Meeting Notes:
Tuesday 23 Mar 2021 / 18:00 – 19:00PM
Meeting Details: Join Zoom Meeting
https://zoom.us/j/91680725712?pwd=Nnh0UGlGcGtHeDMwYlNQbE1jV0dUdz09
Meeting ID: 916 8072 5712 | Passcode: AspenPPG
PPG Web: Aspen Medical Centre Patient Participation Group (aspenppg.blogspot.com)
Welcomes, Introductions and Apologies
Chair: Kevin Gannaway-Pitts (KGP) - Interim Vice Chair
Attending: Dr Nicky Wilson (NW), Georgie Kemp (GK), Christine Hart (CH), Steve Talbot (ST), Eve Butler (EB), Jane Barnard (JB), Mary Haines (MH), Michele Bonner (MB).
In Attendance: Katherine Holland GCCG (KH)
Apologies Received: David Bennett (DB)
Notes from the Last Meeting
Paper 1 – 202102 – PPG Notes 23 Feb – The group agreed the notes were an accurate account of the meeting. The notes have been uploaded and made public on the PPG web page:
https://aspenppg.blogspot.com/p/ppg-meeting-23-feb-2021.html
Proposed by Steve Talbot and seconded by
Christine Hart
Actions from the last meeting
Paper 2 – The group reviewed the
action log and agreed to close the completed actions.
Agree Draft Constitution
|
Paper 3 – 202102_AMP PPG Constitution (Final) Due to the emails sent to the group regarding the constitution, the debate regarding the document was opened to the floor to allow members to express opinions or concerns. NW gave some useful examples of why it was necessary to have a constitution in place due to her experience in former practices. The constitution is in place to protect the PPG and its reputation especially if there are any misgiving’s experienced with members. KH asked the PPG to consider the size of the overall size of the patient list at Aspen and a constitution would be a better fit than a term of reference (ToRs) which is more robust and fit for purpose. Following the feedback from members of the PPG by email, the group discussed the latest changes to the constitution in detail to cover all the points raised. The outcomes have been added to the action log and updated in the draft constitution. A copy of the actions regarding the constitution has been added to the bottom of these notes. This will allow members to track the changes against the draft constitution to confirm they are happy with the changes and comments regarding no further action to be taken. ACTION – Highlight the changes in the next draft for members to agree the changes highlighted ready for publishing – KGP ACTION – Set a review date for the constitution to be completed noting changes can be made in line with future structure changes to the PPG, which will be discussed and agreed by the membership. A further 6-month review will be set to ensure the constitution is current and fit for purpose in the future - ALL Further discussion covered the BAME community and diversity of the group, along with translation of the constitution for BAME communities, which KH added that costs will be associated for translation of materials. In summary the group were receptive to the principle of the constitution and KGP confirmed that the group were happy with the explanations and clarifications of the points raised, in which the group agreed that this was the right direction the PPG were taking. At the next meeting
following the review of the changes in the constitution. A final draft will be tabled to agree the
final version subject to this being a working document depending on future
changes. Progress Update Due to the time spent on the constitution and information
in the action log, the group can see the progress being made on activities
since the last meeting. The next major
milestone to be met is scheduled for the 26 Mar 21 when the application process
will close. Recruitment for the PPG, applications, and shortlisting As above with the progress update and the application
process closing, KH gave a quick update on the applicants and said to date we
have had over 60+ apply, with interest from individuals that will allow the PPG
to have representation across the BAME community as well as younger members
applying to join the PPG to give us a diverse structure following successful
appointments. ST raised a point about PPG members and officers insured (third
party) in England, for all Aspen PPG members. NW confirmed for
events where the PPG were requested to support the practice in the same way
volunteers are supporting the mass vaccination roll out, that they would be
covered under the Aspen insurance. ST
raised a further point regarding the vetting of new members that maybe subject
to the sexual offender’s register, and maybe a patient at the practice applying
for a position on the PPG may be subject to being on the register. It was
felt that under the practice code of
confidentiality, that this information cannot be divulged regarding a patient and
may not necessarily have this information. However, as PPG members will not be
on their own with patients and for this reason, it was agreed that members will
not require a DBS check, as there is not a risk in this scenario. The group discussed the next phase of selection process in which a criteria will need to be developed to shortlist potential members to the group. KGP has asked for volunteers who would like to be involved in the process and mail him. KH will look to see if she can provide guidance around shortlisting.
ACTION – Members to mail KGP with expressing an interest in supporting the shortlisting process. |
GK represented the Aspen PPG at the Gloucestershire Countywide PPG meeting and provided the group with an update from the meeting:
GK explained that this meeting was an extra meeting to spotlight on PPG Practice Interactions as it was an item raised by other PPGs in the network. The meeting also covered the following items for discussion:
- GP National Survey is out to Practices
- Forest of Dean Consultation complete - new hospital build to go ahead
- Fit for Future - Specialist Consultant
- Covid vaccine rollout, which is really going well in Gloucestershire and has been publicly highlighted by the secretary of health in his parliamentary updates and briefings.
Attendees were
given the opportunity to speak about their experience with practice
interactions as it was a concerned highlighted in their respective
PPG’s. The meeting was recorded which
can be shared with attendees. Some of
the highlights were as follows:
Concern around Practices Service
Development Plans and where they are in existence should these be shared with
PPG members for patient views. Some of
the responses indicated that these were in place.
Some PPGs voiced that this was in place in their practices, others felt that this needed to be in place across all practices ensuring PPGs were aware and in the correct circumstances have involvement.
- PPGs have had little or no interaction with the Practices throughout the current pandemic period.
- There seemed to be some questions around who should call and arrange PPG meetings, consensus seemed to be that this should be the Chair of the PPG with invitations to the relevant parties within Practice to attend.
- It was felt that communication to patients in regard to what PPGs were about was lacking and suggested that local area magazines could have PPG input to get information to households.
- PPGs asked if they could use media surveys and members were advised that the team in the CCG will provide these services and manage them on behalf of the PPG if requested.
- There were a number of members who spoke about how they carried out meetings and mailing patients. It appears these are done differently across the county.
- Concern around data protection was raised around the protection of email addresses and making sure that the Bcc facility is used on emails.
GK felt the Aspen PPG is right up
there as a front runner of PPGs in the county and also feels the direction we
are going at present will strengthen our position in the County. She also thought these events are really good
for the PPG to attend and she received a vote of thanks from the members on her
report.
It was felt that it was maybe advantageous for PPGs to have an Annual Report which could be shared with Practice Managers.
PPG Communications and Engagement
Due to time spent on other agenda points this was not discussed but this is a summary of updates on the PPG Blog for information.
Changes to the Blog Aspen Medical Centre Patient Participation
Group (aspenppg.blogspot.com)
· PPG Digital Notice board
PPG Members and Bios
Useful Links
Useful Events
An area of concerned raised during the meeting was around digital exclusion and that we need to be mindful of the impact this has on patients that do not use technology. KGP reported that this is an element in the digital work at the CCG that is also taken very seriously, and further work is undergoing to address patients using health services in Gloucestershire that do not have access or do not feel confident in using technology. We also need to realise that change in primary care has had to take a direction in using online solutions for patients to open up access to practices especially through the pandemic and this will only continue as primary care transform post covid.
Any Other Business
No further business was raised following a lengthy meeting
in which members were given the floor to raise any anxiety following the comments
raised and it turned out to be a very productive meeting. With the development of the PPG it is
important to raise topics or concerns with KGP who will address these directly
with members or sign post through the Practice Representative.
Dates of the next meeting
ST raised on behalf of DB that he cannot make evening meetings which has been acknowledge, however the attendance of this meeting was more suitable for the membership and we agreed that 18:00hrs suited both members that were retired or working.
Next meeting scheduled for Wednesday 28 April 2021 on Zoom 18:00 – 19:00hrs
KGP thanked everyone for there attendance and closed the meeting at 19:20hrs.
