PPG Patient Steering Group –Meeting 9- Minutes19/04/17
Present:Christine de-Bruyn (CD) chair; Derek Broomhead (DB) deputychair; Evelyn Hemper (EH) secretary);Mark Fenwick (MF);Alan Penney (AP); Mags Proctor (MP)
Dr Amar Rughani (AR) Senior Partner; Blake Foster (BF) Practice Manager; Sean Fleming (SF) IT Specialist; Kathy Peasegood (KP) Deputy Practice Manager; Julie Swinburn (JS) Head of Reception
Apologies: Paul Barker (PB); Sue Edley (SE); Gloria Fletcher (GF); Richard Hemper (RH); Margaret Walliss (MW)
Subject / Action PointMinutes from meeting 8held on 15/02/17were agreed / N/A
Review of Action points / N/A
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 / 09/01
SF
09/02
EH
09/03
BF/KP
Blake gave an overview of ‘General Practice Forward View’
PPG members to look at both websites. The web links are:
/ 09/04
ALL
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. / 09/05
DB/ALL
Kathy to advise Christine of details of other PPGs who are involved in the collaboration project, Christine to organise meetings with other PPGs. / 09/06
CD/KP
Review election of Chair and Deputy Chair (agenda item 02). The election was reviewed and it was agreed that Christine will remain as Chair and Derek will remain as Deputy Chair. / DEC 04
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. / 09/07
ALL
Agenda item 04 (PPG pen pictures), all to complete a short precis of their skills and to allow the practice to pass to Derek. / 09/08
DB/ALL
Evelyn to email Kathy with names of the PPG Steering Group members, the practice will provide name badges for the members / 09/09
EH/KP
Evelyn to include an agenda item for meeting 10 for photographs to be taken of PPG members for the PPG information board and also comments for the video for members who wish to provide them. / 09/10
EH
Evelyn to update contact lists to move Mags Proctor and Mark Fenwick to the Steering Group contact list. / 09/11
EH
Agenda Item 06 (DNA Man). The issue of DNAs is being addressed nationally. / N/A
Subject / Action Point
Agenda Item 08 (3 issues raised by Paul Barker):
- Cancelling appointments by phone - A review of the telephone system is underway to confirm that the system is being used to the maximum potential. Training and access are also being looked at.
- Foxhill Medical Centre model (urgent appointments) – The times documented(08:30 – 09:00) is the only time that a receptionist is present on the front desk, at other times patients do not have access to receptionist and patients have to use the check in screens etc.
- Messaging format – Paul met with Sean to look at the system.
Date of next meeting 21 June at High Green 02:30 pm
Dates for 2017 meetings are as listed below:
Meeting No / Day / Date / Time / Venue11 / Wednesday / 16/08/17 / 14:30 / Burncross
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 / Result05/10 / Christine and Derek to discuss and agree roles and responsibilities. Derek to create a roles and responsibilities document. / Disc
06/01 / The PPG to think of ways to make improvements for patients.
This will be completed as part of the waiting room project. / Disc
07/01 / Evelyn to add an agenda item for meeting 9 to discuss how to promote the use of the online system.
This will be completed as part of the waiting room project. / Disc
07/04 / PPG members to promote the use of mobile phone option to patients. This action is a result of feedback from the queue walking exercise.
This will be completed as part of the waiting room project. / Disc
07/05 / PPG members to be present in waiting rooms to promote the use of the check in screen. This action is a result of feedback from the queue walking exercise.
This will be completed as part of the waiting room project. / Disc
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. / AR
C/F
07/07 / Dr Rughani to liaise with Christine De-Bruyn re PPG attendance at RCPG meetings / AR/CD
C/F
07/08 / Christine to agree a rota for PPG members to be present in waiting rooms to promote online access etc.
Derek is now dealing with this as part of the waiting room project. / Disc
07/10 / Derek to liaise with Kathy to obtain details of patients not using the online system so these patients can be contacted to encourage use of the system.
This is not cost effective and will be completed as part of the waiting room project. / Disc
08/01 / Blake gave the meeting a briefing on “Productive General Practice”. This initiative will involve Patient Participation Groups. There is a new survey form available in the waiting rooms for patients to complete. The PPG will be present in the waiting rooms to encourage the completion of these forms.
This will be completed as part of the waiting room project. / Disc
08/02 / Blake owns a project aimed at Practice Managers – Blake asked for a PPG member to represent the patient group and meet with him to progress this project. Paul Barker volunteered for this. Paul to contact Blake to arrange meeting dates and times. / Disc
08/03 / A list of sub projects is available. Blake to send list to Evelyn for circulation to the group. / Disc
08/04
08/05 / There is to be a Protected Learning meeting to be held on 7th March at High Green (13:30 – 14:30) to discuss sub projects for the Productive General Practice initiative. All PPG members are welcome to attend. PPG members to advise Evelyn of their attendance.
Evelyn to inform the practice of attendees. / Disc
Disc
08/06 / There are videos describing “Productive General Practice” on UTUBE. All to login to UTUBE for further information on the subject. / Disc
08/07
08/08 / A PRG meeting is scheduled to take place on 16th March at 18:00 at the Circle, Rockingham Lane Sheffield. All PPG members are welcome. Evelyn to circulate details of the event to the group.
Individuals planning to attend should reply directly to the organisers. / Disc
Disc
08/09 / DNA Man Update – This was carried forward as Christine was not present at the meeting. Evelyn to carry item forward to The April meeting / Disc
08/10 / A process is needed to welcome new members to Chapelgreen PPG. Members present were asked to consider if they would like to volunteer for this role. / Disc
List of New Action Points
No / Action / Owner09/01
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 / SF
EH
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. / ALL
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. / DB/ALL
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
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. / ALL
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
09/09 / Evelyn to email Kathy with names of the PPG Steering Group members, the practice will provide name badges for the members / EH/KP
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 also comments for the video for members who wish to provide them. / EH
09/11 / Evelyn to update contact lists to move Mags Proctor and Mark Fenwick to the Steering Group contact list. / 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.