Can you help us to develop the practice to suit the needs of our population?

A Patient Participation Group is a way that patients of a practice help to influence how we work, acting as a critical friend.  We also want to understand more about what makes you feel well and how we can encourage and direct our patients to some of those things in the community.

If you are interested we'd love to hear from you, we hold regular meetings.. This will then be an opportunity for you to volunteer and shape how we collaborate with our community.

Its an exciting time for us as a practice and we want to make sure you, our patients are at the forefront of everything we do. We can only do that with your support.

We aim to gather patients from as broad a spectrum as possible to get a truly representative sample. We need young people, workers, retirees, people with long term conditions and people from non-British ethnic groups.

Minutes of PPG meeting on 4.06.25 at 6.30 pm at Cross Road Surgery

Present:    

• Colin Huckle (Chairperson)
• Michael Lidstone (Secretary)
• Marian Huckle
• Hilary Lidstone 
• Abbigail Langstone-Wring
• Angela White 
• Geoffrey Pritchard
• Ellen Zapiec
• Janice Moss
• Tracey Dolbear
• Tina Usher (Trainee ACP and Partner) 
• Jim Gammans (Dorset ICS) 
• Susan Wilkins  (Practice Manager)

Note: Before the start of the agenda items, Colin welcomed Janice and Tracey to the PPG group.   

Also in attendance was Mark Winterburn who came to introduce himself. He helps to promote and provide new digital technology for 5 practices in the Weymouth and Portland area. This includes digital access, helping with patient surveys and providing assistance for those patients not on-line. He also introduced ‘Healthcare Heroes’ a national organisation which gives awards for individuals or teams working in the NHS who have made outstanding contributions. One new initiative is encouraging and informing children to have an early experience of the work of medical staff in the NHS, and maybe stimulate their parents in having a better understanding of health matters, including healthy living. 

In discussion, Jim appreciated the difficulties of elderly people who are not able to use digital technology. Reference was made to the volunteer Digital Champions at Weymouth Library who provide IT help for members of the public, but appointments need to be made.    

1.    Apologies for Absence    

Mary Webb (although not able to attend for health reasons, wishes to remain on the PPG). 

2.    Approval of Minutes of Meeting on 29 January 2025

These were approved by Geoffrey and seconded by Colin. 

3.    Matters arising 

(1)    Health Talks

Not a great deal more to report since last meeting. Colin mentioned that the PCN is still aiming to contact those patients with certain health conditions to attend surgeries for talks providing helpful information and advice.

(2)    PCN newsletters

Colin reminded the PPG group of the first edition of the ‘Healthy Happy Living’ newsletter prepared in January this year, but only recently available. It is now on-line and there are a few paper copies available. There have been discussions as to how more patients can know about this newsletter, especially for those not on-line. Jim suggested disseminating copies by post or being made available at surgeries in Weymouth and Portland. Sending out the newsletters via an e-mail link, might be regarded as a scam by some patients. Other options explored include using our PPG notice board in the waiting room or the surgery Facebook page. 

(3)    Bank Account

Since the last PPG Sue had been in contact with Lloyds Bank regarding the setting up of a PPG bank account. This bank and others do charge a monthly nominal fee for charity accounts. Jim was not aware of any PPG groups currently having free banking facilities for their own accounts. He mentioned that the surgery at Puddletown raised £2,000 via ticket sales for various events. Sue mentioned that our surgery has a number of separate accounts under its jurisdiction. One such account is for ‘equipment funds’ which is ‘fairly dormant’ and it was suggested that this could be used for fund raising for our PPG. Angela mentioned that a lot of PPG’s have a similar arrangement. Jim felt that fundraising for a specific rather than general purposes, would encourage more generous donations from patients. Sue is looking at cashless means of payment. 

To avoid banking charges, Abbigail proposed a motion that a PPG account is set up within the surgery banking system, which will be managed separately by the PPG. Colin accepted the proposal which was seconded by Angela. There was no dissention.

(4)    Ten Year Plan  

Nothing to report.

(5)    Covid Spring Booster Vaccinations

There were problems at the surgery for these vaccinations on Sunday 6th May, causing significant delays for patients. Sue reported that there had been problems in opening the fridge which contained the vaccines.   

4.    Surgery update

Sue updated the group on the refurbishment of the surgery. The carpet in the waiting room has been replaced with vinyl flooring, which is more hygienic and easier to clean. In the near future the waiting room will be redecorated. The modification to the public counter including a lower window for wheelchair users is nearing completion. (NOTE : Completed as of mid-June)

There have been a number of new clinical staff joining the surgery this year and later this year a trainee nurse and a medical student will be joining. 

Sue reminded the group that not everyone who contacts the surgery needs to see a doctor; a care navigator system will redirect patients to the appropriate clinician or pharmacy. Jim suggested that patients need to be advised and educated on where and how to seek medical help. For pre-diabetic or diabetic patients, Tina mentioned that there is a clinic at DCH for patient referral. 

With an increasing number of patients (currently 8,000 and expected to increase to 10,000) Mike enquired if the car park, which cannot be enlarged, is causing an issue. Sue mentioned that as most patients are aware of limited parking, they will make necessary arrangements for attending the surgery. eg avoiding school pick-up times, road parking. 

Hilary asked what percentage of the latest Covid vaccinated patients had it done at the surgery, rather than at the pharmacy. Sue mentioned that 82% of our registered patients came to the surgery. 

5.    Improved publicity for PPG

Wall space in the waiting room has been set aside for a dedicated PPG noticeboard. Sue mentioned about the inconvenience of DNA patients, who are preventing appointment slots being refilled. Patients who have memory problems are sent appointment reminders, but the main culprits are the younger age group who fail to contact the surgery when they no longer need an appointment. 

Jim mentioned that the surgery Facebook page can be used to advertise events such as a chat café, gardening group, etc.

6.    Chairs of PPG groups meeting   

Colin attended a presentation on communication preferences for patients, including text messaging, social media, e-mail and phone. Abbigail queried if patients personal medical results would be communicated by these methods, but for  confidentiality this would be done by letter or phone call. 

PPG  groups are looking at ways to encourage patients to be more pro-active in healthy living. It is planned to have healthy diet cooking, self monitoring of blood pressure, exercise classes, etc but these would require volunteers. Also a prescription collection and delivery service could be provided for the elderly and housebound, but not for controlled drugs. 

There was a brief discussion on the role of PPG’s in dealing with complaints; PPG members can listen to patients complaints in a non-surgery setting. Sue reminded the group that there is a formal complaints process. 

Ellen mentioned that the triage system, whether over the phone or digitally, appears to be working well. 

Colin raised the issue of the ear syringing service which is offered to about half the surgeries in England. In Dorset it is not part of the doctor’s contract, and this incurs a costly £70 for patients going Private. 

7.    Any other business

Abbigail informed the group of the national association  for patient participation, which supports PPG groups. It’s web-site address is napp.org.uk. The PPG awareness week was 31 May to 6 June. There is a membership fee of £80 a year. This is an option worth exploring. Hilary raised the issue of how to distribute our surgery patient newsletter to the housebound. Paper copies could be delivered to them. 

8.    Date of next meeting

Wednesday 10th September at 6.00 pm at Cross Road Surgery.