Sept. 18, 2025

Agenda


The Vine Medical Centre

 

Agenda for Patient Participation Group Meeting

                   Thursday 18  September 2025 at 1pm via TEAMS Link

 

1.                  Welcome, introductions and apologies

2              Minutes of the last meeting

3              Actions from the last meeting.

4              Triage and referrals: the Hub

5              Flu (and Covid) Vaccinations

6              NHS Hospitals Update

7              Open Day at The Surgery.

8              Questions to The Practice on-line

9              News from the Practice

10       Any other business

11       Date of next meeting.

 

 

 

 

 

 

Minutes

 

Meeting notes: PPG Vine Medical Centre meeting 19.09.25

  • Hospital Referral Support Service Challenges: John Coope, Staff at Vine Medical Centre , Michael, and other committee members discussed the referral support service (RSS), its impact on GP workload, patient experience, and the frequent rejection or redirection of hospital referrals, highlighting ongoing frustrations and the limited ability of the Patient Participation Group (PPG) to influence the process. Michael recommended contacting LMC to record and highlight the increasing number of frustrating redirection and rejections.

 

    • Referral Support Service Process: Vine Medical Centre explained that all hospital referrals must go through the referral support service, where a panel of doctors triages requests and determines the most suitable hospital for each patient. The service frequently returns referrals, requiring GPs to pursue alternative pathways or additional tests before a referral is accepted.
    • Criteria and Rejection Reasons: Vine Medical Centre and Michael described how referrals are often rejected for not meeting specific criteria, such as requiring a course of physiotherapy before orthopedic referrals or completing questionnaires for sleep clinic referrals. These criteria are set by external bodies and can change frequently, leading to confusion and increased workload for GPs.
    • Impact on GP Workload and Patient Care: Michael emphasized that the RSS process increases the workload for GPs, as rejected referrals require further review and communication with patients. GPs are often unable to have direct dialogue with referral panel doctors, making the process more frustrating and less efficient.
    • Patient Communication and Responsibility: Vine Medical Centre and Carla discussed the importance of patients completing required forms and being proactive in following up on their referrals. The group noted that patients are kept informed of referral rejections and next steps, but delays and lack of patient engagement can further hinder the process.
    • Role of Local Medical Committees (LMC): Michael explained the function of LMCs in monitoring and challenging hospital practices, encouraging feedback to the LMC to address issues with referral management. However, both Michael and Vine agreed that the PPG has limited influence over the RSS process, and direct action is not feasible.

 

 

  • Flu and COVID Vaccination Planning: John Coope, Vine Medical Centre, Carla, Daniel, Judy, and other members coordinated volunteer schedules for upcoming flu and COVID vaccination clinics, clarified eligibility criteria, and discussed logistics for staffing and patient management during the vaccination sessions.

 

    • Volunteer Scheduling: John Coope outlined the need for volunteers for flu and COVID vaccination clinics, specifying dates and session times. Carla and Daniel volunteered for the afternoon session on October 4th, while John FitzPatrick and Judy discussed their availability for other sessions. The group agreed on the required number of volunteers per session.
    • Clinic Logistics: Vine explained that two rooms would be used for flu and two for COVID vaccinations, necessitating careful marshalling and coordination. The sessions on the 2nd and 6th would be flu-only, reducing complexity compared to combined clinics.
    • Eligibility Criteria: Carla inquired about general eligibility for the COVID jab due to persons being immunocompromised. Vine Medical Centre clarified that eligibility depends on specific conditions and previous vaccination history, and Michael noted that the age threshold for COVID vaccination had changed to 75+, with exceptions for certain medical conditions.
    • Vaccine Administration Guidance: Judy asked about the recommended gap between flu and COVID vaccinations. Vine confirmed that both vaccines can be administered simultaneously, even in the same arm, and there is no required interval between them.
    •  
  • Open Day Outcomes and PPG Membership: John Coope, Vine Medical Centre, Carla, and other members reviewed the outcomes of the recent open day at the surgery, noting positive patient feedback, modest attendance, and the recruitment of several new Patient Participation Group (PPG) members.
    • Patient Feedback: John Coope reported that patients attending the open day were generally satisfied with the service, particularly appreciating the prompt responses to appointment requests. Only minor queries were raised, with no significant issues identified.
    • PPG Membership Recruitment: The open day resulted in the addition of 5 or 6 new PPG members, with some joining during the event and others expressing interest afterward. The committee now includes 8 ordinary members in addition to the core group, with one potential member pending confirmation.
    • Practice Online Queries: A patient raised a question about the time restrictions for submitting online queries to the practice. Vine Medical Centre explained that the online triage form has a daily cut-off due to capacity limits, but administrative queries can be submitted via email or telephone outside those hours.
    • Blood Test Appointment Delays: A query was addressed regarding a two-week wait for a blood test appointment. Daniel clarified that the delay was due to limited availability for blood tests, not for general appointments, and the issue was resolved during the open day.
    •  
  • Practice Updates and Staffing Changes: Vine Medical Centre provided updates on the practice's current focus on flu season preparations, introduced new staff member Martin, and announced the upcoming departure of long-serving staff member Sander, with committee members acknowledging the significance of this change.
    • Flu Season Preparations: Vine Medical Centre stated that the practice is concentrating on preparations for the flu season, which begins on October 1st, as it is both a public health requirement and a source of income for the practice.
    • New Staff Introduction: Martin, a new receptionist and administrator, was introduced as a recent addition to the team, with positive feedback from committee members regarding their efficiency and helpfulness.
    • Staff Departure Announcement: Vine Medical Centre announced that Sander, a staff member with 25 years of service, will be leaving the practice next month due to relocation, marking a significant change for the team.
    •  
  • Next Meeting Scheduling: John Coope and Vine Medical Centre discussed scheduling the next committee meeting for January, considering members' availability and agreeing to coordinate dates to accommodate everyone.
    • Meeting Date Coordination: The group agreed to hold the next meeting in January, with John Coope and Vine Medical Centre tasked to finalize the specific date based on committee members' availability and preferences.

Follow-up tasks:

  • Terms of Reference Delivery: Deliver a signed copy of the new terms of reference to Iona for office records. (John Coope)
  • Vice Chair and Secretary Recruitment: Continue seeking volunteers to fill the roles of vice chair and secretary for the committee. (John Coope)
  • Flu and COVID Vaccination Session Staffing: Recruit two additional volunteers for the morning session on October 4th to assist with flu and COVID vaccinations. (John Coope)
  • COVID Jab Eligibility Clarification: Clarify with Carla her eligibility for the COVID jab based on her immunocompromised status. (Vine Medical Centre, Carla)
  • Practice Online Query Access: Clarify and communicate to patients the process for submitting non-urgent administrative queries outside of online form operating hours, including use of practice email and phone. (Vine Medical Centre)
  • Open Day IT Support Initiative: Consider organizing a future open day or morning session to assist patients with hospital portal and health apps to improve digital engagement. (PPG Committee)
  • Committee Meeting Scheduling: Coordinate with Estelle and Iona to determine suitable dates for the next committee meeting in January. (John Coope, Vine Medical Centre)