Patient Participation Group (PPG)

Welcome & Appointment of PPG Secretary

• Volunteers were invited to take on the PPG Secretary role.
• Dr Julia Howard-Griffin agreed to take on the role of secretary

Action Points:

• Draft minutes are to be reviewed and approved before distribution.
• Practice to circulate minutes via email once approved.

NHS Updates

COVID Spring Booster Campaign

• The Practice has signed up for the Spring booster campaign 2026 and will be administering Covid-19 vaccinations again this Spring
• 600 doses have been allocated to the Practice (based on national allocation and previous uptake).
• Delivery of the vaccines is expected 22 April.
• Vaccinations are to begin week commencing 27 April.
• These will be appointment-only clinics (no walk-ins).
• Eligible groups include over 18s in priority cohorts (including immunosuppressed, care homes and eligible housebound).
• Additional doses may be requested depending on availability.
• Invitations will be staggered to manage phone capacity.
• Some patients may choose to obtain pharmacy vaccination.

Discussion:

• Financial viability discussed; income is dependent on uptake.
• Parking pressures due to the current building works were noted.
• Uptake last year reportedly was good but lower than flu.

Action Points:

• Practice to monitor uptake and request additional doses if required.
• Practice to confirm and share previous uptake percentage at the next PPG meeting.
• Continue staggered invitations to manage phone demand.
• Communicate clearly that clinics are appointment-only.

NHS App Update

As part of the drive to improve, and increase usage, of the NHS App as set out in the 10 Year Health Plan for England NHS Digital are making the NHS App simpler and easier to use so people can find health information and services quickly building an NHS fit for the future.

• NHS App update due late March to simplify use.
• No detailed information available yet.
• The Practice does not receive usage metrics.

Action Points:

• Practice to monitor any operational impact following rollout.
• Revisit at future meeting if patient feedback indicates any issues.

Weight Loss Programme

• National rollout under discussion locally.
• Local eligibility: BMI >40 plus comorbidities.
• The referral process is currently complex (~30 minutes GP time).
• The LMC are involved regarding the concerns raised about workload.
• The patients are identified via BMI records, and the patients will be informed. The practice will update the patients when the pathway is confirmed.
• Social Prescribers expected to assist with referral admin when live.

Discussion:

• The media portrayal appears to differ from local eligibility criteria.
• Significant workload implications have been highlighted and potential safety concerns.
• Complaints nationally have increased since introduction of the e-consult model.

Action Points:

• Practice to await clarification from ICB/LMC before proceeding.
• Update the PPG when the referral pathway has been confirmed.
• Social Prescribers may provide support with referral administration when the service goes live.

Building Works Update

• Completion of the building works is now expected early May (approx. 5-week delay).
• The delay is due to roof issues and ceiling mould discovered during works.
• The downstairs lift may be unavailable for two days (dates TBC).
• New space will include:
  • 3–4 consulting rooms
  • Dedicated phlebotomy room
  • Staff kitchen
  • Large meeting/education room

Related Items

• The disabled access signage is to be reviewed post-build.
• The hearing loop installation is in progress.
• The waiting room chair risers have been purchased and are awaiting fitting.
  • Feedback received - chairs may not be high enough for some patients.

Action Points:

• Practice to confirm lift downtime dates and communicate to patients.
• Complete signage and hearing loop installation after building completion.
• Chair risers to be fitted as soon as possible.
• Confirm final completion date once known.

Sustainability – Solar Panels

• Installed system: 51,450W solar panels with 18.5kWh battery.
• Estimated 21,900 kWh annual production.
• Approx. 76% reduction in energy costs.
• Estimated ROI within 18 months.

Discussion:

• Suggestion to celebrate sustainability investment publicly (e.g. noticeboard display).

Action Points:

• Practice to consider displaying sustainability information for patients in waiting area.
• Explore communication to ICB/PCN regarding sustainability success.

Parking and Transport During Building Works

• Taxi firms have been contacted – no agreement reached.
• Ipswich School car park unavailable.
• Disruption expected until early May.

Action Points:

• Continue monitoring parking impact.
• Reassess options if disruption extends beyond early May.

Staffing Update

New Staff

• Gemma has been appointed as full-time Social Prescriber/Care Coordinator.
  • Social care and signposting
  • Supporting pathways and triage process
• Positive patient feedback was shared by a member of the PPG regarding the value of social prescribing.

Recruitment

• Actively Recruiting:
  • Salaried GP (following Dr Wragg’s departure).
  • Additional paramedic or physician associate.
  • Nursing staff.
• Dr Doig has rejoined the practice.
• Locums are currently supporting cover.
• Nicola (Physician Associate) due to go on maternity leave later in year.

Action Points:

• Continue recruitment process.
• Provide a recruitment update at the next meeting.
• Monitor triage workload impact

Practice Data Review

• Comparative PCN data reviewed (Ivry Street & Barrack Lane).
• Strong performance in urgent appointments within 48 hours.
• Average phone wait time ~12 minutes in mornings (area for improvement).
• High daily e-consult volumes (up to 150 in one clinician session).
• Increased complaints noted since e-consult changes.
• A full data presentation is to be delivered at the next meeting by Emily.

Discussion:

• The need to present data in accessible language.
• Importance of balancing data insights with staff capacity.
• Recognition of workload pressures and safety considerations.

Action Points:

• Allocate dedicated agenda time for data presentation at next meeting.
• Present data in simplified, accessible format.
• Include explanation of current data set and possible future KPIs.
• Continue monitoring e-consult workload and impact.

Website Review

• AI crawl identified broken links (404 errors).
• 71 simulated patient journeys conducted to assess usability.
• Issues identified:
  • Phone number too small in footer.
  • Confusion around booking routine appointments.
  • Navigation improvements required.
• Website provider responded regarding 404 pages; further discussion required.
• Suggestion that app differences may need clearer explanation.

Action Points:

• Follow up with website provider regarding crawl findings.
• Share full usability summary at next meeting.
• Invite James Pawsey to future meeting to discuss the technical aspects.
• PPG members to test website and provide feedback before next meeting.
• ·Consider improving visibility of phone number and booking instructions.

Patient Feedback & Complaints

• Formal NHS complaints process in place.
• Friends & Family Test is monitored and a summary of the data is reported monthly.
• Importance of sharing compliments highlighted.
• Positive feedback given for reception team and clinical care.

Action Points:

• Consider sharing Friends & Family summary data with PPG periodically.
• Encourage patients to provide both constructive feedback and compliments.

Primary Care Network (PCN) Clarification

• Ivry Street and Barrack Lane part of same PCN (~30,000 patients combined).
• Shared roles funded via PCN (e.g., pharmacy team, social prescribers).
• Practices remain operationally independent.

Action Points:

• None at this time.

Any other business

• Request to simplify technical language in future meetings and data presentations.
• Encourage constructive feedback with suggested solutions.
• Members encouraged to test website usability.
• Reminder that diversity of experience within PPG is valued.

Action Points:

• To use clear, non-technical language in future meetings and presentations.
• PPG members to review website before next meeting.

Date of Next Meeting

• Wednesday 3rd June at 6:00pm