Oct. 1, 2025

Agenda

 Representatives from the Surgery beside Management and  GPs attending PPG meetings

 Notice Boards in the Waiting Room

 PPG email account

 Aims of the PPG

Minutes

Minute PPG meeting 1/10/2025

 

 

In attendance:

PPG: Jackie, Alan, Philomena

            PT: FL, ET, MC

 

Apologies from Huw

 

Actions in bold.

 

1 – Notes from the last meeting

 

2 – Matters arising from Jackie’s meeting with FL

 

·         PPG wanting to involve different members of the team at meetings to understand the different roles – this might naturally fit more with the working day meetings. See agenda point 5.

 

·         Noticeboards in the waiting room. Praise from PPG over the work done on the wellbeing noticeboard on the right of the waiting area.

 

·         Re-location of PPG noticeboard – possibly next to the wellbeing board.

 

·         Jackie suggested having carer information near the touch screen. ET mentioned concerns about too much information and it being a high touch area, that it would add an infection control risk.

 

·         Agreement: To use the electronic screen to draw attention to the noticeboards or important information e.g. carers support.

 

·         PPG email account. FL updated that we cannot offer an nhsmail account nor have access to also monitor the account; this has to be independent from PT to remain impartial. However, PPG can use “Pond Tail/Pondtail” within the email address. Alan proposed looking into “godstone.net” account via the Parish – Alan to contact Alban Brindley to explore this.

 

·         Accessibility of the surgery for wheelchair users/reasonable adjustments

 

·         PT have lowered the new self-check-in touchscreen.

 

·         Building landlords had previously declined replacing with powered front door. PT have implemented a door bell to call for assistance in opening door. There is a hatch around the side of reception to communicate through and this should be highlighted to patient at time of opening front door should they need this.

 

·         ET mentioned building not accessibility friendly with narrow passages to clinical rooms to the far right of the building (Rooms 1-3). PT unable to modify these. PT expressed expectation that reasonable adjustments and accessibility will be addressed with proposed new build.

 

 

·         FL will promote training to the team in recognising and offering adaptations.

 

 

·         Jackie has offered to write an update on reasonable adjustments and work that we have done thus far.

 

 

3 – Aims of the PPG

 

No specific feedback from Alan and Philomena on PPG aims.

 

PT to publish the aims on the PPG section on practice website.

 

4 – Recruitment + Leaflet

 

Leaflet viewed during the meeting. Currently, leaflets handed out after clinical consultations where potential candidates had been identified. Furthermore, leaflets will be handed out during the flu/covid vaccination clinics coming up this month.

 

FL will look into digitalising leaflet onto the waiting room electronic display.

 

Pond Tail active in local community, such as recent meeting in Bletchingley chaired by Dr Natalie Moore, Growing Health Together South Tandridge Lead.

 

PPG to further network with other local meetings. Suggested trying to tie up with the Blindley Health and South Godstone residents meeting.

 

Philomena suggested posting PPG recruitment leaflet outside Church House in Bletchingley.

 

FL to email digital copy of leaflet to PPG.

 

Philomena asked if there would be a limit to the number of members in the PPG. Current cohort is not a representation of the population that Pond Tail looks after. Cap to PPG not enforceable, and encouragement is towards gaining new recruits.

 

Discussion on where to focus energies to target cohorts that need more representation – examples were St Piers, Orpheus Centre, Godstone Primary School (parents/teachers, not pupils due to age restriction), Parent & Baby groups.

 

5 – Length of the quarterly meeting

 

Jackie was concerned about duration of meetings and 4hrs interaction with Pond Tail across the year might not be sufficient – expressed want to extend this.

 

FL & ET advised this was time in additional to working day. There would need to be compromise with work/life balance to all involved with meetings. Both acknowledged that when there are pressing matters that the PPG, Pond Tail would be flexible with a call for an extraordinary meeting. These may be within core hours and may be useful if PPG want to meet the team and learn more about our non-clinical roles and the challenges faced. We recognise this may be at the detriment to those that are of working age who may not be able to attend.

 

Keep with 7pm evening meetings, and to aim to keep to 1 hr time, but with flexibility to extend should there be the need & call on extraordinary meetings if necessary. 

 

6 – Notice of agenda prior to quarterly meetings

 

PPG to meet a month in advance of the quarterly meetings which would give 2-3 weeks’ notice to PT. 

 

Jackie to provide schedule of meetings in 2026 – next meeting 7 Jan 2026.

 

7 – AOB

 

FL shared news that our deputy practice manager, Jenny Williams, has resigned due to personal circumstances. The PPG expressed disappointment, but also wanted to wish JW well. JW leaves late November 2025.