Patient Participation Group

Latest Meeting Minutes

Wednesday 6th May (Face to Face Meeting) 1pm to 2pm

Update on Services

Dr Eachus explained that she has an application for a research grant to prepared to convert our large Group Room into a clinical room for dual purposes. The deadline is tomorrow so she would only be attending the first section on the meeting.

Catherine (Practice Manager) explained that the COVID-19 spring vaccination campaign is progressing well and is in its final few weeks. A large clinic was held on Saturday the 25th of April, and the practice is now in a "mop-up" phase to ensure everyone who wants a vaccine has the opportunity. Planning for the autumn campaign has already commenced.

Dr. Georgina Saunders has returned from maternity leave. Dr. Andre Le Poidevin has left the practice to be closer to his family. Patients have expressed disappointment regarding his departure and Dr Eachus assure everyone that his departure was due to personal circumstances, and we were all very supportive of his decision as it was the right one for him and his family. Dr. Supriya Singhera, who covered Dr. Saunders' maternity leave, will be remaining and her position is now permanent. 

The practice is piloting Group Consultations. A pilot of five sessions was initiated, led by Dr. Amy Davies and Dr. Jenny Eachus.  Topics include menopause (including Hormone Replacement Therapy (HRT)) and cardiovascular prevention. The aim is to identify which topics are most suitable for this format. The format involves a group of eight to twelve people, with a board displaying anonymised health data like Body Mass Index. After a group talk, each person has a five-minute one-to-one consultation with the clinician in front of the group, allowing for shared learning. Initial uptake for the HRT and cardiovascular sessions was low, with approximately five attendees each, which is not considered economically viable. The practice is working with other practices across Bristol, North Somerset and South Gloucestershire (BNSSG) to find the most effective topics, with menopause and obesity showing the most promise. A suggestion was made to use the topic for a podcast. The challenge is to find a balance between efficiency for the practice and value for the patients.

The practice partners met in April and identified reducing the routine appointment waiting time as a key objective for the year. The practice is exploring various options. The process involves observing other practices to learn best practices, with a view to implementing a new system in the autumn. The aim is to find a long-lasting solution rather than a temporary fix. Routine appointments were clarified as non-urgent issues, such as a long-standing mole check or a review of blood pressure medication. The PPG will be kept informed as the surgery explores options. 

The use of artificial intelligence (AI) for generating consultation notes, specifically a software called Heidi, was discussed. Some general practitioners are fully utilising it, while others have tried it and reverted for standard consultations. It is found to be particularly helpful for complex cases and mental health consultations as it allows the clinician to focus on the patient rather than note-taking. However, it is not yet making the practice more efficient as it does not integrate directly with the clinical software, requires manual review, copying, and pasting. Patient consent is required for every use. It was noted that while it saves time on transcription for meetings, it does not yet improve efficiency in clinical consultations.

The new referral process was discussed as a contentious issue. The service provider has unfortunately ceased operations, leading to job losses. The new process has had implementation issues, such as training being scheduled after the go-live date. A significant concern regarding the protection of a general practitioner's right to refer has been resolved, and the right to refer is maintained.

Transport

An application for a new zebra crossing on the Stoke Lane War Memorial junction has been submitted through the Council’s Community Infrastructure Levy (CIL) fund to improve safety for pedestrians, including patients of the practice. The application is supported by local councillors. However, it is in competition with bids from other wards for a limited fund of approximately £35,000, which is also the estimated cost of the intended crossing.

A planning application for retirement apartments at Carlton Court has now been submitted, following which the Council have asked the developers (Churchill Living) to request information and a survey as to the implications the plans will have for local parking pressures. 

A decision on the Traffic Regulation Order (TRO) for charging in the local car park at the front of the surgery is still pending. A large number of objections were submitted, including some arguing that the car park already facilitates short-term parking, rather than for longer-term commuters, making the Council’s declared rationale for introducing charging redundant.

Working Groups

Digital Inclusion:

It was suggested that the working group should meet with someone from the surgery. A member of the meeting with a career in the computing industry, offered to join the working group to help bridge the gap between technology and user understanding. This offer was gratefully accepted.
 
Issues with the NHS app, particularly its inability to support repeat dispensing, were highlighted. This forces some individuals to use two different applications (the NHS app and the MyGP app). It was noted that this lack of functionality creates more administrative work for the practice. It was also noted that many different applications exist, such as 'Patient Knows Best', used in Brighton. The practice is committed to the MyGP app for now, despite the costs, to provide patients with an application.

Patient Access:

The 'Fridge Door' notice, a one-page A4 summary of how to contact the practice and access services, was discussed. It has been designed and is available behind reception. It was suggested that it should be made more widely available on the reception desk, distributed by clinicians on home visits, and potentially made into a webpage on the practice website. There is also a video version featured on the waiting room television screens. 

Website

Feedback on the practice website indicated that the appointments page creates a circular loop for users trying to book a routine appointment, as online booking for these is not available. The website sends users back to the page they started from. Catherine will investigate this. 

Update on the Onsite Pharmacy

The new on-site pharmacy, Nexus, is reportedly operating efficiently, with prescriptions being ready quickly. An information technology glitch that occurred during their transition, which changed patients' nominated pharmacy without consent, has now been resolved by the pharmacy.

PPG week

PPG Awareness Week was discussed. It was suggested that a guide about what PPGs do should be displayed in reception to increase participation. A discussion on the group's name, Patient Board versus Patient Participation Group (PPG), concluded with the decision to use both, with 'PPG' in brackets after 'Patient Board'.

Postcard Campaign on NHS 10 Year Campaign 

A postcard campaign to remind Members of Parliament about the NHS long-term plan was presented. The plan's three main aims are moving from hospital to community care, from analogue to digital, and from treatment to prevention. Board members who wish to share their concerns can use the postcard provided. 

Phone massage/service, AVT

Feedback on the practice's automated phone message or experiences with AVT (appointments recording software) was invited. No comments on this occasion. 

Patient Board (PPG) Newsletter

A request was made for input into the practice newsletter from two board members. It was suggested that a draft of planned topics be circulated to the group to trigger ideas, rather than a general call for suggestions. 

The next newsletter is planned for July.

AOB

The 'Westbury Wanderers', a team of staff from the practice, are participating in a 5K and 10K walk for St Peter's Hospice on Saturday to raise money.

A request was made to schedule the annual review of complaints and compliments. It was confirmed that this will be added to the agenda for our next meeting. 

Next Meeting

6th July 2026