Edzell Patient Participation Group (PPG)
Note of Meeting held on 10 December 2013 from 6.30 – 9.00pm at Edzell Health Centre
Present
Dr Marc Jacobs
Dr Tine Iterbeke
Linda Wilson
Philip Potter
Dr Diane George
Peter Smart
Anne Taylor
Morag Thomson
Margaret Robertson
Hamish McLaughlan
Apologies
Duncan Smedley
Gordon Robertson
John Clark
In the chair Dr Marc Jacobs
Minutes byPeter Smart
ITEM / TOPIC / ACTION1 / Introduction and welcome
Dr Jacobs welcomed everyone to the fourth meeting of the PPG. It was agreed to take the note of the meeting of 17 September 2013 as the basis of discussion this evening.
2 / Review of minutes of meeting of 17 September 2013
The notes of the meeting of 17 September 2013 were agreed as a correct record. All matters arising formed the agenda for this meeting.
2.1 / Communication between the practice and patients
2.1.1 / A dedicated email address
The question was raised on behalf of a patient enquiry whether the practice has a generic email address in addition to the prescription reorder email. If there is, could it be placed on the website.
There is no dedicated e-mail address.
Only the prescription request e-mail address and the practice website.
It was also suggested that links should be requested from local community websites to the practice website: for example, the Edzell Woods website already has a link to the Laurencekirk practice. / Marc
Marc/ members in respect of local websites
2.1.2 / Communication with patients
Marc reported on enquiries made as to the costs of screen for ‘rolling information’ in the reception area. The prices quoted by one potential supplier in Montrose were beyond potential budget allocation, but this was for a very large screen and for hard wiring. The cost of a smaller screen, with installation, from another potential supplier was substantially less. It was agreed that Marc would investigate other potential solutions, including a memory stick driven system and wi-fi.
It was suggested that there may be sources of financial assistance under rural aid schemes and it was agreed that members would seek information and send it to Marc. / Marc
Members
2.2 / Draft practice leaflet
It was noted that progress had been made within the practice on the preparation of a revised practice leaflet, with the following items still to be concluded.
- Geographical Boundaries. The administrative staff had not been able to find a way to ‘crop’ the map. Anne volunteered to try using her scanner.
- PPG members contact numbers to be added to Website/practice leaflet. Mark reported that eight members had provided this information and the notes of this meeting would be used as a prompt to others.
- Practice Website address could be added on prescriptions. Marc and Tine confirmed that this was now standard practice on the right hand sheet of each prescription. The type face could not be made larger.
- Laptop in Waiting Room to access practice Website by patients. The practice had concluded that this would not be desirable, as there was no way they could be certain that users would not access inappropriate websites.
- Practice contact numbers/ Website details: on bank card size card to give out to patients. There was a lively discussion on four specimen cards that had been prepared. Each had its benefits and supporters. It was agreed that a fifth suggested format would be prepared for discussion at the next meeting. The reverse of the cards would be used for appointments information.
- Photos of the practice team on display in Waiting Room and on Website. This is work in progress pending the taking of photographs.
- Doctors’ names in Practice Leaflet. To add more information. Peter outlined the kinds of information that might be provided, as a brief pen picture of the training, experience and special interests of the doctors. It was agreed that this could be included in the new practice leaflet.
- NHS 24 phone number: Clarifying paragraph re what to expect when you phone: Information will be requested. It was agreed that this was a good idea, but the doctors would need to find out the exact nature of the questions asked by NHS 24.
- Advisory leaflets. A discussion took place on the extent to which health advisory leaflets and other more general publications should be on display in the reception area. It was agreed that current topics needed to be given publicity, within the current tidy setting. The current leaflet rack was seen as the most appropriate location for general leaflets, with use made of the coffee tables as now, for discriminating use.
Members
Practice
Practice
Linda
Practice
Marc/Tine
Tine
Practice
3 / PPG Structure and Membership
3.1 / Chairing of PPG
Marc suggested that in due course he hoped that a the group would become more self-sustaining, appointing its own chairperson, taking time to discuss issues without practice members present, but with he and Tine always available to attend/advise. / All
3.2 / Membership of PPG
Marc reported that he had been approached by another potential member of the group. He had explained the principles agreed at the September 2013 meeting, but assured the person that they would be considered if any of the present membership stood down. The website was given as a means to keep up to date with the minutes and feedback via the members or directly to the practice are welcomed.
4 / Audit of PPG members’ interests
Each of the members present gave a brief outline of their backgrounds and interests in the work of the PPG, for mutual information.
5 / Other future agenda items
In response to a question from members, Marc and Tine explained in some detail the acronyms used in the previous minutes.
e-KIS – electronic key information summary: a set of information for individual patients with acute medical history, that provides key data about condition and medication that can be accessed as required by out of hours services
ACP – anticipatory care plan: awritten care plan for vulnerable patients where contingency needs are agreed. It might require the implementation of emergency care, or life sustaining decisions, such as DNA-CPR (‘do not action cardio-pulmonary resuscitation’). The summary of this care plan is made available for OOH (out of hours drs), for ambulance crews and hospital Drs via e-KIS.
SQOF – Scottish Quality Outcome Framework: a set of some 360 health targets that practices are expected to meet.
SQOF: Bowel Screening. Improvement of bowel screening uptake was pushed by involving general practice. An increase of 2 to 5 % is expected to be achieved. The current update from patients in Edzell is 65%.
Marc to send round more detailed information about items for future agendas: e-KIS, ACP, Review referrals and emergency admissions, SQOF: Bowel Screening, art exhibition in the health centre: principles.
6 / Other actions and information
6.1 / Generic information on practice website
The generic information and presentation of the website were briefly discussed, including the layout and user friendliness of the home page. Marc said that he had canvassed views of foundation year and student doctors on attachment as to layout and would try to invoke some assistance from them in developing the website. Members appreciated that this task falls to Marc amongst all his other work and therefore this would be a continuing work in progress.
6.2 / Minute process
Peter agreed as far as he was available to prepare the minutes and draft press releases for the group. / Marc/
Peter
6.3 / Press releases
Members commented favourably on the press release for the previous meeting and the profile that this offered the practice. Preparation is a three stage activity: drafting by Peter, feedback by Marc and final approval by NHS Tayside who formally issue the releases to the media. / Peter/
Marc
6.4 / Foundation doctors and medical students
Marc now advises foundation doctors and medical students of the desirability of their names/photos being added to information about the practice. Members agreed that the deployment of foundation doctors and medical students by the practice was a valuable contribution to their learning experiences. Marc outlines the internal arrangements made for their deployment. / Practice
6.5 / Practice volunteer transport service
Marc updated that the service now has 20 volunteers, subject to PVG (Protection of Vulnerable Groups) checks, and advised on the operating procedures. The practice would be the point of contact for patients. A transport volunteer coordinator will contact the practice every day around 10.00 am to check for transport requests. Members commented favourably on the previous arrangements that have been in place for some years and wished the new service every success. / Practice
6.6 / Use of text messaging for appointment reminders
Marc advised that this potential service had not been introduced, largely because of the very patchy coverage by the mobile services across the whole of the practice area.
Dr Jacobs thanked everyone for attending and for the smooth running of the meeting.
Date of next PPG meeting: Tuesday 11 March 2014 at 18.30 hours in Edzell Health Centre.
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