BROCKHURST MEDICAL CENTRE

Minutes of Patient Participation Group (PPG) Meeting -

Monday 9 March 2015

Minutes: JG/Sally Crooks

Item / Action
Four members present. Apologies given by Richard…..
1. / Previous Minutes
The minutes of the previousmeeting held on 3 December 2014 had been circulated to members.
Updates from the minutes:
a)Friends & Family Test Survey
PPG Members asked toencourage friends and family to complete the FFT survey when they have had an appt at the surgery
b)Website Info
Following the suggestion that the Locality PP Group Meeting Minutes be uploaded to the practice website, the minutes from the last meeting held 20 Jan 2015 have been uploaded and located at the bottom of the page.
c)Patient Survey
Richard and PPG to update prior to next meeting
2. / New GP Partner
Dr Sumit Sharma introduced himself and spoke of continuing the ethos of the surgery, about his visionfor the future for the practice and of changes already made to the appointment system. He also gave details of his background and training.
3. / PPG Members Questions:-
EMIS Web System
  • With the new EMIS Web system and other GPs being able to access patient records, what security is in place and what are the levels, if any, for access. For example what levels of a patient’s medical records can receptionists, Practice Managers and GPs access and who is actually able to access the records?
There are six levels of security for the EMIS Web System and dependent on what your role in the practice is will depend on what security level you have. For example...
A GP will have access to all clinical data but will not have
access to change the layout/appointment system etc.
A receptionist will only have access to the appointment system to book appointments and to add admin notes to a patient’s record.
IT Manager and the PM will have the highest security level because they need to be able to set the system up and correct any system problems.
  • What backup system is in place and where are the records stored?
A system back up is carried out every evening. The backup information is then encrypted and sent to a server hosted offsite by the EMIS Web. When a patient joins the practice we receive a hard copy of the patient’s medical record including a summary of all the treatment/care the patient had received whilst at their previous practice. We summarise the patient records to add them to our system. When the patient leaves us to go to another surgery we print out a summary of the treatment/care received whilst with us and this is forwarded with the hard copy medical record to their new surgery.
  • What are the security implications of backup storage?
All backups are encrypted before being uploaded to the host server to prevent unauthorised access.
  • Are paper records maintained anywhere?
We keep the hard copy of the patient medical records in a room at the back of reception. This is because the GP may need to go through the paper records to find out previous information that may be relevant to the treatment required now.
  • Will patients have to give consent for other GPs to access their records?
By the end of October 2015 all 11 GP practices in Gosport will be on the EMIS Web Clinical System. If a patient has a telephone or face to face consultation with a Healthcare professional and access to the patient record is required in order to provide the necessary treatment then the health professional will ask the patient for permission to access their medical record even if it is for a repeat prescription or sick note etc.
4. / New GP Rota
Now that we have a new GP Partner we have reorganised the GP Rota. As from the 2nd March we have increased the number of appointments in each GP clinic from 13 to 15 appointment slots. This is broken down into:-
5 x Access anytime,
4 x Access 48 hrs,
1 x Telephone
5 x Urgent slots.
On 4 out of 5 days we now have 3 GPs in surgery in the morning and we are also providing 2 additional extended hour sessions per month. Where possible we will cover the sessions of GPs on holiday/training by using the GPs already with the surgery instead of using Locums unless absolutely necessary.
5. / Patient Recruiting
It’s been noticed that the Practice is advertising outside for new NHS Patients. How many patients do we currently have and what is the maximum capacity to maintain an efficient service? The concern here of course is that with so few GPs, if we have too many patients will appointment waiting times increase and will the overall service deteriorate?
We currently have 4561 patients which are weighted out to 1775 per WTE GP.Manor Way currently has 3246 patients per WTE GP. It is entirely up to the practice as to how many patients they feel comfortable taking on. See how we fare in the GP Access Survey that was carried out on one week in Oct 2014. On this particular week
Urgent appts seen = 149
Routine appts seen = 94
Telephone consultations = 11
Home Visits = 15
6. / Cleaning
It was mentioned that the window area, in particular in one of the consulting rooms, was somewhat mucky! This then lead to a question about what sort of cleaning contract is in place or are individuals responsible for their own areas? A sensitive point perhaps but first impressions say a lot and a Medical Practice should at least appear clean and hygienic!
The practice currently employs 2 cleaners to clean the surgery every evening from 7pm to 10.30pm. We have been told on many occasions that the standard of cleanliness in the surgery is second to none. The particular window that was mentioned is in consulting room 2 and was inherited from when that side of the building belonged to the HSBC Bank. Since PM has been at the surgery consulting rooms 1, 3 & 4 have been refurbished. Refurbishment of consulting room 2 was put on the back burner due to the expense of having to provide locum GPs to cover retired Partners. PM raised this with the partners recently. The practice has applied for funding to improve access for patients in and around the surgery if accepted the window will be replaced as part of the building works. If the applicationis not accepted then the practice will still go ahead and replace the window.
7. / AOB
  1. Transforming Primary Care in Gosport Questionnaire
PPG to complete or comment on draft questionnaire
  1. GP Access Survey
Copy of Survey results, issued to PPG members
  1. Make May Purple for Stroke
Proposal to be made to Admin Team Weds 11 March
2015
8. / Date of Next Meeting
6.30pm Tuesday 9 June 2015

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