About Friends of the Croft

About the Patient Participation Group

Our new Patient Participation Group (PPG) was set up in January 2026 to improve and extend the facilities to our patients in partnership with the Practice. Patients were invited by the GPs to form a committee to start the group and subsequently this Constitution was agreed by the PPG in conjunction with The Croft Practice and The National Association of Patient Participation Groups (NAPP).

We provide the patient perspective in the planning and commissioning of practice-based services. We also liaise with other patient support groups locally and nationally in the interests of patient engagement. The PPG is a current member of the NAPP where we follow their advice, guidelines and instructions especially regarding the regulations involving the Care Quality Commission (CQC). We also promote self-care for patients, and the Practice may provide separate opportunities such as a singing group, a walking group and other educational events during the year

This is the approved definition of a PPG by the British Medical Association, so that all members are aware of the terms to which our PPG should adhere:

“A PPG within a GP Practice is a group of volunteer patients, the practice manager and one or more GPs. It serves as a platform for patients to advise and inform the Practice on what matters most to them, helping to identify solutions to problems and ensuring the patients’ voice is heard in local health services. PPGs are encouraged by NHS England to be representative of the Practice population and to contribute to improving healthcare services.”

Who We Are

Members of the PPG are volunteers drawn from the patient list of The Croft Practice, who support and influence healthcare at The Croft Practice by offering the patient’s perspective and acting as a ‘Critical Friend’.

PPG Management

The PPG is managed by a committee which supports the elected officers, namely the Chair, Secretary and Treasurer. The Committee is elected at the Annual General Meeting. A Practice Partner may attend Committee meetings where agreed. The PPG prides itself on working collaboratively with the Practice team. The PPG intends to maintain affiliation with NAPP and follow its guidance wherever appropriate.

Meetings

The PPG executive committee aims to meet a minimum of 4 times per year to provide input and feedback into the development of services at the Practice and to discuss fund raising activities. Please see organisation chart for our PPG and the groups that support the executive committee. A quorum of 6 committee members is required for decision making purposes. We have a patient improvement group that meets in-between to discuss with the leadership team at the Practice, improvements that need to be made. Examples are patient surveys, telephone and online communications and the new premises.

There is an expectation that a Practice Partner would be represented at a number of meetings to be agreed. Staff representation needs to be agreed to maintain consistency and for Minute taking purposes for prompt dissemination and uploading to the website.

Structure and format will generally follow:

• Apologies
• Any declaration of conflicts of interest
• Review and agreement of minutes from previous meeting
• Agree actions from the previous meeting
• General agenda items
• AOB
• Date and time of the next meeting

What We Do

• To help improve the experience of patients attending the surgery.
• To share ideas to help patients to take more responsibility for their own health and to help improve the services offered by the Practice.
• To support the surgery to organise information sessions on medical and health related topics of interest to patients.
• To develop self-help projects to meet the needs of patients and make best use of GP time
• To provide a forum to ensure patients are kept informed about the wider changes within the NHS and Social Care and the impact these will have locally.
• To act as a representative group that can be called upon to influence the local provision of health and social care.
• To improve communication through the Practice website as well as through notice boards, emails, texts and social media.
• To enable the raising of funds for the Practice to purchase equipment for patients that are not normally funded by the NHS and to support and improve the work of the surgery.
• To liaise with other PPG groups and interested parties to increase awareness of developments and how these will impact and improve local services.
• To secure funds raised by the PPG through the Treasurer and a secure bank account.
• To listen equally to all viewpoints without discrimination.

What the PPG Doesn’t Do

We do not deal with personal medical issues or complaints, as there are already well-established procedures that deal with these.

Mission Statement

• To raise funds and receive donations and bequests for the provision and maintenance of medical and/or ancillary equipment not normally available from statutory or Practice funds in consultation with the Practice Managing Partner
• To provide the patient perspective in the planning and commissioning of practice-based services
• To liaise, where appropriate and necessary, with other patient support groups locally and nationally in the interests of patient engagement
• To liaise with the Coastal West Sussex Federation and NAPP or other appropriate bodies in the interests of patient engagement.
• To promote health education and awareness of health-related issues in the local community.

Finance

The financial year of the Group shall start on 16 January 2026.

The funds will be kept in a bank or building society account in the name of The Friends of The Croft Practice Patient Participation Group.

An independently examined Financial Statement shall be presented at the Annual General Meeting, for adoption. Such examination is to be undertaken by an authorised regulatory body

The funds shall be administered by the Treasurer and safeguarded by a charity set up for this purpose. Officers of the charity shall be selected by the committee members of the PPG to include one Practice Partner

Signatures on cheques shall be two of three members nominated by the committee, but one signatory shall be either the Chair or Treasurer.

Interim expenditure, the amount to be agreed annually by the committee, can be authorised by the Chair and one other signatory between committee meetings if necessary. The expenditure must be reported at the next committee meeting.

The charity trustees shall have overall responsibility for compliance with Charity Commission requirements as appropriate.

Insurance

The activities of the Group will only take place where appropriate Public Liability Insurance is confirmed to be in place. Any activities held in, on behalf of, or associated with the Practice (including off-site activities) must be approved in advance and undertaken in line with the insurance arrangements agreed with the Practice. Responsibility for confirming appropriate insurance cover will be agreed by the Group in conjunction with the Practice prior to any activity taking place.

Dissolution

In the event of the dissolution of the PPG an Extraordinary General Meeting shall be called at which at least twenty-one days’ notice shall be given to all members. The PPG shall be deemed dissolved upon three-quarters of the voting members at the meeting voting in favour of it.

After the settling of all liabilities any assets whatsoever shall not be paid or distributed among members of the PPG but shall be given or transferred to some other charitable organisation having objectives similar to those of the PPG as the Committee may determine or failing that shall be applied for some other charitable purpose. A copy of the statement of accounts or account for the final accounting period of the PPG must be sent to the Commissioners.

Roles for the future – by application to, and approval by, the PPG Committee

Officers are elected at the AGM for a 2-year term. Nominations are submitted 14 days in advance. If more than one candidate stands, voting is by simple majority (secret ballot if required). Officers may serve up to two consecutive terms. Vacancies between AGMs may be filled by the Committee until the next AGM. Roles include:

• Chairperson,
• Co-Chairperson – to cover with the Chairperson in absent
• Secretary
• Treasurer
• Committee Members (approx. 8)

Committee members must declare any personal, professional, or organisational interests that could influence their role. Any conflicts must be recorded, and the member may be asked to withdraw from related discussions or decisions. Failure to declare a conflict may result in committee action.

Notes

The Friends of The Croft Practice Patient Participation aims to become a Registered Charity (Reg. No TBA) and notwithstanding the above Constitution will be bound by the requirements of HM Charity Commissioners and other relevant legislation from time to time.

The Friends of The Croft Practice Patient Participation Group will be affiliated to the National Association of Patient Participation Groups (NAPP).