Present: Francis Brown (Chair), Anthony Hughes, Geoffrey Million, John Flinn, Julie Pammenter (BHFT), Peter Lennon, Raymond Guthrie, Sylvia Page and Sue Lloyd. Observers: Colin Ferguson and Sheila Smith. Apologies: Barbara Kendall, Bernard Dominic, Carole Coles-Ranson (BHFT), Jenny Reaper (BHFT), Linda Eberst, Raymond Page and Dr Rod Smith (BHFT). Abbreviations: see end of minutes Item 1 Welcome Members noted and liked the more homely layout of the main waiting area. The CCG is running a number of pilot projects to validate new ways of working and these are now covered in item 8. Each year the CCG focus on 3 medical conditions. They are also covered in Item 8. Item 2 - Minutes of the last meeting The minutes for the last meeting were approved. Murugesan is a locum doctor. Note: Dr Hemavathi Item 3 Matters arising from CQC inspection of 8 Dec 2015 A draft report is expected later in January. Item 4 Operational Feedback The meeting noted that many of the PPG scorecard targets were met in December, as shown in Appendix A. The Friends and Family Test survey, FFT (Would you recommend this surgery?) rose from 67% to 72%. The steady upward trend from March 15 continues as shown in Appendix B. In December, a different system for the collection of FFT data submitted via TXT messages was successfully implemented. The average time waiting in the surgery remained unchanged and was between 8 and 9 minutes. 2497 patients were seen or telephoned by doctors in December. There were 5 formal complaints, rather more than in previous months. Only one doctor can make full use of the Electronic Prescribing System, EPS. All the other doctors, responding to web based repeat prescription for collection at local pharmacies, have to use an older and slower system involving printing the prescriptions in the surgery and awaiting their collection by a representative of the pharmacy. The continued suitability of the PPG s surgery scorecard and topic inclusions criteria were discussed. The entry regarding a named doctor for over 75s is now fully implemented and unlikely to change, so it has been dropped. There is an ongoing discussion about a simple but meaningful metric for complaints including continuing the present method, or a measure of the number of unresolved complaints at the end of the month or the number not resolved with 4 weeks. ACTION 1 FB to discuss with CCR ways of accelerating the improving FFT results and the sharing of FFT patients comments, which may cast some light on the number on the complaints too. One factor may be the replacement in Dec. of one long-term locum by another who works shorter hours. The effect kvp 2016-01 PPG Minutes 13012016 (2) Page 1 of 6
is to increase the percentage of appointments covered by short-term locums from 20%. ACTION 2 FB to liaise with the CCG manager to see if there is some way that long term locums can be issued with the necessary prescribing code (or other appropriate authorisation) allowing access to the full benefits of the Electronic Prescribing System. Item 5 Staffing Building and Facilities 1. Staff vacancies: We continue to rely on 1 full time salaried doctor, 4 long term part time locums and several short term locums. There a vacancy for one part time nurse a 1 part time receptionist. Both vacancies are being advertised. A new healthcare assistant started recently. 2. The equipment for an up to date telephone system has been delivered. New cabling has been installed as necessary. The implementation timing is yet to be finalised. 3. The waiting room TV information screen repositioning has been delayed, but is still planned together with other building works. The possibility of connecting it to the CCG network is still being investigated. ACTION 3 JR is to determine the costs on her return to work. 4. Last month several members commented on the recent unreliability of the Egton automated arrivals booking-in system. There is an alternative system, which works with EMIS and collects FFT information as patients leave the surgery. Details have been forwarded to JR. JP reported that the equipment was now working reliably. The only failures had been nationwide. ACTION 4 EVERYONE to alert the next meeting if the booking in unit goes faulty again and whether the queue waiting to use it warrants another unit. (This would improve the patient experience and increase the system resilience considerably). 5. Opening times: the late evening opening hours have been changed from Monday and Tuesday to Tuesday and Wednesdays for 23 week in the year, see website for the exact dates. The site notes that these times are primarily for patients who cannot get to the surgery at other times. Item 6 Prescriptions and the easily missed medicine review date 1. The PPG will continue to ensure that patients are aware of the significance of ignoring the Review Date (the next repeat prescription request might fail). Item 7 Better use of patients web and email facilities An estimated 5000 of our patients have Internet access. So far, less than 1300 or 26% have registered for EMIS Patient Access. There would be advantages to patients and the practice overall if more patients used the available technology. An illustrated guide showing just how easy it is to order repeat prescriptions is in each of the waiting areas. JP explained that the problem with booking flu jabs online was ensuring that only eligible patients booked in. FB enquiry of EMIS asking if other practices were booking flu jabs on line remains unanswered. JP advised that test results are to be available online by the end of March 2016. Item 8 CCG - initiatives and this surgery other matters kvp 2016-01 PPG Minutes 13012016 (2) Page 2 of 6
This section is to do with the 3 CCG targets agreed with local surgeries and to do with other CCG pilots or projects involving local surgeries. The purpose is to determine progress and enhance patient and staff awareness. CCG Medical Targets The 3 targets for the period ending March this year: 1. Reduction in COPD (lung disease) with the aim of reduced admissions to hospital. 2. Bowel cancer screening and encouraging older patients to take 30 minutes exercise per day with the aim of reducing potential years of life lost. Apparently, there are wide variations in bowel cancer detection amongst local surgeries. 3. Address higher than average under 75s mortality from cardiovascular disease (build-up of fatty material in arteries leading to risk of heart attack, angina and stroke). ACTION 5 FB Liaise with the surgery regarding data showing progressive improvements in the period April 15 to January 16 as a subject for the next PPG meeting. Note Smoking Cessation Clinic now available Tuesdays 4:30 to 6:00 self refer i.e. just book. Helpful for in addressing conditions 1 & 3 above. CCG Projects and Pilot Projects 1. Carer identification: So far, 78 carers have been identified. The CCG and RBC have requested all surgeries to ensure that patients who are also carers are identified as such on medical records. It is thought that the numbers, needs and contribution of this group are not fully recognised. Clear, in surgery, posters are in place. Careers have a key role in reducing hospital admissions. Based on the Office for National Statistics findings for England and Wales about 10% of the population are carers. In which case we have data on only about 10% of the carers in this practice. 2. Living Well Pilot Project: Uncertainly over future funding. Seems not to be being promoted actively. Age concern have been commissioned to assist in focusing on avoidable hospital admission where just one form of often voluntary support could make a difference. This is a self-referral scheme. A doctor has to approve admission to the project but does not have to see the patient. We have an allocation of 13 places and have used 2 of them. 3. Beat the Street: Successful, report available, ask FB. Helps in addressing lung and cardiovascular diseases as noted in the previous section. 4. Hospital at Home Pilot Project: The idea is that suitable patients are moved back home but with the use of suitable technology are still in the care of the hospital consultant. Requires suitable backup by local NHS resources and social services. The number Priory Avenue Patients in this project is not known. Many patients would prefer to be at home and it frees up a hospital bed. For some patients this could be a very desirable outcome. 5. Connected care project: The man focus is patients at risk. The idea is that right up to date information is available to WestCall (the out of hours service), the Ambulance Service and A&E. Quantitative data not available but believed to be running well. Other CCG maters kvp 2016-01 PPG Minutes 13012016 (2) Page 3 of 6
6. A CCG sponsored End of Life local seminar is planned for mid-2016. The focus seems to be ensuring that patients wishes are known and recognised before it is too late to ask. 7. Primary Care Transformation Fund 1 bn available direct to practices and to CCGs. It is thought that we are not making any bids at the Practice level. ACTION 6 FB to find out if bids are being made by our CCG. Item 9 Surgery website Is up to date and no current issues. ACTION 7 JP to have Smoking Cessation details added to website Item 10 Incidents: are we learning from them. Not discussed. PPG Internal matters Item 11 Report regarding other organisations i) Patient Voice Group a. Beat the Street exceed targets. Improvement ideas wanted please email FB or the PPG. b. Berkshire Health Network is a public and patient forum supporting the Berkshire Clinical Commissioning Groups (CCGs) to run their online engagements, consultations and surveys. FB recommends all active PPG members enrol and then as appropriate, your views will be sought. c. What role can a PPG play in increasing the take up of Bowel Cancer test opportunities? i. Make test kits available in surgery ii. Target families iii. Add to website d. ACTION 8 AH offered to represent PPG at meeting 8 Feb. FB is vice chair. ii) National Assn for Patient Participation a. Link to RCGP Guide to GPs getting more patients online. b. Link 10 tips how to get the most out of your appointment (could include in a PPG newsletter). iii) Healthwatch Reading: newsletter circulated electronically. iv) South Central Ambulance Service: no updates. v) Local CCG and JPCCC: no recent public meetings. Item 12 Survey and the selection of long term provider This month, about 100 of this surgery s patients will be selected by age and gender as a representative sample and sent a detailed questionnaire by Ipsos-MORI. This is an important survey of 1,000,000 patients, if selected please reply. Organisations wishing to bid to run the surgery for the next 10 years must submit their bid by 20 Jan 2016. The existing interim supplier, BHFT, has stated that they intend to bid. The new contract will start on 1 July 2016. Item 13 AOB: none Item 14 - Date of next meeting Thursday (not Wed) 18 th February 2016 at 2:30 to 4:30 DATES of other Meetings Tuesday 19 Jan 16 at 13:30 to 17:30 CCG Bath Road RG30 2BA Friday 22 Jan 16 at 14:00 to 16:00 Health & Wellbeing Board, Bridge St, RG1 2LU Wednesday 09 Mar 16 at 13:00 to 16:30 JPCCC, Civic Offices, Bridge St, RG1 2LU kvp 2016-01 PPG Minutes 13012016 (2) Page 4 of 6
Appendix A PATIENT PARTICIPATION GROUP December 2015 Scorecard for Priory Avenue PPG Topic Target Data for month 1. Easy to get through on phone to make an appointment Mon & Tues 8 to 10 < 5 mins. listening to music Other times < 1 minute Not measured yet Not measured yet 2. Same day access to nurse Same day if surgery practitioner or duty doctor if poorly contacted before 2 p.m. 3. See or speak to any doctor or Within 10 working days nurse practitioner if non-urgent 4. Doctors running late Average wait less than 5. Recommend surgery to Friends and Family, monthly survey result 6. Number of Family and Friends recommendations in month 7. Medical record updated with results soon after data available to surgery 15 minutes Percentage of patients who would recommend the surgery Target > 80% At least 100 results collected per month <= 2 working days if adverse <= 5 working days if normal range 8. Repeat prescription processing At pharmacy <= 2 working days if via Internet At pharmacy or reception desk <= 3 days if not via Internet 72% improving (67% previous month) NOT Achieved NOT achieved 9. Written or verbal complaints <= 4 per month 5 NOT achieved? NWRCCG average: Friends and Family recommendation is 81% (Q29 GPPS published July 2015) For more information about the Patient Group ask at reception or e-mail us at prioryavenueppg@gmail.com kvp 2016-01 PPG Minutes 13012016 (2) Page 5 of 6
Appendix B Friends and Family Recommendation Sample size in Oct too small to be reliable. Abbreviations CCG North and West Reading Clinical Commissioning Group CQC Quality Care Commission EMIS Computer appointment booking, repeat prescription requests & medical records FFT Friends and Family Test (rolling survey: would you recommend this surgery?) HWR Healthwatch Reading JPCCC Joint Primary Care Co-Commissioning Committee (NHS England & CCG) NAPP National Association for Patient Participation PPG Patient Participation Group, email prioryavenueppg@gamil.com or ask at reception. PVG Patient Voice Group (Chairs of local PPGs and some CCG staff) TXT Mobile phone text messaging system kvp 2016-01 PPG Minutes 13012016 (2) Page 6 of 6