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Minutes from Patient Participation Group Meeting held Monday 3rd October 2016 at 6.15pm at Walkergate Surgery, Beverley Patients Present: Barbara Fawcett (Chair), Janet Bates (Joint Vice Chair), Andrew Hunter, Mary Scaife, Doris Moxon, Barry Cox, Pauline Connington, Peter Frankland, Keith Bridge and Helena Coroneo Staff Present: Dr Angela Harley, Caroline Maw, Jill Ellerton, Kate, Claire and Jan 1) Welcome The Chair welcomed everyone to Walkergate Surgery and everyone introduced themselves. CM offered to show Greenwood patients round. 2) Apologies William Rice, Sarah Waterson, Muriel Prest, Tracey Westgarth, Clair Colley, Carolyn Kay, Janice Skelton, Susan Heap, Peter Mounstephen. 3) Minutes of last meeting Taken as read. 4) Flu Campaign CM spoke to the group about patients going to pharmacies to have the flu vaccine administered and how this could affect our income and she asked patients present for ideas on how to try to attract patients to come to the surgery. It was suggested that patients may feel they are "saving the surgery" time by going to the pharmacy and often the pharmacy can do them "while your here". A lack of posters was noted and Jill said she would try to sort some out from the company's or the government websites ordering system. There are no posters facing outwards for patients to see walking by either. Jill also offered to put some information together for CM to put on the website explaining the need and evidence to have the vaccine. CM sent text messages out to patients which Kate said had produced a definite uptake at Greenwood Avenue and was suggested that a follow up text may be suitable beginning of November for those who had not attended by then, maybe with an addition to be able to decline. BF suggested these messages went out earlier next year and CM will put a reminder on her email calendar to prompt in September. Patients suggested a walk in session may be a good idea and maybe an advertised hour every week at each surgery for people to just walk in and get. Claire will speak to the nurses to find an appropriate hour and Danielle will do posters to advertise in each site. 5) Merger complete - review CM thanked everyone for their support during the upheavals of the merge and was pleased to report that we now had one merged list of patients and things were starting to settle down at practice level too but obviously some tweaking to still take place. Dr Harley mentioned some problems currently occurring due to GP's working at one surgery but the patient may want to collect at a different surgery. Electronic prescriptions is an ideal choice when patients can go direct to the pharmacy to collect and she asked Kate how they had succeeded in such a high take up at Greenwood. Kate said they targeted different initiatives during different weeks and had proved successful so we will look at doing this across the sites. Andrew suggested that the "electronic" may put some patients off and maybe saying we could send "direct" may across better. Trials to take place and Claire said she had created a handout for patients which we will make available in GP rooms to hand out to promote also. CM suggested the waiting rooms in all 3 sites need a serious de-clutter and then hopefully make things like this stand out more - all agree. 6) Future of the NHS - low cost medications Dr Harley spoke to the group about the promotion of patients purchasing their own low cost medicines which are available over the counter such as Paracetamol and Ibuprofen. CM handed out the government leaflets to everyone which are freely available at all 3 sites. This was been followed by all GP's across the sites and some patients had welcomed this and others had complained so staff and GP's were finding it difficult but they do ask so no one gets treated differently. All agreed the initiative seemed good but agreed could cause more problems and be time consuming. 7) Phone system CM informed the group she had been in talks with a local company to provide an integrated telephone system with one main number for all patients to ring. This system would allow all incoming and outgoing phone calls to be recorded to help limit comments and complaints as they can always be replayed and be used for evidence or training if needed. A queuing system would also be in use and will allow us to direct patients to book appointments at one site, order prescriptions from another whilst still having the option to speak to the reception desk of their choice. Patients asked what would happen if an emergency and she will speak to the company to access a bypass urgent button although as Dr Harley pointed out, this sort of emergency should not be ringing us anyway. 8) PPG Survey Dr Harley and Barbara spoke to the group about the appointments system and CM and Kate explained the current varying systems in place. Several options where put forward and in the end it was agreed that Kate would put a staff survey together as an initial step to bringing all sites together to operate in the same way. Options to be suggested and request feedback. GP's to educate patients if they take an emergency appointment for a non emergency situation and if no decision can be made then look at a patient survey. Janet thought involving patients initially may complicate matters and felt that more decision should come from the surgery itself and all agreed this was a good idea. 9) Any Other Business Barbara informed the group that Jill was retiring in December and this would be her last meeting. All very sad to see her leave after all her work and high esteem from patients but she said she is hoping to continue to work alternate Saturdays at Minstergate so may see some patients occasionally. Danielle had put a report together to show the high levels of non attenders at each surgery which was staggering in September and all agreed it would be great for her to produce posters which may make patients think twice and also point to those who cannot get an appointment why this may be. Meeting finished and it was proposed that the next meeting on Monday 6th February 2017 could perhaps take place at Minstergate Surgery - confirmation and details to follow in January. CM thanked everyone for coming and for an active involved meeting.