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Year 2014/15- Please see below the progress and report of our PPG for the past year -

Annex D: Standard Reporting Template

Thames Valley Area Team

2014/15 Patient Participation Enhanced Service – Reporting Template

 

Practice Name: WOODLANDS PARK SURGERY

 

Practice Code: K81015

 

Signed on behalf of practice: DIANE PARROTT Date:24TH MARCH 2015

 

Signed on behalf of PPG: PBY- anonymised due to being published in public domain Date: 24th March 2015

 

  • Prerequisite of Enhanced Service – Develop/Maintain a Patient Participation Group (PPG)

 

 

 

 

Does the Practice have a PPG? YES

 

Method of engagement with PPG: Virtual Email, Spoken at contact

 

 

Number of members of PPG:10

 

 

Detail the gender mix of practice population and PPG:

 

%

Male

Female

Practice

49

51

PRG

50

50

 

 

 

 

Detail of age mix of practice population and PPG:

 

%

<16

17-24

25-34

35-44

45-54

55-64

65-74

> 75

Practice

14%

10%

10%

12%

15%

15%

14%

10%

PRG

0%

0%

0%

0%

60%

20%

10%

10%

 

 

Detail the ethnic background of your practice population and PRG:

 

 

White

Mixed/ multiple ethnic groups

 

British

Irish

Gypsy or Irish traveller

Other white

White &black Caribbean

White &black African

White &Asian

Other mixed

Practice

79.5

0.8

0

0.4

0.7

0.2

0.7

0

PRG

80%

0

0

0

0

0

0

0

 

 

 

Asian/Asian British

Black/African/Caribbean/Black British

Other

 

Indian

Pakistani

Bangladeshi

Chinese

Other

Asian

African

Caribbean

Other Black

Arab

Any other

Practice

3.4

0.7

0

0.4

0.7

0.3

0.2

0.7

0

0

PRG

20

0

0

0

0

0

0

0

0

0

 

 

Describe steps taken to ensure that the PPG is representative of the practice population in terms of gender, age and ethnic background and other members of the practice population:

 

The PPG is fairly representative of the ethnic background of the stated Practice Population. We would love to encourage younger members to participate.

To try and address the imbalance we have

  • Advertised on Posters in the Surgery, in our new patient pack and quarterly newsletter

 

  • Have specific area on our website with an application form

 

  • By personal invitation

 

  • Daily contact invitation when applicable

 

  • All Clinicians are aware to approach patients that they feel would be amenable to joining

 

  • Approached another local Surgery to see if we could somehow join forces.

 

 

 

 

Are there any specific characteristics of your practice population which means that other groups should be included in the PPG?
e.g. a large student population, significant number of jobseekers, large numbers of nursing homes, or a LGBT community? NO

 

 

Our population is fairly static with many generations of the same family being registered with us and remaining in the area.

If you have answered yes, please outline measures taken to include those specific groups and whether those measures were successful:

 

 

 

 

 

 

  • Review of patient feedback

 

 

 

 

Outline the sources of feedback that were reviewed during the year:

 

  • GP Patient Survey Results

 

  • GP Patient Survey compared to other Practices in WAM CCG

 

  • All patient feedback received either from consultations or general comments

 

  • Feedback from existing PPG members

 

 

 

 

 

 

 

How frequently were these reviewed with the PRG?

 

Twice a year which were circulated for comment by virtual communication

 

 

 

  • Action plan priority areas and implementation

 

 

Priority area 1

 

Description of priority area:

 

 

To have access to a Baby Changing facility which had been raised by the growing number of new babies being registered.

 

 

What actions were taken to address the priority?

 

The building was reviewed for its positioning and suitability. At the Practice Meeting it was suggested that the downstairs patient bathroom be refurbished with a smaller sink to allow the installation of a wall mounted baby changing unit.

 

The bathroom has now been fully refurbished allowing sufficient room for the unit. This has been purchased and is awaiting install which was delayed due to the impending CQC visit.

 

 

 

 

 

 

Result of actions and impact on patients and carers (including how publicised):

 

Allows all those needing to change their baby to have access at ground floor level in an area that is big enough to cope with parent and baby plus others,

 

Staff are aware of the facility and can direct patients accordingly.

 

News signs have been ordered to be put on once installed

 

 

 

 

 

 

 

 

 

Priority area 2

 

Description of priority area:

 

Coil Fittings/Extended Contraception Services

 

 

 

What actions were taken to address the priority?

 

  • As we have an increasing young population , we employed a new female GP who was keen to undertake a specific contraception clinic

 

  • In agreed negotiations with Public Health, we started offering Coils /fittings/removals/IUDs/Implanon and all contraceptive advise from November 2014.

 

 

 

 

 

Result of actions and impact on patients and carers (including how publicised):

 

Patients no longer have to go to another Surgery- either in Maidenhead Town or Cookham and can be seen at their own Surgery

 

The new service was advertised in the Surgery in the newsletter.

All staff were made aware of the timings of the initial consultation plus the length of the fitting Consultation

 

Mums were made aware at their postnatal examinations of the service we could now offer them

 

Female patients really like not having to go elsewhere in an environment they don’t know, to see a GP that they also don’t know plus we can do all followups at the Surgery and can advise patients if they have any after-fitting complications/queries.

 

 

 

 

 

 

 

 

 

Priority area 3

 

Description of priority area:

 

Management of Diabetics at the Surgery

 

 

 

What actions were taken to address the priority?

 

 

After a previous GP left who was a Diabetic, we were flailing in giving good Diabetic care and advice to our Diabetic patients.

 

We were approached by a GP who had been working at a local Diabetic Clinic who would be happy to run a specific clinic for us.

 

He was already fully trained so it was just a question of scheduling appointments and letting patients know.;

 

 

 

 

 

Result of actions and impact on patients and carers (including how publicised):

 

 

 

We now have a successful Diabetic Clinic and have patients being discharged from the hospital outpatients to be seen in their GP Practice . Their condition is now being managed successfully locally.

 

The GP is now well established with his own following and we would look to extending the clinics in the near future.

 

All Diabetics get to be seen at least once a year by the specialised Diabetic GP

All Diabetics are on our recall system and are sent personal invitations to attend.

 

 

 

 

 

 

 

 

 

 

Progress on previous years

If you have participated in this scheme for more than one year, outline progress made on issues raised in the previous year(s):

 

  • PPG Sign Off

 

 

 

Report signed off by PPG: YES

 

Date of sign off: 23 March 2015

 

 

 

How has the practice engaged with the PPG:

 

How has the practice made efforts to engage with seldom heard groups in the practice population?

By Personal invitation ,posters, newsletter, websites- as sated above

 

Has the practice received patient and carer feedback from a variety of sources?- Yes- written , verbal and electronic

 

Was the PPG involved in the agreement of priority areas and the resulting action plan? Yes- all were asked for their opinions/ideas

 

How has the service offered to patients and carers improved as a result of the implementation of the action plan?

 

Yes- it has improved the facilities and services that we can offer as a small rural Practice

 

Do you have any other comments about the PPG or practice in relation to this area of work?

 

Our next years task is to engage more with Carers and we have already initiated Links with Age Concern

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Year 2012-2013 - This report has been produced for patients along guidelines required by the Department of Health Directed Enhanced Service and requested by Windsor Ascot and Maidenhead PCT which will shortly be changed to Windsor Ascot and Maidenhead Commissioning Care Group ( WAM CCG)

2011 actions implemented as a result of previous survey action plan (2011) 

  1. The phone number and system changed from 0844 to loca l01628 number.
  2. An automated booking system was considered by the practice but not thought to be cost effective by the patient reference group when they were virtually notified on 31st August 2012 to discuss the outcomes of the action plan, and what had been implemented.

  3. A description of the profile of the members of the Patient Participation Group.

Woodlands Park Surgery is a practice of 3054 patients situated in a rural classified area on the outskirts of Maidenhead Berkhsire.

Age/sex statistics show that the practice is split 48% male and 52% female patients. The largest age group, nearly 29% patients being aged between 35-54 yrs.

The Patient Participation Group for 2012 has 18.5% ethnicity of black and ethnic minority with 51% of the group aged between 45 – 64 years thus reflecting the demographic make up of the practice.

In order to obtain the widest possible view of patients it was decided to correspond virtually to discuss survey subjects and draft an action plan. The results of these  would then be shared with, and approval sought from the total Patient Participation group of 10.  The results of the survey and action plan being published on our website and in the surgery so that information would reach the widest possible number of patients.

The steps taken by the practice to ensure that the Patient Participation Group is representative of its registered patients and where a category of patients is not represented, the steps the contractor took in an attempt to engage that category.

 

Patient Participation Group

This group was made up of patients who had responded to notices in the waiting area, information on our website and requests from staff to join a ‘virtual’ patient participation group, by completing an expression of interest form. All ages and backgrounds were targeted. 
In order to ensure that the most representative group of patients were contacted, including those who do not have access to the internet, it was decided that the survey should be handed out to specific groups of patients.

To do this the following groups of patients were targeted:-

  • patients attending general surgery clinics during a week in November.
  • Patients who may not be able to attend during the day due to work commitments were targeted by post.
  •  Women and their partners were targeted when they attended ante – natal clinics in order to target another group of patients who may not often attend the surgery for other reasons.

Altogether a total of 40 surveys were sent out and 10 (25%) responses were received back.

Details of the steps taken to determine and reach agreement on the issues which had priority and were included in the local practice survey.

As in 2011, in order to obtain the widest possible view of patients it was decided to contact patients virtually to discuss survey subjects and draft action plan. The results of these meetings would then be shared and approval sought from all members of our Patient Participation group of 10.

Some patients from the reference group from 2011 agreed to continue for 2012. Two new members were recruited to replace the two members (the retiring GPs) who were no longer able to continue.

On receipt of the responses, questions were devised and a survey developed.  The questionnaire was proof read by staff. After agreement from all, the questionnaire was uploaded onto the website

 The results of the survey and action plan being published on our website and in the surgery so that information would reach the widest possible number of patients.

d. the manner in which the contractor sought to obtain the views of its registered patients.

  • Approval for action plan sought from  Patient Participation group(virtual) who had initially expressed interest in being involved. (10 patients via email)
  • Surveys handed out in reception areas.
  • Surveys available on our website
  • Information about the survey in our winter newsletter
  • An action plan was developed from the results of the survey. This was then emailed to the 10 virtual members for checking for errors and omissions, and their approval. All 10 (100%) approved the action plan.
  •  details of the action plan setting out how the finding or proposals arising out of the local practice survey can be implemented and, if appropriate, reasons why any such findings or proposals should not be implemented.

All items on the proposed action plan were approved for implementing as soon as practicably possible.

 

Action Plan Proposed by Patient Participation Group

Subject

From survey results or comments

Proposed Action

Approved

 

Comments

Access

Survey results

Continue to promote internet access

– flyer with scripts

- in consulting rooms

- poster in waiting area

Yes

Communication with patients

Comments

To improve communication with patients re:

New phone system upgrade 73% in 2012, 94% in 2013 happy with phone access

Regular newsletter to inform of changes – One problem clinic, 111, waiting times etc.

Respond directly to some of comments.

Yes

Yes

Yes

Yes

A summary of the evidence including any statistical evidence relating to the findings or basis of proposals arising out of the local practice survey.

Details of the action which the practice, intend to take as a consequence of discussions with the PPG in respect of the results, findings and proposals arising out of the local practice survey.

The opening hours of the practice premises and the method of obtaining access to services throughout the core hours was updated on our website.

Access available by phone and visiting surgery also information made available on our website.

Where the contractor has entered into arrangements under an extended hours access scheme, the times at which individual healthcare professionals are accessible to registered patients.

Individual healthcare professionals are available under an extended hours access scheme on Monday and Thursday mornings 7.30am

Surgery Appointment Times

 

clock_6

 MorningAfter noon
Monday7.30 - 12:0016:00 - 18:30
Tuesday08:00 - 12:0016:00 - 18:30
Wednesday08:00 - 12:0016:00 - 18:30
Thursday07.30 - 12:0016:00 - 18:30
Friday08:00 - 12:0016:00 - 18:30
Weekendclosedclosed


The practice doors are open Monday - Friday from 08:00 - 13:00 and then again from 14:00 - 18:30. The doctors work to the following timetable:

 

Dr Kim Langer (female) - All day Mondays and Tuesdays plus Wednesday and Thursday mornings

Dr Michael Moher (male) - Wednesday pm and all day Thursday - am and pm

Dr Azmy Birdi (female) - Monday am

Dr Rupal D'Souza (female) - All day Friday

Dr Pierre Mason (male) - All day Friday

 

Patients.png View our current Action Plan here

Last years Action Plan - please click here PPG_Action_Plans.2011-2012 doc

 

Minutes

download the pdf form Download the minutes from our latest PPG meeting

Minutes of local PPG Meeting- This is a locality group where any member of a PGG can attend - Please see below for details of the next meetings

 

 

 

 

 

Windsor Ascot and Maidenhead

Clinical Commissioning Group

Patient Participation Group Network Meeting

 

 

 

 

MEETING NOTES

 

Title:

Patient Participation Group Network

 

Location

 

 

Date

   

Time

 

Author

Michaela Helman

 

 

Attendees

Michaela Helman   - Healthwatch /LINk (MH)

Peter Hayley – CCG Lay Member (PH)

Brian Huggett – LINk Chair (BH) 

Steve Isaia – Radnor House PPG (IS)

Sheila Sparks – Radnor House PPG (SS)

Roger Battye – Cookham PPG (RB)

Theo Carvil – Claremont PPG (TC)

Mike Holness – LINk Vice Chair (MHo)

Norman Sherwood – South Meadows PPG (NS)

Helen Young – Rosemead Medical PPG (HY)

Julie Hart – Redwood PPG (JH)

Sandeep Sharma – Datchet PPG (SS)

 

By phone (Due to traffic preventing attendance)

Nadia Barakat – CCG Manager (NB)

Eleanor Flintoff

 

Guests

Dr Adrian Hayter – Chair WAM CCG

Apologies

Karen Holmes – Practice Manager – Datchet (KH)

Bill Joy – Datchet PPG (BJ)

Helen Knipe – Ascot Medical Practice PPG (HK)

Caroline Chamberlain – Ascot Medical Practice PPG (CC)

Brian Schirn – Cookham PPG (BS)

Mary-Lou Kellaway – Cookham PPG (MLK)

Sheila Holmes – Claremont PPG (SH)

Luke Hamill – Runnymede PPG (LH)

 

Circulation

As above and

Dr Adrian Hayter 

 

 

 

ITEM No .

NOTES

ACTION BY

1.

Minutes of the last meeting – Agreed

Note due to traffic – the agenda was taken out of order. The minutes reflect the order of the meeting.

 

 

 

ITEM No.

NOTES

ACTION BY

5.

Making it happen

PH reported that a Communications and Patient & Public Involvement Action Plan for 2013-14 was being developed but wasn’t yet ready to be shared.

There a 5 strands to the plan:

1.     Patient Involvement

2.     Public Involvement

3.     Training in patient / public involvement

4.     Raising the profile of the PPG

5.     Shaping the Future

The intention is to share the plan with the network at the next meeting.

The plan will need technology and support to progress.

NS advised that one of the biggest challenges faced by PPG’s is getting people involved, as in the main people only get involved when it affects them.

Acknowledged that this is a common problem not only to PPG’s but also other organisations with an interest in public opinion e.g. Healthwatch.

Discussion took place with regards to getting residents to respond to communications.

Agreed – People are more likely to get involved when what has been achieved as a result can be demonstrated

PH stated that reports he has currently accessed demonstrate that those practices with an active PPG appear to have healthier patients and improved health outcomes.

SI shared the experience of Radnor House with regards to the dementia project – initially the project met some challenges however when everyone worked together the project proved to be a great success. The PPG and practice staff where all involved.

Noted that the project may not have had its pilot at the practice unless the PPG had first indicated interest.

PH advised that he NAPP website suggested that PPG had 2 clear roles; promoting health and improving communication.

ACTION: Aim for the Communications and Patient & Public Involvement Action Plan will be available at the next meeting

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PH / NB

2. / 7.

Introduction to WAM CCG Chair – Dr Adrian Hayter / CCG update

AH advised that the CCG were due to be launched on 1/4/2013 following authorisation from the commissioning board.

There are 211 CCG’s in England of which there are currently 33 authorised without conditions. WAM CCG is working to becoming a CCG that will be authorised without conditions.

Transition work from PCT to live CCG have involved many structural changes and required the engagement of all practices. The work required has challenged all practices to become part of a commissioning body.

The involvement of the network in the work of the CCG is considered important.

AH is supportive of the Communications and Patient & Public Involvement Action Plan currently under development and the aim will be to provide the necessary support to enable the plan to be implemented.

The CCG wants to increase involvement in the CCG at practice level and in patient involvement. The more the CCG is informed the better the decision making can be.

Network noted that there is a big change in the way GPs and patients need to interact.  In the past GPs were expected to tell patients what was best for them. Now patients are being asked to be involved in making decisions about their care.  This is a difficult transition for all parties to sign up to.

 

4.

CCG Public Website ( this item was held in part through telephone contact with Nadia Barakat and Eleanor Flintoff )

Ideas for what is wanted to be seen on the website have been gathered.

Example websites where circulated to groups and it was agreed that the Chiltern website was the best example.

Some feedback questionnaires had been received; however there is still time to send questionnaires back to Eleanor.

Next step:

A work shop will take place on 6th March 2013 at 10am. Venue to be confirmed although the Sportable venue was recommended as this was easy to get to and had parking available.

Action: PPG members wishing to take part in the work shop to develop the CCG website should contact Eleanor ( Elanor.flintoff@nhs.net )

 

 

 

 

 

 

 

 

 

 

All

6.

The Best Practice Charter

This item to be carried forward as the main agenda item for the next meeting.

SI thoughts for a charter had been circulated

Action: All PPGs to put together their ideas for a PPG Best Practice Charter by 2/4/13. Ideas should then be circulated to the rest of the group with a view to discussion at the next meeting.

 

 

 

 

All

8.

PPG update

Redwood – The PPG is newly formed and has been inwardly focussed e.g replacement chairs, clock etc. Whilst this is important to improving patient experience JH will be suggesting to the group to be outwardly focussed also.

There is a wish to increase involvement in the PPG and in particular increase younger participation.

Datchet – Similarly looking at increasing wider representation. Current work includes reviewing the terms of reference, reviewing the results of the questionnaire and forming a governance and compliance group.

Rosemead – HY has recently joined the PPG and the network and so is beginning to learn about the work of the PPG

Claremont – Questionnaire results are being reviewed.  Noted that when the questionnaire has a contact name and a concern the PPG have found it difficult to make contact with the patient as data protection has been used to prevent communication.

Radnor – have held 1 aging well seminar which resulted in good discussion although attendance was limited. A second seminar is planned with greater promotion to increase attendance rates.

Cookham – have purchased Survey monkey to undertake future surveys. There has been discussion in the PPG with regards to complaints – the aim is to ensure that the processes and outcomes meet the patient needs. One complaint reviewed would not have happened if the patient had known about a particular service.  Having this type of information is helping the network to focus on improvement activities.

Network opinion sort – the ‘save our hospital) (Wycombe) issue that has become political – what are the networks thoughts about passing on information that the PPG many not agree with.

Action: members asked to think about this issue and to come to the network with a view.  The aim will be to develop a consistent policy on this issue across the network.

South Meadow – current aims are to increase younger involvement in the PPG

Healthwatch – similar to the CCG, Healthwatch is to be launched on 1st April and will be set up as a Chartable Incorporated Organisation. A support organisation has been awarded a contract and work is underway to implement services.

Aim of Healthwatch will be to help promote the PPG network when it does outreach work and also to gather views from the network that could inform commissioners of health and social care services.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

All

9.

Any other Business

Datchet: How can the network / CCG influence an improved phlebotomy service at eh PPG’s.

It often better for patients to have blood taken at the local practice. AH to take to the CCG board.

 

Radnor: As new PPG’s come into existence the PPG network members should offer to provide those new PPG’s with support e.g. buddy system with established PPG’s

Agreed that this support is invaluable and does provide important help to emerging PPG’s on what can be achieved, practical help on overcoming challenges, identifying what can be achieved and how.

 

 

 

 

 

 

7.

Future Agenda items

Best Practice Charter – April 2013

Terms of reference review – March / April 2013

Network Aims review – March / April 2013

 

Next meeting date

9th April 2013 – 10am – Desborough Suite Rooms 2/3, Town Hall, Maidenhead

11th June 2013 6.30 - Ascot Bray Rooms, Town Hall, Maidenhead AF220381CSC

13th August 2013 – 10am - Ascot Bray Rooms, Town Hall, Maidenhead AF220382CSC

8th October 2013 – 6.30pm – Ascot Bray Rooms, Town Hall, Maidenhead AF220384CSC

10th December 2013 – 10am - Ascot Bray Rooms, Town Hall, Maidenhead AF220385CSC

 

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