Patient Participation Group

Latest Meeting Minutes

Wednesday 14th of January (Face to Face Meeting) 1pm to 2pm

Full meeting minutes are available upon request, this is a summary of the discussions.

Update on Services

The COVID-19 spring vaccination campaign will proceed this year from the 13th of April. The surgery will be holding clinics for those eligible.  Dates are to be confirmed but we will hold a clinic in the first week of the campaign and intend to also hold a further clinic in the second week and a further date in May.  Those aged over 75 years of age and those who are immunosuppressed will be eligible. Bookings for the vaccination clinics will open approximately six weeks prior to the clinic dates due to software limitations. Patients will be notified in advance with a save the date. The specific vaccine to be used is not yet known.

Dr Goergina Saunders will be returning in April 2026.

The practice has produced a podcast on winter pressures, and the next episode will focus on mental health. Feedback has been positive. The practice hopes to make the podcast available on Apple platforms if there is sufficient interest. The partners are funding the podcast until the end of the fiscal year, with episodes planned for February and March. The continuation depends on listener numbers. Suggestions from the Board for further podcast topics would be welcome.

Transport

The council has issued a Traffic Regulation Order to formalise charging in the car park outside the practice and nine other car parks. The surgery has submitted a response to the Traffic Regulation Order, along with other responses.  

The proposed charging scheme includes a free first hour. It was suggested that this may not generate significant income, potentially leading to future changes. The current provision for a free hour was secured due to the practices and communities’ earlier involvement.

A recent survey of car park occupancy rates showed a high turnover, with approximately 70% of parkers staying for an hour or less, challenging the council's rationale that charging would increase short-term parking.  The council officer's decision on the Traffic Regulation Order is pending. If charging is approved, there is an option for judicial review, though this may be a complex process. A public inquiry is another potential outcome.

A planning application for retirement apartments at Carlton Court is expected imminently. This will have implications for local car parking. If an application is submitted, it will be open for public comment.

A survey of the Canford Lane and Falcondale Road junction has been completed, suggesting a need to re-phase the traffic lights to reduce delays, particularly for traffic turning right.  

The local transport group has been wound down, with responsibility transferred to the Westbury-On-Trym Society. Transport remains a key issue for the practice and local businesses.

Working Groups

Digital Inclusion:

The digital inclusion working group reported that they have not met recently. Contact has been made with local councillors to explore partnership working on digital inclusion, acknowledging it is a wider community issue. Other organisations, such as those connected with Age UK, are being explored for resources on smartphone skills, which are identified as a primary need over computer skills.

The King's Fund report on digital inclusion was discussed, highlighting two models: a practice-based approach and a community-based approach.

Local community resources were identified, including the IT buddy system at Bristol libraries, with a session at the local library every Wednesday from 13:00 to 15:00.  The North Bristol Advice Centre (NBAC) was also identified as providing courses, training, and digital support at various locations, including the local Methodist Church. It was noted that another health centre refers its patients to NBAC courses.

It was suggested that these organisations could display posters on the practice noticeboard. The practice is currently developing a display area in the downstairs room with the blood pressure machine.

Patient Access:

The patient access working group has focused on immediate patient queries. Progress includes the new website, a video, and a single-page 'fridge door' guide. The one-page guide was reviewed by the board and the Board noted the changes to be made. 

The video produced for the website did not meet accessibility requirements and will instead be used on the display screen in the practice. This was a learning point for the practice and the GP Federation involved.

The new practice website was previewed. The design is moving from a tile format to a list format to direct users to key services. The main photo will be updated.  The new website has been designed to be mobile-friendly, ensuring important information is visible without extensive scrolling. A discussion was had regarding the 'Book or cancel an appointment' button, as online booking is limited. It was clarified that this section provides information on how to book appointments (e.g., by phone) and allows for online cancellation of any appointment. 

The website developers advise using the search bar as the most effective way to navigate the site.

The Pharmacy First scheme was discussed. The website directs patients to see a pharmacist for certain conditions before contacting the GP. It was suggested that the layout be changed to present this as an option for specific conditions, rather than a first step for all appointment requests. This will be discussed this with the website developers.

A broader, 'systems view' on patient-practice interaction was raised as an interest. It was suggested we could flesh out these ideas for future discussion or connect with the National Patient Participation Group.

Volunteer Drivers

The Volunteer Driving Scheme is run in conjunction with the Retired Senior Volunteer Programme (RSVP) and helps patients get to surgery appointments. There has been an increase in demand, but the workload is falling heavily on one lead volunteer, who handles over half the requests. The service currently has eight volunteers, with about six being active. A few more volunteers are needed to spread the workload.

Suggestions for recruiting new volunteers included: an article in the practice newsletter, notices in the library and local church service sheets, and a 'day in the life of a volunteer driver' feature. It was noted that the flexibility of the role is an appealing feature for volunteers.

The Future of the Onsite Pharmacy

The online pharmacy branch has been bought by Allied Healthcare after Jhoots, the previous owner, entering administration. It is unclear if the sale included the building. The handover is not straightforward, and the practice is seeking advice to clarify the situation. This development may create competition for the practice regarding flu and COVID-19 vaccinations.

Surgery Phone Message and Website Feedback 

Feedback on the practice's telephone message service was given. It was noted that the initial recorded message is very loud, while the subsequent care navigator's voice is quiet. This might be due to differences between phone service providers. The content of the message was also discussed, with a suggestion to amend "call back after 11" to just "call after 11". 

An update on the use of an Artificial Intelligence recording software for consultations was provided. The pilot runs until the end of March. Clinician feedback is mixed; some find it saves time and allows more patient engagement, while others do not like the style of the notes produced. Patients have adapted well. The notes are always reviewed and edited by the GP before being added to the patient's record.

AOB

An update was provided on the National Patient Participation Group, which has recently started.

Next Meeting

15th April 2026

Meeting closed.