Aims of the Patient Participation Group (PPG)
1.1 To help improve the experience of patients attending the health centre
1.2 To share ideas to help patients to take more responsibility for their own health and to help improve the services offered by the health centre
1.3 To support the health centre to organise information sessions on medical and health related topics of interest to patients
1.4 To develop self-help projects to meet the needs of patients and make best use of GP time
1.5 To improve communication through the health centre’s website as well as through noticeboards, emails, texts and social media
1.6 To act as a representative group that can be called upon to influence the local provision of health and social care
1.7 To provide a forum to ensure patients are kept informed about the wider changes within the NHS and Social Care and the impact these will have locally
1.8 To raise funds to enable the practice to make purchases for patients that are not normally funded by the NHS and to support and improve the work of the health centre
1.9 To liaise with other PPG groups and interested parties to increase awareness of developments and how these will impact and improve local services
2. PPG Structure and Membership
2.1 Membership of the PPG shall be open to all registered patients. Membership will aim to reflect the patient profile and be widely representative and inclusive of different genders, ethnicities, ages and abilities as required in the GP contract.
2.2 All registered patients of the health centre are automatically members of St Peter’s PPG. Removal of a patient from the patient list will mean that he/she will cease to be a member of the PPG.
2.3 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.
2.4 The carer of a patient registered with the health centre can be a member of the PPG even if he or she is not a patient at there.
PPG and PPG Committee
2.5 The St Peter’s PPG shall elect officers from among the members of the PPG and they will be known as the St Peter’s PPG committee. These will include Chair, Vice Chair, Secretary, IT and Communications Lead and Treasurer. Other posts may be created by the Annual General Meeting on a proposal from the PPG.
2.6 The PPG and the PPG committee shall both hold regular meetings. To maintain an active PPG, any PPG committee member who fails to attend three consecutive PPG meetings may be deemed to have resigned. The PPG will extend an open invitation to health centre staff to attend its meetings as agreed with the practice manager.
2.7 The PPG shall normally not exceed twenty members. Between the Annual General Meetings, the PPG may co-opt individual members if needed to ensure that the PPG is fully representative of the patient community.
Virtual PPG
2.8 To support the PPG and extend its reach, the PPG will establish an online group to be called the Virtual Patient Participation Group (VPPG). Any patient may volunteer to join the VPPG. The PPG will regularly contact the VPPG in order to obtain their views on specific matters. A member of the PPG will be made responsible for liaising with the VPPG and ensure that no one is excluded. There will be a standing item on the PPG agenda reporting any key themes, issues or suggestions that have been identified by any member of the VPPG to help ensure its members are engaged. Notwithstanding the above, any patient may send views and suggestions directly to the PPG.
2.9 Members of the VPPG will follow the same Code of Conduct as those in the PPG that meets face-to-face (see Appendix A: Code of Conduct). VPPG members who are able to volunteer at the practice will also sign and abide by the Confidentiality Agreement (see Section 9: PPG Information and Support Pack).
3. Management of the PPG
a) The PPG shall meet face to face three times a year. The PPG committee may meet more regularly for planning purposes and liaison with the health centre staff if required.
b) In the absence of the Chair and Vice Chair, those members who are present shall elect a Chair from among the attendees.
c) Meetings are subject to a quorum of five members of the PPG. Apologies for absence should be sent to the Secretary or Chair prior to the meeting.
d) The PPG may invite relevant professionals or patients to specific meetings. Any such persons shall respect the confidentiality of the PPG.
e) Decisions shall be reached normally by consensus among those present. However, if a vote is required, decisions shall be made by simple majority of those present and voting. In the event of a tied outcome, the Chair may exercise a casting vote in addition to his/her deliberative vote.
f) The Secretary shall produce minutes of meetings to be considered and approved at the following meeting of the PPG and subsequently be sent to members of PPG and made available electronically or as hard copies where requested
g) Where applicable the Treasurer shall be responsible for all income and expenditure affecting the PPG and present the accounts at the Annual General Meeting.
4. Annual General Meeting
4.1 Officer posts of the PPG Committee should be for no more than three years and elections should take place at the Annual General Meeting.
4.2 The Chair of the PPG will convene an Annual General Meeting open to all registered patients and carers before the end of the selected month each year. The date, venue and time shall be published at least one month prior to the meeting by means of a notice in the local media, in the health centre waiting rooms and website.
4.3 Any specific “officer” posts of the PPG Committee will become vacant on an annual basis with the option of self /other nomination for the positions and a process of voting by other members of the wider PPG.
4.4 Officers of the PPG and members of any Working Group will notify the Chair at least one month prior to the date of a convened Annual General Meeting if they intend to step down from their position. Membership and the appointment of specific roles will be agreed at the Annual General Meeting.
4.5 Any member of the PPG who wishes to nominate him/herself for an “officer“ position on the committee or working group, such as Chair or Secretary or any other official role, should advise the incumbent Chair of their proposed intentions at least two weeks prior to any Annual General Meeting.
5. Confidentiality
5.1 All members of the PPG must be made aware of the need to maintain absolute patient confidentiality at all times. Any member whose work on behalf of the PPG includes work in the health centre or consulting with other patients or members of the public should sign and return a copy of the health centre’s confidentiality agreement before undertaking any such activity.
6. Code of Conduct
All PPG members must abide by the Code of Conduct shown at Appendix 1.
7. Activities of the PPG
As required in the GP Contract 2015/16 sections 5.2.1 to 5.2.6, the PPG will:
a) Make reasonable efforts during each financial year to review its membership in order to ensure that it is representative of the registered patients in the health centre.
b) Obtain the views of patients who have attended the health centre about the services delivered by them and obtain feedback from its registered patients about those services.
c) Review any feedback received about the services delivered by the health centre with staff and relevant members of the PPG, with a view to agreeing the improvements (if any) to be made to those services.
d) Contribute to decision-making at the health centre and consult on service development and provision where appropriate, expressing opinions on these matters on behalf of patients. However, the final decisions on service delivery rest with the health centre.
e) Act as a sounding board to provide feedback on patients' needs, concerns and interests and challenge the practice constructively whenever necessary, also helping patients to understand the health centre viewpoint.
f) Communicate information which may promote or assist with health or social care.
g) Explore overarching ideas and issues identified in patient surveys.
h) Maintain a PPG area in the waiting room of the health centre with up-to-date information on current activities and opportunities for patients to comment (e.g., via a suggestion box). The PPG will, where possible, regularly meet and greet and engage with patients in the waiting area.
i) Act as a forum for staff to raise health centre issues affecting patients, or for input into any operational issues affecting staff, so that patients can have their views on practice matters taken into account.
j) Act as a forum for ideas on health promotion and self-care and support activities within the practice to promote healthy lifestyle choices.
k) Raise patient awareness of the range of services available at the surgery and help patients to access/use such services more effectively.
8. Signed agreement
These Terms of Reference were adopted by St Peter’s PPG at the meeting held at St Peter’s Health Centre on 29th January 2025 and may be reviewed according to emerging needs.
Signed by: Robert Brown (PPG Chair ) Dated 29/01/2025.
And …Dr Becky Jarvis (General Practice representative) Dated 29/01/2025
Appendix 1
PPG Code of Conduct
The PPG Membership is not based on opinions or characteristics of individuals and shall be non-political and non-sectarian, at all times respecting diversity and exemplifying its commitment to the principles contained within the Equality Act.
All Members of the PPG make this commitment:
A. To respect health centre and patient confidentiality at all times.
B. To treat each other with mutual respect and act and contribute in a manner that is in the best interests of all patients.
C. To be open and flexible and to listen and support each other.
D. To abide by the seven Nolan Principles of Public Life: Selflessness, Integrity, Objectivity, Accountability, Openness, Honesty and Leadership.
E. Not to use the PPG as a forum for personal agendas or complaints. These should be taken forward through other appropriate channels.
F. To accept that the ruling of the Chair or other presiding officer is final on matters relating to orderly conduct.
G. Otherwise to abide by principles of good meeting practice, for example:
1. Reading papers in advance
2. Arriving on time
3. Switching mobile phones to silent
4. Allowing others to speak and be heard/respected
Appendix 2
Sample meeting agenda
Name of Group
Meeting/Annual General Meeting
Day/Month/Year | Venue | TIME (allocate time per item)
1. Apologies for absence
2. Approval and adoption of pre-circulated minutes of day/month/year
3. Matters arising
4. List items for discussion (to include update on finances, if appropriate, and feedback from Virtual PPG)
5. Any Other Business, including topics introduced by the chair/group
6. Date of next meeting: Day/Month/Time
7. Meeting to close by 00:00
If you are unable to attend please contact:
..............................................................................
Copyright © 2015, the Patients Association. All rights reserved.
Appendix 3 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):
• Age
• Disability
• Gender reassignment
• Marriage and civil partnership
• Pregnancy and maternity
• Race
• Religion or belief
• Sex
• Sexual orientation