PPG Terms of Reference

PPG Aims/Purpose

  • To facilitate good relationships between Orchard Surgery and its patients by communicating the experiences, interests and concerns of patients
  • To discuss topics and explore ideas that can improve the patient experience and smooth running of the Orchard Surgery, including current procedures and proposed new developments
  • To establish a two-way communication between Orchard Surgery and the PPG members, acting as a sounding board for surgery representatives on issues affecting patients
  • To understand what services are available both at the Surgery and other local organisations for the benefit of patients

PPG Membership

  • Membership of the PPG is open to anyone who is registered with Orchard Surgery aged 16 or over and their carer (who may be registered elsewhere)
  • The PPG will endeavour to represent the diverse patient profile of the Surgery, however, membership will be self-nominating
  • The PPG will have no more than 12 members, anyone wishing to join after this number has been achieved can join a waiting list
  • Members of the PPG will adhere to The Code of Conduct
  • A Chair and Secretary will be elected annually, any member of the PPG is able to stand as Chair/Secretary and can be re-elected after a year
  • The role of the Chair is to provide the link between the PPG and Orchard Surgery

PPG Meetings

  • The PPG will meet formally with Orchard Surgery representatives 4 times a year
  • The PPG will meet on their own when necessary and to prepare for the full quarterly meetings
  • PPG members and Orchard Surgery representatives can contribute agenda items, the agenda will be agreed by the Chair, Secretary and the Surgery Business Manager
  • The Business Manager and a GP will attend the full quarterly meetings
  • Apologies for absence should be sent to the Secretary prior to the meeting. In the absence of any apologies, any member not attending for 3 consecutive meetings will be deemed to have resigned from the PPG
  • Decisions shall be reached by consensus among those present. If a vote is required, decisions will be made by simple majority of those present and in the event of a tied outcome the Chair will have the casting vote
  • Meetings will be held in the meeting room at Orchard Surgery where possible
  • Meetings will not overrun the allocated time
  • In the absence of the Chair, a PPG member will be nominated (by mutual consent) to chair the meeting
  • Minutes from each meeting will remain confidential (in line with signed confidentiality agreements), however, a summary will be produced from each quarterly meeting which will be available publicly

Code of Conduct

We shall:

  • Listen and respect each other’s views
  • Have open and honest discussions in line with our Terms of Reference principles
  • Always respect confidentiality
  • Allow others to speak without interrupting
  • Arrive on time for meetings
  • Respond to meeting invitations
  • Not use the PPG for personal agendas, complaints or medical issues
  • Discuss feedback affecting a number of patients and not based on a single patient’s feedback
  • Not tolerate any form of discrimination or harassment and understand that any unacceptable behaviour will result in member/s being removed from the PPG

Privacy

  • It is important to work together to protect everyone’s privacy and ensure everyone’s details are not used in ways they wouldn’t reasonably expect
  • We shall not pass PPG member contact details onto other people without specific consent, nor shall we use them for anything other than group business without specific consent
  • If someone leaves the PPG, everyone will delete their details and vice versa unless specific consent is given to keep them
  • We will not put other people’s contact details on group publicity without specific consent

These Terms of Reference/Code of Conduct were discussed, agreed and adopted by the Orchard Surgery PPG on 06/03/2025. The Terms of Reference will be reviewed annually.