July 1, 2026

Minutes

Southview Medical Practice

 

PPG AGENDA WEDNESDAY 1ST JULY 2026

 

Attendance - Practice

·         Sarah Roberts Practice Manager (Chair) For this meeting only

·         Vicky Smyth Deputy Practice Manager

·         Dr Aseel Kassir GP Partner

 

Attendance PPG

·         ER, TU, EE, CL, JK, CS, SW, GW, RA

·         Apologies James Gemmell

 

1.      Introductions

a.      Members introduced themselves and shared a brief background about themselves and their interest in joining the Patient Participation Group (PPG).

b.      Practice representatives introduced themselves and provided an overview of their roles within the practice. This led to a wider discussion regarding patient experiences, common concerns, and some of the challenges currently faced by the practice in delivering services.

 

2.      Terms of Reference

a.      The draft Terms of Reference were reviewed and discussed. Sarah Roberts invited questions from the group and clarified several points, including the section relating to fundraising. It was explained that fundraising activities would only be undertaken if the group wished to do so, and there was no obligation for the PPG to raise funds.

 

3.      Chairperson

a.      It was agreed that Sarah Roberts would act as Secretary to the PP. The group agreed that the position of Chairperson would be elected annually by PPG members. To commence the process, Sarah Roberts will invite expressions of interest via email. Interested members will then be asked to complete a short questionnaire, enabling candidate biographies to be produced and circulated to support a voting process.

 

4.      PPG Suggestions and Comments

a.      The group discussed potential projects and areas of focus for the PPG. During the discussion, it became apparent that many patients have limited understanding of how the practice operates behind the scenes and why certain processes are in place.

It was agreed that the group would work together to develop a Frequently Asked Questions (FAQ) / Questions & Answers Leaflet. PPG members will submit questions to Sarah Roberts, who will obtain responses from the relevant members of the practice team. The completed questions and answers will be reviewed and discussed at the next PPG meeting.

Examples of topics suggested included:

  • Telephone system and answerphone messages
  • The practice website
  • Online consultation forms and triage processes
  • Appointment booking procedures

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b.      TU - noted that there were no members from ethnic minority backgrounds present at the meeting. Sarah Roberts advised that invitations had been made available to all patients and confirmed that anyone who felt they could help broaden representation within the PPG would be welcomed and encouraged to join.

c.       The group discussed opportunities for PPG members to support practice initiatives, including assisting at flu vaccination clinics. Examples included welcoming patients and helping direct patient flow during larger vaccination sessions, particularly if Saturday clinics were held.

d.      ER - raised the importance of improving communication with the wider community, including the use of community noticeboards and other local networks. The possibility of attending community groups or arranging outreach visits was discussed and could be explored further if there was sufficient interest and engagement.

e.      A number of valuable ideas and suggestions were generated by the group. However, members agreed that it would be beneficial to focus initially on one or two achievable projects and deliver them well before expanding further.

f.        The possibility of holding a community open forum was discussed. This could involve hiring a local community venue and inviting patients to attend an informal session where they could meet practice representatives, ask questions, and gain a better understanding of how the practice operates.

 

5.      Any Other Business (AOB & Close)

a.      Members requested the introduction of a "raised hand" approach to discussions to ensure that everyone could contribute. It was also agreed that, where appropriate, contributions should be kept to approximately five minutes per person to allow all attendees a chance to speak.

b.      The next PPG meeting will be scheduled for October 2026. Date and venue details will be confirmed in due course.