PATIENT PARTICIPATION GROUP (PPG) MEETING MINUTES
Date: 20th June 2025
Attendees:
AF; BG; DH; GD; JW; LB; NM; AZ
Practice Staff:
Practice Manager – Sharon Ryan (SR)
GP Assistant Manager – Michelle McDonagh (MMCD)
GP Assistant/Minute Taker – Poppy Williams (PW)
Item 1: Welcome / introduction for new PPG members
- Introductions & welcome to new members.
- Reviewed PPG Code of Conduct ahead of the meeting.
Item 2: PPG Chair Position
Agreed process to elect a new PPG Chair:
- Chair nominations: by 15th August 2025
- Election voting procedure: for discussion at PPG meeting 29 August 2025
- Nomination: November 2025
- Chair Induction: December 2025
- New chair in role: January 2026
PPG members interested in the role of Chair to nominate themselves by 15th August 2025. Nominations accepted via email at SJWMP.PPG@nhs.net, in writing, or by telephoning the practice to speak to PW/MMCD.
SR will continue in the role of interim chair throughout the election process.
Action point:
- PPG members interested in the role of Chairperson to nominate themselves by 15th August 2025.
Item 3: Roles and Policies review
Reviewed PPG Group policy, PPG Confidentiality & Declaration Agreement, terms of reference, GDPR email and the job descriptions for PPG Chair, Secretary and Practice representative. All PPG members to please sign the PPG Confidentiality and Declaration Agreement and return it to the practice by the end of July 2025.
Agreed it would be helpful for all members attending the meeting to wear name badges.
Action points:
- PPG members to contact the practice with any suggested amendments or review requests for the policies.
- All PPG members to sign the PPG Confidentiality & Declaration Agreement document and return it to the Practice by end of July 2025.
- PW to create name badges for PPG Members.
Item 4: Patient feedback
Patients who attend an appointment at the practice are sent an SMS with a survey link to provide feedback on their most recent interaction with the practice.
LB recently attended HCL PPG meeting and informed the group that HCL hope to increase engagement by confirming the date of the appointment in the SMS, so patients are clear on which interaction they are providing feedback for.
GD advised that she did not receive the survey link following a recent visit to the practice. It was agreed that MMCD/PW will contact HCL and clarify who receives the SMS, and after what type of appointment, clarify how long after the appointment is the SMS sent and if there are options for patients to complete the survey in languages other than English.
The following PPG members volunteered for the feedback steering group; AF, BG, AZ, JW & GD. All volunteers consented to sharing their contact details with each other to liaise. The working group are welcome to use the practice for their meetings – they will just need to give the practice some notice to arrange a room.
The steering group will review the feedback quarterly and complete the Patient Feedback Action Plan document. The practice has received feedback for April 2025 and May 2025 and will forward to the steering group once feedback for June is received. The practice will also provide the steering group statistical data feedback, provided by patients when they use Patchs. AZ queried if patients using a translated version of Patchs are asked to provide feedback in the selected language. A PPG member to volunteer to test using Patchs and if there are options to complete the feedback in languages other than English.
The practice will hold an Annual General Meeting (AGM) in Summer 2026 and will present 1 years’ worth of feedback, along with the action plan and evidence of action.
Action points:
- MMCD/PW to contact HCL and clarify who receives the SMS, and after what type of appointment.
- MMCD/PW to contact HCL and clarify how long after the appointment is the SMS sent.
- MMCD/PW to contact HCL and clarify if there are options for patients to complete the survey in languages other than English?
- PW to share email addresses between the Steering group.
- MMCD/PW to forward the feedback to the group once the feedback for June 25 is received.
- A PPG member to volunteer to test using Patchs and if there are options to complete the feedback in languages other than English.
Item 5: Any Other Business
- Imperial facility for booking and having bloods taken.
- No action, just information confirming testing not required as Hammersmith, the only blood sample site, is too far for SJWMP patients. No action blood tests to continue at SJWMP.
- Telephone data review
- On hold due to reporting issues.
- Education evenings – SR arranging for consultants to host education events at the practice. Discussed how to ensure the event topics are relevant and to SJWMP patients.
- LB to design a hardcopy patient feedback form for patients to indicate their preferences for education evening topics.
- PW to survey GPs for input for education evening and provide the findings to PPG members.
- MMCD/PW to review practice registers for prevalence data to help the PPG make a decision based on practice needs.
- Practice Newsletter
- LB volunteered to create the practice newsletter.
- Agreed issue dates will be September 2025, December 2025, March 2026 and quarterly thereafter.
- PW to email PPG members for input on what should be included in the next newsletter and feedback to LB.
Action points
- PPG members interested in the role of Chairperson to nominate themselves by 15th August 2025. Nominations accepted via email at SJWMP.PPG@nhs.net, in writing, or by telephoning the practice to speak to PW/MMCD.
- PPG members to contact the practice with any suggested amendments or review requests for the policies.
- All PPG members to sign the PPG Confidentiality & Declaration agreement document and return it to the Practice by end of July 2025.
- PW to create name badges for PPG Members.
- MMCD/PW to contact HCL and clarify who receives the SMS, and after what type of appointment.
- MMCD/PW to contact HCL and clarify how long after the appointment is the SMS sent.
- MMCD/PW to contact HCL and clarify if there are options for patients to complete the survey in languages other than English?
- PW to share email addresses between the Steering group.
- MMCD/PW to forward the feedback to the group once feedback for June 2025 is received.
- A PPG member to volunteer to test using Patchs and if there are options to complete the feedback in languages other than English.
- LB to design a hardcopy patient feedback form for patients to indicate their preferences for education evening topics.
- PW to survey GPs for input for education evening and provide the findings to PPG members.
- MMCD/PW to review practice registers for prevalence data to help the PPG make a decision based on practice needs.
- PW to email PPG members for input on what should be included in the next newsletter and feedback to LB for next issue due September 2025.
Next PPG Meeting: 29.08.2025