Step-by-Step Guide: Setting up a patient participation group

1. Getting started

Practice staff or local patients can get the ball rolling. Practices can start by:

• talking to their PCT;
• canvassing interest from local people;
• approaching an existing user group; and
• contacting NAPP or talking to another PPG.

2. Recruiting your group

Hold an open meeting inviting patients to attend or contact individuals who you know may be interested. For an open meeting, remember to publicise well in advance, pick a topic of general interest and offer refreshments.

Be representative

A common criticism of PPGs is that they are not representative. Make sure that you try to contact a diverse range of people. It takes time to develop this wider outreach and PPGs will naturally grow and become better known over time.

3. The first meeting

Make the first meeting short (one hour), positive and productive as people will decide here whether they wish to continue. Use the meeting to identify skills within the group, agree the aims and role of the PPG (and be clear about what it is not going to do), then decide on next steps.

4. The second meeting and ongoing issues

Use the second meeting to address administrative and organisational issues, including:

• appointment of a chairperson, secretary and treasurer (if fund raising);
• terms of reference for your group;
• prioritising what you want to achieve in the short, medium and longer term;
• agreeing some ‘quick wins’ to boost confidence early on;
• deciding frequency, timing and venue for future meetings;
• deciding on the quorum – the minimum number of members who must be present for the PPG to conduct business; and
• making plans to review these arrangements annually.

Ideas for further support

• Find a local ‘buddy’ group
• PCT communications and engagement manager
• Local Council for Voluntary Service (CVS)
• NAPP (www.napp.org.uk)
• Your local LINk.

5. Communication and reporting back

PPGs tend to work best if representatives from the practice, as well as patients, are present on a regular basis. Between PPG meetings, it can be useful for the PPG chair to have one-to-one updates with the practice manager. Regularly feed back PPG activities to patients and practice staff via practice and community email, websites, newsletters and notice boards.

Why some PPGs fail

• Lack of focus and commitment
• Poor planning
• Poor communication to group from the practice and vice versa
• Hostility between group and practice or vice versa
• Relying too heavily on one or two people
• Unclear ground rules