Gade and Chorleywood Health Centres Patient Group
Terms of Reference
The Group shall be called the Gade and Chorleywood Health Centres Patient Participation Group.
Aims of the Patient Participation Group (PPG)
• To facilitate good relations between the GP practice (referred to as the ‘practice’ throughout this document) and patients by communicating patient experience, interests and concerns and providing feedback to the practice on current procedures and proposed new developments.
• To work collaboratively and positively with the practice to improve services and facilities for patients and to act as a sounding board for practice staff on issues affecting patients.
• To build two-way communication and co-operation between the practice and patients, other individuals and organisations in healthcare, and the wider community to the mutual benefit of all
• To act as a representative group to support the practice and influence local provision of health and social care.
PPG Structure & Membership
• Membership of the PPG shall be open to all registered patients and their carers.
• Membership will reflect the patient profile and be widely representative and inclusive of different genders, ethnicities, ages, and abilities as required in the GP contract.
• All registered patients of the practice are automatically members of the Chorleywood Health Centre PPG. Removal of a patient from the patient list will mean that he/she will cease to be a member of the PPG.
• The patient group will consist of both in-person members, limited to 8 participants, and virtual members who will be able to provide feedback using other means such as questionnaires.
• The PPG will be non-political and non-sectarian, will always respect diversity and exemplify its commitment to the principles contained within the Equality Act
• In-person membership will be reviewed annually. The practice will determine whether members continue based on their level of contribution, engagement, and adherence to the group’s purpose and values.
PPG Committee
• The Gade and Chorleywood Health Centres PPG shall elect officers from among the members of the PPG and they will be known as the Gade and Chorleywood Health Centre PPG committee. These will include Chair, Vice Chair, Secretary and, if needed, a Treasurer. Other posts may be created by the Annual General Meeting on a proposal from the PPG.
• The PPG and the PPG committee shall both hold regular meetings. To maintain an active PPG, any PPG member who fails to attend two consecutive PPG meetings may be deemed to have resigned.
• The PPG will extend an open invitation to practice staff to attend its meetings as agreed with the partners and practice managers.
• The PPG shall normally not exceed 8 members. Between the Annual General Meetings, the PPG may co-opt individual members if needed to ensure that the PPG is fully representative of the patient community.
Virtual PPG
To support the PPG and extend its reach; the PPG will establish an online group to be called the Virtual Patient Participation Group (VPPG). Any patient may volunteer to join the VPPG. The PPG will regularly contact the VPPG to obtain their views on specific matters.
A member of the PPG will be made responsible for liaising with the VPPG and ensure that no one is excluded.
There will be a standing item on the PPG agenda reporting any key themes, issues or suggestions that have been identified by any member of the VPPG to help ensure its members are engaged. Notwithstanding the above, any patient may send views and suggestions directly to the PPG.
Members of the VPPG will follow the same Code of Conduct as those in the PPG that meet face-to-face.
Management of the Face-to-Face & Virtual PPGs
The PPG shall meet face to face no fewer than four times a year. The PPG committee may meet more regularly for planning purposes and liaison with the practice staff if required.
In the absence of the Chair and Vice Chair, those members who are present shall elect a Chair from among the attendees.
Meetings are subject to a quorum of five members of the PPG. Apologies for absence should be sent to the Secretary or Chair prior to the meeting. In the absence of any apologies or available explanation, any member recorded as not attending three consecutive meetings will be deemed to have resigned from the Face-to-Face PPG. The resulting vacancy can be offered to another registered patient.
Decisions shall be reached normally by consensus among those present. However, if a vote is required, decisions shall be made by simple majority of those present and voting. In the event of a tied outcome the Chair may exercise a casting and additional vote
The Secretary shall produce minutes of meetings to be considered and approved at the following meeting of the PPG and subsequently be sent to members of PPG and VPPG via email. Hard copies will be displayed in the practice.
PPG Activities
The GP contract sets out aims and objectives for the PPG:
Make reasonable efforts during each financial year to review its membership to ensure that it is representative of the registered patients in the practice.
Obtain the views of patients who have attended the practice about the services delivered by the practice and obtain feedback from its registered patients about those services.
Review any feedback received about the services delivered by the practice with practice staff and relevant members of the PPG with a view to agreeing the improvements (if any) to be made to those services.
Contribute to decision making at the practice and consult on service development and provision where appropriate, expressing opinions on these matters on behalf of patients. However, the final decisions on service delivery rest with the practice
Act as a sounding board to provide feedback on patients’ needs, concerns and interests and challenge the practice constructively whenever necessary, also helping patients to understand the practice viewpoint.
Communicate information which may promote or assist with health and social care.
Explore overarching ideas and issues identified in patient surveys
Maintain a PPG area in the waiting room of the surgery with up-to-date information on current activities and opportunities for patients to comment (e.g., via a suggestion box). The PPG will, where possible, regularly meet, greet, and engage with patients in the waiting area.
Act as a forum for staff to raise practice issues affecting patients, or for input into any operational issues affecting staff, so that patients can have their views on practice matters considered.
Act as a forum for ideas on health promotion, self-care, and support activities within the practice to promote healthy lifestyle choices.
Raise patient awareness of the range of services available at the surgery and help patients to access/use such services more effectively.
Patient Participation Group (PPG)
Code of conduct
To provide active and positive engagement between Gade and Chorleywood Health Centres PPG members and practice staff we have developed a code of conduct. This document provides guidance which sets out the standards of behaviour expected by PPG members and staff when attending meetings and events. PPG members should work in partnership with the practice to ensure that the views of registered patients are considered when decisions are made that impact on the practice population.
Equality and diversity
The behaviour and attitudes of all group members should support inclusion, diversity, and equity for patients.
Respect
All group members must treat each other and others they meet with respect and courtesy at all times. The Chair should ensure that all group members adhere to the ground rules of the group.
Confidentiality
All group members must respect the status of confidential issues they read and discuss.
Integrity
PPG members should be steered by patient insight and engagement. Their comments should reflect feedback from the wider public. PPG members can contribute using their personal knowledge, expertise, and experience to take the best decisions they can in the interests of the wider community. When carrying out your role as a PPG member you are a representative of the practice and should be respectful and appropriate in how your conduct yourself.
Commitment
All group members are encouraged to devote sufficient time to preparing for and attending agreed meetings. Members should attend meetings on time and give apologies if they are unable to attend. PPG members are also expected to:
• Sign this code of conduct.
• Attend at least two PPG groups each year.
• Contact the practice manager or PPG Chair if they have any concerns about the work.
• Adhere to the ground rules and Terms of Reference for the group.
. Read any relevant documents ahead of discussion (when possible)
Personal Benefit
PPG members must not benefit from their position beyond what is allowed by the law and what is in the interests of the practice. PPG members should take decisions solely in terms of the value to patients and the public. They should not do so in order to gain financial or other material benefits for themselves, their family, or their friends.
Conflicts of interest
PPG members should identify and promptly declare any actual, potential, or perceived conflicts affecting them. They must absent themselves from any discussion where there is any such conflict. Any conflicts of interest, and subsequent action taken should be recorded in the meeting notes.
Openness and accountability
PPG members must be open, responsive, and accountable to each other, members of staff and other stakeholders about their decisions, actions, and work. PPG members should only ever undertake practice work with prior agreement and awareness of the practice staff.
Removal from group
If a PPG member is felt to be too disruptive to the practice or work of the group, and it cannot be resolved, then that person may be asked to leave the group.