Whyteleafe Surgery Patient Participation Group (PPG)
Wednesday 16 November at 7pm
Minutes of the Meeting
Present: Richard Allen Patient Representative
Theresa Archibald Practice Manager
Alice Broomfield Patient Representative
Susan Cornish Patient Representative
Wendy Denne Patient Representative
Margaret Frost Patient Representative
Neila Gibson Patient Representative
Cornelius Latham Patient Representative
Tony Lidbury Patient Representative
Ronald Shrieve Patient Representative
Dr Victor Tun Senior Partner
1. Welcome and introductions
Three new members of the group were welcomed to the meeting and members
introduced themselves again briefly.
2. Structure of the NHS and Primary Care
Theresa Archibald gave a brief presentation to the group to help their understanding
of how the NHS is structured and the way in which the practice is currently funded by
the Primary Care Trust (PCT).
3. Group Business
o Election of chair, secretary, treasurer, Clinical Commissioning Group
Mrs Susan Cornish was elected as Chairman of the group. There were no
volunteers to stand for the post of secretary at this time but it is hoped that
someone could be persuaded to take on this responsibility in the future. It
was agreed that there was currently no need to elect a treasurer as there was
no budget involved. Mr Richard Allen was proposed and agreed to represent
the group at CCG meetings when required.
Mrs Cornish and Mr Allen were thanked for taking on their respective roles
and Mrs Cornish chaired the remainder of the meeting.
o Terms of reference
Draft terms of reference were circulated during the meeting for discussion. A
few minor amendments were suggested and it was agreed that any matters of
a confidential nature would be recorded in part 2 of the minutes.
o Frequency of Meetings
The terms of reference suggest quarterly meetings of the group. It was
agreed that once the group is established this would be appropriate but that
there is a need for more frequent meetings over the next few months.
It was agreed that four members of the group, one of whom shall be a
member of the Practice, will constitute a quorum
o Annual review arrangements
The Chairman will produce a summary report of the group’s activities and
decisions each year. This will be publicised on the Practice website and in
the Waiting Room.
The group will work towards a system whereby representatives stand down
after three years membership of the group.
4. Work Plan
o Agree objectives of the group
The short term objective of the group is to collate patient views through a
survey. This is a requirement of the Patient Participation Enhanced Service.
Details of the process were distributed and discussed. (see also item below)
The group will aim to have completed the survey, discussed the findings,
agree an action plan and any changes to be made as a result of the survey
and to publicise the outcome in the Waiting Room and on the Practice
website before the end of March 2012. This is an ambitious timeframe.
o Development and use of patient email reference group
Email addresses have been collected from patients willing to provide their
views and/or participate in surveys. Members of the group felt it was
important to also canvas opinion from patients attending the practice to
ensure that the views of those who do not have email accounts are captured.
It was therefore agreed that the survey would also be conducted in “hard
copy” with distribution during a specified week to patients attending for
appointments. The difficulty of ensuring representation from those who are
registered but do not attend often was considered.
Members of the reference group will be emailed prior to the next meeting of
the Patient Participation Group to see what they think should be the key
priorities when it comes to looking at the services provided in the practice.
This information will inform the compilation of a suitable questionnaire for
o Communications and reporting back
A notice board in the Waiting Room will be available for the use of the Patient
Participation Group to publicise their activities. Messages can be added to
the call board when required. A section of the Practice website will also be
available. Names of the Patient Representatives will be posted on the
website but communications from other patients will be directed to the
Chairman via the Practice. It will be made clear that medical problems and
complaints should continue to be addressed to the Practice and not to the
Patient Participation Group. The use of a suggestion box in the Waiting
Room was discussed but this will not be initiated at the moment.
Members of the group agreed to communicate with each other via email and
to share email addresses within the group. All members are happy to be
addressed by their forenames.
5. Any Other Business
The name of the group has still not been agreed and this will be discussed at the
6. Dates of next meetings
Wednesday 11 January 2012
Wednesday 22 February 2012
The meeting closed at 8.45pm