Patient Participation Group

 

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

About the Patient Participation Group (PPG)

It is a requirement for every GP Practice to have a PPG. SHMCs PPG consists of an organising committee who meet at least quarterly in person at the Practice and a virtual group, and we encourage diversity amongst these groups to accurately represent our patients and share feedback.

The PPG aims to work with the practice to offer the following support:

  • Help to improve communications between staff, patients and their relatives gathering feedback as required
  • Represent the views of patients and/or relatives to improve services
  • Encourage and educate patients to take responsibility for their health by sharing local resources
  • Provide practical support to those who attend the Practice
  • Link and share knowledge of other groups within the health sector of West Berkshire

If you would be interested in supporting your Practice, please let us know by completing our secure online form

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 below by which they are agreeing to be a member of the PPGs Virtual Group.

As a virtual member of the PPG patients would be expected to refer to this page quarterly for updates, to review the latest minutes from the meetings held with the organising committee or locate any invitations to events.

All patients of SHMC can volunteer to become members of the Committee and/or stand for office. A general meeting (AGM) is held in February each year and all are welcome to attend, either for information or to be voted in as a member. 

Prior to the AGM, any patients who would like to be nominated or share an interest would be asked to complete our secure registration form

Latest Meeting Minutes

7th January 2026

Present

Sabrina Mann (SM) Karen Swaffield (KS) Dr Imogen Caffrey (IC) Janice Cook (JC) Jane-Marie Stock (JS) Maggie Bates (MB) Rachel Perris (RP) Mike Fereday (MF) Jane Belcher (JB) Ros Quinn (RQ) Elizabeth O’Keeffe (EO)

Apologies for absence

Gillian Evans (GE) David Stock (DS) Mike Dunne (MD) Joan Blore (JoB)

Conflict of interests

None

Minutes of the last meeting

The minutes for the last meeting are awaiting revision and will be signed off at the inaugural meeting 18.2.2026.

Matters arising from the last meeting.

  • DEXA scanner at West Berkshire Community Hospital (WBCH). JB will informally ask a contact involved in the installation of the scanner about it not being available for the over 75’s. JC will raise the matter at the AGM with Dr Tayton.
  • Waiting times for appointments. The member of the PPG who brought this to the attention of the group was told that an official complaint should be submitted to the practice. SM has checked the distribution of patients and assured the committee there was an even spread amongst the doctors, with a proportionate number according to the hours they work.
  • Health Watch attendance. Simon Shaw has resigned from his position as Senior Engagement Officer
  • ICB and palliative care. KD and MB have tried to make further enquiries on this matter to no avail so this will no longer be a point of discussion.
  • Coffee morning. A future coffee morning to be arranged in the Spring.

Updates from the practice SM/IC

SM reported that there was nothing of note to report in the short time since the last meeting.

AGM arrangements

  • Nomination forms for the organising committee will be sent out with the agenda.
  • KS will write her report as Chair and send to SM.
  • MB has already arranged with SM what is needed for Dr Rob Tayton’s presentation.
  • SM said that the reception team will organise the chairs.
  • Those present decided against refreshments.
  • Advertising will be shared in local pharmacies and on digital platforms.
  • KS suggested that we re-visit the terms of reference but no firm decision was made on this.

Good news/not so good news

IC reported that there were no more than the usual number of either complaints or compliments

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

The PPG expressed their willingness to help and requested that they would be happy to learn about any opportunities to help. For example, RP offered her help with her expertise in coaching and finance.

Newsletter

KS will publish the Newsletter this month.

Patient Panel Report

No further meetings have been held (MF)

Website

SM reported that the Website and the Facebook page are up to date.

AOB

  • EO reported that a new pharmacy has opened: Medwell Chemist, 61 Bartholomew Street, Newbury.
  • SM/IC will organise a thank you gift for Dr Tayton for giving his time at the AGM.
  • MB asked for help with the virtual group which has proved difficult to manage. It was decided that the members of the virtual group will be informed that from now on they will need to access all information from the PPG meetings via the website.
  • JC asked for clarity on being able to help another person make contact with the practice. If it’s a ‘one off’, the patient must be present to give verbal permission, but if it is on a long term basis, the patient will need to give written permission for someone else to talk to the surgery on their behalf.
  • Anonymising practice personnel in the minutes. Minutes of the meetings should never disclose the names of any of the doctors in the practice and should be removed from the minutes of the last meeting. Minutes will be revised before KS signs off at the meeting on 18.2.2026.

Future meetings dates

Meeting closed at 18.25

Next meeting:

AGM Wednesday 4th February 2026 at 6.15 p.m. Speaker Dr Rob Tayton, Chair of Newbury and Thatcham Hospital Building Trust, “The Further Adventures of West Berkshire Community Hospital.”

Inaugural meeting Wednesday 18th February 2026 at 5.15 pm

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.