PPG Terms of Reference

1. Introduction

1.1 The Patient and Public Engagement Group (PPEG) is established in accordance with NHS Guildford and Waverley Clinical Commissioning Group’s (CCG) Constitution.

1.2 These terms of reference set out the membership, remit, responsibilities and reporting arrangements of the group and shall have effect as if incorporated into the Group’s Constitution.

2. Purpose of the Patient and Public Engagement Group

2.1 The PPEG provides the Governing Body with a formal and transparent procedure in relation to its duties to involve patients and the public in shaping NHS services. This is in accordance with the Health and Social Care Act 2012 and the NHS Constitution as updated in March 2012.

2.2 The PPEG provides critical oversight of the CCG’s plans and procedures for involving patients and the public in its work.

2.3 Members of the PPEG (see section 5) already make a positive contribution to the health and well-being of the local population through their organisations, networks and existing assets. Meeting as a PPEG will facilitate closer working towards shared goals related to the CCG’s commissioning duties and increasingly, joint commissioning priorities with the local authorities in the area.

2.4 Working closely with colleagues in Surrey County Council and local boroughs and/or districts, the aim is to develop a PPEG that is representative of its population.

3. Remit and Responsibilities of the PPEG

3.1 Provide knowledge and experience regarding the diverse range of communities and needs across the CCG to discussions about particular areas of commissioning e.g. mental health care, integrated care, urgent care.

3.2 As a forum of representative organisations, enable the CCG to engage with and involve as wide a range of patients and the public as possible.

3.3 Share different approaches and experiences and identify opportunities to work together to improve the health and wellbeing of local people.

3.4 Advise on the design and scope of engagement and consultation ahead of implementation.

3.5 Review and provide constructive criticism of engagement and consultation undertaken by the CCG to enable continual improvement.

3.6 Report to the Governing Bodies in Common any views it has following a review and assessment it has undertaken of the engagement and consultation mechanisms in major programmes.

3.7 To enable the PPEG to undertake its remit and responsibilities, the CCG will:

  • 3.7.1 Ensure that members understand the work programmes being undertaken by the CCG by providing updates at each meeting.
  • 3.7.2 Present members with engagement and consultation plans for work programmes at pertinent times for comments and feedback to be incorporated by programme leads.
  • 3.7.3 Communicate outcomes from engagement and consultation carried out for different work programmes and seek feedback from members.
  • 3.7.4 Annually update the patient and public involvement strategy for Surrey Heartlands CCGs following assurance review by members of the PPEG as described in section 9.5, to ensure it is fit for purpose and meets national policy requirements and best practice guidance.
  • 3.7.5 Invite members to join CCG committees and sub-committees.

3.8 Members of the PPEG will be invited to raise concerns regarding services at each meeting. The Lay Chair shall determine the actions required by the CCG.

4. Delegated authority

4.1 The PPEG does not have statutory delegated authority.

4.2 The PPEG reports to the Quality Committees in Common.

5. Membership

5.1 Standing members will be invited from organisations such as the following:

  • 5.1.1 Action for Carers
  • 5.1.2 Healthwatch Surrey
  • 5.1.3 Patient Participation Group Chairs (one from each CCG locality: Guildford and Waverley; two in total)
  • 5.1.4 Surrey Coalition of Disabled People
  • 5.1.5 Surrey Minority Ethnic Forum
  • 5.1.6 The University of Surrey
  • 5.1.7 The Welcome Project
  • 5.1.8 Voluntary Support South West Surrey

5.2 To provide the CCG with diverse views regarding its engagement and involvement as well as to inform the CCG of particular issues affecting members of the community those representing pertinent specialist interest organisations will be invited to attend to share their views regarding services.

Hence, other voluntary, community and faith organisations will be invited to attend meetings of the PPEG especially when particular topics/plans/issues requiring broader input are tabled on the agenda.

5.3 Internal members of the CCG to attend should include:

  • 5.3.1 The Chair of the Group who will be the lay member of the Governing Body with responsibility for Patient and Public Engagement.
  • 5.3.2 A senior member of the Surrey Heartlands CCGs’ Communications and Engagement Team (who shall be deputy chair).

5.4 In the event of the Chair being unable to attend all or part of the meeting, the deputy chair will assume this role.

5.5 A maximum membership ensures that the PPEG can fulfil its remit. There will be a maximum membership of 12 external members, which does not include those invited to attend a meeting when a particular issue is being explored by the PPEG.

5.6 The CCG recognises the commitment of members to the PPEG and hopes that members can attend all scheduled meetings. However, should a member be unable to attend one or more meetings they are welcome to propose a substitute member.

5.7 Membership will be reviewed every year with members asked if they wish to continue being part of the PPEG.

6. Appointment of external members

6.1 The CCG shall ask the organisations detailed in section 5.1 to nominate a representative of their organisation to be a member of the PPEG.

6.2 The organisations detailed in section 5.1 will be asked every two years to nominate a representative.

6.3 For Patient Participation Group (PPG) representatives, the CCG will seek membership via the PPG Chairs Network; should there be more interest than places on the PPEG, the term of service will be reviewed e.g. to run for one year rather than two, to ensure the CCG benefits from as broad an input from patients as possible whilst maintaining a manageable structure to carry out the required business of the group.

7. Conflict of Interest

7.1 All individuals attending a meeting, as a member or in attendance, must declare any interests in accordance with the CCG’s Standards of Business Conduct and Conflicts of Interest Policy (15 AC).

7.2 It will be for the Chair to decide how declared interests are managed, including asking the individual to withdraw from the meeting in some cases where issues are discussed or decisions taken.

8. Quorum

8.1 A quorum shall be five members

  • 8.1.1 The Chair (or nominated deputy).
  • 8.1.2 A patient representative e.g. a PPG member
  • 8.1.3 Three representatives of organisations described in section 5.1

9. Frequency, notice and administration of meetings

9.1 Meetings shall be held on a bi-monthly basis with additional meetings where necessary.

9.2 Meeting dates will be publicised on the CCG’s website a year in advance.

9.3 Agendas and papers will be circulated to members five working days before the meeting.

9.4 Minutes of meetings will be formally recorded by the CCG and sent in draft form to members for review and comments within 10 working days of the date of the meeting. Members will be asked to formally approval minutes at the next meeting prior to them being signed by the Chair and published on the CCG’s website.

9.5 An action log will be kept. This will be shared with members and updated in-between meetings for review at each meeting.

9.6 Should members be unable to attend a meeting, written updates can be submitted up to the day of the meeting for inclusion in the minutes.

9.7 A record of organisational attendance will be kept by the CCG for audit purposes.

10. Relationship with the governing body

10.1 The CCG Annual Report shall include a section describing the work of the PPEG in discharging its responsibilities.

10.2 Minutes of meetings shall be formally recorded and submitted to the Quality Committees in Common.

10.3 The PPEG shall review the Terms of Reference on an annual basis and any amendments required shall be approved by the Quality Committees in Common.

11. Conduct of the committee

11.1 Members of the PPEG are expected to commit an appropriate amount of time to support the aims of the PPEG.

11.2 The PPEG is established in line with the NHS Codes of Conduct and Accountability.

11.3 Members of the PPEG will conduct themselves in accordance with Nolan’s seven principles of public life, namely selflessness, integrity, objectivity, accountability, openness, honesty and leadership .