North Hill Medical Group – Patient Reference Group
Present:
Mr Mark Tatham (Chair)
Dr Sayomi Gunawardena (GP Partner – Practice PRG Lead)
Mark Galloway (Business Manager)
Pat Barnes (Practice Nurse Manager)
Mr Gunter Klaphake
Mrs Christine Jeffrey
Mrs Katherine Tatham
Mrs Valerie Abbott
Mr John Hunt
Mr Hugh Brivent-Barnes
Mrs Hilary Drain
Mrs Pamela Downey
Guests:
Date: 30th July 2013
Mr Harold Stone
Mrs Anne Pearson
Sandra Ratoff
Mrs Shirley Gard
Jacqueline Rudge, Nurse Practitioner; Lisa Menditta, Healthcare Assistant
Apologies: Christine Jeffrey
Annie Neish
Jane Bell
Minutes and Action Points
Ref :
Detail:
Action
by:
Due Date:
Date
Completed:
PB/MG
31 Aug 13
31 Aug 13
MG
31 Aug 13
MG
31 Oct 13
1. Opening

MT opened the meeting at 6.45pm and welcomed everyone to this month’s
meeting.
2. Review of Minutes and Actions from previous meeting
 The nursing team leaflet has not yet been published. Pat needs to update with her
name change and forward to MG to arrange copies for each surgery
 MT asked if it was possible to have a similar leaflet for the GPs – MG to take
forward
 HBB asked for clarification about looking into replacing the heavy front door at
West Bergholt – MG confirmed that this was one of the items on his list to put
forward to NHS England if they have a funding opportunity for building
improvements this October.
Prepared by: Mark Galloway
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North Hill Medical Group – Patient Reference Group
Minutes and Action Points
Ref :
Detail:




HD raised some issues relating to previous meetings
o Practice or Patient leaflet is not available at Nayland despite several request
from receptionists – MG to investigate as leaflets should be in the waiting
room and a full copy of the practice handbook available too
o It was requested that copies of hand-outs provided at meetings are sent to
each surgery for collection by members not present at meetings. MG not
keen to print a great deal of paper which may or may not be collected.
However, MG will ensure electronic copies of all papers are included in the
circulation email with minutes, which all members (including the virtual
group) receive.
o Copies of anything requested by PRG members to be made available if they
need it. MG not aware when this has not been done. MG will give all
members his email so they can contact him if they don’t receive something
they want.
In future MG to bring a number of paper copies of all documents to the meeting
It was requested that the yellow coloured band at the top of the minutes was
removed.
MT took a few moments to re-visit the minutes form the inaugural meeting in
November 2011.
o MT reminded all that the purpose of the group is to provide feedback to the
practice on how they are doing as well as form part of the new system of
patients feeding into the commissioning system and specifically the Clinical
Commissioning Group.(CCG)
o The patients in the area can communicate their need for services which will
feed into the commissioning plan which the CCG will use to commission
services from providers.
o Mark Aitken who attended our last meeting is the representative on the
health forum that we link into. He will attend our meetings periodically.
Prepared by: Mark Galloway
Action
by:
Due Date:
Date
Completed:
MG
31 Aug 13
27 Aug 13
MG
On going
JB/MG
On going
JB/MG
MG
On going
1 Aug 13
1 Aug 13
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North Hill Medical Group – Patient Reference Group
Minutes and Action Points
Ref :
Detail:
o MT feels that the role of this group to feed into commissioning will grow
significantly but this mustn’t be at the expense of the work that has been
going really well relating to the practice so far.
3. MT report on meetings attended
 MT presented his written report on the meetings he has recently attended; MEE
Health Forum, NE Essex Falls Learning event and Audiology Service User Group
 JH, MT and KT have attended the open board meeting at the CCG today and all
shared concerns about social services commissioning healthcare in addition to
social care and the increasing role they were playing in the local (and national)
health economy
 SG stated there is also a role for the practice clinicians to feed in to the PRG to
forward on to the Health Forum in respect of services to patients locally.
4. Update on Survey Action Plans
 MG had circulated the 2012 plan with notes of the progress and asked if this could
be closed and reported as such. All in agreement.
 MG provided an update on the progress against the 2013 plan.
5. Next Survey
 MT presented two versions of the draft survey and sought feedback from the
group.
 The plan is to issue a shorter survey this time; MT to provide MG with the final
draft.
 MG to create implementation plan and to coincide start of the survey with the flu
clinics. Suggest a different colour to the green of last time.
 Agreed that the random mailshot should be age focussed to balance against the
number of older patients who are likely to complete paper based surveys in the
surgery.
 It was suggested we consider using “survey monkey” rather than the in house
Prepared by: Mark Galloway
Action
by:
Due Date:
Date
Completed:
MG
31 Aug 13
27 Aug 13
MT
19 Aug 13
30 Jul 13
MG
26 Aug 13
27 Aug 13
MG
30 Sep 13
MG
26 Aug 13
27 Aug 13
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North Hill Medical Group – Patient Reference Group
Minutes and Action Points
Ref :
Detail:
Action
by:
Due Date:
JR
Group
31 Aug 13
31 Aug 13
MG
31 Aug 13
RB
RP
31 Aug 13
31 Aug 13
Date
Completed:
website site version. MG to look into.
6. Communication Project




MT reminded those present of the paper he wrote some time ago.
The initial thoughts were to consider how Doctors communicate with patients and
vice versa.
We should consider this is in two parts, the type of information and how the
information flows. In other words separate the information itself from the way it
flows.
MT suggested we look at 3 areas initially –
o Practice Newsletter, Jacquie Rudge offered to write this quarterly.
o Website – MG requested that everyone feed any thoughts to him
o Screens –
 Nayland no longer have a screen as the partners decided they did not
want commercial advertising in the practice. The screen was owned
by an advertising company. However, the practice are keen obtain
their own equipment at some time in the future. The partners are
happy to advertise relevant support organisations.
 West Bergholt – the information is very repetitive and monotonous.
Can it be reviewed please
 Could DNAs be reported on the screens?
 Could the group have an update on how the screens work and what
has been changed?
Prepared by: Mark Galloway
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North Hill Medical Group – Patient Reference Group
Minutes and Action Points
Action
by:
Ref :
Detail:
7.
Date of Next Meeting
Due Date:
Date
Completed:
This was arranged for Tuesday 17th September 2013 at 6.45pm at West Bergholt.
Mark T thanked everyone for attending and the meeting closed at 8:00pm
Harry Stone confirmed he will be an apology for the 17th September meeting
Supporting documents:
Agenda 30th July PRG Meeting Minutes
2013.doc
4 June 2013.doc
3rd November
2011.doc
meetings report 23rd Action Plan 2012.doc Action Plan 2013.doc
July 13.pdf
201314 initial survey 201314 final survey PRG communication
draft.doc
draft.doc
paper 04-02-13.pdf
Prepared by: Mark Galloway
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