Newthorpe Medical Practice

 Patients’ Participation Group Terms of Reference




To promote an excellent quality of experience for the patients at Newthorpe Medical Practice through developing an effective patient voice.



1.    To enhance communications between patients and staff in the Practice by:

a.      receiving, recording and reporting patient views and comments

b.    receiving, recording and reporting Practice views and strategies

2.    To support the Practice through feedback and discussion so that they are better able to deliver:

a.      an appropriate environment for patients’ needs

b.    an empathetic approach to dealing with patients

c.      efficient systems of working.

3.    To liaise with other relevant organisations.



1.   The members will elect the Chairman and Secretary every two years.

2.   The membership complement of the group is maximum 16 plus 2 staff ex officio representatives

3.   Registered patients may propose themselves or other registered patients for membership.

4.   If more than16 are proposed, they will be selected giving due regard to the patient demographic at Newthorpe Medical Practice

5.   Vacancies will be advertised on the Practice website and in the Surgery and selection will take place at the next meeting of the PPG.

6.   A member who does not attend for six months without appropriate apologies will be deemed to have resigned and will be replaced at the following meeting.



1.    We particularly welcome registered patients who can legitimately represent minority groups, including older citizens, young people, ethnic minorities, single parents and those with disability or chronic illness. They offer special insights into the needs and aspirations of our patients.

2.    We are committed to nurturing members of the group in terms of sharing the skills and competencies needed to enable them to play a full role in the leadership and management of the group.



1.      The group will meet bi-monthly.

2.      Meetings are open. Any patient wishing to attend as a patient observer, or as a presenter, should ask at Reception for an invitation at least four days beforehand.

3.      An elected secretary/volunteer will take notes of the meeting.

4.      The Chairman:

·   will agree the minutes taken during the meeting;

·   will retain a copy of the minutes;

·   will agree the final agenda and any reports at least two working days before the meeting.

·   will ensure that the most recent agendas and minutes are published on a noticeboard in the Surgery and also on the Practice website.

5.      The Secretary:

·   take notes of the meeting and send to the Chairman for approval;

·   circulate the minutes of the meeting to members of the group and post a copy of the minutes and agenda on the surgery website and on the surgery noticeboard;

·   will email  a suggested agenda to members with a request for any other agenda items or reports at least one week prior to the meeting;

·   will display results of the any surveys/questionnaires on the website and on the surgery noticeboard.

6.      A meeting shall be deemed quorate if at least 6 members are present.

7.      Any member can call an extraordinary meeting by contacting the Chairman or Secretary.


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