Patient Participation Group (PPG) Policy

1. Introduction

Stanwell Road Surgery is committed to delivering safe, effective, caring, responsive, and well-led services in line with the standards set by the Care Quality Commission (CQC) and guidance from NHS England.

The Patient Participation Group (PPG) plays a key role in ensuring that patient voices are heard and contribute to continuous service improvement.

2. Purpose of the PPG

The PPG exists to:

• Strengthen patient involvement in the design and delivery of services
• Support the practice in meeting CQC “Responsive” and “Well-led” domains
• Provide a structured way for patients to influence decision-making
• Assist the practice in improving health outcomes and patient experience

3. Aims and Objectives

The PPG will:

• Act as a critical friend to the practice
• Reflect the diversity of the registered patient population
• Contribute to service reviews, including access, appointments, and communication
• Support patient surveys (e.g. GP Patient Survey) and action plans
• Assist in promoting health education and self-care initiatives
• Provide feedback on practice policies, including equality, safeguarding, and accessibility

4. Membership

• Open to all registered patients of Stanwell Road Surgery
• The practice will actively seek a representative membership, including:
  • Different age groups
  • Ethnic backgrounds
  • Patients with long-term conditions
  • Carers and seldom-heard groups
• Participation options:
  • Face-to-face meetings
  • Virtual/online group
  • Ad hoc surveys and consultations

The practice will maintain a PPG register in line with data protection requirements.

5. Governance and Structure

• A PPG Lead (staff member) will be appointed to coordinate activities
• A Chair (patient member) may be elected where appropriate
• Terms of Reference will be maintained and reviewed annually
• The PPG will operate in an advisory capacity, not a decision-making body

6. Roles and Responsibilities

PPG Members

• Provide constructive, balanced feedback
• Represent wider patient views (not only personal experiences)
• Maintain confidentiality and professionalism
• Support practice initiatives where appropriate

Practice Team

• Engage openly with the PPG
• Share relevant performance, feedback, and service data where appropriate
• Act on feedback where feasible and provide clear rationale where not
• Demonstrate learning and improvement (aligned with CQC expectations)

7. Meetings

• Meetings will be held every 6 months (biannually)
• Additional engagement may take place between meetings via:
  • Email updates
  • Online surveys
  • Virtual consultations
• Agendas will be shared in advance
• Minutes will be recorded and retained as evidence of patient engagement
• Actions will be tracked and reviewed at subsequent meetings

Meeting discussions may include:

• Patient feedback and complaints themes
• Access to appointments
• Service changes or developments
• Results of patient surveys

8. Patient Feedback and Engagement

The PPG supports the practice in:

• Reviewing results from the GP Patient Survey
• Analysing complaints, compliments, and Friends & Family Test feedback
• Co-developing action plans for improvement
• Engaging with the wider patient population

This supports compliance with CQC expectations on continuous improvement and patient involvement, even where formal meetings are less frequent.

9. Safeguarding and Confidentiality

• All discussions must respect patient and staff confidentiality
• No identifiable patient information will be shared
• Safeguarding concerns raised within the PPG will be escalated in line with practice safeguarding policies
• The policy aligns with NHS safeguarding standards

10. Equality, Diversity and Inclusion

Stanwell Road Surgery is committed to:

• Reducing health inequalities
• Ensuring the PPG reflects the diversity of the local population
• Making reasonable adjustments for accessibility
• Complying with the Equality Act 2010

11. Code of Conduct

Members are expected to:

• Treat all participants with dignity and respect
• Listen to different perspectives
• Avoid discriminatory, offensive, or disruptive behaviour
• Work constructively with the practice team

Failure to adhere to this may result in removal from the PPG.

12. Data Protection

• Personal data will be handled in accordance with the UK GDPR and Data Protection Act 2018
• Contact details will only be used for PPG-related communication
• Members may withdraw at any time

13. Monitoring and Review

• This policy will be reviewed annually
• Effectiveness will be assessed through:
  • PPG participation levels
  • Patient feedback improvements
  • Evidence for CQC inspections

14. How to Join the PPG

Patients can join by:

• Speaking to reception
• Contacting the practice via phone or email
• Completing a form on the practice website

The practice welcomes all patients to contribute, whether regularly or occasionally.