Terms of Reference
The Title of the Group
The Group shall be called the Sutherland Lodge Patient Representative Group (SLPRG)
The Purpose of the Group
The SLPRG will aim to promote co-operation and strengthen communication between the practice, patients and the wider community for the benefit of all.
The Membership of the Group
Membership of the Group shall be free and open to all registered Patients of the Practice aged 16 and over.
The Group’s Charter
- The Group shall hold an annual general meeting (AGM).
- The Group shall normally meet six times a year.
- All members’ views are equally important and all views and opinions will be both heard and respected. However, the Group is neither a forum for individual complaints nor an individual’s medical issues and the Chair has discretion to advise on relevant issues.
- Under the Equalities Act 2010 and the nine protected characteristics therein, no form of discrimination will be tolerated within the Group.
- Reports/minutes of group meetings shall be posted on the surgery notice board and on the practice website. In the interests of confidentiality some items may be redacted at the Chair’s discretion.
- The Group shall review, evaluate and report on its effectiveness at least once per annum, normally at the AGM.
- The Practice shall endeavour to have a Service and a Clinical representative present at each Group meeting.
The Group’s Activities
- The Group will encourage health education activities within the practice and the community.
- The Group will assist in the maintenance of good relations and communication between the Practice, the local community and other relevant bodies on behalf of Patients.
- At its discretion, the Group will explore suggestions and ideas identified by members of the Group and Patients, and report any valid findings to the Practice.
- The Group will provide Patient feedback to the Practice on current procedures and any proposed new developments.
- The Group should be kept informed of Practice policies and may express opinions on those policies on behalf of members of the Group and Patients.
- The Group will endeavour to publish a quarterly newsletter which will be made widely available through as many channels as possible.
- The Group will assist Virgin to organise and facilitate a Patient Survey at least once a year. Furthermore, the Group will create their own report of the survey’s findings and report back to the Practice to all Patients of the Practice via the website and noticeboard.The Group may suggest changes to the Practice, which it feels will benefit Patients as a whole.
The Group’s Structure
- The Group will agree a Chair, a Deputy Chair, Secretary and any other officers deemed necessary. It may co-opt members as needed to any sub-groups it may set up.
- The Chair, Deputy Chair and Secretary will normally be appointed to a two year period, at which time they may stand for re-election along with any other candidates.
- Upon appointment, at its discretion, the Group may impose a six-month probationary period upon the Chair, Deputy Chair or Secretary. Where this is the case the Group will have the options to confirm or rescind the appointment at its first meeting following the expiry of probationary period.
- Any member of the Group will sign the Practice confidentiality agreement before, or when attending, their first meeting.
- Any qualifying patient of the surgery may join the Group as a ‘Virtual’ member. Any ‘Virtual’ SLSPRG members shall receive all the Group information by email and shall be able to express an opinion by email or letter to the Chair. However only those attending a Group meeting will be eligible to vote.
- The Practice Manager, along with any Clinical Representative, will be invited to attend as a member of the Group but they will not have voting rights.
- At meetings of the Group five members including an officer will constitute a quorum and, if necessary, the chair is to have a second or casting vote. All members with voting rights must be Patients of the Practice.
Annual General Meeting (AGM)
- An AGM shall be held in January or February of each year. Notice of the date and time of the AGM will be made widely available through the media, surgery, email and website at least four weeks before the meeting.
- At the AGM, the Group shall present a report of the Group’s activities during the preceding 12 months.
- Any proposed items for the agenda for the AGM shall be submitted to the Chair no later than two weeks before the notified date of the meeting.
Alteration to these Terms of Reference
The Group may review its Terms of Reference from time to time and take into account any suggested alterations proposed at the Group’s AGM. Notice shall be given of any proposed amendments by posting details on the surgery notice board, website and by email to the Group Members at least four weeks in advance of the meeting. Thereafter, amendments shall be agreed by a two thirds majority of those present at the Group meeting.