Royal Crescent Surgery
PPG meeting minutes:14 May 2018 17.30
ITEMS / MATTERS ARISING / ACTION1. / Welcome
RCS: Dr HY, JH
PPG: VCC, MC, YC, GC
2. / Apologies: JMF / JMF had sent apologies due to illness. With considerable regret, she had decided to stand down from the PPG. JH said JMF was a founder member of the PPG, serving for more than 2 years and expressed the practice’s grateful thanks for her service and best wishes for a full recovery.
3. / Review of last meeting minutes of Tuesday 20.2.2018 / Medication Passports were available in surgery for doctors to complete for those patients with cognitive difficulties in order to make essential medication clear to carers and clinicians. Patients who had given their email addresses at the PPG meet-and-greet on Flu Saturday formed the core of the virtual PPG.
4. / News & Staffing from the Surgery / Dr HY, a new Partner at RCS, introduced himself and mentioned the new Practice Nurse, Sister Katie Nash. There were plans for her to develop diabetes and chronic disease management and provide full nurse cover on Thursdays and Friday. She was keen to develop her skills.
Improved Access Appointments:Choice Plus had been discontinued.Dr HYsaidfinance had been given to clusters of surgeries to provide appointments from 8am – 8pm. With patient permission to share medical records, since April 2018RCS was now offering appointments from 4 – 8pm at Improved Access surgeries: St Paul’s Chapel and Overton Park surgery. Doctors wrote consultation notes into the patient record. The appointments were for on-the-day problems and chronic illnesses.
Patient record-sharing was explained, together with the audit measures in place in the clinical system to ensure confidentiality.
Safe Space Surgery: JH said that in line with other surgeries, RCS had become a designated Safe Space Surgery on advice from Gloucestershire Domestic Abuse Support Service. Posters around the surgery and in the patient toilets would alert patients to the fact that there were confidential ways in which they could ask for help and share their concerns. Clinicians were also encouraged to ask patients, as research had shown that on average, a person had to be asked eleven times before they would open up about being abused.
5. / Friends & Family Test Figures& patient feedback / Thanks were expressed to the PPG for their input into the Friends and Family Test procedures. Responses had increased enormously sinceOctober 2017using Mjog – as a result of PPG suggestion - to text questions to patients. Prior to Mjog there were an average of 7 F&FT responses per month with that increasing to 42 using Mjog. Regarding comments, communication with patients was always the biggest issue. VCC to see figures + comments for analysis. / VCC
6. / Appointments & DNAs / RCS thanks were also expressed as PPG suggestions had resulted in
* re-wording of text message reminders
* a dedicated 24 x 7 phone cancellation line for appointments
* Mjog CANCEL facility from mobile phones
VCC asked for practice DNA protocol to be added to the website. JH to providethe age-group breakdown for wasted appointments.In 2016 it was the 18-35 age group. Also to provide figures breakdown by GP & Nurses; JH noted the latter was more difficult to obtain accurate figures and will reinvestigate to see how to improve this
JH circulated a graph showing DNA figures for 2017 and 2018 clearing demonstrating a drop in wasted appointments due to making it easier for patients to cancel them without having to phone the surgery. / JH
JH/website
7. / Events & Surveys / The practice will celebrate the NHS 70th birthday on Thursday 5th July with a tea party on the terrace by the car park from approx 4pm.. Details to be arranged. Joining in with the national ethos, funds to be raised in aid of NHS charities.
It was agreed the PPG will support the surgery by organising a raffle as the launch event in a fund-raising campaign to buy a blood pressure machine for Waiting Room 1costing about £1300 + VAT.Everyone is invited to contribute or donate items for raffle, please contact Reception or email the PPG and all cordially invited! Organising meeting with RCS staff and PPG to be arranged early June. RCS to consider adding painted thermometers to waiting roomwalls to help advertise and indicate fundraising progress
It was agreed, subject to reservations about the PPG getting too involved in fund-raising as there was currently no Chairman, Secretary or Treasurer.
The intention to organise Carers’ Event was on hold until PPG member numbers increased but VCC said an event might be achieved by sharing organisation with other PPGs in the Cheltenham Central cluster of GP surgeries. / JH
8. / New building / Dr HY said there was no progress at all on proposed new surgery development off North Place.
9-11 / PPG/vPPG news,N.A.P.P. / VCC thanked RCS for paying a further year’s membership of the National Association of Patient Participation. She would circulate the latest NAPP newsletter to the vPPG.
Her suggestion of reminding students to get Meningitis ACWY jabs before going to Uni or Collegein September was acceptedand she provided a suggested draft. JH to get info from nurses. / JH
10. / PPG Action Plan 2018-2019 / PPG Action Plan and proposals to amend the Terms of Reference to be considered in advance of next meeting. / ALL
11. / News from Gloucestershire CCG (Clinical & Commissioning Group) meetings & activities / VCC said the CCG PPG Network meetings would be held on 8/6, 14/9, 7/12 between 10am-12.30 Churchdown Community Centre, Parton Road. 1 or 2 PPG members welcome to attend.
VCC said she attended a JUYI Induction and Information Governance meeting on 8/5. After 4 years it was into the first phase of record sharing, which was read-only for urgent care clinicians. This is a longterm project, at least until 2022. In summary, JUYI is not all records everywhere but is for key information including medication, medical conditions, operations/treatment received, next of kin contact details and tests requested or carried out by GP or hospital. With GDPR imminent on 25 May implied consent is not an option.Legally, however, “If you want NHS care, consent is not valid; we’re going to share your data UNLESS you tell us you don’t want this”.In 2016 everyone registered at a Gloucestershire GP Surgery was sent a letter to opt in or out plus a copy of the Shared Care Information Times. VCC said that if patients had previously opted out this would be honoured; but JUYI encouraged patients to reconsider and make an informed choice.For further information see:JUYI0 / ALL
13. / A.O.B. / Agreed that VCC would update PPG noticeboards in surgery + meet with JH.
MC attended an NHS workshop on discharge procedures from hospitals. Medication information was supposed to be sent from hospital to GPs but that didn’t always work out.
VCC suggested rewording the patient registration pack and website to include that all patients and carers are automatically considered to be members of the RCS PPG and may, among other things, receive N.A.P.P. newsletters and occasional surveys from the PPG.
Post meeting note: registration for online services is automatically offered to new patients but currently only about 33% of around 7,600 patients are signed up.Everyone who isn’t is strongly encouraged to do so. See:
Do It Online and the benefits of doing so including
Patient Online Webinars on 26 June / VCC
JH
14. / Date of next meeting(s) / Early June: NHS7tea party involvement only: Date TBA
September. Date TBA. / JH
15. / Documents issued at the meeting / DNA statistics : 2017/8 graph and figures.
PPG 2017 TORs for PPG review / ALL