1 Aims of the Patient Participation Group (PPG)
1.1 To facilitate good relations between the GP practice (referred to as the ‘practice’ throughout this document) and patients by communicating patient experience, interests and concerns and providing feedback to the practice on current procedures and proposed new developments.
1.2 To work collaboratively and positively with the practice to improve services and facilities for patients and to act as a sounding board for practice staff on issues affecting patients.
1.3 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 mutual benefit of all.
1.4 To act as a representative group to support the practice and influence local provision of health and social care.
1.5 To raise funds if required to support the independent operation of the PPG and/or to assist in the purchase of additional equipment and services for the benefit of patients.
2 PPG Membership
2.1 All registered patients of the Modality Mid Sussex practice are automatically Members of the Modality Mid Sussex PPG.
2.2 The carer of a patient registered with the practice can be a Member of the PPG even if they are not a patient at the practice.
2.3 Removal of a patient from the patient list will mean that he/she and any associated carer will cease to be a Member of the PPG.
2.4 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.
3 PPG Commitee
3.1 The Modality Mid Sussex PPG shall elect officers and members from among the Members of the PPG and they will be known as the Modality Mid Sussex PPG Committee. These will include Chair, Vice Chair, Secretary and, if needed, a Treasurer. Other posts may be created by the Annual General Meeting on a proposal from the PPG.
3.2 To maintain an active PPG Committee, any PPG Committee Member who fails to attend three consecutive committee meetings may be deemed to have resigned. The PPG Committee will extend an open invitation to practice staff to attend its meetings as agreed with the practice manager.
3.3 The PPG Committee shall normally not exceed twenty Members. Between the Annual General Meetings, the PPG Committee may co-opt individual Members if needed to ensure that the committee is fully representative of the patient t community.
4 Modality Mid Sussex Patient Reference Group (PRG)
4.1 To support the PPG and extend its reach the PPG may establish a group to be called the Patient Reference Group (PRG). Any Member may volunteer to join the PRG. The PPG will regularly contact the PRG in order to obtain their views on specific matters.
4.2 A Member of the PPG Committee will be made responsible for liaising with the PRG and ensure that no one is excluded. There will be a standing item on the PPG meeting agenda reporting any key themes, issues or suggestions that have been identified by any member of the PRG to help ensure its members are engaged. Notwithstanding the above, any patient may send views and suggestions directly to the PPG.
5 Management of the PPG
5.1 The PPG Committee shall meet in-person or on-line no fewer than six times a year at 1900 on the 2nd Tuesday of alternate months. The PPG Committee Chair or Secretary will advise the arrangements ahead of each meeting. More regular meetings may take place for planning purposes and liaison with the practice staff and other bodies if required.
5.2 In the absence of the Chair and Vice Chair, those committee members who are present shall elect a Deputy Chair from among the attendees for that specific meeting.
5.3 Meetings are subject to a quorum of five members of the PPG Committee. Apologies for absence should be sent to the Secretary or Chair prior to the meeting. In the absence of any apologies or available explanation, any member recorded as not attending three consecutive meetings will be deemed to have resigned from the PPG Committee. The resulting vacancy can be offered to another PPG Member.
5.4 The PPG may invite relevant professionals or patients to specific meetings in a non voting capacity. Any such persons shall respect the confidentiality of the PPG.
5.5 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. Consideration of the views of members of the PRG will be taken into account.
5.6 The Secretary shall produce; a) minutes of committee meetings, b) an updated action log normally within 3 weeks. The minutes shall be distributed on a confidential basis to the PPG Committee and approved at the following meeting of the PPG Committee. Once approved, committee meeting minutes shall be made available to Members on the PPG web site, with link shared in social media and in hard copy at the practice sites.
5.7 The Treasurer shall be responsible for appropriate record keeping of all income and expenditure affecting the organisation and for the presentation of accounts at the Annual General Meeting.
6 Annual General Meeting
6.1 The Chair of the PPG will convene an Annual General Meeting open to all Members 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 on the health centre website. Officers or members of the PPG Committee will notify the Chair at least one month prior to the date of a convened Annual General Meeting if they intend to resign.
6.2 Any Member of the PPG who wishes to nominate him/herself or another Member as an Officer or member of the PPG Committee, should advise the incumbent Chair of their intentions at least two weeks prior to any Annual General Meeting. This should be by submission of a simple Nomination Form endorsed by two existing PPG Members.
6.3 Membership and the appointment of specific roles will be agreed by the Members at the Annual General Meeting. Where there are multiple candidates for a given role a simple secret ballot shall take place at the meeting with the candidate securing the most votes being selected. In the event of a draw the Chair shall select the winning candidate.
7 Conflicts of Interest
7.1 All Members of the PPG and PRG are required to avoid perceived or actual conflicts of interest with the aims of the PPG described in section 1. Members will be asked to identify any conflicts of interest at the start of meetings and excuse themselves from discussion of matters that are affected by any conflict of interest whether actual or perceived.
8 Confidentiality and Patient Privacy
8.1 As a condition of membership, all Members of the PPG Committee and PRG must confirm their responsibility to maintain patient confidentiality at all times. This responsibility extends to Members of the PPG Committee and PRG that resign.
8.2 Committee members must not obtain or discuss patient contact details or any other personal information in order to refer an issue to Modality Mid Sussex or any other use. PPG Committee members will refer patients to contact directly the appropriate Modality Mid Sussex contacts.
8.3 In the event a PPG Committee member obtains patient contact details or any other personal information, the Member will immediately inform the Chair and Secretary and the incident will be recorded and logged for 12 months in the event of a complaint raised against the PPG. Once notified, the Chair will identify an appropriate course of action which may include; a) advising the patient to make direct contact with Modality Mid Sussex or, b) by exception, making the referral on the patient’s behalf directly to Modality Mid Sussex.
9 Code of Conduct
9.1 All PPG Committee and PRG Members must abide by the Code of Conduct shown in section 11.
10 Signed agreement
These Terms of Reference were adopted by Modality Mid Sussex PPG at the meeting held on 9/4/2024 and may be reviewed according to emerging needs.
| Name | Glynn Roche PPG Chair | Dr Layo Osoba Modality Mid Sussex Representative |
| Signed | ||
| Date | 14/02/24 |
11 PPG Code Of Conduct
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 and PRG 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.
- To abide by the Terms Of Reference
- 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 other presiding officer is final on matters relating to orderly conduct.
- Otherwise to abide by principles of good meeting practice, for example; Reading papers in advance, allowing others to speak and be heard/respected.
Any Committee Member found in breach of the Code of Conduct may be struck off the Committee by a quorum vote.