Terms of Reference

The Mill Road Surgery – Patient Participation Group

Title of the Group

The Group shall be called The Patient Participation Group (PPG) of The Mill Road Surgery.

Aims of the Group

The aims of the group are to:

  • Promote co-operation between the practice and patients;
  • To encourage a spirit of self help and support amongst patients to improve
    their health and well being
  • To improve communication between the service providers, the group, and the
    wider population. To promote a patient perspective and enable patients to
    access and make the best use of available health care.
  • Organise and develop a local “survey” with patient input;
  • Understand issues affecting patients;
  • Developing action plans that address patient issues;
  • Produce a newsletter which reports on results of recent survey.

Ground rules of the Group

There shall be the following ground rules

  • This meeting is not a forum for individual complaints and single issues;
  • Open and honest communication and challenge between individuals;
  • Be flexible, listen, ask for help and support each other;
  • Demonstrate a commitment to delivering results, as a group;
  • Silence indicates agreement – speak up but always go through the Chair;
  • All views are valid and will be listened to;
  • No phones or other disruptions;
  • Start & finish on time, stick to the agenda.

Membership of the Group

Members of the group will be for:

  • All patients registered within the practice;
  • The practice will endeavour to engage with a cross section of the practice
  • population that reflects equality in:
    • Age;
    • Sex;
    • Ethnicity;
    • Demographics

The group will annually elect the following people:

  • Chairperson – responsible for:
    • Manages and chairs the meetings (Will be a lay member rather than a
      member of the practice)
    • May represent the practice in wider public and Patient engagement
      events.Secretary – responsible for
      Taking minutes and general admin
      Treasurer – Will be needed to take care of funds and finances
  • Secretary – responsible for:
    • Taking minutes and general admin.
  • Treasurer – Will be needed to take care of funds and finances

Responsibilities of the Group


  • Provide feedback on patients’ needs, concerns and interests whilst helping
    patients to understand the practice’s viewpoint where necessary;
  • Communicate information about the community which may affect healthcare;
  • Give patients a voice;
  • Promote good health and higher levels of health literacy by encouraging and
    supporting activities within the practice;
  • Providing opportunities for patients to become involved in the commissioning
    of services across North East Essex*;
  • Give feedback to NHS trusts on consultations;
  • Undertake and analyse key issues for an annual local survey that will be
    published with the findings and action plans for improvements. The
    methodology for this shall be shared and agreed with patients;
  • Create a Patient Participation Group that is representative, equitable, and
    covers, where possible, all sections of the practice population;
  • Help support voluntary groups within the community;
  • Monitor services and highlight issues for local input*;
  • Promote the wider Public and Patient Engagement agenda*;
  • Help develop training programme for those involved in public engagement*;
  • Develop, promote, and encourage public and patient engagement across North
    East Essex*;
  • To be transparent and open. Appropriate information will be provided that
    gives patients information on how practices compare where issues are raised*;

*Led predominantly be the GP Commissioning Support Unit


  • Contribute to practice decision-making and will consult on service
    development and provision;
  • Help support fundraising for medical equipment or other facilities to improve
    the practice.
  • Challenge the practice constructively whenever necessary;
  • Using the wider Public engagement structure to escalate issues that are not
    resolved locally;
  • Not use the group for individual complaints or single issues;

Meetings of the Group

The Group will:

  • Meet no fewer than 3 times a year;
  • The Meetings will be advertised throughout the practice and in alternative setting deemed appropriate;

Organisation of the Group

  • The Group’s activities will be organised by a Committee of volunteers and
    invited members;
  • The Committee will be composed of a Chair, Secretary and Treasurer, and
    between four and six members. Other members will be co-opted as required.
  • Administrative assistance will be provided by staff at the Practice.