TERMS OF REFERENCE OF THE
PATIENT PARTICIPATION GROUP FOR
QUAY LANE SURGERY
- TITLE
The Group shall be known as the PATIENT PARTICIPATION GROUP, hereinafter called ‘the PPG’ of Quay Lane and Downderry Surgery hereinafter called ‘the practice’.
- OBJECT & AIMS
2.1 The object for which the PPG is established is to promote and improve communications and co-operation between the practice and its patients to the benefit of both, thereby fostering the highest possible standards of primary care.
2.2 To raise funds to support the practice by providing equipment and to fund improvements to enhance patient comfort and experience.
- MEMBERSHIP
3.1 Membership shall be freely open to all registered patients and staff are encouraged to attend meetings as practice representatives.
3.2 Members must register by first acknowledging receipt of their letter of welcome (sent from the Chair) to the Practice Manager, having read the Terms of Reference and by signing a “Consent for Sharing Data Form”.
3.3 Membership of the PPG shall be automatically terminated in the event of that member ceasing to be a patient of the practice.
3.4 A member may, without reason terminate their membership and membership may be terminated at the practice’s request.
- MANAGEMENT
4.1 The management of the PPG shall be undertaken by a Committee from volunteer members to include a Chair, Vice-Chair, Treasurer and Secretary. It will consist of a minimum of four but the Committee can co-opt as required from members to lead working sub groups.
4.2 The Committee will be re-elected on an annual basis at the AGM (Annual General Meeting). Day to day management of the PPG will be conducted by the PPG Facilitator and Committee Officers who will consult if necessary and update full members at the next meeting.
4.3 The practice reserves the right, after consultation with the PPG, to overturn any decisions made by the PPG that are not in the practice’s or patients’ best interest.
- MEETINGS
5.1 An AGM of the PPG shall be held each calendar year in September giving a minimum of one month’s notice (or within 6 months of the end of year accounts).
5.2 Patients registered as full members of the PPG shall be entitled to one vote, in person or in writing, by email or letter. Virtual members can submit their feedback and ideas via email to the Chair for inclusion at meetings under AOB.
5.3 The PPG will endeavour to meet four times a year. However, other less formal meetings can be called when necessary to update members and ensure that working groups are supported and progress can be made.
5.4 The Chair may call special meetings of the Committee if the need arises.
5.5 The Committee may appoint task or working groups from any registered full members and temporary associated advisory guests (who will not have voting rights).
5.6 Notices of meetings, reports, minutes and otherPPG information will be produced and displayed on practice notice boards and practice website from every meeting and coverage to ensure maximum patient contact.
- ALTERATION TO THE “TERMS OF REFERENCE”
Any of the “Terms of Reference” may be rescinded, added to or amended by a resolution passed with a majority vote at a full committee meeting open to members for whom proper notice has been given.
Agreed and amended - July 2020
Amended and updated - September 2022