Constitution

Name

The name of the group will be Marisco Patient Group.

 

Aims and Objectives

The Patient Participation Group (PPG) will be non-party on politics and non-sectarian in religion. It will have the power to affiliate to the National Association of Patient Participation Groups. The Group shall, at all times, respect diversity and will be committed to the principles contained within the Equality and Diversity Act.

 

The aims and objectives of the PPG will be to act as a liaison group between the patients and Marisco Medical Practice with a view to:

 

  1. Consult and plan with patients wherever possible on the facilities and the provision of services.

  2. Bring a sense of ownership and partnership between the practice and its patients.

  3. Give practice staff and patients the opportunity to discuss topics of mutual interest.

  4. Allow patients to make constructive suggestions about the practice and to provide any other initiatives and ideas that may be of benefit to the practice.

  5. Encourage self-help projects to meet the needs of patients.

  6. Promote good health and higher levels of health literacy by encouraging and supporting activities within the practice and promoting preventative medicine.

  7. Enable Marisco Medical Practice to maintain the quality of services already available at the Practice and to enable the Group to support the Practice when needed.

  8. To publicise and promote the work of the Group within the Practice for the benefit of both patients and staff.

  9. To work with other groups to exchange information, advice and knowledge, including co-operation with other voluntary bodies.

  10. To serve as a conduit/link to disseminate information to the wider patient group regarding activities and developments at the Practice, thereby patient understanding.

  11. To give feedback to the Practice on consultations.

  12. To liaise with other PPGs in the area.

Patient Participation Group

  1. Membership of the PPG will be open to all patients of Marisco Medical Practice, without distinction of gender, race, colour or political, religious or other opinions or characteristics, who have expressed an interest in assisting the PPG to achieve its aims and objectives and who are willing to adhere to the rules of the PPG

  2. Any patient may nominate themselves for membership by using one of the Practice PPG membership forms, indicating the level of involvement they require.

  3. Upon joining the PPG, all members will be provided with a full copy of the PPG Constitution.

  4. All patients registered as a full PPG member have voting rights at the Annual General Meeting or Emergency General Meeting.

  5. Removal of a patient from the practice list, for whatever reason, will disqualify continuing membership of the group.

  6. Associate Membership may be offered by the committee to a person or organisation where they are unable to be a full member and their involvement with the patient group is seen as advantageous to patients. Associate Members will not have voting right and cannot serve on committee.

Executive Committee

  1. At the Annual General Meeting, the registered members shall elect from amongst themselves a Chairperson, a Vice-chairperson and a Secretary, together with no more than eight other members, to form the Executive Committee. This Executive Committee will manage the PPG and meet at least twice per year.

  2. Any member of the PPG may nominate themselves for election to the Executive Committee by submitting an Application Form. Completed application forms to be sent to the practice four weeks in advance of the Annual General Meeting. These will be collected by the Secretary.

  3. At any one time there must be at least two Executive Committee Members from the localities of Mablethorpe and Sutton on Sea.

  4. The Executive Committee shall have the power to co-opt members for specific purposes at any given time between Annual General Meetings.

  5. The maximum term of office for any Officer shall be no longer than 1 years, subject to yearly re-election at the Annual General Meeting.

  6. Members of the Executive Committee have the right to resign their post at any time in writing to the Secretary.

  7. The Practice Manager will normally be invited to the meetings and will decide who will attend on behalf of Marisco Medical Practice (This is a non-voting role). It is expected that each GP would attend at least once a year. If a member of Marico Medical Practice is required to attend, the meeting may have to be held in the evening.

  8. All members of the Executive Committee must declare any relevant personal interest. The Committee shall have the right to determine whether that member shall withdraw or be allowed to speak but not vote, or be allowed to speak and vote.

  9. Executive Committee members will have their names available to the wider patient population by way of notices/leaflets in the Practice Waiting Areas and by publication on the Practice website. By being a member of the PPG. Marisco Medical Practice assumes that the consent to publish members names given in minutes and other correspondence relevant to the PPG, has been given.

  10. Meetings will normally be held in the Training Room at Marisco Medical Practice. Refreshments such as tea, coffee and water will be made available by the practice.

  11. Members of the Executive Committee may, in the course of their duties, be privy to certain confidential and sensitive information relating to the Practice, and as such, will be required to sign a confidentiality statement.

     

Expectations of Members

  1. Membership of the PPG can be a substantial commitment. In order for the PPG to work, it matters that the work is shared and that all members are aware of what is expected from them.

  2. All members are expected to:

  3. Respect and accept other members contributions even if they conflict with their own.

  4. Be patient and remember that all members of the group are equal.

  5. Ensure that all members are supported in making a contribution to discussions.

  6. Listen to all opinions and encourage an informed and challenging discussion, in a constructive and objective manner openly and safely.

  7. Ensure that all members have an equal voice and that all discussions are welcomed, recognised and valued.

  8. Must not under any circumstances, claim to represent Marisco Medical Practice to the public or media.

  9. Must declare any interest which may conflict with their role in the PPG. If any member is unclear about conflicting interest, they should declare this and seek further guidance from the PPG Chair.

 

Meetings

  1. The PPG will hold open meetings every 6 to 8 weeks, and the proposed dates of these meetings will be set at the Annual General Meeting. (Subject to change).

  2. The Annual General Meeting will be held in October of each year.

  3. Notice of the Annual General Meeting shall be deemed to have been given by a notice posted in the Patients Waiting Area of all sites of Marisco Medical Practice and on the practice website at least 14 days previously.

  4. The Annual General Meeting shall be for the purpose of:

  1. Receiving the annual report from the Committee.

  2. Receiving reports from any working group.

  3. The appointment of Committee Members and officers following an election.

  4. The constitution will be reviewed on an annual basis in line with review date.

 

Extraordinary General Meetings may also be called by the Chairperson or by four members of the Executive Committee requesting it in writing, stating the reasons, to the Chairperson or Secretary. The date of the meeting will be advertised for at least 14 days in advance in the Patients Waiting Areas of all sites of Marisco Medical Practice and on the practice website, and must be held within 21 days of a written request. The meeting shall be for the purpose of considering any matter referred to it by Executive Committee.

 

There is no Quorum for members meetings. The Quorum for Committee Meetings shall be 6 committee members. The quorum for the Annual General Meeting and any Extraordinary General Meeting shall be the three officers and any three other members. Members who are unable to attend any meeting should inform the Chairperson or the Secretary, and the Chairperson, and the Chairperson will decide if insufficient members are available and whether the meeting shall proceed. If a meeting cannot proceed then it should be rescheduled to a date between 7 and 14 days hence. If a quorum is not present for the rescheduled meeting then a further meeting for 7 to 14 days hence is to be called and the quorum for that meeting will be 3 committee members.

 

Procedures

  1. The Chairperson shall act as Chair of the meetings of the Executive Committee and the Annual General Meeting. If the Chairperson is absent from any meetings, then the Vice-Chairperson will deputise. In the absence of both, then the members of the Executive Committee present shall choose one of their number to be Chair of the meeting before any other business is transacted.

  2. All members of the Executive Committee and the Practice Manager shall receive an Agenda at least 7 days before the next meeting.

  3. All members of the PPG will be able to submit items for the Agenda at least 10 days before the next meeting to the Chairperson or Secretary.

  4. Minutes of each meeting will be prepared by the Secretary and made available to members within 14-21 days of each meeting, either by e-mail, on notices in patient waiting areas at all sites and on Practice website, and available in paper form from any branch of the surgery.

 

Finance

  1. No member of the PPG, whether of the Group as a whole or serving on the Executive Committee, shall be entitled to any remuneration.

  2. Out of pocket expenses relating to the purpose of the PPG (with prior approval of the Practice Manager) may be claimed by submitting a claim to the Practice Manager with appropriate receipts and invoices.

  3. The practice will pay the fees to the National Association of Patient Participation Groups.

  4. The Officers of the Group may open and operate a bank account in the name of Marisco Patient Group. Accounts to be produced annually to 31st August, audited by two or more ordinary members of the patient group and presented to AGM in October.

 

Dissolution

  1. The PPG exists by agreement of, but separate to, Marisco Medical Practice. It is intended to run autonomously within the Constitution. The circumstances under which the PPG can cease are:

    1. By withdrawal of the consent for the Group by Marisco Medical Practice.

    2. By the cessation of Marisco Medical Practice as a Practice.

  2. If either the PPG or Marisco Medical Practice decides at any time that on any grounds it is necessary to dissolve the Committee, it shall request an Extraordinary General Meeting. If such a decision is confirmed by a simple majority vote of those present, the Committee will be dissolved.

 

Equal Opportunities

  1. The PPG must recognise that certain groups and individuals are discriminated against in society. The PPG shall be opposed to such discrimination and committed to equality of opportunity in its business, in its relations with its members and others and in its Committees and working groups.

  2. The Group will ensure that in all its dealings no one shall be disadvantaged because of their age, sex, marital status, sexual orientations, domestic responsibilities, religion, ethnic origin, race, colour, illness or disability.

Ground Rules for Meetings

  1. For the PPG to be effective, it is important to have some ground rules as a point of reference for appropriate conduct within the meetings. The ground rules to be followed are:

    1. The meetings are not a forum for individual complaints and single issues.

    2. We will advocate open and honest communication and challenge between individuals.

    3. We will be flexible, listen, ask for help and support each other.

    4. We will demonstrate a commitment to delivering results as a Group in the interest of the patients and practice.

    5. Silence indicates agreement- speak up, but always be mindful of meeting protocols.

    6. All views will be valid and listened to.

    7. Members nor adhering to these rules can have their membership terminated by the PPG. There shall be a right of appeal to the next meeting of the Group, where the decision will be final. Any decision to be taken in consultation with the Practice Manager (or representative) of the Marisco Medical Practice.

    8. No phones or other disruptions.

    9. We will start and finish on time and stick to the agenda.

    10. We will strive to:

  • Make meetings accessible.

  • Ensure that decisions are made openly and only after receiving information and appropriate discussion.

  • Agree on dates for progress, and reports for long-term projects.

  • Avoid excessive discussion and unimportant details.

  • Avoid the meeting dragging on.

 

 

 

Amendments to the Constitution

 

Proposals to alter this Constitution must be delivered in writing to the Secretary not less than 14 days before the date of the meeting at which it is to be first discussed. Amendments to the Constitution should be dealt with at the AGM or EGM properly convened to consider a tabled motion.

 

This amended Constitution was adopted as the constitution of the Marisco Patient Group at the EGM held on 14th December 2017.

 

 

 

Chairperson: …………………………………………………………………………………………………………………………………..

 

 

Secretary: ………………………………………………………………………………………………………………………………………….

 

 

Practice Manager: ……………………………………………………………………………………………………………………….

© 2018. Created by Marisco Patient Group