Gloria O Connell Receptionist & Administrator The Albion Surgery

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Julianna Sutton
5 years ago
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1 1 Minutes of Patient Participation Group Meeting 26 th February 2013 Present: Dawn Beasley Clinical Administrator The Albion Surgery Gloria O Connell Receptionist & Administrator The Albion Surgery Helene Brenchley King Chairman PPG Hilary Rowley Secretary PPG Lindsay Burnstead Treasurer PPG Leslie Wallace PPG Representative Ann Harvey PPG Representative Patricia Roberts PPG Representative Norma Summerskill PPG Representative Apologies for Absence: Lisa Wilson Deputy Practice Manager The Albion Surgery Francisco Romero PPG Representative work commitments. Minutes of the last meeting & matters arising: All members had received a copy of the minutes for the meeting held on 8 th January, 2013 and they were accepted as an accurate record of that meeting. a) Telephone Upgrade Costs/Progress Dawn awaiting feedback from Martin (Practice Manager). He had contacted suppliers and was expecting a report in due course. Les had mentioned the subject to his GP, wondered if there was

2 2 a way to help advance the progress. Helene suggested writing to Martin on behalf of the group, to ask if the PPG could assist him in this matter. The group agreed to this idea, and Ann mentioned that January/ February was a busy time for the practice so this could be helpful. Helene will write to Martin regarding the telephone upgrade, offering PPG assistance to support him in any way that could be helpful. b) Blood Pressure Machine costs - Dawn had researched the costs for these machines as follows:- General basic B/P Machine B/P Machine on a stand The nurses had asked for a desktop machine with both small and large cuffs, estimated cost being Helene asked if the surgery would organise the necessary equipment checks. Dawn stated that all equipment is recalibrated but was unsure if this was undertaken on a regular basis. This could be part of the CQC changes, in progress at this time. Les proposed the PPG should allocate 100 for 2 B/P Machines, and that the surgery should be responsible for checks and services that were required. This was agreed by the group. Helene and Hilary will withdraw 100 from the PPG account to fund the B/P Machines for the nurses. c) Practice Nurses Wish List - Dawn mentioned that the nurses had requested a stair gate, primarily for use during the baby and children clinic sessions. Les agreed this would be of value, but wondered if it should be funded by the PPG. Dawn had found the cost of a portable stair gate to be approximately 20. Helene proposed that 25 should be allocated to fund this, and the group agreed. Dawn also mentioned that the nurses were looking for funds to provide sweets for children post-vaccination. Helene, Ann and Hilary felt that bravery stickers

3 3 would be more appropriate, there could be dietary concerns, and parents could provide sweets for their children if they wished to do so. Les asked if a notice could be printed, indicating the contributions made by the PPG. Helene had already identified the PPG input on the PPG noticeboard. Hilary will produce a spread sheet highlighting the issues addressed by the PPG since its formation, and the changes introduced as a direct result from patients comments and input from Albion staff and PPG members. Les asked Gloria for an update on uniforms for the reception staff. She stated that they were ordered and staff were awaiting their arrival. The uniform included plum short-sleeved tunics over trousers of their choice. Dawn indicated that the nurses were also going in to uniform, and nurses and receptionists would be wearing badges. Les asked if administrative staff would be wearing uniform, Dawn indicated they would be wearing name badges, not uniform. The doctors would not be wearing badges or uniform. Lisa and Martin, the Practice Managers would have an identifiable dress code. Helene and Hilary to withdraw 25 from the PPG account to fund the stair gate. Hilary to produce a spread sheet documenting issues addressed by the PPG and the end results for the year 2012/2013. d) List of Meeting Dates Hilary had produced a list of proposed meeting dates for 2013 at Helene s request. It was felt that people would be more able to attend if they knew the dates in advance. Dr. Upton had indicated she would be attending the AGM, and that other doctors would attend meetings, but could afternoon times also be considered. Helene asked Dawn if she could review the dates. Some of the dates could be for business meetings, when there could be issues that doctors/nurses/receptionists would wish to discuss. Lindsay asked why the meetings were to be only every eight weeks. Helene indicated that this would allow for smaller meetings to be held in between, if there were particular issues or fund-raising to follow through. Dawn to review proposed meeting dates with Albion staff, and advise on possible changes needed.

4 4 e) Research into Entrance Doors Samantha Cook (new PPG Representative) has been looking into automatic door installation. She had been advised by her GP that this was to be included in the CQC requirements, and was being investigated by the practice staff at this present moment. Dawn agreed, there is a major overhaul in progress and an inspection could take place at any time. Helene wondered if Martin would be able to update the group on the changes and upgrading. Helene to ask Martin for an update on changes and upgrading. f) ECG Software - Dawn informed the group that the surgery was upgrading to another system, all changes had to be in place by September, Gloria thought this could have an impact on the telephone system. Helene commented if that was to happen, then the changes needed to the telephone system could be incorporated at the same time. Dawn mentioned that Lisa was still looking into the missing ECG software, and would report back to the group. Lisa to give feedback on ECG Software. g) Hand Hygiene Posters Hilary had now placed these posters in two of the toilets in the entrance hall. The disabled toilet is being upgraded at the present time, so is not in use. A poster has also been placed on the PPG noticeboard as a response to a patient s enquiry regarding the use of hand gel. One of the nurses also requested posters for the staff toilets and clinical areas, and these have been distributed to the staff. h) NAPP Membership The group are now members of the National Association of Patient Participation (NAPP) group and as such are a registered charity. The Albion practice had agreed to fund the 50 membership fee for the first year. The group now has access to all the information available on the NAPP website. Hilary distributed copies of the NAPP E-Bulletin for January & February to the group, together with explanatory literature demonstrating the way NAPP could support the development of the group. The group passed

5 their thanks to Dawn and the Albion practice for funding the first year of membership. Committe members are now able to access the NAPP website in order to utilise literature which will enhance the development of Albion PPG. 5 i) Web Manager Following discussion at the PPG meeting of 8 th January, 2013, Hilary contacted Francisco Romero to ask if he would undertake the role of Web Manager. He agreed, but was unable to attend the meeting on 26 th February due to work commitments. He would, however, be attending the AGM on 26 th March, AGM: 1) Venue- Helene introduced the subject of the venue for this meeting, suggesting that the usual room could become uncomfortably hot if there were large numbers attending. She raised the possibility of using the United Reform Church as it would provide more space. Les said he would prefer the meeting to be held at the Albion surgery, he didn t envisage more than 50 people attending, and thought it would be less than that estimate. Gloria suggested that more chairs could be brought in if required. Dawn indicated that the waiting room could be considered, chairs could be moved around if necessary. The group agreed that the venue would be the surgery building, but the area would be dependent on expected numbers. Lindsay identified the need to publicise the AGM. Helene agreed, the usual notices would be put up. She wondered if it would be possible to add a note to the repeat prescription forms. Dawn said it would be easier to print off a slip to stick on to the forms. Les asked if the reception team would be happy to do this. Gloria mentioned that the surgery informed patients about the flu campaign in the same way. They could inform between 400 and 500 patients using this system. Ann offered to do the labels and print them off over the weekend. She would give them to Gloria the following Tuesday. Pat asked if the chemists could notify patients, but Dawn stated they were not permitted to do so. Helene wondered if refreshments could be offered. Gloria said there would be a kitchen available on either floor. Pat and Norma offered to take charge of the

6 6 refreshments. Ann offered the use of a tea urn and Helene could supply extra cups if required. Helene asked who might attend from the Albion surgery. Dr Upton had informed Hilary that she would be present. Gloria said she would send an internal memo to staff. Norma asked if an advertisement could be placed in the News Shopper. Helene agreed to contact the paper. 2) Agenda Helene explained the format of an AGM to the group. The agenda would include: Financial report from the Treasurer. Report from the Chairman. Report from the Secretary. Lindsay identified that Helene, Hilary and Ann needed to submit claims for their expenses. Helene stated that payments had to be agreed by two parties, and Lindsay mentioned that both Hilary and Helene s signatures would be required to withdraw money from the PPG account. Lindsay would ask the Nationwide Building Society if the PPG could have a cheque book with the account, in order to facilitate payments. In the interim, invoices for expenses would be handed to Helene and Hilary for payment. Helene asked the group for any they wished to be included on the agenda. Norma felt the aims of the PPG should be identified. topics Helene said she would incorporate information on the PPG in her report.dawn mentioned that a report on PPG demographics would also be required, and would be posted on the website. Helene wondered if that report would duplicate the report she would be giving, but Dawn assured her that it would be different. Ann commented on how much information was available on the NAPP web site, there might be useful leaflets the group could hand out to patients. Pat agreed and felt members should read all available literature. Helene confirmed that it would be helpful to be prepared as there may be questions to be answered, with no prior warning. She suggested that if questions were not directly related to PPG matters, the group would respond, the queries would be documented in the minutes, and appropriate responses would be sent to the questioner

7 7 Ann asked if the group would be providing an action plan. Hilary mentioned she would be producing a spread sheet, detailing the achievements of the PPG from February 2012 to February Dawn thought it was important to emphasise that all patients are PPG members. Those members attending meetings represent the core group, all other patients are virtual members. Lindsay asked how many were included in the core group. Helene stated that 12 was the number cited for the group, though that number had not yet been reached. Lindsay asked Dawn if she would be included in the numbers. Dawn affirmed there had to be a core member from the practice staff. Helene indicated there needed to be 3 more members on the committee. She felt the group needed to include patients from other groups in order to provide a broader spectrum, and ensure the PPG addressed the needs of all patients. Helene suggested asking if people from these groups would be interested in joining the PPG. Helene also raised the subject of having a fund-raising team which could be part of the group but not necessarily attending all the meetings. Ann proposed having a signing-in form at the AGM, which could include a space for people to leave addresses. Hilary could minutes to those people who wished to be included. Ann to print labels informing patients of AGM date. Gloria to ensure labels attached to prescription forms. Norma and Pat to be in charge of refreshments for AGM. Lindsay to request cheque book for PPG account AOB: 1) Lindsay asked Gloria and Dawn if the large notice All patients report to Reception was still needed as the touch screen check-in was now available. Gloria stated that sometimes the touch screen would not be working,, it would be too early or too late. She felt the sign could be changed to indicate the touch screen was in use, but that would incur costs. 2 ) Lindsay mentioned there had been some confusion regarding collecting repeat prescriptions at the Pharmacy. Norma agreed, she had similar problems sometimes the prescription appeared to be missing. Gloria stated

8 8 That all prescription details are written on a list that is collected daily by the pharmacy. She indicated that it takes two working days for repeat prescriptions to be processed. The request needs to be handed to the surgery before 12 midday in order for collection in 48 hours. Gloria also mentioned that receptionists needed to check all prescription requests, some are not filled in correctly by patients. Details have to be confirmed which can cause delays, and prescriptions then have to go back to the GP for signatures. Gloria stated that the practice was aware of problems with the repeat prescription service, and were looking at ways to improve the system for the patients. Gloria or Dawn to update group on improvements to the prescription service. Date of next Meeting: 26 th March at 7.00pm (AGM)

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