, Norman Page, Lois Coey, Sandra Ward,
Maureen McGurran
Apologies : Maureen Easton, George Horton, John mills
Item
Description Action
1. Welcome and apologies - Hello to all new members of the PPG – Lovely to see you all.
2. Matters arising from 30th May meeting
The group had a look over the notes of meeting from the last time,
so all new members could have a quick look at what was
discussed in the last meeting.
3. Flu ClinicsWe discussed flu clinics and that they usually happen end of September beginning of October time over 2-3 Saturday mornings. Group members explained that it would be a good idea to help guide patient’s where to go, sit with them after the injection, hand out any information. Members who are happy to help out with flu clinics are Mary Denby, Nolan Spicer, Lois Coey, Sandra Horton, Pamela Page, June Mason and Barbara Sloan. If any other members would like to put their name forward let Andrea or Hersha know. ALL
4. Newsletter/ Notice boardThe group discussed the idea of putting together a newsletter. With a PPG logo adapted from the surgery existing logo. This could JF
then be used for any PPG material to distinguish it as being part of this Surgery. Jackie is going to discuss further with the Practice manager regarding the logo.
It was thought a good idea that the Newsletter has an article featuring patient’s personal experience encountered in the surgery. Sandra Horton agreed to be the first to put in her personal experience and will bring to the next meeting. The group agreed it would try and aim to get the first newsletter together for end of July.
The group discussed what format the newsletter should take. It was agreed that it should be on the website, notice board and a few printed and put around the waiting room.
Agenda item for next meeting.
SH
AC
5. Options available out of hours for patientsSandra Ward offered to do a comparison for us 111 versus NHS direct from a patients perspective.
SW
6. Rooms for hireAdvertising on notice board/ newsletter, word of mouth- half a day
£45:00 full day £90:00
7. Increasing patient listIt was suggested for Jackie to visit McCarthy and Stone with information on the practice to entice them to register with this practice.
It was also suggested we look at perhaps having open days, offer teas/coffees when there are busy clinics such as the flu clinic to raise funds for the group.
There were several suggestions which need to be explored further so agenda item for next meeting.
8. Group MembersIt was agreed there were enough PPG members except we need to target a few younger members to the group e.g. young moms/dads and someone with some I.T. skills. The chair agreed to draft something to put on the notice board.The Chair nominated Mary Denby to become Vice Chair and the group agreed.Nolan Spicer kindly volunteered to be Treasurer; we just need some funds now!
Andrea agreed to carry on as secretary for the moment as there were no volunteers at this meeting.
9. AOBJackie to arrange for one of the doctors to attend for 10 minutes at the next meeting.
Jackie to look into the car driveway to see if we can discourage people from parking in that vicinity.
Jackie asked the group what they thought about on-line booking the Practice want to trial. The group felt we must move with the times but a few members have some reservations in terms how fair it would be for people calling in. However it was agreed there should be a trial period and see what the results are.
10. Next meetingTuesday 23rd July 6:00pm
