patient's group

The terms outlined here are intended as a guide to which the group can refer in meetings and all other discussions, as well as in the production of documents. For further information on the Group’s Aims, please see the Patient Participation Group leaflet.

Purpose of the Group

• The Group was established in line with the principles of the National Association for Patient Participation
• To provide a voice for all patients of Bingley Medical Practice
• To provide a patient perspective on the Practice and to act as a ‘critical friend’
• To collaborate with and support the Practice, for the mutual benefit of the Practice and its patients

Membership of the Group

• Is open to all registered patients as well as staff of the Bingley Medical Practice
• Virtual membership of the Group is encouraged, and contribution to ongoing and topical discussions will be welcomed
• A chair, vice chair and secretary will be elected at the Group’s Annual General Meeting (AGM), provisionally scheduled for May
• Up to sixteen ordinary members will also be elected at the AGM
• Other patients may be co-opted onto to the Group if their input is considered valuable in addressing specific issues
• Up to three staff members, including one GP, from Bingley Medical Practice may attend each Group meeting
• Group membership may be held for a term of three years, while officer posts will be due for election each year
• If any member of the Group fails to attend three consecutive meetings without offering due reason or notice, or if any member is disruptive, disrespectful or uncooperative, they may be asked to resign by the chair or the vice chair, after consultation with the Group

Responsibilities of the Group

• To contribute to Practice decision-making, and to act as a conduit for consultation on ongoing improvements to services offered by the Practice
• To provide the Practice with feedback on patients’ needs, concerns and interests
• To assist with patient-related surveys and analysis of the annual Practice Satisfaction surveys
• To communicate healthcare information, in particular information on self-care, to the wider community
• The group is not a forum for discussing individual patient complaints or issues

 Meetings of the Group

• The Group will hold its AGM in May each year, and may hold interim extraordinary or emergency meetings if it considers these necessary
• No less than two months’ notice shall be given for the AGM, and the agenda and supporting papers will be made available no less than four weeks before the meeting date
• No less than one month’s notice shall be given for interim meetings, and for these the agenda and supporting papers will be made available no less than two weeks before the meeting date
• The whole Group will endeavour to meet every two months
• Notices of meetings, reports on meetings and other relevant information will be displayed on the Practice notice boards and website, and will also be circulated via email
• Meetings will be held at the Practice premises

 Organisation of the Group

• Items for the agenda may be raised by the Group, the chair and the Practice Manager, following ongoing topics and responding to specific patient concerns
• Sub-groups will be convened to address specific topics and issues, and will meet as required
• The preferred method of communication and resource-sharing between meetings will be via email, though this should not be exclusive
• Sub-groups should ensure that each of their members is copied into all related correspondence, and that they report back to the whole Group as appropriate, in order to ensure maximum efficiency in communication
• The Group chair will liaise with the Practice prior to undertaking any proposed communications with third party organisations
• All conflicts of interest, either direct or indirect, must be declared at the start of each meeting

Review

• The Group will reflect on the relevance and value of its work, and review its Terms of Reference, annually preceding its AGM

Confidentiality and Data Protection

• Information concerning patients or staff is strictly confidential and must not be disclosed to unauthorised persons. This obligation shall continue in perpetuity
• Disclosures of confidential information or disclosures of any data of a personal nature may result in prosecution for an offence under the Data Protection Act 1998 or an action for civil damages under the same Act in addition to any disciplinary action taken by the Practice
• Any breach of confidence will be taken seriously and, following necessary investigation, may result in a request that the member(s) responsible resign from the Group

March 2015