Minutes of

Patient Participation Group Meeting

Monday 14thNovember 2016

  1. Welcome and introductions

Attendees: James Magness (JM) (Chair), Mary Magness (MM), Margaret Gillespie (MG), Hazel Blake (HB), Anthony Blake (AB), Judy Holbrook (JH) (Business Partner) and Hayley Dicorato(HD) (Deputy Practice Manager)

Apologies: Mike Campbell, Chris Campbell, Ann Russell, Sheila Clements and Howard Gentry

  1. Review of minutes and matters arising from last meeting

‘Contact us’ link–Action:HD to create a new link to the PPG onthe practice website and any queries received via the ‘contact us’ link will be directed to JM as chair. The PPG and contact link to also be promoted on the website homepage.

Lots of interest in joining the Patient Participation Group (PPG) We agreed the group could accommodate up to a maximum of 20 members. Patients that have expressed an interest in the group will be asked to confirm whether they wish to be added to the mailing list for minutes or become an attendee. Action:HD to email those that are interested to advise that 9 places are available and include the meeting schedule/timings.

The group considered the possibility of setting up an online forum to enable contributions from patients that are unable to attend PPG meetings. It was agreed that the ‘contact us’ link and mailing list will facilitate this for the time being.

JM’s letter to local MP and Jeremy Hunt re: Capita and the national arrangements for the transfer of medical records – no response received from local MP as yet, however JM had received a response from the Department of Health acknowledging the problem.

  1. Terms of Reference and Confidentiality Agreement

Action: These to be attached with the minutes and reviewed for discussion at the next meeting.

  1. Feedback on flu clinic and patient comments

We were pleased to note that the Saturday flu clinic appeared to run very efficiently with patients moving through the process very quickly.

Members of our PPG had kindly agreed to be in attendance during the Saturday event and we had asked them to promote the ‘Friends and Family Test’ questionnaire as a way of introducing themselves and to secure patients’ views. Members noted that it was trickyfor the PPG representatives to hold discussions with patients insuch a busy waiting room. Also, some patients were apprehensive about disclosing identifiable information, particularly when providing negative feedback. However, there were many positive commentsreceived and only a small number of negative ones, primarily regarding the change in the appointment system, querying why the changes had been made. We had been particularly keen to learn how patients were finding the new appointment system and this was generally well received.

JH explained that this was the second year in which local Pharmacies were contractually able to provide flu jabs to patients in pre-defined clinical risk categories. As GP surgeries are obliged to order in their flu vaccinations up to 12 months in advance, this practice like most others, face a financial loss owing tohaving surplus stocks of vaccineas a result of the high uptake of the jab in pharmacies.

  1. Wrap Around Service (pilot extended hours with neighbouring practices)

Gloucester Road Medical Centre (GRMC) isparticipating in a new pilot servicefacilitated by the One Care Consortium* The service offers patients the opportunity to remain registered with their existing practice but attend a different practice for routine care on evenings and weekends. GRMC patients currently have the option of attending either GRMC or Horfield Health Centre for evening appointments, Tues or Thurs.

With increasing pressure on general practice to provide a seven-day service, this pilot offers a fantastic opportunity to test new ways of collaborative working. The pilot is due to be evaluated at the end of March 2017.

  1. Telephony

GRMC isalso participating in the One Care Consortium Telephony Project, which aims to improve front-line staff telephone call-handling in GP practices and should provide a better and more efficient experience for patients.

The project also includes a ‘Cloud-based’ telephony solution that provides a ‘virtual’ platform for neighbouring practices to share their call-handling and can facilitate business continuitymanagement if problems arise.

GRMC will see a 5-year cost-saving of over £5k from switching telephone lines services to Bistech, acompany that specialises in healthcare enabled throughparticipation in this pilot.GRMC will also have access to better data on call-patterns to inform other service improvements.The group queried when cost savings from the suggested new ways of working may be realised. JH explained that it will take time for economies of scale to be realised as we are at the beginning of piloting of new ideas and concepts.

  1. Web GP Activity Data

HD shared the utilisation figures ofthe e-Consultation software by GRMC patients. Unfortunately, the uptake of e-Consult during the pilot had not been sufficient to make the system financially viable. Therefore, GRMC will be discontinuing use of the e-Consult system from January 2017.

Owing to the national push to encourage patients to look for their own self-management and healthcare solutions, the One Care Consortium has been tasked with exploring a further pilot with a newer version of eConsult, wherepatients are charged for the medical advice on anindividual transactional basis. Although we are not directly involved, the outcomes of the pilot will be shared with GRMC.

The PPG members discussed the possibility of offering Skype consultations, but JH explained that the clinical team at GRMC had concerns regarding the time it would take in connecting to the Internet and how this delay might reduce the number of appointments available. However, the GRMC team were keen to consider using new technologies, including web-based consulting in their future business planning.

  1. Sustainability and Transformation Plan (STP)

There has been very little media coverage on our local STP*, however, members of the group had heard on the radio that the STP is currently being kept secret.

JH informed the group that Bristol’s STP will be publicisedon the 17th November 2016. Mr Robert Woolley, Chief Executive of University Hospitals Bristol NHS Foundation Trust, is the STP lead for Bristol, North Somerset and South Gloucestershire. A summary willpresent an overview of where health and social care services are now, and the emerging vision for their future. Patients will be able to feedback their views on the content of the plan.

  1. Any Other Business

GP Services

  • Dr Joanna Williams will be leaving the practice on the 22nd November 2016.

Dr Williams will be replaced by Dr Lucy Prewett, who is starting on 16 January 2017.

  • Dr Kirsten Smith is going on maternity leave on the 19th December 2016 and will be covered in her absence by Dr Mark Statter from 16 January 2017.

Practice Funding

JH explained that since 1 April 2016, practice funding is now based on the specific demographics of each practice’s population. The bulk of its funding comes from the number of registered patients it has. The NHS applies a weighted-points system, known as the Carr-Hill formula to the total practice list-size, in order to calculate theirpayment. This process takes account of age/sex banding, levels of deprivation, patient turnover and the health needs indices in each local area.The application of this funding formula has had a detrimental effect on GRMC and a number of other practices in Bristol. The key changes affecting GRMC is that we have a 15% patient turnover, with over 2000 new patient registrations each year, we have fewer older patients and families than we did, who would have attracted an enhanced level of funding. Conversely, we have experienced a significant rise in 20-45 year old patients, for which a lower payment is received.

It will be a very challenging task for the practice’s management team to continue to maintain a high quality service in the face of severe financial cuts in the future.

There are plans to meet with staff fromBristol Clinical Commissioning Group (CCG) and NHS England to raise awareness of the issue. Members of the PPG confirmed that they are very keen to offer their support going forward.

10.Date of Next Meeting - Monday 13th February 2017 at 3-5pm

* One Care Consortium: A number of GP practices in Bristol, North Somerset and South Gloucestershire have come together to form One Care Consortium. BrisDoc, the local Out of Hours (OOH) service, and GP Care, a provider of services to NHS patients in the area, are also members of the Consortium. One Care’s vision is to create an integrated and effective approach to the delivery of primary care across Bristol, North Somerset and South Gloucestershire, providing seamless seven-day a week care to patients. To learn more, please see their website:

*The NHS and local councils have come together in 44 areas covering all of England to develop proposals and make improvements to health and care. These proposals, called sustainability and transformation plans (STPs), are place-based and built around the needs of the local population.

See more at: