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Patient Participation Group
Our Patient Participation Group (PPG) meets to provide a forum for discussion about the practice.
About the Patient Participation Group
The Patient Participation Group works with the practice to contribute to the continuous improvement of services. It ensures that the patient voice is listened to. It also provides practical support, help and advice to implement change. The Patient Participation Group encourages patients to increase their involvement in their own healthcare. It helps the Practice to demonstrate their commitment to their patients.
The Patient Participation Group meets regularly, preferably in face to face meetings but during the Covid pandemic, meetings are via Zoom.
- If you would be interested in joining this group or have any comments or suggestions please complete our Patient Participation Group interest form.
- If you need to contact the group please complete our Patient Participation Group contact form
Code of Conduct
- You must be a patient or carer of a patient registered at Birchington Medical Centre
- Personal issues cannot be addressed through this group. If you need to provide personal feedback, relating to services provided to you as a patient, please contact a member of the Practice Management Team who can assist you.
- We will all demonstrate flexible listening, and support to delivering results as a group.
- Recommendations for improvement to the practice should be discussed with the PPG and agreed with the Practice Management Team.
- All views are valid and will be listened to. Silence indicates agreement so please make sure you voice is heard.
- A virtual group is also in place allowing the Practice to receive views/feedback from a wider part of the practice population, who may not be able to attend face to face (or Zoom) meetings.
- Honesty is welcomed, as is respectful challenge to suggestions or discussions. We ask that we all remain courteous and respectful to our colleagues and all staff in the practice.
- Please note confidentiality of any issues relating to patients must not disclose personal data, in accordance with the General Data Protection Regulations (GDPR) 2018.
Terms of Reference
Aims
To facilitate excellent communications with the practice and patients by communicating patient experience, interests and concerns and providing feedback to the practice on current procedures and proposed developments.
To assist the practice in promoting the safe and effective use of its services and resources, as well as highlighting and signposting to other services such as local pharmacies, minor injuries units, self-care and 111.
To promote the health and well-being of all patients of the practice.
To assist the practice in the achievement of national standards of quality and safety as set out by the Care Quality Commission
To represent the views of the patients in the wider health system, influencing decision making activities of the Thanet Clinical Commissioning Group, East Kent Hospitals University NHS Foundation Trust and Kent Community NHS Foundation Trust.
Membership
Each person registered as a patient of the practice is recognised as a member of the Patient Participation Group (PPG) and may attend its meetings.
Carers of patients registered at the practice can be a member of the PPG even if they are not a patient of the practice.
Governance
The PPG will be led by a Chair and Vice Chair, elected at the May Annual General Meeting. The post holders will be elected for 2 years. Additional members may be co-opted for the purpose of leading specific projects for the duration of the project.
The Management Team of the practice will be members of the PPG and a clinical and non-clinical manager will attend each meeting. Sometimes, for certain agenda items, the PPG may benefit from a particular member or members of the Management Team being present to contribute so this will always be considered where possible.
It is expected that those seeking election shall have attended at least 50% of meetings during the year.
Agendas for general meetings will be determined by the Chair and Vice-chair. Agenda items will be welcomed from all interested parties up to 2 weeks prior to the meeting.
The committee will produce an annual workplan in consultation with those attending general meetings. The means of achieving the plan to be through a variety of discussion in general meetings, the work of smaller action groups and the actions of individuals.
Notes of meetings will be posted in the reception area of the practice, on the practice website and through other means, e.g the Parish Council magazine, as widely as possible. They will be officially confirmed at the next general or committee meeting.
Notice of meeting dates with agendas will be posted in the practice, on the practice website and through other means as widely as possible 2 weeks prior to the meeting.
General Meetings
To be held regularly (minimum 6 per year) and be widely publicised.
The Management Team of the practice will be members of the PPG and a clinical and non-clinical manager will attend each meeting.
Representatives of associated pharmacies have guest status at all general meetings.
Meetings will receive reports from the Committee, the Practice Management Team, groups associated with the workplan and those who have attended meetings held elsewhere and related to the aims of the PPG. Attendees will discuss issues arising and make recommendations for further actions or decisions.
The meeting chair will ensure that time is set aside for PPG members to discuss matters relating to the management and work of the practice.
Terms of reference will be reviewed following the Annual General Meeting and changes made will be approved by the PPG.
PPG Minutes
9th January 2025
In Attendance
- Sheila Pitt (SP) PPG Chair
- Breda Pooke (BP) PPG Vice Chair
- +12 PPG members + 2 BMC members
Agenda Items
Welcome
SP welcomed attendees and introduced Chris Sharp, practice nurse and Louise Harmes who is trhe governance lead going forward.
Talk by Chris Sharp on skin care
- We were told how important it is to look after our skin to prevent dryness and itching, which can lead to many issues such as ulceration. Many creams and other skin products are obtainable over the counter at a pharmacist. Hydration and moisturising are really important for skin health. A good tip to break the itch, scratch cycle is to try using an antihistamine which will stop the itching. If you need clinical care for a skin issue then please ask for Chris when booking an appointment.
- SP thanked Chris for his very informative talk
Notes and matters arising from November
- Minutes were a true reflection of meeting.
- Matters Outstanding – Front pavement –On the list to be done but often there are more urgent issues that require funding so it gets delayed.
- Signpost height at entrance to site. NB U brackets should be able to be adjusted.KW to action
- The lift remains out of action. DO is moving this on. The motor has been agreed to be replaced – waiting for parts. Group suggested a further letter to Assura with copy to Roger Gale. Action SP
- Update of clinical templates – Drs Osman and Dunton were in a meeting to discuss at the time of the PPG
- Confirmed that there should be no need for a separate email address for hard of hearing so standard emails to be used.
BMC Updates
- Unfortunately DNA numbers were not available at the meeting. Since then we have received them and they are: November 2024 GP 18, ACP 59, Nurse 130 total 207; December 2024 GP26, ACP 29, Nurse 110, Total 165 ANNUAL FIGURES GP 319, ACP 420, Nurse 1853 TOTAL 2592
- 2GP clinical leads are now in place – Drs Osman and Dunton. The Lead Team is now those GPs and Karen Wilshaw and Dan O’Connell. It is hoped Andy Walsh will rejoin this team in the coming months. The GP leads hope to join the March meeting.
- A few staffing changes are happening, with a new general admin post, 2 ACP roles being advertised and a reception vacancy
PPG Updates
- Quality and Assurance: Louise Harmes introduced herself and described her role in governance. She gave an update on Quality and Assurance. Most areas covered are running well with no serious clinical incidents outstanding and QoF is on target. !0 complaints are outstanding. Themes are prescriptions, with requests for opiod drugs to go on repeat prescription. This cannot happen due to the addictive nature of these drugs; also a prescription started privately but using a drug outside of its licenced remit will not be taken on by the practice as this is not funded by the NHS. Also an issue of medical records not being correct and attitude of staff.
- LH said that it is important that complaints are dealt with in the right forum and not on social media.
- SP asked for an update on the IT issues such as AccuRx and eConsult replacements. KW assured that the contract for AccuRx is extended beyond 31/3. These issues to be taken at QA meeting in January
- SP asked whether patients are making full use of the extra clinics held at Minster surgery as part of Winter pressures. KW to check levels of activity but confirmed patients are being offered the choice
- Workplan: 3 options were discussed – Information in preparation for bereavement; Test results and DNA audit. Following much discussion, the group agreed to small pieces of work on the first 2 options but felt that there was no need for the DNA audit as the benefit to patients is minimal.Sp will lead on bereavement and BP will lead the test result workstream.
Issues raised by members
- Following a call from GP patient told a chest Xray was required but there has been no contact. What is the process? The patient should have been told that they would need to collect an Xray request form from reception and attend hospital at a time convenient to themselves.
- Has the BMA work to rule affected the practice? No, and it needs t be confirmed if this is still ongoing at national level
AOB and Meetings Management
- Patient prescribed additional drug, has requested it be added to repeat prescription for 2/12 in line with remainder of prescribed dugs. Waiting for this change since November. KW asked to be informed of patient name outside of meeting to resolve.
- Query why the triage process has stopped – clinical leads are aiming to establish best option for BMC – currently in meeting to discuss exactly this and clinical templates
- a good news item. A patient needed dermatology input. Was contacted by the servicve, asked if willing to travel to Rochester. They did and were impressed by speed and care and advised if you need dermatology and get offered this option – it is a good one.
- SP informed the group that Mandy Clifford (receptionist) had won the award for Improving patient experience from Invicta Healthcare. Congratulations to Mandy.
Dates of future meetings
- 11 September 2025
- 13 November 2025
Meeting concluded at 5pm.
To view minutes of previous meetings, please contact the practice and we will send them by email.