Patient Participation Group (PPG)

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?

Royal Crescent Surgery have an active Patient Participation Group, who 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, please contact the surgery via email, or complete a sign up form and return this to the surgery.


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 and act on their views
  • 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 through the use of local practice surveys

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 3-4 times a year.  We believe that by working together, this will help ensure the delivery of a modern, high quality general practice.

Weymouth & Portland Patient Questionnaire Report

The PPG joined the locality PPGs last year and produced a Patient Questionnaire, designed with the CCG to help understand patient experiences of GP services since the start of COVID 19 and the impact on patient’s to the way they communicate with their GP.

The questionnaire was sent out in November and December 2020 and just under 2000 responses were received.

A communications working group was set up which involved a PPG Member and staff member from each practice to analyse the report findings.

Please click here to read the report.

August 2021


Invitation for new members to join our Patient Participation Group

Please click here to read a letter from the Practice PPG Chairman - John Hewitt, which provides further information about the PPG, benefits of joining the PPG, and some topics of discussion.



The next Practice PPG Meeting will be a hybrid meeting. This will be held Face to Face at Royal Crescent Surgery and also via Zoom

Tuesday 6th September 2022


Agenda to be confirmed.

New Members welcome

If you would like to join the meeting via zoom, please contact the surgery for a zoom link to be sent to you.

PPG Minutes of Meetings

PPG Minutes 12 April 2017

PPG Minutes 24 June 2017

PPG Minutes 9 August 2017

PPG Minutes 8 November 2017

PPG Minutes 1 February 2018

PPG Minutes 4 September 2018

PPG Minutes 22 January 2019

PPG Minutes 12 March 2019

PPG Minutes 30 May 2019

PPG Minutes 10 Dec 2019

PPG Minutes 26 June 2020

PPG Minutes 2 November 2020

PPG Minutes 18 February 2021

PPG Minutes 29 June 2021

PPG Minutes 05 October 2021

PPG Minutes 11 January 2022

PPG Minutes 05 April 2022

PPG Minutes 16 June 2022

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 to improve the health of the community.

  • Promote the proactive engagement of patients

  • Seek views from patients and act on their views

  • 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 through the use of local practice surveys

Previous Patient Reference Group News 2013 

Royal Crescent Surgery Local Patient Participation report March 2013

Following the creation of a Patient Reference Group (PRG) during 2011/2012 the practice is delighted to now have an active PRG.

Please see “Royal Crescent Surgery Local Patient Participation report March 2012” (appendix 1) for the history of the group and its creation.

Profile of the PRG

The membership of the PRG has increased slightly over the last 12 months from 54 to 58.  We are keen that the group should continue to be representative of our practice population.  Previously under 60’s had been identified as an under represented group within the PRG.  Over the last 12 months the number of patients under 60 who are members of the PRG has increased by 1 member.   The Surgery Manager continues to actively try to recruit new members by displaying posters in the waiting rooms and handing out leaflets at flu clinics and other surgery events.


The PRG offers members different levels of involvement to recognise personal circumstances.  Everyone is welcome to be involved at any level at any time.

  •  Level 1.  This includes all members of the PRG.  This will involve being asked to complete the occasional questionnaire and provide views and feedback from time to time.  People will also receive general updates and copies of meeting minutes.
  •  Level 2.  In addition to the above people would also attend the regular PRG meetings at the surgery and also be requested from time to time to attend adhoc meetings at the surgery or elsewhere to represent patients’ views.
  •  Action groups.  From time to time action groups will be needed to work with the surgery on specific topics, usually identified as a result of patient surveys or feedback.  Any member of the PRG is more than welcome to volunteer.

Members are sent regular updates via email or post (Appendix 2, 3 and 7).  Some members regularly come into the surgery for an informal chat with the Surgery Manager, others prefer the virtual group setting and to give their thoughts via email.

The PRG have been asked to comment on the Surgery Newsletter in terms of presentation and ideas for the future. (Appendix 4, 6 and 8)

Face to face group meetings will be organised in 2013 and are likely to take place bi annually and be chaired by the surgery manager.

Update on the  March 2012 Action Plan

Survey finding/ Proposal

Actions Taken to March 2013

Telephone answering at 8.30 in the morning needs to be improved


Changes have been made to the staff rota to enable more receptionists to answer the phone at 08.30. 


Priority is given to answering the telephone at all times.

Some patients are not aware that they can book in advance


Surgery opening times are publicised in a regular newsletter and patients are advised that they are able to book appointments in advance.  Receptionists also advise patients on the phone.

Some patients would like to be able to book a longer appointment time with their GP

GPs regularly review their patients lists and identify those patients who may require more time. 


An alert is added to the notes to advise the receptionist to book a longer slot.

Online appointment booking


The Practice is changing its clinical system in April.  The surgery will then look into offering more options using technology e.g. email, website, text messaging, online appointments. 

Information on waiting times in the surgery


New posters have been displayed in the waiting rooms advising patients to notify a receptionist if they are waiting more than 30 minutes.


The self check in system which tells patients if there is a waiting time.


Receptionists advise patients if there is a waiting time when they book in.

Drinks machine in reception


A new mains fed hot and cold water dispenser has been successfully trialled in the reception office area.  The surgery is now considering a cold water dispenser for the waiting area.

A negative comment was received about customer care.    Patients have noticed and commented on very positive changes but the surgery needs to make sure highest standards are achieved at all times.  Identification of staff is important.

All staff now wear name badges at all times.  A new photo board of staff is planned for the reception area.


Patients will be encouraged to give feedback on the service they have received at the surgery.  A direct customer satisfaction survey was carried out in July 2012.

Prescriptions and obtaining medications were noted as an area to be improved.  Problems are experienced at the surgery and with local chemists.

The PRG were consulted on what work they would like us to do to improve this service.  The surgery has been making a log every time there is a problem with a prescription so that we can get an idea of the issues.  The surgery has undertaken work with local pharmacies to reduce the problems and has future plans to work more closely with pharmacies to reduce problems.

Music in the waiting room – a request to play CDs instead of the radio

We were unable to comply with this request as complaints had previously been received  regarding CDs because individual music tastes are so different.


The surgery plays a local radio station (Wessex FM).

Update on other areas of  PRG involvement with the practice

  • The PRG have given input to the Surgery Newsletter design and content.
  • A member of the PRG attended a Mental Health Project Meeting, with Kate Meacham (Practice Manager) aimed at looking at the design of a questionnaire to be given to patients
  • Several members raised ideas of topics which might be of interest to the members of the PRG and the wider patient population– i.e. more patient information on health issues and a better understanding of the way the system works


Steps taken to determine the priority issues for inclusion within the surgery survey

The initial PRG invitation asked patients to choose their 3 priority areas from a selection of 8 which had been identified as potential priority areas in previous practice surveys.  These 3 areas were the subject of the 2012 Survey and subsequent action plan.  The next 2 most popular areas identified as priorities were the subject of the 2013 Survey, namely waiting room facilities and prescriptions / medication.


How we sought the views of our patients – the survey

We chose to compile our own survey in house as we have previously done so and produced credible surveys.   Questions were based on existing validated surveys such as those on the NAPP website, previous surveys used by this practice and the NHS national survey.  The draft questionnaire was reviewed by the Preston Road PRG and suggested amendments incorporated into the final version.  A copy of the final survey is attached. (Appendix 9)


Surveys were given to all members of the PRG and 217 other patients. Surveys were given out in a variety of ways over a 2 week period in early March:


  • Via email (or by post for those who have requested this)
  • In person when collecting prescriptions / coming for an appointment
  • The opportunity to complete a survey verbally


A member of the PRG had agreed to stand in the waiting room to personally give out questionnaires but unfortunately was unable to on the day.  This personal approach will be used in the future to give the opportunity to speak with patients about the PRG and other things going on at the surgery such as surgery developments and the IT system change. 


Report of Survey Results and Action Plan

213 completed questionnaires were received.  Several comments were received the vast majority of which were positive.  These comments are incorporated into the action plan.


The PRG recognises that it is still challenging to gather the views of patients who do not attend the surgery very often.  Publishing regular information in the newsletter and delivering this to more of the community is one way the practice, with the help of the PRG, is trying to address this.


The survey results were analysed by collating the number of answers to the various options for each question.  These figures were then expressed as a percentage of the total number of answers received.  Common themes could then be identified from this analysis and the additional comments received.   Some comments were very patient specific and have not been included in the action plan.   The statistical results are detailed in the Survey results analysis – summary sheet. (Appendix 10)


Common themes resulting from this survey

Reception and waiting room facilities


  • The vast majority of patients felt access to the building was very easy
  • The vast majority of patients felt the surgery was very clean and that the receptionists were very helpful
  • Some patients felt privacy at the reception desk could be improved
  • The majority of patients feel other patients can overhear what they say to the receptionist but don’t mind
  • Over half the patients who responded did not realise they could ask for more privacy for their enquiry
  • Most patients look at the noticeboards and nearly all found them to be very or fairly helpful
  • Some patients felt that noticeboards are over crowded


Prescriptions / Medication


  • Patients want choice in how they can order their medication – e.g post, via the chemist, online, phone
  • Around half of patients order their prescriptions in person or through the surgery
  • Around half of patients order their medication through the chemist
  • Over half the patients who responded would like to be able to collect their prescription on a Saturday
  • Some patients felt they would like more understanding of the repeat medication system

Steps taken to provide an opportunity for the PRG to discuss survey findings.

The survey findings, together with suggestions for actions, were emailed (or posted where appropriate) to the PRG for their comments. (Appendix 11)


PRG members were also invited to discuss the findings with the Surgery Manager either in person or on the telephone. 


Action Plan

Following the above consultation with the PRG a final action plan was produced and sent by email (or post where appropriate) to the PRG for agreement, highlighting where changes to the proposed actions had been made following PRG feedback.  The action plan was then ready for implementation.  (Appendix 12)


PRG members will be involved in its implementation and progress of the action plan will be reviewed virtually and at forthcoming PRG meetings.


This Local Patient Participation Report, including the Action Plan, will be widely publicised:


  • Practice Website (
  • Email to PRG members
  • Copies available in Surgery and a visible poster advertising this
  • Summary in the surgery newsletter (with the invitation to ask for a full copy).  The newsletter will be available in Surgery and handed out with all prescription and sent with all correspondence.
  • Copies available at the local Chemist


Practice Opening Hours

The surgery is open from 8.20am to 6.30pm Monday to Friday.  Throughout these hours patients can access services on the phone, in person by visiting the surgery or by surgery staff visiting them, electronically via email or the website, by post or through an appropriately authorised third party representative.  Appointments with healthcare professionals are available from 8.30am to 11.40am and in the afternoon from 3pm to 5.10pm (3.30pm to 5.40pm on a Monday). 


The surgery also provides extended hours appointments with a GP on a Monday evening until 8pm and on most Saturdays from 8.30am-12pm.



Appendix 1- Royal Crescent Surgery Local Patient Participation report March 2012

Appendix 2 – July 2012 update to PRG

Appendix 3  -Patient Satisfaction Survey Results July 2012

Appendix 4 – Summer Newsletter 2012

Appendix 5 – Mental Health Project Meeting October 2012

Appendix 6 - Autumn Newsletter 2012

Appendix 7 – December 2012 update to PRG

Appendix 8 – Spring Newsletter 2013

Appendix 9 – The survey questions 2013

Appendix 10 – Survey results analysis – summary sheet

Appendix 11 – Report of survey findings and proposed action plan for consultation with the PRG

Appendix 12 – Action plan 2013

Royal Crescent Surgery
Tel: (01305)
25 Crescent Street

New Patients Welcome