1. Introduction

• Introductions were given and apologies were taken.

2. Terms of Reference & Code of Conduct

• The Terms of Reference and Code of Conduct were sent out prior to the meeting. They were discussed at the meeting and were agreed

3. Identifying a chair

• After discussion, Peter Grice was nominated as Chair with Ruth Katz nominated as Secretary

4. Process for booking appointments

Questions were raised about how to make appointments. KS explained the process. We have 5 day bookable, 10 day bookable and on the day appointments. The on the day appointments are there to manage urgent issues that need to be dealt with on the day. We also provide a triage system, for urgent appointments when there are no longer on the day bookable appointments available. This is where the duty GP will contact the patient and where needed will see them in the surgery.

KS explained that we are looking at how to improve the appointment system and we may well be changing this in the New Year. The surgery is currently involved with the General Practice Improvement programme, which is helping look at these issues.

One discussion was around why patients are not able to see the same GP for continuity. KS explained that all the GP’s work part time, so it is often not possible to ensure patients see the same GP each time. All GP’s have access to the patient’s record so are able to see what has happened before, however, the surgery acknowledges that this can sometime be a problem for patients. A suggestion was to have more GP’s, however, due to the configuration of the building and the room numbers that is not something that the Surgery can accommodate. The room situation is an issue for the surgery – discussions have been had regarding building an extension, however, within the current climate, with increased costs, this is not something that the surgery will be doing in the near future.

The PPG mentioned our on line appointments. We do have some on line appointments available, but as a result of the audit we are doing on appointments, we are trying to ensure that patients are signposted to the appropriate places. Currently our patients are asked by reception what the issue is, so that they can signpost the patient to the right support. This also includes signposting patients to Pharmacy first, or perhaps the physio, rather than be seen by the GP. This should free up appointments for those patients who really need to be seen,

My chart was also mentioned, and unfortunately, the Surgery is unable to see My Chart , which can be confusing for patients, as they do not always understand why they are able to see results and the GP’s cannot. This is due to the fact that the two systems do not talk to each other.

5. Advertising our services and processes better 

• The PPG spoke about providing the patients with some better information as to what was happening within the surgery. A suggestion was made to have a regular update slot in the Melbourn magazine  and perhaps the Meldreth Matters.

  Action: KS to contact the magazines to see if this was an option

6. AOB

• The lighting in the reception area was mentioned – during the winter months is still is quite dark in the reception area –the PPG would like the surgery to have a look at how this could be improved.

Action: KS to look at the reception lighting

Confidentiality was also discussed. There is little confidentiality at the reception or dispensary desk. Screens have been put in, in an attempt to provide some privacy, but this is still not enough. A suggestion was made to provide an alternative if somebody wishes to have a private conversation, by taking them along the corridor. An alternative suggestion was to ask the patient to write down what the issue is on a confidential slip. We also discussed roping a section off to encourage patients to stay behind the roped area. This will continue to be looked at in order to find a solution.

The question was raised regarding minor procedures /minor opps, and whether the surgery will be starting this up again. This is something that the Surgery is looking into for the New Year.

7. Next Meeting Dates

• 10th March 2025: 6:30pm to 8pm
• 9th June 2025: 6:30pm to 8pm
• 8th September 2025: 6:30pm to 8pm
• 8th December 2025: 6:30pm to 8pm