Patient Participation Group

Latest PPG minutes

• Date: Tuesday 28 September 2026
• Time: 4pm
• Location: Microsoft Teams
• Chaired: Martin Weston, Administration and IT Services Manager

1. Welcome and introductions

Martin welcomed attendees and apologised for the lack of recent meetings, acknowledging that PPG meetings need to become more regular going forward. He reaffirmed the practice's commitment to patient engagement and outlined plans to hold meetings more frequently.

Discussion

A recent email from a PPG member raised concerns that the PPG may be perceived as a "tick-box exercise." Martin explained that while maintaining a PPG is a contractual requirement, the practice is committed to ensuring patient feedback is taken seriously and contributes to service development. 

2. PPG membership and engagement

Both attendees discussed the need to increase PPG membership and participation.

Suggestions raised

• Increase promotion through social media and practice communications.
• Use posters and leaflets in waiting areas across all practice sites.
• Encourage reception staff to actively promote the PPG to patients.
• Consider dedicated campaigns such as a "PPG Week" or regular "PPG Wednesday" awareness initiative.
• Utilise community locations and local networks, particularly in Whittington, to raise awareness. 

Agreed actions

• Martin to develop a PPG recruitment and promotion plan.
• Posters and promotional materials to be displayed in prominent patient areas.
• Reception team to be briefed on encouraging patient participation.
• PPG Team to promote the PPG within the Whittington community. 

3. Practice updates

a) Car park management system

Martin provided an update on the recently introduced car park management system at the Lichfield site.

Key points

• The system was introduced to reduce misuse of the car park by non-patients and improve availability for patients and staff.
• Technical issues remain with the vehicle registration tablet.
• The practice is working closely with the parking management company to address early issues.
• Signage is in place and awareness is increasing.
• The primary goals are to reduce congestion and improve safety. 

PPG member noted that information had also been shared through the Whittington Village website. 

b) Flu and COVID vaccination clinics

An update was provided regarding the upcoming vaccination programme.

Key points

• Clinics commence from 1 October 2026.
• Eligible patients are being invited primarily via text message.
• Follow-up phone calls will be made where required.
• The practice wishes to encourage patients to book vaccinations directly with the surgery where possible. 

c) Practice boundary expansion

Martin updated attendees on the proposed practice boundary expansion.

Key points

• The practice has applied to expand into areas including Shenstone, Fradley and towards Cannock Chase.
• Approval is still required from the Integrated Care Board (ICB).
• The aim is to provide more patient choice and increase the practice population.
• Current patients should not experience a reduction in appointment availability.
• Capacity planning will be undertaken should patient numbers significantly increase. 

PPG Member confirmed that the explanation addressed concerns previously raised regarding potential impacts on access to appointments. 

d) Boney Hay opening hours

An update was provided regarding service provision at the Boney Hay site.

Key points

• The practice aims to increase afternoon opening hours.
• Recruitment of additional clinicians and reception staff is supporting this objective.
• Expanded opening hours will improve appointment availability and patient choice across the practice. 

PPG Member welcomed the increased flexibility for patients who may choose to attend appointments at Boney Hay. 

e) New practice website

Martin presented a preview of the new practice website due to launch the following day.

Improvements include

• Easier navigation and improved accessibility.
• Simplified homepage layout.
• Clear patient registration process.
• Boundary checker for new patient registrations.
• Better information regarding appointments, Pharmacy First, GP Triage and NHS App services.
• Improved search functionality.

The redesign directly addresses concerns identified through recent patient survey feedback regarding the usability of the existing website. 

4. Patient feedback and discussion

Friends and Family Test

Key points

• Approximately 400 responses were received during August.
• Feedback remains consistently positive, with the majority rating services as "Good" or "Very Good."
• Feedback regarding clinicians and staff remains largely complimentary.
• Any recurring concerns are reviewed and addressed appropriately. 

National patient survey

Key points

• 333 surveys were distributed.
• 107 responses were received.
• Results were lower than some neighbouring practices.
• Website usability was identified as one of the main areas requiring improvement.
• The practice noted the relatively small sample size and limitations this presents when interpreting results.
• The new website and recent service improvements are expected to positively influence future results. 

Discussion

PPG Member highlighted that patients are often more likely to complete surveys when they have concerns, meaning survey results may not always represent the experience of the wider patient population.

Further discussion took place around the value of real-time feedback through the Friends and Family Test compared with annual surveys. 

5. Any other business

• PPG members confirmed queries regarding the proposed boundary expansion had been fully addressed.
• Discussion took place regarding increasing awareness of the PPG through existing community networks.
• Martin advised that meeting notes and recordings would be circulated to members unable to attend. 

6. Actions agreed

• Develop a PPG recruitment and promotion campaign - Martin
• Create and display promotional posters in waiting areas - Martin
• Encourage reception team to promote the PPG to patients - Martin
• Increase community awareness of the PPG in Whittington - PPG Team
• Circulate meeting minutes and recording to PPG members - Martin
• Continue monitoring implementation of the car park management system- Practice Team

7. Meeting close

The meeting closed with thanks to attendees for their continued support and contribution. The practice reiterated its commitment to holding meetings more regularly and increasing patient involvement in the development of services. 

• Meeting Closed: 3:40pm (approx.)
• Next Meeting: To be confirmed.