The PPG
All 7,500 patients of LAPAL Medical Practice are members of the PPG. However if patient participation is to be effective it needs to be organized and coherent.
Role Of The PPG
Patient Participation Groups emerged from the Health and Social Care Act 2012 and have been a requirement for every practice in England since the 1st April 2015. There are two important functions for PPGs.
The PPG is a forum for effective communication between the Health Care professionals and management of Lapal Medical Practice and the patients that they serve. This should enable improved knowledge of the services provided for the patients by the Practice with the opportunity to assess the accessibility of those services. It also provides the opportunity to disseminate key Health Care issues to the patients of the Practice. Suggestions for improving services may emerge from time to time which will need to be considered within the limits of the resources available.
Another key function is the formation of a partnership between the doctors and the patients to encourage healthy lifestyles and take measures necessary to keep as fit and active as possible and enable the most efficient use of NHS resources. Progress in this area is only possible through an effective partnership.
The Action Group
The Action Group is the interface between the Practice and the patients. It is made up of three members of the Practice Team: one of the General Practitioners, the Practice Manager and a Receptionist together with, ideally, nine patients. Twelve is felt to be a reasonable working number for the Action Group. It is this group that takes the decisions that will improve communications, sets the agenda for the year, establishes a Health Awareness Program, and provides a continuous flow of information via the Notice Board and PPG section of the Practice web site. The Action group as the name implies is just that, it has a clear view of the goals that need to be achieved and makes sure they are achieved.
Engagement
Engagement meetings to be held as deemed appropriate with a minimum of 2 a year, to highlight issues and gain feedback.
New Members For The Action Group
The patients forming the initial Action Group were recruited after the Practice Team had asked for volunteers on prescriptions and at reception. The tenure of members of the Action Group is set out below. A list will be kept of those who would like to join the Action Group. The main criterion for joining is enthusiasm and being able and willing to make an ongoing contribution. Potential members need to be aware that much business is carried out by e-mail between meetings. The ability to attend the meetings regularly is important, and to try and ensure that the Action Group reflects the whole patient group, including significant ethnic minorities as far as possible. Gender balance is also important and same applies to age and ethnicity. It may be necessary to preferentially select members on such grounds when there are more potential members than can be accommodated on the Action Group.
Terms Of Tenure For The Patients
Normally 2 years renewable by mutual consent. Ideally the whole Group of patients should not leave at one time.
The Chair
The patients on the Action Group to nominate candidates for the Chair from among their number, preferably people with previous experience on the Action Group. If more than one candidate emerges there to be a written ballot conducted by the Practice Manager with the result decided by a simple majority. The tenure of the Chair would be two years renewable by mutual consent. A key job for the Chair is to keep the Vice Chair appraised of exactly what is happening and ensure the approval of the Practice is forthcoming.
The Vice Chair
Is automatically the general practitioner assigned to the group.
The Finance Officer or Treasurer
Nominations for this post would be invited from the patients on the Action Group. If there were more than one nomination a written ballot would be organized by the Practice Manager. The result to be decided by a simple majority. Tenure would normally be two years renewable by mutual consent. It is the responsibility of the Finance Officer to keep an Account Book of all Income and Expenditure and to pay for any expenses incurred by the PPG. This would be using the account that the group has established at the Practice No expenditure can be authorized by the Finance Officer without a valid receipt. Expenditure must not exceed the available income. A statement of the Account should be made as appropriate.
The Minute or Note Secretary
Nominations for this post would be invited from the patients on the action group. If there were more than one nomination a written ballot would be organized by the Practice Manager. The result to be decided by a simple majority. Tenure would normally be for two years renewable by mutual consent. The Minute or Note Secretary to keep concise notes rather than a verbatim account of each meeting with a list of all those attending the meeting. The initials of those needing to do things should appear in the margin. These Notes to be sent by e-mail to the Chair for checking and then to all members and approved or amended at the next meeting. Approved minutes to be added to web site.
Web Master
This individual needs to be chosen either from the Action Group on the basis of their IT knowledge and experience. If two individuals were keen to do the job there would need to be a ballot organized in the same way as the other posts. The appointment should be for two years renewable. The role of this individual is to keep in close touch with all the activities in which the Action group are engaged and ensure the pages of the web site actively reflect those activities.
Meetings Of The PPG
To be held regularly as appropriate. A quorum would normally include the Chair or the Deputy Chair plus three patients. A quorum would be necessary for all key decisions but not for meetings to discuss items already agreed or plans for the future.
Equipment purchased by the PPG
Every item purchased will reside with and be looked after by a designated member of the Action Group of the PPG who will be using it for the sole purposes of the organization.
This individual is the designated responsible person who is required to take all reasonable measures to keep equipment in good order and functioning.
The Notes Secretary to keep a record containing the names of the responsible individuals, the items purchased, the dates of purchase and the prices paid. Copies of receipts or receipted invoices should be kept as well.
Each entry should be signed by the individual holding the equipment.
Each item to be clearly marked with the wording “property of LMPPPG using a Dymo labeler or its equivalent.
Dissolution
If the Group decides at any time on any grounds, it is necessary to dissolve the Group a Special meeting should be called. If the decision to dissolve is confirmed by a simple majority of those present (a quorum must be present) the Group shall have the power to dispose of any assets held by the Group. Any assets remaining after satisfaction of any proper debts and liabilities will be transferred to a charitable, or not for profit organization, with similar objectives as the Group may decide and as may be approved by the Charity Commissions for England and Wales.
This Constitution
It is not set in stone. Circumstances will probably arise where it will need modification. Reviewing it from time to time and ensuring it is fit for purpose will be essential. It should be reviewed annually.