Patient Participation Group Constitution

Name

The name of the group shall be “Banbury Cross Health Centre Patient Participation Group” (the PPG).

Purpose

The purpose of the PPG is to promote and sustain co-operation between the practice and patients to the benefit of both.

Aims and Objectives

The aims and objectives of the PPG are listed below:

• To support and build a two-way relationship between patients and the practice.
• To assist with the developments and the continual improvement of the practice.
• To seek out and listen to the views of all patients and carers, whilst being mindful of their protected characteristics (in accordance with the 2010 Equality Act) whilst attempting to always maintain an inclusive perspective. Any relevant views should be passed onto the practice as appropriate.
• To raise issues for consideration which are evidence based and which demonstrate that they are a matter of wider concern rather than issues which are driven by a member’s own concerns.
• To help promote the health provision and education of the patients of the practice and help assess the community of patients’ needs.
• To discuss specific practical issues such appointment system, public space, suitability of the information on website and ideas for the improvement of the surgery and services.
• Whilst these are the initial aims and objectives of the PPG, they are open to change and discussion by the PPG and the practice to ensure continual development and improvement.

Management of the Group

Membership

• The PPG will consist of a maximum of 20 individuals. The PPG membership list will be maintained by the practice in order to comply with the practice GDPR policy.
• Membership of the PPG shall be open to all registered patients of Banbury Cross Health Centre, regardless of age, gender, ethnicity, disability, sexual orientation, religion or belief.
  • Practice staff (e.g., the Practice Manager, GPs, and/or nominated staff) will attend meetings as non-voting members for liaison and support purposes.
• The Practice will provide secretarial support as required, where possible to the meetings.
• All members of the PPG are expected to listen to and respect the views and opinions of other members and should not voice political views or be discriminatory in any way. Any member not complying with this statement will be asked to leave the PPG.
• Membership of the group does not confer any prior claims on the practice or any right to preferential treatment.
• Membership of the group shall be terminated in the event of a member ceasing to be a patient of the practice.
• Non-active members will be contacted by the Chair if they haven’t attended a meeting on four consecutive occasions, unless they have been in contact with the practice or Chair before the unattended meetings.
• All members are bound by the terms of this constitution and must sign the Confidentiality Statement on joining the PPG. Any member not adhering to the constitution or confidentiality rules may be asked to resign from the group, following a majority vote of present members.

Election of PPG Members

• When a vacancy arises, patients can be approached by the practice or Chair and anyone wishing to join the PPG will be asked to provide a personal statement indicating why they wish to join the PPG, what their expectations are and what they can provide to the PPG. This will be discussed by the practice and the Members of the Membership Sub-group. The vacancy will also be advertised on the practice website.
• The PPG reserves the right to refuse an application if seen as detrimental to the aims, activities or values of the group.
• When membership reaches the maximum number a virtual Patient Participation Group Online (PPGO) shall be set up and shall be open and free to all patients of the practice and not limited to any number. This group may be contacted to add a wider perspective on specific issues.
• The PPGO membership list will be maintained by the practice in order to comply with the practice’s GDPR policy.

Structure and Governance

• The PPG will appoint a Chair, Vice Chair, Secretary as required.
  • The term of office for committee members will be 5 years with an option for members to continue to ensure continuity.
• The PPG may co-opt members of PPG online for specific tasks as the need arises. Those co-opted will not have voting rights.
• There must be at least one representative of the practice at each meeting.
• The PPG will meet monthly unless there are extenuating circumstances and four members will constitute a quorum.
• Decisions will be taken by a simple majority vote in which the Chair shall be entitled to vote. In the event of a tie the Chair shall have the casting vote.

Code of conduct

• The PPG is not for the airing of an individual member’s specific problems. These must be addressed with the appropriate Manager at the surgery.
• PPG patient members must not give clinical or health advice but should signpost patients to the practice if they are approached for advice.
• Patient details should never be disclosed.
• Confidentiality of individual patients and staff must be respected at all times; personal issues or complaints will not be discussed in PPG meetings.

Finance

The PPG does not raise or hold funds. Reasonable and prior approved out of pocket expenses on behalf of the PPG shall be claimed from the practice.

Annual Report

The PPG or officers of the PPG will provide a brief annual report of the activities of the PPG during the previous year and outlining the planned areas of discussion and activity for the forthcoming year so that the PPG is demonstrating openness and transparency. This will be held by the practice.

Notice and Application of the Constitution

This constitution will be available on the practice website or in hard copy if requested from the practice.

Alteration to the Constitution

This constitution will be reviewed by the PPG annually. Next review date December 2026.

Version 4.0
Revised and updated by PPG on 20th November 2025