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Patient Participation Report






Guidance notes



This report must be published on the Practice website and a copy submitted to by no later than 31st March 2014.


(This report should be used as a standard report template. It is annotated throughout to ensure the required information is documented appropriately. These guidance notes will be in grey and should be removed from the version uploaded onto your website to make the report easier for patients to read)




1.  Maintaining the Patient Reference Group (PRG)

A summary of the process in place to annually review the practice profile to ensure the group is as representative as possible and, if not, the continuing recruitment process used to demonstrate every effort has been made to engage with any unrepresented groups.


2. Method and Process for Agreeing Priorities for a Local Practice Survey

     The method the Practice adopted to seek the views of the PRG in determining the priority areas for 

     the Practice to look at to include in a local annual practice survey.


3. Details and Results of the Local Practice Survey

     A description of the local practice survey, how it was carried out, as well as details of the survey 



4. Discussing Survey Results with the Patient Reference Group (PRG)

     Details of how the Practice consulted with the Patient Reference Group (PRG) on the survey findings


5. Agreeing an Action Plan with the Patient Reference Group (PRG)

    Details of the agreed action plan setting out the proposals arising out of the local practice survey    

    results and how they can be implemented. Details of any issues that arose in the survey that cannot be

    addressed in the action plan and the reasons why.


6. Publishing the Local Patient Participation Report on the practice website by the 31.03.14

Details of where this Report has been published and also details of the Practices opening hours and how patients can access services.


7.  Practice Declaration

     Confirmation that the Local Patient Participation Report is a true and accurate representation of the

      work undertaken to fulfil the requirements of the Patient Participation DES 2013/14  












1.        Our Patient Participation Group



1.1    If this is the first year of your PRG, has a constituted structure been developed to reflect the practice population and to obtain feedback? How were representatives sought and what work was carried out to engage with any underrepresented groups?







1.2  If this is not your PRG’s first year, is the PRG still representative of the practice population? If there are underrepresented groups, how does the practice try to engage with them?


Information posters in waiting rooms and on practice website detailing how to join – but we are managing to recruit across the practice population.   Our forthcoming newsletter also has a section on the PRG.




Guidance Notes: Practices must strive to engage and encourage feedback from patients that extend beyond a mix of just age/sex and ethnic origin. These could include patients from marginalised or vulnerable groups such as elderly patients, patients with a learning disability or other disability and those with various social factors such as working patterns, employment status and carers etc.



Component 2. Method and Process for Agreeing Priorities for the Local Practice Survey


Guidance notes: Agree areas of priority with the Patient Reference Group (PRG)


Component 2

As part of component 2 of the DES Practices are required to agree which issues are a priority and include these in a local Practice Survey.


The PRG and the Practice will shape the areas covered by the local practice survey. The areas covered in the local practice survey will, therefore, need to be agreed jointly based on key inputs and including the identification of:


·        Patients priorities and issues

·        Practice priorities and issues including themes from complaints

·        Planned Practice changes

·        Care Quality Commission (CQC) related issues

·        National GP and/or Local Patient Survey issues


2.1  How were the views of the PRG sought to identify the priority areas for the survey questions i.e a meeting, via email, website etc?


               PPG were emailed a draft copy of the survey prior to the start date


2.2 How have the priorities identified been included in the survey? 

Agreement was reached as to the questionnaires content – assuring that relevant areas were covered.


Step 3. Details and Results of the Local Practice Survey


Guidance Notes: Collate patient views through the use of a survey


Component 3

As part of component 3 of the DES Practices are required to collate patients views through a local practice survey and inform the Patient Reference Group (PRG) of the findings.


The Practice must undertake a local Practice survey at least once per year. The number of questions asked in the local practice survey will be a matter for the Practice and the PRG to agree. Questions should be based on the priorities identified by the PRG and the Practice.


3.1  Was a survey carried out between 01.04.13 and 31.03.14?


The survey was conducted between October – December 2013


3.2  What method(s) were used to enable patients to take part in the survey (i.e survey monkey, paper survey, email, website link) and why?


The survey was printed and handed out to patients attending during the chosen time period.  A link was also emailed to the PPG for their completion and made available on the practice website for other patients between October – December 2013.




3.3  Was the survey credible (was the response rate sufficient to provide ‘the reasonable person’ with confidence that the reported outcomes are valid)?


150 patients completed the survey in the given time enabling a report to be collated from their response.



3.4  Please provide a copy of the survey and the analysis of the results of the survey.

Survey:               Analysis Report:  



Component 4. Discussing Survey Results with the  Patient Reference Group (PRG)

Guidance notes: Provide the Patient Reference Group (PRG) with the opportunity to discuss survey findings and reach agreement with the PRG of changes to services.


Component 4

As part of component 4 of the DES Practices are required to provide the Patient Reference Group (PRG) with the opportunity to comment and discuss findings of the local practice survey and reach agreement with the PRG of changes in provision and manner of delivery of services. Where the PRG does not agree significant changes, agree these with the PRG.


4.1 How were the survey results discussed with the PRG and any proposed outcomes agreed?


The PRG were sent an email each with the analysis data and a draft action plan attached, feedback of their views and suggestions were invited for further discussion.



Component 5. Agreeing an Action Plan with the Patient Reference Group (PRG)


Guidance Notes: Agree an action plan with the Patient Reference Group (PRG) and seek PRG/AT agreement to implement changes.


Component 5

As part of component 5 of the DES the practice is required to agree with the PRG an action plan setting out the priorities and proposals arising out of the local patient survey. They are also required to seek agreement from the PRG to implement any changes and where necessary inform the PCT.


5.1  What action plan was agreed and how does this relate to the survey results?


Agreed action plan attached:




5.2  How was the PRG consulted to agree the action plan and any changes?


As in 5.1 above.   No amendments or changes were received from the PPG following their reading of the draft plan and the final plan was therefore agreed.



5.3  If there are any elements that were raised through the Survey that have not been agreed as part of the action plan what was the reason for this?



5.4  Are any contractual changes being considered? If so please give details and confirmation that these have been discussed with the AT.



Step 6. Publishing the Local Patient Participation Report

Guidance Notes: Publicise actions taken and subsequent achievement


Component 6

As part of component 6 of the DES the practices is required to publicise this Local Patient Participation Report on the Practice website and update the report on subsequent achievement by no later than 31/03/2014. A copy must also be sent to the AT by then.


6.1 Are there any further actions that have occurred from the: 


2011/12 Action Plan

(Practice did not take part in year 1)

2012/13 Action Plan

 Instigation of telephone slots, advance booking extended to 4 weeks, further online slots added and additionally to last year some slots now being released at 6pm on the day before to aid patients wishing to be seen early next morning. Removal of radio from Mill Road waiting room.






In addition the Practice is required to provide details of Practice opening hours and how Patients can access services through core hours


6.3  What are the practices opening hours and how can patients access services during core hours (8am-6.30pm)


Mill Road Surgery (Mon-Fri):  Telephone lines open 08.00-12.30 & 14.00-18.00 (between 12.30-14.00 accesses to duty GP via mobile diverted call system).  Doors open 08.30-12.30 & 13.30-18.00


Cherry Hinton Surgery (Mon,Tue,Wed,Fri) Telephone lines open 08.30-12.30 &  14.00-17.00 (Thur) 08.30-13.00.  Doors open 08.30-12.30 &   13.30-17.00 exception of Thursday 08.30-13.00 (closed PM). Additional cover during access hours is provided by Mill Road Surgery.

Both surgeries when closed have a recorded message giving OOH emergency service details and contact number.


Where a Practice is commissioned to provide Extended Hours the Practice is required to confirm the times at which patients can see individual health care professionals


6.4  Do you provide extended hours? If so, what are the timings and details of access to Health care Professionals during this period.


The practice has provided 2.45 extended hours per week.   Mill Road: Monday and Thursday 07.30-08.00 nursing clinic.  Cherry Hinton: Saturday Morning’s 09.00-11.00 GP surgery

Extended service advertised on both practice website and NHS Choices website and practice leaflet

7.  Practice Declaration – this is only required as part of the report submitted to the AT

The Practice confirms that the above report is a true and accurate reflection of the work undertaken as part of the Participation DES 2013/14 .


Signed and submitted to the PCT and published on the Practice website on behalf of the Practice by:


Name:Jenny Clover………

Surgery code:  D81017…………Date: 17/03/2014

Website: …





Date Report Received by the AT: _________________________________      Receipt Acknowledged by: ______________________________________


Report published and evidenced on Practice website by required deadline:   ______________________________________________________________


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