Terms of Reference

Kenmore Patient Group

December 2025

1. Purpose

The Kenmore Patient Group  exists to:

• Provide a structured platform for patients to engage with the Kenmore Practice.
• Strengthen communication between patients, healthcare professionals, and management.
• Support the improvement of patient care and experience.
• Encourage external relations and community outreach.
• Promote the Group’s Mission  Statement – to be a dynamic,interactive voice between Patient and Practice.
• Promote the Group’s Mission Statement – to be a dynamic interactive voice between Patient and Practice.

2. Membership & Structure

• Open to registered patients of the Practice.
• Includes volunteer patient representatives, healthcare professionals, and practice management staff.
• Members will be selected through application or invitation, ensuring diverse representation.
• All members are expected to attend meetings regularly and contribute constructively to discussions and activities.

3. Leadership Roles & Responsibilities

Chairperson

• Leads Group meetings and ensures effective discussions.
• Represents the Group in interactions with practice management.
• Oversees strategic direction and ensures agreed actions are implemented.
• Is elected by decision of the Group for three years.
• My hold the position for up to three years.
• May stand for re-election.

Deputy Chairperson

• Supports the Chair and assumes responsibilities in their absence.
• Assists with agenda setting and coordination of Group activities.
• The above provisions relating to election,tenure and re-election of the Chairperson shall apply to the office of Deputy Chairperson.

4. Key Activities & Engagement Points

Patient Feedback & Advisory

• Gather and present patient insights to improve care and service delivery.
• Host structured feedback sessions with Practice management.

Health Education & Awareness

• Provide informational materials to patients in collaboration with healthcare professionals.

Community & External Engagement

• Coordinate advocacy efforts for patient rights and healthcare improvements.
• Work with external bodies to enhance patient support services.

Digital & Printed Communications

• Publish newsletters and reports on group activities and practice updates.
• Develop online resources to keep patients informed and engaged.

5. Meetings & Engagement Expectations

• Meetings will be held as needed but at least once in every consecutive two month cycle at the medical practice or via virtual platforms. Four non medical non administrative members present shall constitute a quorate meeting of the Group.
• Chaired by the elected Chairperson or  Deputy Chairperson.
• Minutes will be recorded and shared with members and the Practice by display in the Waiting Room and  in  the section on the Practice web site provided for  Group information.
• Active participation is expected from all members to ensure the effectiveness of the Group.
• Members who fail to attend meetings regularly may be kindly asked to step down to allow space for engaged participants.

6. Decision-Making & Implementation

• Recommendations from the Group will be formally presented to practice management.
• The Practice commits to reviewing and responding to suggestions within a reasonable timeframe.
• Decisions will be made wherever possible by consensus but otherwise  by a simple majority of those present and voting.

7. Confidentiality & Conduct

• All discussions must respect patient confidentiality and adhere to GDPR regulations.
• Members must engage respectfully and professionaly in all communications.
• The Practice reserves the right to remove members violating conduct guidelines.

8. Review & Amendments

• These terms will be reviewed annually to ensure relevance.
• Any changes must be agreed upon by the majority of members.