Patient Participation Group

 

Welcome to Strawberry Hill Medical Centre Patient Participation Group (SHMC PPG).

About the Patient Participation Group (PPG)

Every GP Surgery is required to establish a PPG but each PPG is unique, evolving to meet local needs. SHMC PPG works with the Practice to offer the following:

  • Ensure consideration
  • Help to improve communications between Clinical staff and patients and their relatives
  • Assist all parties in seeking a resolution of concerns and complaints
  • Encourage patients to take more responsibility for their health
  • Provide practical support to those who attend the surgery
  • Link with other groups in the Health sector in West Berkshire

The Organising Committee is a group of PPG members who have volunteered to represent the views of the patients of SHMC. The Organising Committee will have a Chair, Vice Chair, Secretary and other members may be co-opted for various roles. It meets quarterly and holds an open AGM once a year.

All patients of SHMC have the opportunity to join the PPG.

Join the Patient Participation Group (PPG)

Patients may register their interest but not wish to be a member of the Organising Committee in which case, they should complete the patient participation form by which they are agreeing to be a member of the Virtual Group of the PPG.

We may contact you via the Committee or Surgery by email a few times each year. This may be to send Agendas/ Minutes of the Organising Committee meetings, ask you general questions about the practice as short questionnaires, or to invite you to attend the PPG AGM.

All patients of SHMC may volunteer to become members of the Committee and/or stand for office. Prior to the AGM, a meeting will usually be called for volunteers to attend and discuss their potential involvement with Committee members and PPG officers.

If you would like to nominate yourself or someone else to join the PPG Organising Committee please complete the Patient Participation Group Registration form.

Latest Meeting Minutes

13th August 2025

Present

Sabrina Mann (SM), Karen Swaffield (KS), Dr Imogen Caffrey (IC), Jane Belcher (JB), Janice Cook (JC), Jane-Marie Stock (JS), Maggie Bates (MB), David Stock (DS), Ros Quinn (RQ), Elizabeth O’Keeffe (EO), Rachel Perris (RP), Mike Dunne (MD), Fiona Worby (FW) representing Simon Shaw HealthWatch

Apologies for absence

Mike Fereday (MF), Gillian Evans (GE), Ramesh Kommi (RK), Joan Blore (JoB)

Conflict of interests

None

Minutes of the last meeting

The minutes for the last meeting were accepted and signed by KS.

Matters arising from the last meeting

  • Coffee morning date confirmed 20th September 9 am–12. Maggie will organise helpers from the PPG and Terri, Social Prescriber will be asked to attend.
  • Free Health Checks, a collaboration of NHS and West Berkshire Council, are ongoing and have been extended by 12 months. The age parameters are going to change to expand the numbers of people eligible. See Appendix 1 for website to give more information.
  • Availability of Newsletters. These are available at SHMC. JB reported that they are also available at the West Berkshire Community Hospital (WBCH) Patient Information Point (PIP).
  • MD reported to the PPG how the Lions Club Prostate Specific Antigen test (PSA test) operates. The scheme has been running for about 11 years. You can register an account at “My PSA Test UK”. This tells you the nearest place to get a PSA test done. You then book a time slot and you can make a donation to the Lions Club.

IC told us that the NHS policy is not to randomly test for PSA, however, any man over 50 years can have a PSA test. If there are any symptoms at any age then it is important to speak to your doctor. SHMC stresses the importance of seeing your GP in the first instance.

  • Congratulations card from PPG was sent to Dr Chacksfield.
  • Leaflet drop – difficult to analyse the impact of the leaflet drop but some residents from Shaw Valley/Donnington Heights have registered with SHMC.
  • BOB cost cutting – no impact for SHMC yet. Currently looking at cuts to internal staffing within BOB (BOB Buckinghamshire, Oxfordshire and Berkshire – Reading, Wokingham and West Berkshire). See Appendix 2 for more information on BOB.

Updates from the practice

SM reported the following items of interest:

  • There are 2 new blood pressure machines. One is located in each waiting room. Patients can leave their readings together with a completed form for their doctor to see the results.
  • Dr Gurung now works on Wednesdays and Thursdays to help with cover.
  • The Social Prescriber is now located on the ground floor.
  • Flu jabs will begin in October. Eligible patients should be encouraged to get theirs at SHMC.
  • Covid jabs – the numbers of vaccines available are being limited to over 75’s, residents of care homes and those seriously immune-suppressed.
  • Covid and flu jabs are being given separately.
  • Recruitment of staff in admin has been very successful and are working together as a good solid team.
  • SM and FW told us about “Neighbourhood Hubs” which is the Government’s 10 year health plan to improve neighbourhood health services, initially into the most deprived areas. The public are being encouraged to have their say about plans to digitalise the service. There are plans to develop using the NHS App, for example, doctor’s notes from appointments.

This generated discussion about the need for systems to be compatible between health services and providers. Some members noted that their NHS App held some inaccurate and missing information. From a GP’s point of view, using a digital source of information from a patient makes diagnosis much harder. Doctors pick up clues, through body language for example. Better communication and a more thorough and informed consultation can be achieved from having face-to-face appointments.

Good news

  • DS said that the physical environment is very welcoming. The manner of the doctors is warm, welcoming and friendly.
  • MB booked a medical review online and found it easy to do.
  • MD was pleased that he was asked by the surgery to get a blood test.

What support, if any, can be offered to the surgery by the PPG

  • Coffee morning as discussed in 4. Matters Arising
  • Further information – coffee morning to be held at SHMC Saturday September 20th 9–12. Maggie has emailed us details of who is able to help.

Newsletter

  • How can we find out if newsletters are being read? Suggested using MailChimp – but costs involved in using this.
  • Physician Associates are now called Physician Assistants and wear maroon scrubs.
  • Doctors leave their rooms to go and call for their patients from the waiting room – they prefer it that way.

Patient Panel Report

  • No MF to report back.

Website

  • Kristie (deputy practice manager) and Charlotte (reception manager) are to review the Website and the Facebook page.
  • JB reported from a visitor to the PIP that comments made about prescriptions on the website have not been acted on. IC acknowledged that messages don’t seem to be getting through.

AOB

JC asked about batch meds and if more people could be prescribed their meds in this way. IC answered that batch meds are much easier to prescribe for, as they require fewer prescriptions but, unfortunately do not work well if patients have to alter their meds in any way.

JC brought up that there are new DEXA scanners at WBCH but they cannot be used for people aged over 75. Instead, patients in this age group are being sent to Andover or Southampton or at independent hospitals. IC to check to see if this continues to be the case. FW will bring this up for discussion at HealthWatch. If no joy, then we will write to the Integrated Care Board (ICB).

See Appendix 3 for website for further information on the new facilities at WBCH.

Day-Lewis pharmacy at Strawberry Hill are currently very slow to get meds out.

EO updated us on the new pharmacy coming to Newbury. They will be sited near Blackboys Bridge in Bartholomew Street. They have now obtained a licence but there are still some processes to be completed.

Appendices

Appendix 1

Government takes action to deliver neighbourhood health services

  • JC asked about batch meds and if more people could be prescribed their meds in this way. IC answered that batch meds are much easier to prescribe for, as they require fewer prescriptions but, unfortunately do not work well if patients have to alter their meds in any way.
  • JC brought up that there are new DEXA scanners at WBCH but they cannot be used for people aged over 75. Instead, patients in this age group are being sent to Andover or Southampton or at independent hospitals. IC to check to see if this continues to be the case. FW will bring this up for discussion at HealthWatch. If no joy, then we will write to the Integrated Care Board (ICB). See Appendix 3 for website for further information on the new facilities at WBCH.
  • Day-Lewis pharmacy at Strawberry Hill are currently very slow to get meds out.
  • EO updated us on the new pharmacy coming to Newbury. They will be sited near Blackboys Bridge in Bartholomew Street. They have now obtained a licence but there are still some processes to be completed.

Appendix 2

What is the BOB Integrated Care System?

Integrated Care Systems (ICSs) are partnerships that bring together NHS organisations, local authorities and others to take collective responsibility for planning services, improving health and reducing inequalities across geographical areas.

Integrated care is about giving people the support they need, joined up across local councils, the NHS and other partners. Health and care organisations – clinical commissioning groups, hospitals and community trusts, councils and others – have been working together in different ways for several years and while there has been lots of great collaboration already, previous laws have prevented services becoming properly joined-up. The 2022 Health and Care Act aims to change this and make it easier for NHS and social care organisations to work together.

The new Act set up 42 new Integrated Care Systems (ICSs) across England. Each Integrated Care System has two core parts: an Integrated Care Board (ICB) and an Integrated Care Partnership (ICP).

  • An Integrated Care Board (ICB) is a statutory NHS organisation that decides how to spend the NHS budget and plans how to improve people’s health, deliver high-quality care and get better value for money.
  • An Integrated Care Partnership (ICP) is a statutory committee that brings the NHS together with local authorities and other key partners, to develop the overall strategy to improve health and wellbeing.

A helpful animation (External link) developed by The Kings Fund explains how the NHS in England works.

Patients and the public will continue to access care and services in exactly the same way as before but these changes will increase the integration of health and care services, building on the many great examples of partnership working and providing more joined up care.

Across BOB ICS, we will plan and provide joined up health and care services through the NHS, local authorities and third sector organisations to:

  • Improve the health and wellbeing of people in our area
  • Tackle health inequalities
  • Improve productivity
  • Support broader social and economic development

By collaborating across the ICS, we will help health and care organisations tackle complex challenges, including:

  • Improving the health of children and young people
  • Supporting people to stay well and independent
  • Acting sooner to help those with preventable conditions

Appendix 3

New radiology facilities at West Berkshire Community Hospital

Latest AGM Meeting Minutes

21st February 2025

Present

Karen Swaffield (KS), Maggie Bates (MB), Jane Belcher (JB), Dr Imogen Caffrey (IC), Janice Cook (JC), David Stock (DS), Jane-Marie Stock (JS), Ros Quinn (RQ), Joan Blore (JoB), Catherine Walsh (CW), Gillian Evans (GE), J. Hipkiss u3a (JH), J. Bosley u3a (JBo), Mike Dunn (MD), Ramesh Kommi (RK)

Welcome and Introductions

Karen Swaffield (KS), current chair, welcomed everyone to the AGM, including those attending via TEAMS/ZOOM?...

Apologies for absence

Mike Fereday (MF), Simon Shaw, Healthwatch Engagement Officer (SS), Elizabeth O’Keeffe (EO)

Chair’s report

History

SHMC has now been open for 9 years, with the PPG in operation for 8 years. The PPG is open and free to all registered patients and employees. There is a virtual group of 164 patients who receive regular information. The aims and actions of the organising committee include giving patients a voice, giving feedback, supporting the practice and being a part of the CQC inspection process, they find information for the practice through surveys, they produce newsletters, supported IT workshops and share information in a wider context through representation on the Patient Panel.

Surgery Profile

There are 22,469 patients with an age range that matches the national average.

A challenging year

The surgery has moved back from Total Triage to telephone bookings. Patient Care Advisors (PCA) use a questionnaire to help direct patients to the most appropriate person within the surgery staff (GP, Social Prescriber, Physician Associate, Nurse, Clinical Pharmacist or a local pharmacist). The system usually works well.

Appointments System

Appointments are released throughout the day, eliminating the need to call in at 8 am. Appointments are usually available within 2 weeks. Urgent appointments are available on the same day.

E-consult service

Patients can book a slot with their GP by sending a message outlining the problem, along with photos, if appropriate. GPs will reply on the day and time of the booked slot.

Staff

There are 24 members of clinical staff.

The A34 Primary Care Network

SHMC, Eastfield House and Downland Practice: the 3 practices have regular meetings and work well together.

NHS App

This is actively promoted for patients to use, as Patient Access will soon be discontinued. Although registration can be a bit challenging, it is a straightforward system to use once installed. This topic generated further discussion at the meeting. Jayne Hipkiss told the group that Rav Gopal, who is based at the Library on Monday, Tuesday and Wednesday, can offer practical support with installing and using the App. There are advantages to using the App e.g. checking test results quickly, ordering repeat prescriptions and keeping a history of allergies and immunisations. You can also access your information if necessary, if you’re away on holiday. Using the App can help to reduce the use of telephones at the surgery, by checking and cancelling appointments, checking test results, therefore freeing up the telephone lines at the surgery. There was a general feeling of frustration at the way some institutions, both NHS and private, in spite of the App and modern technology that is generally available, do not communicate with each other. There were some examples of some patients missing out on appointments with letters arriving too late, whilst others were bombarded with texts and letters.

Speaker – Jane Hipkiss, chair of u3a

Jayne Hipkiss gave a very informative and interesting talk on the University of the 3rd Age, known as the u3a. The u3a has 400,000 members nationwide who are retired or semi-retired, who have time on their hands and who want to be active. There are over 1000 members of the Newbury group. There are over 70 different activity groups ranging from architecture to yoga. Monthly talks, day trips and holidays are also organised by members of the u3a. The benefits of joining the u3a are developing new interests, staying active, greater social interaction, a feeling of not being isolated and an opportunity to make a difference by setting up a group as a group leader. The cost is £20 a year which includes access to joining the groups, talks with tea and biscuits and events. The motto of the u3a is “Learn, laugh and live.”

Nominations received

14 nominations have been received. It was proposed by Joan Blore? and seconded by Catherine Walsh? that all nominees will be accepted on to the organising committee.

Election of the organising committee

All nominees will be invited to the next meeting of the PPG.

Date of the first PPG organising committee meeting

The AGM closed at 7.30 pm.
The date of the next meeting of the organising committee: 26th February 2025, 5.15 pm

Patient Participation Group Terms of Reference

  • Amendment agreed 19th January 2023
  • Reviewed 26/4/2022 for ratification at the AGM February 2023

Name

The name of the group will be Strawberry Hill Medical Centre Patient Participation (PPG) Coordinating Committee

Aims of the PPG

  • To strengthen the relationship between the Practice & its patients and to assist the Practice in continuing to improve its provision of healthcare whilst ensuring that patients are at the heart of decision
  • making.
  • 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.
  • To build two-way communication and cooperation between the practice and patients, other individuals and organisations in healthcare, and the wider community to the mutual benefit of all.
  • To act as a representative group to support the practice and influence local provision of health and social care.

Objectives

Communication - Be a Voice for Patients

  • Be a voice for patients of the Centre by providing a forum for patients to give feedback & comments about the Centre
  • Support the communication of health messages
  • Where appropriate liaise with relevant health professionals and organisations
  • Use feedback from patients to take forward ideas and suggestions about potential improvements with the Centre, e.g. by annual survey
  • Support the CQC inspection process as appropriate
  • Contribute to a Patient Newsletter
  • Review patient targeted material eg PIP, brochures, information material, awareness board

Support - Help the practice to improve service delivery

  • Identify opportunities to improve the patient experience at the Centre
  • Promote improvements at the Centre by identifying developments and best practice through local, regional & national networks
  • Work alongside the Centre to facilitate change
  • Networking with appropriate groups to share experience and influence services

Good Practice - PPG Principles

  • Observe the Data Protection Act 2018 and amendments
  • Observe the Equalities Act 2012
  • Meetings will take place at least quarterly

Membership

  • Membership is open and free to all registered patients and employees
  • PPG is made up from those who have registered an interest in taking part. Contact will be by email or text or, where there is no other contact available, by post.
  • A coordinating Committee is formed from members of the PPG.
  • Any patient not wishing to be part of the Committee can elect to be part of the Virtual PPG where contact is made via email. (Amendment 19th January 2023)
  • Any patient may nominate themself for election to the Committee prior to the Annual General Meeting
  • The Committee will encourage a cross section of representation.

Annual General Meeting (AGM)

  • Once in each year, (month to be decided by the group,) an Annual General Meeting will be held at which any patient of the Centre will be entitled to attend
  • The date of this meeting will be advertised not less than 21 days prior to the meeting
  • Nominations for committee membership must be received by the Secretary a minimum of 14 days prior to the AGM
  • Additional resolutions must be received by the Secretary at least 14 days prior to the AGM
  • The meeting will receive the annual report from the Committee; appoint Committee members; make recommendations to the Committee and when necessary vote on proposals to amend the terms of reference.

Special General Meeting

  • A Special General Meeting will be held if not less than one third of the voting members of the current Committee request it in writing, stating the reasons, to the Chairperson or Secretary.
  • The date of the meeting will be advertised in the Practice for at least 14 days in advance and must be held within 21 days of receipt of a written request.

The Committee

  • The Annual General Meeting (AGM) will elect the Committee members
  • Any members can nominate themselves
  • The Committee will consist of a maximum of 12 elected members, a GP representing the practice and the practice manager
  • At its first meeting after the AGM the Committee will elect a Chair, Vice Chair and Secretary
  • The roles of Chair, Vice Chair and Secretary will be for a maximum of three years for any person
  • The Committee will have the power to co-opt members from time to time
  • All members of the Committee will retire annually at the Annual General Meeting but will be eligible to be elected
  • A GP and Practice Manager will represent the medical centre at meetings. Should a matter for private discussion arise, the PPG may request that the Medical Centre representatives present at the meeting leave the room.

Voting

  • All questions arising at any meeting will be decided by a simple majority of those present and entitled to vote
  • The Chair of the meeting will have casting vote if there is no majority.

Quorum

One third of committee members will form a quorum at meetings of the Committee.

Minutes

  • Minutes will be kept, and the Secretary will enter a record of all decisions
  • The draft minutes will be uploaded onto the Centre website, approved in Draft by the Chair or Vice Chair, within three weeks of a meeting
  • Final minutes will be uploaded after full committee approval at the following meeting

Confidentiality

  • If a confidential item/s is to appear on the agenda, for clarity it should be listed simply as ‘Confidential item’ with no supporting information included
  • The confidential item/s will be clearly marked at the end of the agenda and be dealt with separately during the meeting.
  • In publishing minutes of meetings on the Centre website, confidential items will be removed. At the end of the minutes will be inserted ‘The Committee discussed a number of confidential items’
  • Confidential minutes will be stored securely within the Centre
  • Confidential minutes, papers and agenda items will not be made available for inspection or be copied without the determination of the committee.

Dissolution

If the Committee decides at any time that on any grounds it is necessary to dissolve the committee it will call a Special General Meeting.

Alterations of the Terms of Reference

  • This Terms of Reference will be reviewed annually at the AGM
  • Any proposal to alter this constitution and terms of reference must be delivered in writing to the Secretary not less than 14 days before the date of the meeting and will be publicised in advance
  • An alteration will require the approval of a two thirds majority of Committee members or a simple majority of those voting at the AGM.

This Terms of Reference were adopted by Strawberry Hill Medical Centre PPG Coordinating Committee at a meeting on:

  • 22/04/2022 Chair K Swaffield Secretary M Bates
  • 19/01/2023 Chair K Swaffield Secretary M Bates
  • 23/02/2023 Chair K Swaffield Secretary M Bates

Privacy and Data Protection

Please be assured that your contact details, email address etc. are kept safe and secure and are never shared with anyone else. Any contact will be made by the Practice or the Organising Committee on behalf of the PPG.

No medical information is provided to the PPG nor will it be sought from the Practice.  No questions of a medical or other confidential nature will be responded to by the PPG or its officers. Any information you supply us will be used lawfully, in accordance with the Data Protection Act 2018. The Data Protection Act 2018 gives you the right to know what information is held about you, and sets out rules – the General Data Protection Regulations (GDPR) – to make sure that this information is handled correctly.