PPG: Minutes 12th May 2025

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Members/apologies

Welcome

Val welcomed everyone to the meeting and thanked them for coming.  She then went on to thank David for getting the PPG to where it was now and presented him with a small gift in appreciation.

Apologies

Apologies had been received from Sadie, Frances and Nigel prior to the meeting.

Westbank Website Demonstration

This item was brought forwards from Agenda Item 6: Practice Update.

James presented the proposal for the new website being developed for the Practice. James to circulate the link to the website. All to review the website and provide feedback to James within 2 weeks.

It was noted that in ‘Contact’ information for each Practice a telephone number but no email address was given.  Claire explained that this was intentional so as to reduce the volume of email sent in to the Practice.  It was much easier and quicker to answer more phone calls than emails.

Minutes Approval and Matters Arising and Actions from the AGM and Open Evening

AGM Matters Arising

2026 - PPG 20 years celebration and publicity: In 2026 Westbank would also be celebrating 60 years. To understand what could be done to mark the milestones Val and Anne would work together to come up with ideas, find out what Westbank were planning and if there was any potential for collaboration.

Age UK Scamming Awareness Training: It was generally felt that there was potential to support the initiative but that perhaps it was something that could benefit the whole village rather than just older audiences - as per the initiative in Dawlish (as highlighted by Nina Parnell, Age UK).  David and Anette to find out more about the Dawlish event.  Christine to contact Exminster Parish Council to see if they would be interested in supporting the initiative.

Open Evening Matters Arising:

Val felt it had been a very positive event and was pleased that members of the public did attend - even if only a small number.

Communication of roles at the practice to the community: This was covered at the meeting.

Text sending at weekends: This was covered at the meeting.

The opportunity to report research activities in the Westbank newsletter: Claire confirmed that this will be added to the Practice Newsletter

Fundraising for Initiatives such as Patient transport and the role of the PPG in this activity: David said that he would contact local councilors.  Sarah would provide statistics to support David’s approach to councilors. Sarah to check if Westbank had previously approached councilors for funding support. Christine to find out if Exminster Parish Council had any funds available.

Minutes Approval of the last monthly meeting (March 10th)

Matters arising from the Minutes:

Terms of Reference – National Association of Patient Participation (NAPP): The Terms of Reference for the PPG stated that the group will be affiliated to the NAPP. Val questioned how the £40 subscription was paid and what benefits did it bring. Claire would find out how and when subscription was paid and if it had lapsed during COVID. 

The Minutes of the last meeting were then Approved.

Canvassing Patients – see Item below.

Canvassing Patients in the Surgery

On behalf of the PPG Val gave  formal thanks to Sadie and Claire for the banners and leaflets that support the activity in the patient waiting rooms.

• Feedback from the March visits:  Notes of the feedback received had been previously circulated.  Of particular note for Val was that 2 younger people had said that they prefer face to face contact rather than online interaction.   Christine added that she’d also had that feedback from one younger patient.  Christine highlighted an issue raised that concerned new prescriptions given in a hospital discharge summary that were not automatically made available to the pharmacist.  Claire explained that the systems used in the hospital and in the Practice were not connected.  Although a  letter from the hospital would be sent electronically to the Practice it was unknown how long it had taken to arrive.  Once received it  required a doctor to change the prescription which may take 1-2 days.  At present there was no other alternative.

• An online teaching resource on how to use SystemOnLine had also been suggested.  Claire to speak to James.

• Diary Dates, volunteers and sub groups:  It was agreed that canvassing visits on a bi-monthly basis would be appropriate. Anette to lead a sub-group to identify volunteers and dates, co-ordinate feedback back to the PPG and provide Jan with the “You said, we responded” headlines. 

• Claire encouraged canvassers to offer a direct reply from the Practice to any patients who highlighted an issue.  The canvasser would need to take an email contact address for that person.

Practice Update

Heidi:

A 6 month trial of Heidi by doctors at the Practice was in progress.  It’s aim is to transcribe patient visit notes and produce clinical notes.  Patients will be able to see the summary notes generated.  Claire highlighted that there was a 3 minute video demonstration and would speak to James to see if it could be played on the waiting room monitors to create patient awareness and understanding.

Westbank Website Demonstration:

See above.

Digital Support Offer for GP Practices:

Healthwatch were potentially going to offer training support on the NHS app via drop-in sessions at the Practice waiting rooms.  Claire has expressed interest and was waiting for Healthwatch response.

Did Not Attend (DNA) Update:

Since a 4 week in advance limit was imposed on appointment bookings the trend number of DNAs (Did Not Attend) had reduced.  Claire to look at the age profile of the DNAs and also if they are known to have a mobile a phone for receipt of a reminder text.

News from Westbank PLC

Suzie was unable to attend today’s meeting.  Sarah gave an overview of her role.  Her remit covers all volunteers and anything that covers community support. Sarah’s aim is to get more visibility in the village of Westbank activities/services and provide people with opportunities to speak to others who share the same experience and challenges.

Pioloting Practice Questionnaires

Val offered the PPG as a ‘test bed’ for future questionnaires that the Practice wish to send out to patients so that any potential issues could be flagged and addresses in advance.  Claire would test future questionnaires with the PPG.

RDE Voices Group

Jan advised that the next meeting was taking place on 15th May.  Jan would take notes and distribute to the group then take questions at the next PPG.

PPG Updates in Village Newsletters

Jan would include information about the AGM speakers and topics and cover examples of ‘You said, we responded’.  

PPG Updates in Village Newsletters

Jan to provide copy to the Kenton, Starcross and Exminster village magazines covering the following topics: self check-in screens show estimated waiting time; Pharmacy consult takes place in a private room; COVID Spring booster, the Dawlish Pain Cafe initiative; forthcoming PPG waiting room visits; date, time and venue of AGM in April.

Correspondence

None.

AOB

Anette asked Claire if the PPG could have a ‘behind the scenes tour of the surgery at the next meeting.  Claire would facilitate.