Download Minutes from meeting held at the Cedars

The Cedars Surgery
The Cedars Patient Participation Group
Tuesday 4th September 2012
6.00 p.m.
Minutes
Welcome – Chairperson (MC)
Introductions – All
Debbie Revell – Practice Manager (DR), Christine Odell – Practice Nurse (CO), (JL), (AS),
(RT), (DT), (JF), (MH), (PB), (AF), (RH), (PH), (WT), (JD), (JE),
(LH)
Apologies – Sharon Bentley (SB), Dr Sally Russell (SR), (ET), (JG), (SB), (BC), (KO),(LC)
Review of previous minutes and matters arising
Disabled Bays – Concerns were raised by members that it had been noted blue badge
holders were parking in these bays and using the paddling pool. As this is not linked
solely to the surgery it is perfectly legal for blue badge holders to use these bays. JD
spoke to local councillor – he offered another disabled bay. Camper vans and cars for
sale now moved to Marine Road as Strand is soon to go over to restricted parking. JL
suggested “Keep Clear” signs to be painted on road near the dropped kerb areas on
both sides to avoid these being blocked by motorists. DR to write letter to council to
request if this can be done.
Page 4 – Local Patient Participation Report – DR pointed out that the payment for
this was in fact £1.10 per patient head and not £1.50 as previously stated.
Previous minutes agreed
Commissioning Groups – DR mentioned that these are now coming together but still
in shadow form, will go live in April 2013 when the PCT (Primary Care Trust) cease to
exist. DR distributed flyers for a public meeting to be held by the South Kent Coast
Commissioning group (SKCCG) for representatives of the group to attend. This will be
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for the “Planning of Health Services” and will allow everyone to have their say as to
what they want for their particular area, i.e; Deal Hospital.
MC/DR will arrange speaker from the SKCCG to report to meeting on 5th March 2013.
SKCCG – Federation Group – MC and MH represent the Cedars patient participation
group (CPPG) at these meetings. At a recent meeting Heather Lucas, Head of medicines
assurance, Eastern and Coastal Kent NHS attended to discuss queries patients had
regarding their medication. Patterns of prescribing new drugs, different manufacturers
for cost saving, all drugs dispensed should contain patient leaflet about side effects etc;
if you have any problems with your medications you should take this up with the
pharmacist at your chemist. DR to invite Heather Lucas along to next CPPG meeting as
members have their own questions to ask.
Appointment System – The practice is adopting a change in the way appointments
are released at the beginning of October 2012 and will trial this for 3 months.
Appointments will be released via the system at regular intervals which will hopefully
allow more availability for patients. We will be asking patients to only phone back at
8.00 a.m. instead of the present system which requires patients to phone back twice a
day. We appreciate the frustration this causes patients and with this in mind have
devised this new system. The internet booking system will be unaffected by this as the
appointments will be released at the same time for the whole system. DR will report
back to the group at the next meeting to see how this is progressing.
Text messaging service – We have now introduced a text messaging service which
will remind patients the day before their appointment, hopefully cutting down on the
DNAs (did not attend). We have a dedicated mobile phone for this service so patients
can text back if they are unable to make their appointment. This mobile phone is purely
for text messaging only and not an extra contact number for the practice. Calls made to
this line will be ignored.
Flu Clinics – Members kindly volunteered to assist in the smooth running of these
clinics last year and took the opportunity to make patients aware of the CPPG. As this
worked so well last year members have been enlisted to help out again this year. We
also discussed the opportunity for them to promote Emis Access and request mobile
phone numbers and email addresses from patients whilst they wait for their vaccination.
It was suggested by the group to arrange the chairs differently for access purposes.
Electronic Prescribing – The practice will be going live with this on 27.9.12. It is
preferable if a patient nominates a chemist for their prescription to be sent to but not
necessary as they can still collect a “token” from the practice to take to any chemist.
The advantages are that it will result, over time, to be a quicker service and more
secure. Unnecessary drugs should hopefully not be dispensed and will free up doctors,
administration and reception time as there will no longer be the large amount of paper
prescriptions to generate or file. If medication prescribed at consultation – token issued
and patient to take to chemist to be dispensed. Medication request uploaded
immediately, repeats will still take a little bit longer. Member asked what would happen
if the drug they need was not available at the chemist, would they be able to go
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somewhere to try and obtain this. DR to find this out as not sure how this would work,
in theory it should be left on the spine and not submitted until the item is dispensed.
Medication, Hospital Out patients or discharge – All patients should be provided
with no less than 14 days supply of medication from the consultant or when discharged
from hospital.
Messages from hospitals, automated recorded message – Some members
mentioned they have received messages about appointments from hospitals –
automated message but very difficult to hear. DR informed group that any secondary
care problems should be raised with PALS – Patient Advice and Liaison Service on
0845 6015890
New Members – It was felt that it would be better to concentrate on enrolling “virtual
members” as it was appreciated that evenings could be difficult for people with young
children and would give us more input from the patient population without the need to
commit attending the meetings on a regular basis. We have already had two existing
members request to become “virtual members” rather than attend.
Care Quality Commission (CQC) – GP practices are set to enrol with the CQC in April
2013. DR explained to the group that the CQC are very much like the Ofsted for schools
and are there to make sure all surgeries are delivery quality and safe care that everyone
has the right to receive. They have the right to prosecute, fine or take away services
you are providing if you are failing to meet the standards expected. There are 28
standards that have to be met but we must declare compliance with 16 of them, the
other 12 we must be compliant with but do not have to declare. These 16 essential
standards cover, treating people with respect and involving them in their care provision of care, treatment and support that meets people’s needs – Caring for people
safely and protecting them from harm – Staffing – Management. Reports about the
practice will be published on the CQC website for all to view following any visits.
Newsletter – DT suggested a layout plan of the surgery, if possible, might be helpful
and a list of the services the practice provides, this will be incorporated in the next
newsletter. Newsletters will be placed on stand at reception and in waiting areas. Notice
on CPPG notice board informing patients that it is also available on our website. Any
new ideas for articles to be included in next newsletter please let DR know by the end of
October 2012. Thank you to JG for her input in creating the newsletter.
Action Plan 2012/13 – DR in process of creating this with items discussed at last two
meetings and suggestions to take forward. DR will bring along to next meeting for
approval.
Patient self help groups – Dr Russell has offered to run any group that members feel
would benefit the patient population, suggestions are weight management, asthma,
diabetes or COPD (Chronic Obstructive Pulmonary Disease) management or any other
that group may feel would be beneficial. Members to feed back at next meeting their
thoughts on these.
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AOB
PPG Noticeboard - DR suggested that a member of the group take ownership of the
dedicated notice board in main waiting room area. MH and PH volunteered to share this
role. Any articles to be added to the board must be approved by DR first.
Patient Questionnaire – This will be carried out at the end of October and will be
discussed at next meeting. CPPG members asked to suggest additional questions if any.
Privacy Area - JD raised point of privacy at reception desk. Patients can request a
private conversation at lower desk at end of reception or ask to see someone away from
reception. Please request this from the receptionist, she can then ask a colleague to
come and assist.
Mailshots to all households – Doctors have discussed and decided this is time
consuming and not financially viable. We do have a texting service now and perhaps
this could be utilised to inform patients. AF suggested review/update of patient details,
DR informed group that the clinical system has a built in PDS (Personal Demographic
Service) which alerts staff if the details we hold on record do not correspond with the
details held at KPCA (Kent Primary Care Agency) Maidstone. These are updated on a
regular basis.
Members were invited to come along to the next meeting at 5.30 p.m. to look at Emis
Access, online appointment booking service and prescription ordering. Also to look at
our website and discuss any changes that may be necessary.
Meeting closed
Next Scheduled meeting – Tuesday 20th November 2012
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