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PPG Minutes - 13/10/25

Last Updated: Friday, 09 January 2026

Patient Participation Group (PPG) Meeting Minutes 

Date: 13 October 2025 
Time: 1230 
Location: Margaret Thompson medical centre  

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Attendees: 

RW., HJ., SJ, SG, AMG, BS 
Apologies: JJ, PT. 

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Agenda & Discussion Points 

  1. Approval of Previous Minutes 

  • Minutes from the last meeting held on 7 July 2025 were reviewed. 

  • No amendments were proposed by attending members. 

  1. Staffing Update (Presented by SG) 

  • GP Partner SM is currently on long-term absence. 

  • three days of GP Locum cover. 

  • There is potential for three Advanced Nurse Practitioners (ANPs) to support care delivery.  

  • ANPs have some limitations in patient treatment; GPs will assist where necessary. 

  • Patients are informed at booking if they will be seen by an ANP, with limitations explained before surgery opens. 

  • Reception staff are actively booking patients into the SWAGGA Extended Access Service, currently operating from Margaret Thompson Medical Centre on Tuesdays and Fridays.  

  • For other days, including weekends, reception will advise patients of available appointments and locations. 

  1. PPG Recruitment via Text Message 

  • A text message campaign will be sent on 14 October to encourage more diverse participation in the PPG. 

  • The message will include the date and time of the next meeting. 

  1. Display of Meeting Minutes 

  • It was agreed that minutes will be displayed on the reception notice board, showing only initials of attendees for privacy. 

  1. Hospital Referral Notice 

  • HJ. will place a notice on the board regarding hospital referral waiting times, currently trending at 12–18 months. 

  • Notices will also be added to GP rooms and discussed in the clinical meeting to encourage clinicians to inform patients at the time of referral, helping reduce follow-up queries. 

  1. Query Regarding Test Results (From Paul T.) 

  • PT asked whether test results sometimes go directly to consultants and if a system could be implemented to chase missing results. 

  • It was confirmed that results are sent to the requesting clinician, typically the consultant. 

  • AMG shared that adding “Copy to GP” can help ensure GPs receive results. 

  • Hayley J. queried whether the reverse is possible—i.e., sending results to consultants when GPs request repeat tests.  

  • She will investigate whether writing the consultant’s name and department on the ICE form would facilitate this, and report back at the clinical meeting on 12.1.25. 

  1. Friends and Family Test (FFT) Feedback 

  • Members were pleased with the FFT feedback. 

  • It was agreed that the FFT agenda and results will be emailed to members monthly. 

  • HJ. will provide monthly comparisons to support ongoing feedback and improvement. 

  1. Next Meeting Date 

  • Due to the previous meeting being postponed and to avoid holiday periods, the next meeting is scheduled for: 
    10 November 2025 at 12:30 PM 

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Agreed Actions 

  • RW. to send the approved PPG recruitment text message to patients, including the next meeting date and time. 

  • HJ. to contact the lab to confirm whether ICE form instructions to send results to another clinician (within the same foundation trust) would be actioned. 

  • HJ. to send Friends and Family Test results to PPG members on a monthly basis.