Patient Participation Group
Terms of Reference
Aspen Patient Participation Group
The Group shall be called the Aspen Patient Participation
Group.
1. Aims of the Patient
Participation Group (PPG)
1.1 To facilitate good relations between the GP practice
(referred to as the ‘practice’ throughout this document) and patients by
communicating patient experience, interests and concerns and providing feedback
to the practice on current procedures and proposed new developments.
1.2 To work collaboratively and positively with the practice to
improve services and facilities for patients and to act as a sounding board for
practice staff on issues affecting patients.
1.3 To build two-way communication and co-operation between the
practice and patients, other individuals and organisations in healthcare, and
the wider community to the mutual benefit for all.
1.4 To act as a representative group to support the practice and
influence local provision of health and social care.
2. PPG Structure and
Membership
2.1 Membership of the PPG shall be open to all registered
patients. Membership will reflect the patient profile and be widely
representative of different genders, ethnics, ages and abilities as required in
the GP contract.
2.2 All registered patients of the practice are automatically
members of the Aspen PPG. Removal of a patient from the patient list will mean
that he/she will cease to be a member of the PPG.
2.3 The PPG will be non-political and non-sectarian, and will at
all times respect diversity and exemplify its commitment to the principles
contained within the Equality Act.
2.4 The carer of a patient registered with the practice can be a
member of the PPG even if he or she is not a patient at the practice.
3. PPG and PPG Organising Committee
3.1 The Aspen PPG shall elect an organisational committee from
among the members of the PPG and they will be known as the Aspen PPG Organising
committee. These will include Chair, Vice-Chair and Secretary. Other posts may
be created by the Annual General Meeting on a proposal from the PPG.
3.2 The PPG and the PPG Organising committee shall both hold regular
meetings.
4. Management of the PPG
4.1 The PPG shall meet no fewer than four times a year. The PPG Organising
committee may meet more regularly for planning purposes and liaison with the
practice group if required.
4.2 In the absence of the Chair the Vice-Chair or a member of the
Organising committee will chair the meetings.
4.3 Meetings are subject to a quorum of five members of the PPG.
Apologies for absence should be sent to the Practice or Chair prior to the
meeting.
4.4 The PPG may invite relevant professionals or patients to
specific meetings. Any such persons shall respect the confidentially of the
PPG.
4.5 Decisions shall be reached normally by consensus among those
present. However, if a vote is required, decisions shall be made by simple
majority of those present and voting. In the event of a tied outcome, the Chair
may exercise a casting vote in addition to his/her deliberative vote.
4.6 The Secretary shall produce minutes of meetings to be
considered and approved at the following meeting of the PPG and subsequently be
sent to members of the PPG and made available to all via email or hard copies
displayed in the practice.
5. Annual General
Meeting
5.1 Membership of the PPG Organising Committee should be for no
more than three years and elected at the Annual General Meeting.
5.2 The Chair of the PPG will convene an Annual General Meeting
open to all registered patients and carers before the end of the selected month
each year. The date, venue and time shall be published at least one month prior
to the meeting by means of a notice in the surgery notice boards and on the
surgery website.
5.3 Any specific committee positions of the PPG Organising committee
will become vacant on an annual basis with the option of self/other nomination
for the positions and a process of voting by all members of the PPG.
5.4 Committee members of the PPG Organising Committee will
notify the Chair at least one month prior to the date of a convened Annual
General Meeting if they intend to step down from their position. Membership and
the appointment of specific roles will be agreed at the Annual General Meeting.
5.5 Any member of the PPG who wishes to nominate him/herself for
a position on the committee, such as Chair or secretary or any other official
role, should advise the incumbent Chair of their intentions at least two weeks
prior to any Annual General Meeting. This should be by submission of a
completed Nomination Form endorsed by two existing PPG members.
6. Confidentiality
All members of the PPG must be made aware of the need to
maintain absolute patient confidentiality at all times. Any member whose work
on behalf of the PPG includes work in the practice or consulting with other
patients or members of the public should sign and return a copy of the PPG’s
Confidentiality agreement before undertaking any such activity.
7. Code of Conduct
All PPG members must abide by the Code of Conduct shown at
Appendix 1. (Click Link for Code of Conduct)
8. Activities of the PPG
As required in the GP contract 2015/16 sections 5.2.1 to
5.2.6, the PPG will:-
8.1 Make reasonable efforts during each financial year to review
its membership in order to ensure that it is representative of the registered
patients in the practice.
8.2 Obtain the views of patients who have attended the practice about
the services delivered by the practice and obtain feedback from its registered
patients about those services.
8.3 Review any feedback received about those services delivered
by the practice with practice staff and relevant members of the PPG with a view
to agreeing the improvements (if any) to be made to those services.
8.4 Contribute to decision-making at the practice and consult on
service development and provision where appropriate, expressing opinions on
these matters on behalf of patients. However the final decisions on service
delivery rest with the practice.
8.5 Act as a sounding board to provide feedback on patients’
needs, concerns and interests and challenge the practice constructively
whenever necessary, also helping patients to understand the practice viewpoint.
8.6 Communicate information which may promote or assist with
health or social care.
8.7 Explore overarching ideas and issues identified in patient
surveys.
8.8 Maintain a PPG noticeboard in the surgery with up-to-date
information on current activities and opportunities for patients to comment
(e.g. via a suggestion box). The PPG will, where possible, regularly meet and
greet and engage with patients in the waiting area.
8.9 Act as a forum for staff to raise practice issues affecting
patients, or for input into any operational issues affecting staff, so that
patients can have their views on practice matters taken into account.
8.10 Act as a forum for ideas on health promotion and self-care
and support activities within the practice to promote healthy lifestyle
choices.
8.11 Raise patient awareness of the range of services available
at the surgery and help patients to access/use such services more effectively.
Signed agreement
These Terms of Reference were adopted by the Aspen PPG at
the meeting held at The Aspen Medical Centre on 00/00/2019 and may be reviewed
according to emerging needs.
