Pond Tail Surgery (Godstone) Future GP Services - Patient Representative

 

Pond Tail Surgery, in Godstone, Surrey, is a well-established practice with a registered list size of approximately 7,000. Uncertainty about Pond Tail practice has arisen since the sad, untimely death of the former, single handed contract holder, Dr Khan-Gilbert.

 

Surrey Heartlands CCG Patient Representative for Pond Tail Surgery Procurement Evaluation

 

July 2021

 

Announcement: Patient Representative Evaluator

We are delighted to share the news that Alban Smith Brindle has been appointed as the Patient Representative Evaluator.

Alban summarised how he intends to carry out the role to help support the procurement saying: "I believe my role as Patient Representative Evaluator is to be totally transparent, inclusive and co-operative, so that I can make sure that all patients at the surgery feel they are well informed at all times, are able to be part of the procurement process and that their opinions and concerns are taken fully into consideration."

Please note: Surrey Heartlands CCG remains the point of contact for patients and the public:

  • Email: This email address is being protected from spambots. You need JavaScript enabled to view it. 
  • Tel: 0300 561 1555
  • SMS: 07917 087 560 (text phone only)
  • Write: FAO Communications and Engagement Team, NHS Surrey Heartlands CCG, Cedar Court, Guildford Road, Leatherhead, Surrey, KT22 9AE and make sure you include your full address and postcode

 

June 2021

 

Details regarding the role of Patient Representative Evaluator

Introduction

Clinical commissioning groups (CCGs) are NHS organisations that plan and fund local health care services, for example, GP practices, local hospitals and mental health services.

NHS Surrey Heartlands CCG was formed on 1 April 2020 following the merger of four previously existing CCGs – East Surrey, Guildford and Waverley, North West Surrey and Surrey Downs. There are four Integrated Care Partnerships within the CCG. Integrated Care Partnerships are alliances of local authorities, the CCG and NHS providers that work together to deliver care by agreeing to collaborate; social care, independent and third sector providers may also be involved.

Under the National Health Service Act 2006 (as amended by the Health and Social Care Act 2012), the CCG has a duty to involve citizens in commissioning and to ensure patients and their carers or representatives are meaningfully involved in changes to services. We know that involving patients, carers, families and professionals improves our planning and decision-making and we are keen to involve people with wide-ranging views and experiences to improve this even more.

We are looking for someone to become a key member of the Pond Tail Surgery Procurement Evaluation Team, which has been established to assess bid submissions in the procurement for the provision of a GP Service for the Patient List of Pond Tail Surgery in Godstone, Surrey. The CCG is looking to re-procure primary medical care services, equivalent to those currently delivered, through a time limited Alternative Provider Medical Services (APMS) contract following the sudden passing of the former single-handed GP. The current contract will expire on 31 December 2021 and the new contract is due to commence on 1 January 2022.

As a patient representative, you will be able to make an informed judgement regards the value to patients of proposals received in response to two set questions about engagement with patients and other key stakeholders - this important process, will not only benefit the local population but will build your own knowledge, skills, and confidence.

 

Background

When a service is put out for procurement there is a set series of steps that must take place. A key step is that of evaluating the ‘bids’ submitted by potential providers of the service. The purpose of evaluation is to assess the response to a question against a published scoring schema in relation to the appropriateness of the response against the published tender documentation.  This documentation will include, though is not exhaustive, a service specification, a profile of the current patient list, future ambitions for the delivery of primary care services etc.  As an evaluator you will be provided with the information released to bidders and you will also be provided with training.

 

Person Specification

As the patient evaluator for the Pond Tail Surgery Procurement, you will join CCG subject matter experts and a clinical lead in reviewing two questions relating to patient experience within each bid response from potential providers of the primary care service. Experience in observing confidentiality is a key requirement for the role and you will be asked to sign paperwork to this effect.  You will also be asked to declare any Conflicts of Interest you may have ahead of being invited to participate in any discussion or receiving any information.

The skills, experience and requirements needed to become a Patient Evaluator for the Pond Tail Surgery Procurement are:

  • Be registered as a patient with Pond Tail Surgery
  • Be interested in improving health and health services for Pond Tail Surgery patients
  • Have enough time available for the role which will require reading bid responses and providing a considered score and a written evaluation justification against key set criteria. Training will be provided on how to conduct evaluation. The role will also require attendance at a Moderation Meeting with other evaluators of the same questions in order to agree a single score should written evaluation differ.  During this meeting it will be necessary to verbally explain the considerations behind the score you allocated (exact dates to be confirmed).
  • Be able to listen to others and actively share information
  • Have the confidence to question information and explanations supplied by others, who may be experts in their field
  • Be able to consider issues from the perspective of the whole patient group of Pond Tail Surgery
  • Understand the needs of different equality groups
  • Possess relationship management skills
  • Personal integrity and awareness when dealing with issues where there could be potential conflicts of interest.
  • Be computer and e-mail literate with a working knowledge of Microsoft Office (Word, Excel, PowerPoint). Training will be provided for the online evaluation portal to be used.
  • Do not personally hold or have direct links to any political associations locally i.e. Local Councillor or MP

We are particularly keen to involve individuals on the Pond Tail GP Surgery patient list who are from traditionally under-represented communities e.g., black and minority ethnic communities, including the Gypsy, Roma and Traveller community; people with disabilities; those living in areas of socioeconomic deprivation so that our decision-making is informed by a breadth of experience.

 

Remuneration

We value the time that people give to help improve local health care. There is no remuneration for these voluntary posts, however, in line with best practice, the CCG reimburses expenses that are incurred by people who are giving their time. Please see details in the CCG’s Reimbursement of Expenses Policy. The Policy is the one titled FIN10 Reimbursement Non Staff.

Please highlight any potential barriers to participation, for example the costs of a carer to accompany you, in advance at the interview stage of selection so that we can make reasonable adjustments.

At the present time we anticipate that evaluation will be conducted remotely; there may be a possibility that the Moderation meeting is conducted in person.

 

Application

Application process

To ensure we run a fair process, we ask everyone who is interested to send a summary of their experience that would make them suitable for this role to Liz Patroe, Head of Engagement (see contact details at the end).

Interviews and Selection

Where necessary, there will be a process to shortlist people who apply and to decide who we interview. Arrangements will be made to make these as convenient and accessible as possible.

Please note that we will contact everyone who has been interviewed to let them know if they have been successful or not.

Support you can expect from Surrey Heartlands CCG

We know that joining a team made up of professionals can be intimidating and that for some people, the protocols surrounding formal moderation meetings are unfamiliar and can make it challenging to contribute.  However, it is very important to us to encourage involvement from people from a wide range of backgrounds to support our work. 

We recognise the environment may be unfamiliar to you and will make every effort to explain what is happening and why along the way.  You will be given a named person to contact to support you in this work and a briefing about the work involved before you start. We will also hold a training session for all evaluators and provide a written briefing pack ahead of time.

On appointment

The successful volunteer will be asked to sign a Confidentiality Agreement and we will seek a reference for you.  

Conflict of Interests

You will be required to declare any private interests that may, or may be perceived to, conflict with your role and responsibilities as a member of the group, including any business interests and positions of authority outside the role of the group.

Timescale

Closing date for expressions of interest: Friday 9th July 2021

Disqualification for appointment

Regulations mean that some individuals will not be eligible to be appointed to CCG evaluation roles. These include people in categories such as those who are not eligible to work in the UK:

  • Have received a prison sentence or suspended sentence of 3 months or more in the last 5 years.
  • Are the subject of a bankruptcy restriction order or interim order.
  • Have been dismissed (except by redundancy) by any NHS body.
  • Are under a disqualification order under the Company Directors Disqualification Act 1986.
  • Have been removed from trusteeship of a charity.
  • Have a connection with a bidding entity for this opportunity.

 

Accessibility

We will make reasonable adjustments to enable people with different communication and access requirements to get involved e.g., interpretation and using accessible premises for meetings in person, where these are deemed necessary.

 

Diversity and equality of opportunity

Surrey Heartlands CCG values and promotes diversity and is committed to equality of opportunity for all. To help us understand if we are achieving this, we ask you to fill out a Diversity Monitoring form as part of the application process.

 

Interested? Please get in touch

If you would like to find out more please contact:

  • Name: Liz Patroe
  • Role: Head of Engagement
  • Tel: 07827 663749
  • Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

 Please note: the position of Patient Representative Evaluator is now filled, discover full details in the July announcement.

 

Further information

 

 

Review Date: 2021-06-22
Review Due: 2021-08-22
Model Publication Scheme Class: Class 6: How we make Decisions

Pond Tail Surgery (Godstone) Future GP Services - Patient Survey

 

Pond Tail Surgery, in Godstone, Surrey, is a well-established practice with a registered list size of approximately 7,000. Uncertainty about Pond Tail practice has arisen since the sad, untimely death of the former, single handed contract holder, Dr Khan-Gilbert.

 

Pond Tail Surgery Survey 

NHS Surrey Heartlands CCG is keen to understand patient priorities for future service provision and what matters most to patients.

Between 10 December 2020 and 18 January 2021, we carried out an informal engagement to advise patients registered at Pond Tail Surgery about the different options under consideration. It is normal and recommended practice to informally engage with patients and the public to help shape options. The Pond Tail Surgery survey closed on Monday 18 January 2021.

 

Pond Tail Surgery Survey - Summary of Responses

Please find a summary of responses received through the recent survey which explored attitudes towards potential changes to primary care medical services for patients of Pond Tail Surgery.

Pond Tail Surgery Survey Summary of Responses

 

How to submit feedback

Surrey Heartlands CCG welcomes patient feedback at every stage and all comments will be taken into consideration.

  • Email: This email address is being protected from spambots. You need JavaScript enabled to view it. 
  • Tel: 0300 561 1555
  • SMS: 07917 087 560 (text phone only)
  • Write: FAO Communications and Engagement Team, NHS Surrey Heartlands CCG, Cedar Court, Guildford Road, Leatherhead, Surrey, KT22 9AE and make sure you include your full address and postcode

 

Further information

 

 

Review Date: 2021-06-01
Review Due: 2021-08-01
Model Publication Scheme Class: Class 6: How we make Decisions

Pond Tail Surgery (Godstone) Future GP Services - Bidder Information

 

Pond Tail Surgery, in Godstone, Surrey, is a well-established practice with a registered list size of  approximately 7,000. Uncertainty about Pond Tail practice has arisen since the sad, untimely death of the former, single handed contract holder, Dr Khan-Gilbert.

 

July 2021 update

Launch of tender the documents allowing bidders to submit their applications

Surrey Heartlands Clinical Commissioning Group is looking to re-procure primary medical care services at Pond Tail Surgery, Godstone, Surrey.  The successful contractor will be required to provide services under an Alternative Provider Medical Services (APMS) contract for the term specified in the tender documents. 

Key objectives of this procurement are:

  • To maintain or improve the quality of primary medical care available to the patients currently registered with Pond Tail Surgery and any future patient registrations, by providing a responsive and flexible primary medical care service
  • To deliver affordable and Value for Money (VfM) NHS primary medical care services
  • To maintain or increase the range of services available to patients registered with Pond Tail Surgery.

Interested parties can register for this opportunity and download all tender documentation from the gov.uk website.

Please note: the closing date for applications is 12 August 2021 at 12pm.

 

Prior Information Notice (PIN)

Potential bidders, please find more information regarding the provision of a GP service for the patient list of Pond Tail Surgery on the contracts finder section of the GOV.UK website. Once the opportunity goes live, we will provide an update and a link to tender documentation.

 

How to submit feedback

Surrey Heartlands CCG welcomes patient feedback at every stage and all comments will be taken into consideration.

  • Email: This email address is being protected from spambots. You need JavaScript enabled to view it. 
  • Tel: 0300 561 1555
  • SMS: 07917 087 560 (text phone only)
  • Write: FAO Communications and Engagement Team, NHS Surrey Heartlands CCG, Cedar Court, Guildford Road, Leatherhead, Surrey, KT22 9AE and make sure you include your full address and postcode

 

Further information

 

 

Review Date: 2021-06-01
Review Due: 2021-08-01
Model Publication Scheme Class: Class 6: How we make Decisions

Pond Tail Surgery (Godstone) Future GP Services - FAQs

Review Date: 2021-06-01
Review Due: 2021-08-01
Model Publication Scheme Class: Class 6: How we make Decisions

Pond Tail Surgery (Godstone) Future GP Services - Background and Updates

 

Pond Tail Surgery, in Godstone, Surrey, is a well-established practice with a registered list size of approximately 7,000. Uncertainty about Pond Tail practice has arisen since the sad, untimely death of the former, single handed contract holder, Dr Khan-Gilbert.

 

Progress updates 2021

 

February 2021

Thank you to everyone who took the time to complete and submit the survey. We had 1708 full responses which represents 24% of the patients registered with the practice. We have now analysed the online and paper copies of completed surveys and await the completion of an estates review, aimed at identifying any potential sites and buildings that could house a viable GP practice. Many people recommended buildings and sites in the survey that could be suitable and we’d just like to thank people for sharing this particular insight.

All information gathered so far, including the survey results and the estates review, will be considered shortly by the CCG’s relevant primary care committees. Given that procurement may be an option, we are obliged to maintain confidentiality for all papers but we are thoroughly committed to publishing information as and when possible under these rules. Our overriding concern is to ensure that patients at Pond Tail Surgery continue to have access to primary care in the most convenient way possible. As soon as we can, we will write to every patient at Pond Tail Surgery to update them on next steps. Surrey Heartlands CCG welcomes patient feedback at every stage and all comments will be taken into consideration.

 Pond Tail Surgery Survey

 

March 2021

Thank you for your continued patience during what has been a period of uncertainty, and for sharing your views on what you would like local GP services to look like in the future.

We wanted to provide you with an update on where we are as of 24 March 2021. We are currently involved in positive negotiations with the landlords of Pond Tail Surgery to agree continued occupancy of the existing building for at least the next five years.

This very welcome development will hopefully provide both peace of mind for local patients and enable Surrey Heartlands Clinical Commissioning Group to undertake a competitive procurement process to secure a contract holder who would be responsible for the ongoing provision of GP services for registered patients of the current surgery in the current premises.

Very soon, we hope to be in a position to provide confirmation of the agreement and to be able to advise patients about next steps.

pdf Pond Tail Surgery Update for Patients - March 2021 (145 KB)

 

April 2021

We would like to announce that NHS Surrey Heartlands Clinical Commissioning Group (CCG) is moving forward to Procurement for the provision of a GP Service for the Patient List of Pond Tail Surgery, Godstone, Surrey.

  • Helpful hint: The NHS buys a large amount of goods and services to enable it to run from day to day. This is called procurement.

The CCG is looking to re-procure primary medical care services, equivalent to those currently delivered, through a time limited Alternative Provider Medical Services (APMS) contract following the sudden passing of the former single-handed GP.  The current contract will expire on the 31 December 2021 and the new contract is due to commence on 1 January 2022.

We plan to publish The Invitation to Tender information and documentation in June 2021 and it will be open to all suitably qualified providers who will be able to take part in the competitive tender process. The successful provider will be expected to provide primary care services from the existing premises.

  • Helpful hint: Tendering refers to the process where the CCG invites bids for large projects that must be submitted within a finite deadline.

This welcome news brings us one step closer to securing a contract holder responsible for provision of ongoing GP services for registered patients at the existing surgery premises. We would like to take the opportunity to re-emphasise our previous message to patients that there is currently no need to choose alternative practices as Pond Tail Surgery remains open and continues to provide necessary care to its registered list.

pdf This poster (139 KB)  has been produced for the patients of Pond Tail Surgery, with information following the April 2021 Pond Tail Surgery update.

 

June 2021

Patient Information Sessions Update

During June we held a widely publicised series of face-to-face and virtual Patient Information Sessions. Each information session provided an opportunity for patients to hear first-hand from Surrey Heartlands CCG about the process of the procurement for the provision of a GP Service for the Patient List of Pond Tail Surgery. The events went well, and we'd like to thank all those who attended the sessions. We are collating all the questions and answers from the sessions and adding them to the FAQs webpage.

 

Patient Representative

We are currently looking for someone to become a key member of the Pond Tail Surgery Procurement Evaluation Team which has been established to assess bid submissions in the procurement for the provision of a GP Service for the Patient List of Pond Tail Surgery. The closing date for expressions of interest is Friday 9th July 2021. For more information please see the Patient Representative webpage.

 

Next Steps Timeline

Please find Next Steps in the table below. This timeline was shared at the Patient Information Sessions. You may notice that the timetable has shifted slightly from our update published in April, the delay is due to circumstances out of our control and as you can see the launch of tender documents will now take place in July.

Action

Deadline

Receive lease arrangements from the landlords

End of June

Launch tender documents allowing bidders to submit their applications

July

Evaluate and review all bidders (scoring methodology used)

August

Award contract

Autumn

Mobilisation

Autumn - 31st December 2021

Patient engagement and outcomes

Autumn

Service Go Live

1st January 2022

 

July 2021

 

Tender documents 

Surrey Heartlands Clinical Commissioning Group (CCG) are delighted to announce the launch of the tender documents allowing bidders to submit their applications as published in the Next Steps Timeline above.

To recap, Surrey Heartlands CCG is looking to re-procure primary medical care services at Pond Tail Surgery, Godstone, Surrey.  The successful contractor will be required to provide services under an Alternative Provider Medical Services (APMS) contract for the term specified in the tender documents. 

Key objectives of this procurement are:

  • To maintain or improve the quality of primary medical care available to the patients currently registered with Pond Tail Surgery and any future patient registrations, by providing a responsive and flexible primary medical care service
  • To deliver affordable and Value for Money (VfM) NHS primary medical care services
  • To maintain or increase the range of services available to patients registered with Pond Tail Surgery.

Interested parties can register for this opportunity and download all tender documentation from the gov.uk website

Please note: the closing date for potential suppliers to apply to fulfil the contract is 12pm on 12 August 2021.

 

Announcement of Patient Representative for Pond Tail Surgery Procurement Evaluation

We are pleased to share the news that Alban Smith Brindle has been appointed as the Patient Representative Evaluator.

Alban summarised how he intends to carry out the role to help support the procurement saying: "I believe my role as Patient Representative Evaluator is to be totally transparent, inclusive and co-operative, so that I can make sure that all patients at the surgery feel they are well informed at all times, are able to be part of the procurement process and that their opinions and concerns are taken fully into consideration."

Please note: Surrey Heartlands CCG remains the point of contact for patients and the public:

  • Email: This email address is being protected from spambots. You need JavaScript enabled to view it. 
  • Tel: 0300 561 1555
  • SMS: 07917 087 560 (text phone only)
  • Write: FAO Communications and Engagement Team, NHS Surrey Heartlands CCG, Cedar Court, Guildford Road, Leatherhead, Surrey, KT22 9AE and make sure you include your full address and postcode

 

Progress update 2020

 

December 2020

  • Current short term, temporary arrangements expire in July and there is now a need to secure the longer-term future for the patient list.
  • Delivery of GP Services rely on the availability of premises and current uncertainty surrounding the Landlord’s agreement to permit continued use of the current site means that all alternative options need to be explored before a formal recommendation can be made by the commissioner.
  • A number of actions are being carried out including:
    • Ongoing discussions with the practice landlords regarding both short- and long-term occupancy options. It should be noted that a short-term extension will afford more time to conduct a competitive procurement process should alternative local premises for longer -term occupation be identified.
    • Initiating an independent exercise to understand the likelihood and feasibility of securing alternative potential premises from which to deliver services – which, as above, will inform the feasibility of successful competitive procurement.
    • Ongoing engagement with local practices to explore support requirements in the event that list dispersal becomes necessary.

  • Surrey Heartlands Clinical Commissioning Group (CCG) recognises the concern caused by this uncertainty and acknowledges that patients have the right to choose alternative practices. However, we wish to assure everyone that we will ensure continuity of access to GP care throughout and, in the event that it becomes necessary, we will work with patients to provide advice and support to re-register elsewhere.

  • In summary, there is currently no need for patients to choose alternative practices as Pond Tail Surgery remains open and continues to provide necessary care to its registered list.

 

How to submit feedback

Surrey Heartlands CCG welcomes patient feedback at every stage and all comments will be taken into consideration.

  • Email: This email address is being protected from spambots. You need JavaScript enabled to view it. 
  • Tel: 0300 561 1555
  • SMS: 07917 087 560 (text phone only)
  • Write: FAO Communications and Engagement Team, NHS Surrey Heartlands CCG, Cedar Court, Guildford Road, Leatherhead, Surrey, KT22 9AE and make sure you include your full address and postcode

 

Further information

 

 

Review Date: 2021-06-01
Review Due: 2021-08-01
Model Publication Scheme Class: Class 6: How we make Decisions
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