Annex D: Standard Reporting Template

North Yorkshire and Humber Area Team

2014/15 Patient Participation Enhanced Service – Reporting Template

Practice Name: HolmeBubwith Medical Group

Practice Code: B81044

Signed on behalf of practice: Alison Kirk Date: 19thMarch 2015

Signed on behalf of PPG: Date: 30thMarch 2015

  1. Prerequisite of Enhanced Service – Develop/Maintain a Patient Participation Group (PPG)

Does the Practice have a PPG? YES / NO
Method of engagement with PPG: Face to face, Email, Other (please specify) – The practice holds regular face to face meetings and contacts the group via email as appropriate.
Number of members of PPG: 17
Detail the gender mix of practice population and PPG:
% / Male / Female
Practice / 49.7% / 50.3%
PRG / 35% / 65%
/ Detail of age mix of practice population and PPG:
% / <16 / 17-24 / 25-34 / 35-44 / 45-54 / 55-64 / 65-74 / > 75
Practice / 17.05 / 8.66 / 9.30 / 11.54 / 16.72 / 15.61 / 13.32 / 7.79
PRG / 5.88 / 5.88 / 0 / 11.76 / 17.64 / 17.64 / 29.44 / 11.76
Detail the ethnic background of your practice population and PRG:
White / Mixed/ multiple ethnic groups
British / Irish / Gypsy or Irish traveller / Other white / White &black Caribbean / White &black African / White &Asian / Other mixed
Practice / 5196 / 3 / 62 / 5
PRG / 17
Asian/Asian British / Black/African/Caribbean/Black British / Other
Indian / Pakistani / Bangladeshi / Chinese / Other
Asian / African / Caribbean / Other Black / Arab / Any other
Practice / 3 / 7 / 16 / 3 / 1
PRG
Describe steps taken to ensure that the PPG is representative of the practice population in terms of gender, age and ethnic background and other members of the practice population:
The practice population is over 98% British with only a small cohort of Eastern European patients. In terms of recruiting members to the PPG we continue to advertise at both surgeries for new members, and advertise on the practice website and practice booklet. This year we recruited 8 new members from the Patient Champions project. The PPG group adopted a policy at the beginning of the year which removes a member if they fail to attend three meetings in a row (without apologies or reason). Two members resigned for personal reasons. We have recruited one teenager to the group. Membership is open to all interested in the work being undertaken by the PRG. At the end of February 2015 membership stood at 17, with only the 25-34 age range not being represented.
The PRG agreed that each member should approach and recruit one individual who they believe will assit the practice to obtain a broader spectrum of views. The practice will additionally look to recruit and additional member of staff (also a patient) to increase the numbers.
Are there any specific characteristics of your practice population which means that other groups should be included in the PPG?
e.g. a large student population, significant number of jobseekers, large numbers of nursing homes, or a LGBT community? YES/NO
If you have answered yes, please outline measures taken to include those specific groups and whether those measures were successful:
  1. Review of patient feedback

Outline the sources of feedback that were reviewed during the year:
The practice is participating in the Productive General Practice initiative which includes surveying patients views on how they believe and perceive services. Members of the PRG attended the Holme Upon Spalding Moor Community day in June 2014. A patient survey was undertaken at this event with the results presented to Practice staff, as part of the Productive Practice Module, and to the PRG annual review meeting
Friend and Family Test – This is discussed as a standard agenda item with the PRG. This is now reported on monthly and results published on the practice website.
Merger Consultation Feedback – The proposed merger was out for consultation between 22ndJanuary and 9thMarch. Patient feedback was received via Survey Monkey, email, and paper based returns in practice. The results of this feedback was discussed at the PRG annual review meeting.
Complaints and Concerns - The PRG Annual review meeting reviewed complaints received by the practice.
Verbal and Ad hoc feedback to patient group members. Any concerns or comments raised with members were brought to the PRG meetings on a monthly basis.
How frequently were these reviewed with the PRG?
The PRG held meetings on 6thMay 2014, 27thAugust, 8thOctober, 12thNovember, 22Janaury 2015 and the annual review meeting on 17thMarch 2015. The various feedback methods were reviewed at each meeting. Full minutes are maintained of areas discussed and action points identified.
  1. Action plan priority areas and implementation

Priority area 1
Description of priority area:
Premises Improvements/Developments
What actions were taken to address the priority? –
The Practice has established a Premises sub- committee. PRG chair is represented on this committee and attends meetings with developer’s and other stakeholders.
The work to secure funding has beenongoing for a number of years however with the announcement in January of a new tranche of funding the practice shared the guidance with the PRG, and held an extraordinary meeting to include patients views within the tender submission.
The chairman offered advice and support to the Practice and Partners, liaised with the local community and Parish Council and discussed with developers. He attended all practice development meetings around the tender for Infrastructure funding as well as looking for potential alternative premises solutions.
He has reported back to the PRG at meetings and via email ensuring that all members are kept up to date.
The practice received confirmation last week that this initial bid has been successful and has identified further actions as follows:
PRG Chair to continue on sub committee
Over the next few months increase PRG membership to enable improved communication and engagement with the local population around service development.
Survey patients to establish health promotion initiatives that may be suited to the new premises
Result of actions and impact on patients and carers (including how publicised):
If approved it is envisaged that it will be a 12-15 month development process. The impact and outcome will be that as a result of the development the practice will increase its room capacity, and improve parking facilities. This will have a direct impact on increasing the number of appointments available with the additional room capacity to provide services. It will create the opportunity to provide additional service not currently provided in the community.
With the additional capacity the practice will also be able to recruit a female GP, again this has been identified in previous surveys and at PRG meetings as a priority area.
Priority area 2
Description of priority area:
Patient Reference Group Development – obtaining views of the younger population, recruit more male members. Support the work of Patient Champion Projects. Attend HOSM Community Day and complete patient survey.
What actions were taken to address the priority?
The practice and PRG continued to promote the group through attendance at the Holme Upon Spalding Moor Community event 26thJune 2014. Continued advertising in the practice booklet, on the practice website and articles published in the local magazine Grapevine.
The Patient Champions and the PRG joined together to form a larger Patient Group. (Although overall the numbers are almost the same as last year there are 6 new individuals within the patient group, and five retired from the group.
This drive to expand the PRG is planned to continue in the year 2015/2016 with each PRG member being asked to recruit one individual.
Result of actions and impact on patients and carers (including how publicised): Patient Champions and PRG are now a combined group. One new member under the age of 20.
Patients have been informed of the overall performance of the PRG and practice this year through newsletters/annual report available in the waiting rooms at each site. The PRG detailed annual report has also been published on the practice website. (copy attached).
Priority area 3
Description of priority area:
Appointments – Review the impact of changings skill mix of staff, and consider a review of demand.
Recruitment of female GP
What actions were taken to address the priority?
The Practice signed up to Productive General Practice – This is an eighteen month programme of improvement. The first six modules have been completed with a full assessment of current demand, availability and constraints upon service.
Two PRG members have worked with the practice specifically on the Patient Module.
Survey of patient perception with regard to various elements of service delivery.
The results of the analysis were displayed in the waiting rooms for one month (January/February).
The practice recruited an additional HCA in April to release capacity through realignment of workload and better utilisation of clinical skill mix.
From the results of the various surveys and reports the practice is now looking to recruit a female GP half time.
Result of actions and impact on patients and carers (including how publicised):
Better choice of clinician. The female GP although not in post until May 2015 has undertaken locum sessions two days a week since December 2015. Slight increase in appointment availability.

Progress on previous years

If you have participated in this scheme for more than one year, outline progress made on issues raised in the previous year(s):

The actions and concerns carried forward from previous years have been around lack of space and problems of parking at Holme Upon Spalding Moor as a result of premises that lack capacity to offer more appointments. Further feedback from patients and actions identified by the PRG in previous surveys and current surveys, highlight this as ongoing problem. From the patient perspective this is about how long they must wait to see the doctor of choice for a routine appointment.
Other areas from previous years that we continue to support and develop include:
Communication – The practice website is now regularly updated and has a broader range of information available. This has been informed initially by a communications sub-group but more recently by the PRG meetings. Each waiting room has a folder of information that was agreed with the PRG.
Patient Champion Project – At the end of last year the PRG agreed to work with the practice and the Patient Champions to help establish some community projects based. The first PRG survey results identified health promotion and weight management as one of the community priorities. A number of PRG members have also been trained as Practice Champions and three local community groups have been, or are in the process of being established. This includes a monthly cancer support Network, a prescription delivery service to the housebound. We are currently working on developing a men’s support group for those that may be socially isolated.
Productive General Practice – Two PRG members have worked with the practice and attended education and staff meetings to ensure the patient perspective is included in the planning process
  1. PPG Sign Off

Report signed off by PPG: YES/NO
Date of sign off: 30 March 2015
How has the practice engaged with the PPG:
Attached Practice Annual report detailing meetings actions and future actions which we believe achieves the objectives outlined below. All meetings held have formal minutes maintained including sub group meetings from Patient Champion review meetings.
How has the practice made efforts to engage with seldom heard groups in the practice population?
Has the practice received patient and carer feedback from a variety of sources?
Was the PPG involved in the agreement of priority areas and the resulting action plan?
How has the service offered to patients and carers improved as a result of the implementation of the action plan?
Do you have any other comments about the PPG or practice in relation to this area of work?