Aspen Medical Practice PPG Development Meeting
Friday 14th January 2022
Present:
Kevin Gannaway-Pitts (KGP),
Gill Brook (GB), Dr Sam Kwok (SK), Fred Wood (FW), Zareen Ahmed (ZA), Mary Haines
(MH), Bernie Fishpool (BF), Kate Edgar(KE), Bill Singh(BS), Sandra Nicholson(SN),
Andrew Wrightson (AW).
Apologies:
Christine Hart (CH), Georgie Kemp
(GK),
Agenda items & points of discussion:
1. Welcome
given to all attending in person and online (MS Teams).
The
purpose of the session was introduced
and agreed by those present.
•
To review, discuss and agree the revised PPG Constitution based on
previous PPG work on 20th October 2021
•
To briefly explore the concept of patient experience
•
To discuss and agree the priority and focus of work to be undertaken by
the PPG
•
Each to be able to articulate the skills knowledge and experience each
can offer to the work
• To agree next steps
Introductions – everyone introduced themselves to SK giving a little information on their background plus knowledge and skills they brought to the PPG
2. Notes of previous development session
· Notes were reviewed by the group and agreed to be correct.
3. Share information about Patient Experience (Beryl
Institute 2020)
· GB shared information on definition of patient experience as a refresher and to help ensure consensus in PPG discussions (see enclosed/attached - Patient Experience Summary)
4.
Review the
revised PPG Constitution
· The Constitution version 1.3 that had been drawn up from development session 1 in October 2021. This was reviewed and discussed by page. The following points discussed and/changes to be made
o Section 2: Practice Values: Discussion on the word ‘Greenification’
– suggestion was made to add an explanation - developing an eco-friendly and
sustainable environment
o
Relationships –
change wording to developed and maintained
o Section 2.1.1 wording changed to patient
information booklet provided on Registration
o Section 2.3.2 wording changed to at each PPG meeting with
update meetings with the Chair and Vice chair of the PPG between these meetings
and as required
o Practice staff will be aware of the role & purpose
of the PPG
o
A clear process
of how this will be achieved will be developed e.g. at staff induction and
staff meeting updates
o
Section 3
Membership: discussion on PPG size and
number of members – agree between 15 & 20. With others being co-opted on to
specific working groups for a defined period
o
Section 4.1
§ Title/Heading of Committee changed to PPG; details
added to give greater clarity on composition and functioning of the PPG
§ Clarity on financial management made – Cheques or
electronic payments will be formally approved by the Treasurer and the Chair
o
Section 4.2.1:
The AGM – through discussion agree the AGM would take place in June each year
o
Section 4.2.2 A
Special meeting: clarity given that PPG members will be informed by email
o
Section 4.2.3
Regular meetings:
§ agreed that the main body of the PPG will meet every
three months with monthly update meetings of the Chair, vice chair and
secretary with the GP rep.
§ PPG member attendance requirements and action taken
for repetitive nonattendance clarified
o Section 4.6 Constitution Review: agreed annual review (June) and management of significant changes if required before that time
ACTION 1: GB to undertake changes and circulate for final agreement
5. Update from SK re practice challenges and developments
· Recruitment challenge of both clinical and reception
staff. Aspen MC are now offering a career pathway for reception personnel with
progression from receptionist, foundation navigator, advanced navigator and finally
to doctors’ assistant (the latter requires external training).
· Staff sickness due to COVID - having the virus itself/ isolating due to contact / impact on mental wellbeing.
· Increase in clinical staff, other than GPs, planned, e.g. nurse practitioners, minor illness practitioners.
· Telephone system – Aspen are moving to a new provider – X-on and Queue Buster in April/May 2022.This will help in reducing waiting times for patients contacting the Practice by telephone as it will have a call back system.
· Aspen is a Training Practice for Doctors but hasn’t had an Education Supervisor for some time – will have one in 2022. Update will be given at next meeting
6. Working Group Development Review
Each working group reviewed, people’s membership of them and next steps
6.1 Carers working Group: to include Young Carers and Bereavement: Eve Butler has retired from the leadership of this PPG working group after several years of very successful work (see previous PPG meeting minutes). Following discussion, in which SK explained that Rachel Buckley the Frailty lead nurse in the Practice was the Carers lead and had good networks and links to support carers, it was agreed that, at this point in time, there would not be a PPG working group but that updates on carers may be given by Rachel and she would approach the PPG for support on any specific aspect she felt required this
6.2 Mental Health (MH)Working Group: it was agreed that this was an area that PPG contribution would be welcomed by the Practice.
ACTION
2
o
BS, KE and ZA
will take this work forward initially exploring and scoping the potential
contribution /work of the group. Draft terms of reference will be drawn up once
this is achieved. Time scale to be confirmed
o SK to seek a link person GP or other clinical professional to join this group
6.3: Armed Forces Veterans Group: This was
vital work that need to continue from the significant achievements to date with
GK. KGP had several important contacts and excellent networks to further
develop the work and support of Veterans in the Practice. FW agreed to join
this group with his Armed Forces experience & knowledge being an important
contribution. Rachel Buckley (RB) was a key contact in the Practice for this
work
ACTION
3
· KGP to contact RB to arrange a meeting with PPG the
members
· Purpose and Terms of Reference to be drafted
· Action plan to be drawn up and agreed
6.4
Health Living:
o
The Walk Talk
Walk Group, facilitated by GB and SN is going well with walks now every 2
weeks. Two more volunteers to support the Group, helping to sustain its ongoing
existence are urgently required
o Links with the Eat Real Food Group run by Millie xxx will be made to promote each other’s group.
It was agreed that this was the PPG’s key contribution to the healthy living agenda. Feedback from participants indicated its value to them.
6.5 Communication Engagement and Digital Group
This
group had already had one meeting with the Practice, drafted and agreed terms
of reference and had an action plan to focus its work.GB led this group. Other
members are BF, ZA, FW, Salina Wathen not at this meeting) and AW. It was
agreed that the group would play an important role in the digitalisation of the
NHS (primary care) ensuring it was fir for purpose and accessible/ easy to use
for and to as many patients as possible.
The work also includes supporting patients accessing services easily and
well; developing information needed by patients in the form of frequently asked
questions (e.g. how can I get my test results? Etc) and in accessible
format. this will help manage
expectations of patients. Also making it easy to give feedback easily - both positive or negative and giving feedback
from the Practice on what patients have said( themes) sharing what has been
done etc. e.g.’ You Said …. We did…’
ACTION 4
o
GB to share Terms
of Reference (once changes are made in relation to the revised Constitution)
& action plan to help other groups to use the templates going forwards
o
Group to meet to
review and prioritise potential work in line with the Practice and patient
needs
6.6 Diversity Group
o
it was agreed
that this group would not exist as separate entity for the moment. All Groups
will integrate equality and diversity into their working ensuring meeting notes
reflect this.
6.7 Long term Conditions Group:
o
it was agreed
that there was currently no specific work in this field
7.
Summary of
the work today and key actions
GB
summarised the development session today.
o
The discussed
changes will be made to the Constitution and circulated for final agreement
o
KGP highlighted some
core elements of our role as a PPG – working with the practice without
overreaching, starting with small steps, see it as an evolving role, keep
things sustainable, and think about what support we can give to make the
practice’s job easier and the experience of patients the best it can be
o
The key working
groups are
o
Armed Forces
Veterans
o
Mental Health
o
Healthy Living-
WTW Group
o
Communication,
Engagement and Digital Group
PPG members to note and take forward the actions prior to the next meeting
8.0
Member contributions:
Each member attending
this development session articulated their skills, knowledge and experience
that they brought to the PPG and their contribution to specific working groups:
· KE - Interested
in the MH Group work, bringing knowledge, skills and experience as a clinical psychologist
and so also bringing research skills, experience in survey development etc.
Kate is also Secretary to the PPG
· FW – interested
the Armed Forces Veterans and Comms and Engagement Groups. Fred was an Army
Officer and has also worked for the Ministry of Defence. He has been City
Councillor and brings skills and knowledge of risk management and governance
and is able to see the wider perspective.
· ZA - has
worked in community development with a strong interest in equality and
diversity; she currently works with victims of trauma in a nonclinical role. Her
interest is in how people engage and access services/help and will use her
skills and knowledge in the MH working group and other areas as required
· MH – has been
an active member of the PPG for many years aways supporting Practice activity
e.g. Supporting Flu and Covid Clinics
· BF – has worked
in education teaching students ‘not to frightened of IT’!! She is part of the
Comms engagement and digital Group.
· BS - works in
Mental Health peer support and will therefore contribute to the MH working
Group.
· SN – has worked
in the NHS and in private sector as a clinical pharmacy. In retirement
she has worked as a volunteer in the CAB and in Healthwatch. Her current work includes WTW Group - reflecting
helping to improve people’s overall wellbeing, Sandra also will contribute in
helping limit digital exclusion of patients in accessing health services etc.
through the Comms, Engagement & Digital Group work.
· AW- has
worked in the Construction industry e.g. power stations and volunteers in other
capacities including the Food Bank. His interest is in the Comms, Engagement
and Digital group work, as well as carers and mental health
· GB - has worked
clinically as both a paediatric and adult nurse and also in management roles in
clinical governance, quality management and as Head of Patient Experience in
two acute trusts. She is passionate about working with patients to deliver
patient centred care and services and helping them improve their own health.
The focus of her contribution is as Vice Chair, PPG lead for the Comms
Engagement & Digital Group and co facilitator of the WTW Group with SN
· KGP - Currently working with the Gloucestershire Clinical
Commissioning Group as Head of Digital Primary Care with 18 years’ experience
in the NHS. This followed 25 years
serving in the Irish Guards retiring in the rank as WO1 Regimental Sergeant
Major. Interests are Health & Wellbeing
and sharing knowledge and experience to support and provide leadership with the
PPG. develop
9
Next
meeting: April 2022, date & time to be confirmed
