Patient Participation Group

The Aims of the Patient Participation Group

We are committed to providing a high quality care that meets the needs of its patients and carers. To do this effectively we wish to ensure people who use are services are at the heart of the decision making.

We have a patient forum that consists of staff and patients who come together to discuss the work of the practice and identify any areas of improvement. 

Terms of Reference

Purpose/role of the group

The Patient Participation Group will:

  • Provide feedback on the patient’s perspective of the practice and its services;
  • Contribute to the development and adoption of new services for patients;
  • Comment on any proposed change to the practice services;
  • Give patients a forum to raise general concerns and highlight their needs;
  • Support the practice in an advisory capacity regarding educating patients in accessing the services provided in an appropriate manner;
  • Discuss any matter which is in the interests of the patients and/or the practice.


  • Membership of the group is open to all persons over 16 who are patients of the practice.
  • If a patient leaves the practice, they must leave the group.
  • Membership of the group is limited to 10 patient places. A waiting list would apply if more applications were received than there were places available.
  • Members should attend at least 3 meetings per year.
  • The makeup of the group should reflect that of the practice’s patient population.
  • Patients are encouraged to be members via advertisements in the surgery and on the practice website.
  • Membership is voluntary and members can leave the group at any time by notifying the group chair or secretary.
  • No financial contribution is required to be a member, and no payment is given to members.
  • At least one representative of the practice must attend each meeting.

Ways of working

  • Meetings will be held at least 6 times a year.
  • Each meeting should normally last less than two hours.
  • The start time and venue of the meetings can be varied.
  • Members who cannot attend can send their comments and suggestions to the chair via the secretary.
  • Patients can also send their comments and suggestions to the chair via the secretary.
  • A chair, vice-chair and secretary will be elected by the group. These posts are held by volunteers and no payment is given to the post holders.  The duties of the secretary are detailed in a separate document.
  • These Terms of Reference will be reviewed at least annually, or sooner if required.
  • Any member can suggest items for the agenda.
  • The agenda will be on a rolling basis. The priority of any new item suggested will be considered and its place on the agenda agreed by the group.
  • Group members can share appropriate information with other group members via the secretary. The secretary will agree with the chair that this information can be distributed to all members.
  • A copy of the minutes of the group meetings will be made available on the practice website and on the surgery noticeboard.
  • Sub-groups may be convened as required.
  • Non-members may be invited to group meetings if necessary eg to provide specialist information or to give a wider perspective on issues affecting the practice, or as observers of the business of the group.
  • It will be the responsibility of members who have access to a computer to print their own copies of agendas, minutes and any associated papers to bring to the meeting. For those members who do not have access to a computer, these documents will be provided by the practice admin, via the postal service. 
  • It will be the responsibility of members to ensure that they provide a correct email or postal address to the secretary to allow for distribution of papers.

Code of conduct

Members will:

  • Listen and respect other members and their views;
  • Act constructively and open-mindedly;
  • Not use the meeting to solely pursue personal interest, but to act as a representative for all patients;
  • Be willing to ask for, or accept, the views of other patients regarding the services offered by the practice, and to bring these views to the group in addition to their own;
  • Ensure the confidentiality of any item or individual case discussed at meetings;
  • Make the chair aware immediately of any conflict of interest on any item under discussion.

Getting Your View

The group would like to contact patients on occasion by email and/or text so that they can obtain the views of the widest group of patients possible. We would like to obtain your email address and mobile phone number to do this. Please complete the Patient Contact Form to provide your consent for this.