Terms of Reference (Final July 2024)
1. Aims of the Wentworth Group Practice Patient Participation Group (PPG)
1.1 To facilitate good relations between the Wentworth Group Practice staff and patients.
1.2 To seek the views of all patients and discuss information and evidence of patient experience, interests and feedback in relation to the Practice.
1.3 To provide feedback to the practice on current procedures and proposed new developments.
1.4 To work collaboratively and positively to improve services and facilities for patients.
1.5 To build two-way communication and co-operation between the practice and patients, other individuals and organisations in healthcare, and the wider community to the benefit of all.
1.6 To promote and improve the health of the patient population through promoting good health and timely interventions.
1.7 To build relationships with other bodies which support its work e.g. Barnet Primary Care Committee, other local PPGs, Barnet Healthwatch, Barnet Hospital Patient Group, relevant national groups (e.g. National Association for Patient Participation).
2. PPG Committee Membership and Structure
2.1 No more than ten members of the patient population will form a Wentworth Group Practice PPG Committee. All registered patients are able to express an interest in becoming a member of the Committee. Following the first year, membership and officers (see 2.2) will be confirmed at the annual meeting of the PPG (see section 3).
2.2 From this Committee, a Chair and Vice Chair of the PPG will be identified. The Chair will set the agendas, chair the meetings, ensure members follow the code of conduct (appendix A) and be oversee actions are taken forward. The Chair and Vice Chair will serve a three-year term.
2.3 A member must leave the Committee if they cease to be a registered patient. Also a member can be voted off the Committee by two thirds of the members.
2.3 In addition the Committee will contain a lead GP and a Practice manager and well as other practice staff as applicable.
2.4 The Committee will be responsible for identifying the work plan, taking forward the actions of the PPG, managing the work plan and communications with the wider patient population.
2.5 The Committee will meet at least four times a year (usually face to face) and at least four members of the Committee must be present to constitute a quorum.
2.6 Every effort will be made to seek a consensus among members of the Committee on any matters. If not any decisions will be taken by a simple majority vote. In the event of a tie the Chair will have the casting vote.
2.7 The practice will identify administrative support for the Committee including producing papers for and minutes of meetings. An annual timetable of meetings will be published in April each year.
2.8 A Committee member will be deemed to have resigned if they do not attend two meetings in a row without valid reason.
2.9 All members of the PPG Committee will follow the Code of Conduct (appendix A).
2.10 The PPG will be non-political and non-sectarian, and will at all times respect diversity and exemplify its commitment to the principles contained within the Equality Act (appendix B).
3. Wider Patient Involvement
3.1 All registered patients will be encouraged to participate in the work of the PPG. Every effort will be made to capture the views of the patients, which are representative and inclusive of different genders, ethnicities, ages and abilities as required in the GP contract.
3.2 All patients will be invited to meet the PPG at least once a year (usually virtually). In addition, from time to time members may be contacted to obtain their views on specific matters.
3.3 At the annual meeting, the PPG Committee will report on its work and seek views on the forward work plan, as well as confirm the membership and officers.
4. Confidentiality
4.1 All members of the Wentworth Group Practice PPG must maintain patient confidentiality at all times. Any member whose role on behalf of the PPG includes consulting with other patients or members of the public should sign and return a copy of the Practice’s confidentiality agreement before undertaking any such activity.
5. Role of the Practice
5.1 As in the GP Contract, the Contractor (Wentworth Group Practice) must establish and maintain a group known as a “Patient Participation Group” comprising some of its registered patients for the purposes of:
(a) obtaining the views of patients who have attended the Contractor’s practice about the services delivered by the Contractor; and
(b) enabling the Contractor to obtain feedback from its registered patients about those services
5.2 The Practice will:
- Make reasonable efforts during each financial year to review the PPG’s membership in order to ensure that it is representative of the registered patients in the practice.
- Engage with its PPG with a view to obtaining feedback from the Contractor’s registered patients, in an appropriate and accessible manner which is designed to encourage patient participation, about the services delivered by the Contractor
- Review any feedback received about the services delivered by the practice with practice staff and relevant members of the PPG with a view to agreeing the improvements (if any) to be made to those services.
- Must make reasonable efforts to implement such improvements to the services delivered by the Contractor as are agreed between the Contractor and its PPG.
- As well as providing administrative support, provide an annual fund for running the PPG.
6. Signed agreement
These Terms of Reference were adopted by …………………………….PPG at the meeting held at (venue / date) and may be reviewed according to emerging needs.
Signed by: ………………………………………………………………PPG Chair Dated ……………………
And ………………………….Wentworth Group Practice representative. Dated……………………
Appendix A Code of Conduct
All Members of the PPG and PPG Committee make this commitment:
- To respect practice and patient confidentiality at all times.
- To treat each other with mutual respect and act and contribute in a manner that is in the best interests of all patients.
- To be open and flexible and to listen and support each other.
- To abide by the seven Nolan Principles of Public Life: Selflessness, Integrity, Objectivity, Accountability, Openness, Honesty and Leadership.
- Not to use the PPG as a forum for personal agendas or complaints. These should be taken forward through other appropriate channels.
- To accept that the ruling of the Chair or Vice Chair is final on matters relating to orderly conduct.
- Otherwise to abide by principles of good meeting practice, for example:
- Reading papers in advance
- Arriving on time
- Switching mobile phones to silent
- Allowing others to speak and be heard/respected
Appendix B Equality
Equality Act 2010
Q: What is the purpose of the Act?
A: The Equality Act 2010 brings together a number of existing laws into one place. It sets out the personal characteristics that are protected by the law and the behaviour that is unlawful. Simplifying legislation and harmonising protection for all of the characteristics covered will help Britain become a fairer society, improve public services, and help business perform well. A copy of the Equality Act 2010 and the Explanatory Notes that accompany it can be found on the Home Office website
Q: Who is protected by the Act?
A: Everyone in Britain is protected by the Act. The “protected characteristics” under the Act are (in alphabetical order):
- Disability
- Gender reassignment
- Marriage and civil partnership
- Pregnancy and maternity
- Race
- Religion and belief
- Gender
Sexual orientation https://www.gov.uk/equality-act 2010-guidance