PPG Patient Steering Group –Meeting 10- Minutes21/06/17

Present:Christine de-Bruyn (CD) chair; Evelyn Hemper (EH) secretary);Mark Fenwick (MF) membership secretary; Paul Barker (PB)Richard Hemper (RH);

Alan Penney (AP); Mags Proctor (MP)

Dr Amar Rughani (AR) Senior Partner; Blake Foster (BF) Practice Manager; Jemma Smith(JS) (Receptionist)

Apologies: Derek Broomhead (DB); Gloria Fletcher (GF);Kathy Peasegood (KP)

Subject / Action Point
Minutes from meeting 9held on 19/04/17were agreed / N/A
Review of Action points / N/A
Photographs of PPG members were taken to be displayed in the surgeries also on the web site. / N/A
Kathy Peasegood (Deputy Practice Manager) asked for the minutes to record the practice thanks for the PPG presence in the waiting rooms, it is as follows. “I would like you to minute and let everyone know that the feedback from thereception team is that they have found it very helpful when you are present in the waiting room and they value your support as they feel that patients are being slightly more understanding of the problems they encounter daily”. / N/A
A feedback document regarding the PPG presence in the waiting rooms was given to the Practice. Blake provided answers to several of the comments. The document will be sent to the practice to allow them to respond formally.
Evelyn to send the document to Practice Management and the PPG members. Practice Management to respond. / 10/01
EH/BF
Blake informed the group that the current ‘Out of Hours’ provider is Care UK and Patients are seen at the Rotherham Walk in Centre. From 17thJuly the contract will be with ‘GP Collaborate’ and patients will be seen at the in Northern General Walk in Centre. / N/A
Blake explained that currently the surgery is closed on Thursday afternoons, this is to cater for Training Initiatives. From 17th July, the surgeries will open on Thursday afternoons this is a city-wide initiative which all surgeries will have to adhere to. To cater for being unable to close on Thursday afternoons Reception service will close every day (Monday to Friday) from 12:30 to 13:30. During that time there will be no service this includes phone and face to face contact. / N/A
There was a discussion regarding how we could complete digital switchover. The group were actioned to discuss this with patients and canvass their opinions. PPG to feedback to the to the practice. Examples of this are requesting patients to make their mobile phone numbers available to the practice. This could be done by the PPG when they are in the waiting rooms. / 10/02
ALL
Action Point 07/06 was discussed, this was about creating a video of the PPG members. The members agreed to this. Christine and Jemma to liaise with Doctor Abrahams. / 10/03
CD/JS
As part of the PPG feedback, discussions were held around the possibility of having a ‘queue busting’ policy to manage the reception queues. Blake to investigate the feasibility of a buzzer system. / 10/04
BF
A question was raised regarding the Chapelgreen website and what if any PPG information is available on the site. PPG information can be accessed from the ‘Get Involved’ section on the right hand side. PPG minutes and reports can be accessed from here. The web address is / N/A
Subject / Action Point
Recently there was an incident at High Green where the fire alarm was activated. The patients and staff were not allowed into the building for 40 minutes. The check in screens are set to flag patients are late after 10 minutes. As all the patients were flagged as more than 10 minutes late the screen would not accept them for check in and this had to be completed manually by the receptionists. Evelyn to add an agenda item for meeting 11 to discuss the possibility of overriding the 10-minute flag in special circumstances. / 10/05
EH
There was a discussion regarding rotas in the waiting rooms. Several members have commitments which prevent them from volunteering for Monday and Friday, however they could be available on other days. There was a proposal for members to be present in the waiting rooms on an adhoc basis, with the proviso that they inform the practice in advance. Christine to contact Blake/Kathy to check if this would be acceptable to the practice. / 10/06
CD
Paul Barker would like to see the DNA figures for the year. Evelyn to add an agenda item for meeting 11 for this to be discussed. / 10/07
EH
Paul requested an agenda item be added for meeting 11 “how can the patient do their own INR at home” / 10/08
EH
There was insufficient time to feedback from the PRG Meeting (19/06/17). Evelyn to distribute the document to the practice and PPG members. / 10/09
EH
Review new Action Points
Date of next meeting – 16 August at Burncross 2:30 pm

Dates for 2017 meetings are as listed below:

Meeting No / Day / Date / Time / Venue
12 / Wednesday / 18/10/17 / 14:30 / High Green
13 / Wednesday / 20/12/17 / 14:30 / Burncross

List of Action Points brought forward

No / Action / Result
07/06 / The PPG agreed to the idea of filming interviews with Chapelgreen PPG (for showing at Ecclesfield school). Dr Rughani to speak to Dr Abrahams to progress this.
Photographs of PPG members will be taken at the meeting in April. PPG members willing to be interviewed will be filmed at the April meeting.
This has been carried forward to meeting 10 and will be included as an agenda item. / Disc
07/07 / Dr Rughani to liaise with Christine De-Bruyn re PPG attendance at RCPG meetings / AR/CD
C/F
No / Action / Owner
09/01
09/02
09/03 / Sean gave a presentation to demonstrate the use of the Smart Phone app for the online system. Sean to send a copy of the screen shots to Evelyn.
Evelyn to forward to the Steering Group.
Practice to advise patients who are signed up for online and text messaging that this app is available / Disc
Disc
C/F
BF/KP
09/04 / Blake gave an overview of ‘General Practice Forward View’
PPG members to google this website and specifically for Sheffield. The web links are as above. / Disc
09/05 / The PPG to be present in the waiting rooms to raise the profile for the use of mobile phones. Derek is currently creating a rota for PPG members to be in the waiting rooms to promote this and other projects. / Disc
09/06 / Kathy to advise Christine of details of other PPGs who are involved in the collaboration project, Christine to organise meetings with other PPGs. / CD/KP
C/F
09/07 / Agenda item 03 (PPG Roles and Responsibilities) it was agreed that the group needs a Membership Secretary. Mark volunteered for this role (thank you Mark). Derek to liaise with Mark to advise what is required. / Disc
09/08 / Agenda item 04 (PPG pen pictures), all to complete a short precis of their skills and to allow the practice to pass to Derek. / DB/ALL
C/F
09/09 / Evelyn to email Kathy with names of the PPG Steering Group members, the practice will provide name badges for the members / Disc
09/10 / Evelyn to include an agenda item for meeting 10 for photographs to be taken of PPG members for the PPG information board and comments for the video for members who wish to provide them. / Disc
09/11 / Evelyn to update contact lists to move Mags Proctor and Mark Fenwick to the Steering Group contact list. / Disc

List of New Action Points

No / Action / Owner
10/01 / A feedback document regarding the PPG presence in the waiting rooms was given to the Practice. Blake provided answers to several of the comments. The document will be sent to the practice to allow them to respond formally.
Evelyn to send the document to Practice Management and the PPG members. Practice Management to respond. / EH/BF
10/02 / There was a discussion regarding how we could complete digital switchover. The group were actioned to discuss this with patients and canvass their opinions. PPG to feedback to the to the practice. Examples of this are requesting patients to make their mobile phone numbers available to the practice. This could be done by the PPG when they are in the waiting rooms. / ALL
10/03 / Action Point 07/06 was discussed, this was about creating a video of the PPG members. The members agreed to this. Christine and Jemma to liaise with Doctor Abrahams. / CD/JS
10/04 / As part of the PPG feedback, discussions were held around the possibility of having a ‘queue busting’ policy to manage the reception queues. Blake to investigate the feasibility of a buzzer system. / BF
No / Action / Owner
10/05 / Recently there was an incident at High Green where the fire alarm was activated. The patients and staff were not allowed into the building for 40 minutes. The check in screens are set to flag patients are late after 10 minutes. As all the patients were flagged as more than 10 minutes late the screen would not accept them for check in and this had to be completed manually by the receptionists. Evelyn to add an agenda item for meeting 11 to discuss the possibility of overriding the 10 minute flag in special circumstances. / EH
10/06 / There was a discussion regarding rotas in the waiting rooms. Several members have commitments which prevents them from volunteering for Monday and Friday, however they could be available on other days. There was a proposal for members to be present in the waiting rooms on an adhoc basis, with the proviso that they inform the practice in advance. Christine to contact Blake/Kathy to check if this would be acceptable to the practice. / CD
10/07 / Paul Barker would like to see the DNA figures for the year. Evelyn to add an agenda item for meeting 11 for this to be discussed. / EH
10/08 / Paul requested an agenda item be added for meeting 11 “how can the patient do their own INR at home” / EH
10/09 / There was insufficient time to feedback from the PRG Meeting (19/06/17). Evelyn to distribute the document to the practice and PPG members. / EH

List of Decisions

01 / 1 week prior to the meeting members of the Steering Group to confirm attendance, to allow Derek to book a suitable room.
02 / An agenda item needs to be requested for the next joint meeting with the Management team (09/08/16) to discuss how we can work together to resolve appointment issues.
03 / It was agreed to hold future meetings on the third Wednesday of the month on a bi monthly basis at 02:30 pm. The meetings will take place alternately at Burncross and High Green.
04 / Review election of Chair and Deputy Chair (agenda item 02 meeting 9 19/04/17). The election was reviewed and it was agreed that Christine will remain as Chair and Derek will remain as Deputy Chair.