Latest Meeting Minutes

Members/apologies

Welcome

Val welcomed David Brophy who had joined the PPG since the last meeting and would be an attending member.

Apologies

Apologies had been received from Claire Conway-Wright

Minutes Approval and Matters Arising and Actions from the 14th July meeting:

Age UK Scamming Awareness Training:

A paper giving an update on the arrangements for the event had been circulated prior to the meeting. Anette gave a summary of the planned event and confirmed the date of 10th October at 14.00 in Kenton Victory Hall.  She reported that social media, village newsletters and posters were being used to promote it.  Extra copies of the poster were available for others to help with the promotion if they could identify additional suitable locations.  Access to the hall would be available from 13.15. Volunteers (Anette, Val, Anne, Christine, Jan and Nigel) would set out/clear away chairs and serve tea and coffee.  There was ample parking on site.

Anette would bring along sticky labels for use as name badges.

Online Teaching Resource for SystmOnline:

Adrian had been working with James and together they had developed a simple ‘how to use’ single sheet guide.  It would be included in the Practice Newsletter and copies would be available in the Practice waiting rooms.

RD&E Community Voices:

Val apologised to Jan for not having included this on the agenda.  Jan had circulated a report on the last meeting of the group held on 8th August 2025. The main points were: the triage process in A&E needed to be a key point in winter communication plans; better communication with patients on waiting lists was needed and should include signposting to help and support while on the waiting list; if a patient has to cancel an  appointment they should be offered next soonest appointment; patients can give direct feedback on their experience via MyCare. Jan added that issues being raised at Community Voices forum were being fed back to the personnel concerned and so showed a real willingness to improve the patient experience.

Canvassing Patients in Surgery:

A paper detailing a structured approach and process and questions to ask had been circulated prior to the meeting.  This will be used in future canvassing activity.  The next canvassing sessions at Exminster were planned for 20th September and 22nd November.  Dates in October for Starcross  were to be confirmed.

Nigel added to his feedback report that patients liked the option of Saturday appointments.  Anette felt patients on a Saturday were more relaxed and willing to talk and generally slightly younger.

Adrian asked if in the questions there was a link back to questions asked by CQC.  Although there wasn’t at present Val said it was already ‘on her radar’.  It was noted that the date of the next CQC visit was unknown.

It was recognised that some of the feedback e.g. would like more female GPs, would like expertise in mental health, could help the Practice in recruitment.

News from Westbank HLC:

Debbie gave an update on the patient transport service available to patients of Exminster and Starcross surgeries from WHLC.  Any patient can request transport service.  A team of 3 part-time workers take calls between 10am and 4pm and making bookings.

There are 3 employed drivers and a team of 20 volunteer drivers who between them handle around 1000 transports each month.  The service now had access to a WAV (Wheelchair Accessible Vehicle).  Delivery of a second WAV was expected. 

Sarah was liaising with James to promote WHLC services on the waiting room monitors.

Virtual Membership:

A paper with a proposal for an alternative to ‘Virtual Member’ had been circulated prior to the meeting.  It was Agreed that when necessary for purposes of clarity the terms ‘attending member’ and ‘non-attending member’ would be used.  It was recognised the number of members attending meetings had to be manageable and while there was a group of regular attending members there was always the option for any non-attending member to join a meeting on an ad-hoc basis. Christine went on to explain that while working on this action it had become apparent that some amendments were required on the PPG sign-up forms to create consistency, to ensure adherence to GDPR rules and for the PPG to receive only the information needed.  Christine to progress with sub-group and with James. Christine to check that age ranges used are same as used in surgery canvassing.

2026 -20 year celebration and publicity:

Carried over to the next meeting.

Practice Update

Alex reported that flu and Covid clinics were being held on 4th October in Exminster and 11th October in Starcross.  A new Registrar had started at the Practice and would be there for 12months.  The Practice had recently launched it’s own Facebook page and they were gradually ‘finding their feet’ on it.  A new NHS contract had been released from NHS England which required the Practice to have doors open from 8am-6.30pm.  Alex confirmed that the Practice already worked those hours but doors were not open until 8.30am and closed at 6pm.  The new contract required access for walk-in patients 8am-8.30am and 6pm-6.30pm.  Discussions were ongoing.

Meeting Times /Venues:

Val thanked Sarah for booking a meeting room at WHLC for scheduled PPG meetings:

• November 2025, 2pm
• February 2026, 2pm
• April 2026 AGM & Open Evening, 7pm
• June 2026, 2pm
• November 2026, 2pm

The meeting in September 2026 will take place at Exminster Surgery at 7pm.

PPG Confidentiality Agreement:

All PPG members had been sent a Confidentiality Agreement from the Practice for signature.  Copies not returned at the meeting were to be handed in at the Practice.. 

PPG Safeguarding Principles:

A recent conversation had prompted Val to consider the issue of safeguarding of PPG members, particularly those who canvass in the waiting rooms. The Westbank Practice Safeguarding Policy for Employees had been circulated to PPG members for information and understanding of its breadth and from which Val had drafted an appropriate set of principles for the PPG.  This document had been circulated prior to the meeting for  agreement at the meeting.  Adrian offered to check the robustness of the principles using an AI tool. He also suggested that there could be a PPG Charter that encompassed both confidentiality and safeguarding.  Adrian to produce such document and forward to Val.

Correspondence:

Val had received an email resignation from Frances Obee who cited conflicting demands on her time.  Nigel suggested that she could be offered non-attending status if she wished to still maintain a link.  Val to follow-up with Frances.

Election of Deputy Chair:

Val had received a nomination for Nigel to take the role of Deputy Chair and this had been Seconded.  Nigel confirmed that he was willing to take on the role and he was subsequently voted into post.  No other nominations had been received.

AOB:

The frequency of meetings was confirmed. 

In view of the reduced number of PPG meetings Jan wanted the ongoing sub-groups to communicate with the wider group as/when necessary in between meetings.

Next Meeting Date

• Monday, 10th November 2025, 2pm 
• Westbank Healthy Living Centre, Exminster