About the Patient Participation Group

Are you interested in finding out how your GP practice works and about the health services it delivers?  

Why not join our Patient Participation Group?

Weymouth Bay Medical Practice have an active Patient Participation Group, combined of patients from Royal Crescent Surgery, Preston Road Surgery and Dorchester Road Surgery. We are always seeking new members to have a say in what we do. If you would like to join our PPG group, please contact the surgery or complete a sign up form below.

The Patient Participation Group play a part in shaping roles and services within the surgery. We are always seeking new members to have a say in what we do.

If you would like to join our PPG group:

A group meeting

The PPG has the following aim as decided by its members:

"To work closely with the surgery team, representing the views of patients, to develop the workings of the surgery and improve the health of the community".

  • Promote the proactive engagement of patients.
  • Seek views from patients as appropriate.
  • Involve patients in decisions about the range and quality of services provided.
  • Involve patients in decisions that lead to changes to the services the practice provides.
  • Assist in gathering views from the wider patient population with local practice surveys.

Ground Rules

Ground rules are important to ensure people can participate fully and fairly at meetings. Members should: 

  • Be encouraged and supported to share their experiences/ views of services. 
  • Respect the views of others.
  • Allow others time to speak. 
  • Respect confidentiality: issues, comments, views should not be discussed outside the meeting, unless members agree that they can be shared or minuted. 
  • Not use the meeting to air patient confidential complaints or grievances.
  • Mute microphone at online meetings and use the ‘raise hand’ option to indicate they wish to speak. Be considerate of members who are not as IT literate as others.

This group helps us identify areas where we can improve or change, help us set goals and produce positive results. We would like to be able to find out the opinions of as many patients as possible, whether from meetings or an electronic forum.

We will keep you updated on surgery news and forward surgery newsletters.  We will meet 3 to 4 times a year.  We believe that by working together, this will help ensure the delivery of a modern, high quality general practice.

The information you supply us will be used lawfully, in accordance with the Data Protection Act 1998. The Data Protection Act 1998 gives you the right to know what information is held about you and sets out rules to make sure that this information is handled properly.

Latest PPG Meeting Minutes

Tuesday 19th May 2026

Attendees

Present:

  • Tracey Scorer (PPG Co-ordinator)
  • Leanne Birch (Operations Manager)
  • Vicky Boursnell-Brooks (Patient Services Manager)
  • 22 PPG Members (9 present F2F and 13 online via Teams)
  • Chair: John Hewitt
  • GP: Dr Jacob Stone – GP Partner
  • Guest Speaker: Rachel Newman, Dementia and Carer Support Lead for Dorset Age UK

Staff Updates

There will be Management Structure Changes (from 1 June)

Victoria Boursnell-Brooks introduced herself as the new Patient Services Manager. Victoria will oversee day-to-day operational management, including reception teams.

Leanne Birch will change to a Patient Relationship Manager role. Leanne will focus on the patient journey and experience and will also be responsible for estate management across all sites, ensuring consistency and quality from a patient perspective.

Urine Specimen Policy Changes (Dr Jacob Stone)

  • Background & Issues Identified: Traditionally, patients bring urine samples directly to reception without prior consultation. An audit (2024) found 30% of samples were unrequested by clinicians.
  • Current process: Sample dropped at desk → dipstick test → GP prescribed antibiotics.

Clinical Concerns

Dipstick tests (especially in over 65s) are unreliable.

Diagnosis should be based on symptoms, not test alone (NICE guidance).

Risk of:

  • Incorrect diagnosis
  • Missing serious conditions
  • Inappropriate antibiotic use

Key Case Example

Elderly patient treated for UTI based on dipstick

Did not improve; later admitted to hospital with a different condition

Highlighted safety risk of current approach

New Protocol (Proposed)

Patients must undergo clinician triage first before submitting urine samples.

Samples should only be provided when requested by GP/nurse/clinician.

Exceptions: Patients with recurrent UTIs (flagged on record)

Clinical Approach Changes with greater reliance on:

  • Patient symptoms
  • Laboratory testing (gold standard)
  • Antibiotics may still be prescribed before lab result if clinically indicated.

Alternative Routes for Patients

Pharmacy First:

  • Under 65s with uncomplicated UTIs can obtain treatment from pharmacists.
  • Urgent Care / 111 / same-day GP triage for acute symptoms.

PPG Concerns & Feedback (UTI Policy)

There were concerns about delays in appointments and accessibility for elderly patients.

Reassurance - Acute symptoms will be triaged for same-day appointments

Alternative pathways are available (111, urgent care, pharmacies)

Communication Strategy for New Policy

Suggestions discussed included patient communication via:

  • Text messages and emails
  • Practice website and Facebook
  • Reception signage
  • Create short explanatory video for clarity.
  • Provide paper leaflets, especially for older patients without digital access.
  • Pharmacy-based posters
  • Telephone messages

Presentation: Dementia Awareness (Age UK – Rachel Newman)

Overview – Dementia is an umbrella term for a range of progressive neurological disorders that affect memory, thinking, and behaviour which includes Alzheimer’s, Vascular Dementia, Lewy Body, Frontotemporal dementia and Mixed dementia.

Common Symptoms

  • Memory loss (especially recent events)
  • Communication difficulties
  • Confusion with time/place
  • Behaviour and personality changes
  • Difficulty with daily tasks

Stages

  • Early: mild, often unnoticed
  • Moderate: increased support needed
  • Late: high dependency, physical impact

Diagnosis & Services

First contact: GP → memory test → referral

Full diagnosis may take some months, including scans.

Services include:
  • Cognitive stimulation therapy (14-week course)
  • Brain training groups (ongoing sessions)

Prevention & Risk Reduction

  • Mental stimulation
  • Physical activity
  • Healthy diet
  • Social engagement
  • Managing long-term conditions

PPG Discussion Points

Limited hereditary link (stronger in early-onset cases)

mportance of early diagnosis

Driving

  • Must inform DVLA Diagnosis does not automatically stop driving
  • Power of attorney – does not become activate immediately upon diagnosis.

Practice Update: New Telephone System

Overview

  • New provider: Focus Group
  • Transition planned (target: mid-June / early July)

Key Features

  • Web-based (no physical handsets)
  • Call-back option (retain queue position)
  • Caller identification linked to patient records
  • Live dashboards for staff
  • Call recording and monitoring tools

Benefits

  • Improved efficiency
  • Better call handling
  • Enhanced patient experience

Risks / Considerations

  • Transition downtime (possible 1 hour)
  • Communication to patients is essential before go-live
  • Concerns Raised
  • Caller ID confusion
  • Spam flagging risks on mobile devices
  • Manager monitoring of calls – need clear usage guidelines

Difficulty Engaging Younger Patients

  • This is a persistent challenge across all surgeries.
  • Younger patients often do not engage unless they have an immediate need.
  • Suggestions included exploring Instagram, TikTok (with caution), Whats App or schools/family-based approaches.

Additional Updates / Actions from previous meeting

SMS appointment messages updated to clearly state location first.

Ongoing issues raised:

  • Access to third-party clinical notes
  • Transport/logistical difficulties for some patients

Actions Agreed

  • Develop communication materials for new urine specimen policy
  • Explore multiple communication channels (digital + paper)
  • Plan formal implementation date
  • Continue telephone system rollout planning

Follow up on:

  • COPD/respiratory query
  • Access to patient record visibility issues

Next Meeting

Proposed: Tuesday 29 September

John thanked all members for attending and brought the meeting to a close.