Patient Group Constitution

1. AIMS

a. To foster among patients an understanding of the Practice and its aims and of the conditions under which it operates.

b. To engage in activities which support the Practice.

c. To promote effective communication between patients, medical and administrative staff of the Woodlands Medical Centre (WMC) and Blewbury surgery.

d. To ensure that the aims and work of the PG reaches as wide an audience as possible in terms of patients’: age, ethnicity, gender, etc.

e. To provide a mechanism to encourage patients’ suggestions and constructive criticism about the Practice and its organization and to provide feedback to the Practice about patients’ expectations and concerns.

f. To provide a forum for discussion of topics of general health interest, including the promotion of good health, the prevention of disease and the development of voluntary support for patients with particular needs.

 

2. MEMBERSHIP

a. Membership is free, voluntary, unpaid and open to all patients and staff of the Woodlands Medical Centre.

b. Business will be conducted by a PG Committee consisting of a Practice Partner, the Practice Senior Nurse, the Practice Manager, the Office Manager and up to 10 patients elected annually at the Annual General Meeting (“AGM”). If more than 10 qualifying applications are received at an AGM, vacant positions on the Committee will be filled on a “first come, first served” basis.

c. Other members of staff, patients and outside organizations may be co-opted when appropriate.

d. Administration of the Group and the PG Committee will be provided by a lay: Chairman, Vice Chair, Secretary, and Treasurer, who for the avoidance of doubt will be elected by a simple majority, by the committee, from its elected lay-members.

e. Either the Chairman or the Practice Senior Partner may request a meeting with the other at a suitable time to discuss matters of common concern.

f. To avoid possible conflicts of interest no Patient may be elected to serve on the PG committee if he/she owns or works for any commercial enterprise that might actively engage in either soliciting for work or providing services of a “health or care related” nature to patients of the Woodlands Medical Centre.

g. As much of the work of the PG committee is conducted via email, anyone elected to it must have full email facilities which they are prepared to utilize on a regular basis.

 

3. MEETINGS

a. The AGM will be held before the end of May in each year. Advance notice to be provided to the PG members at least 4 weeks prior to the AGM.

b. An Extraordinary General Meeting (“EGM”) may be held at the discretion of the Committee or at the written request of 10 patients. Advance notice to be provided to the PG members at least 2 weeks prior to the EGM

c. Meetings of the Group shall be open meetings held at the discretion of the Committee and shall be minuted.

d. The quorum for an AGM/EGM shall be at least one of: a Practice Partner, or the Practice Business Manager; plus one other Practice representative, together with at least 3 of the elected PG committee members, one of whom should be the PG committee Chair or Vice Chair, or in their absence, their delegated representative. The Practice Partner and Practice Business Manager may appoint alternates if they are unable to attend.

e. The quorum for a Committee meeting will be a Practice Partner, or the Practice Business Manager and three of the elected Patient Group Committee members, one of whom should be the PG committee Chair, or Vice-Chair or their delegated representative. The Practice Partner and the Practice Business Manager may appoint alternates if they are unable to attend.

 

4. PATIENT GROUP MEMBERS’ EMAIL DATABASE, GOVERNANCE, OPERATON AND MAINTENANCE:

a. The email database is held and operated by the PG Secretary in accordance with governance, operation and maintenance procedures set out in a codicil to, and forming part of, this constitution. Any amendments to it will be agreed by the PG committee, as required, and notified to the membership at the next Annual General Meeting.

 

5. GENERAL

a. The Financial Year shall run from 1st April in any year to the following 31st March.

b. Proposed amendments to this constitution shall only be put before the AGM for ratification by a simple majority of those present. Proposed changes must have been circulated to the PG membership along with the AGM Agenda and other related papers at least 2 weeks prior to the date of the meeting.

Issued by the Secretary for discussion at the AGM on Monday May 20th 2019