Patient Representation on Shropshire CCG boards, committees and groups

Shropshire Clinical Commissioning Group

Patient Representation on Shropshire CCG boards, committees and groups.

Guidance note


  1. Any board, committee or group established to support the work of the CCG should include patient representation unless there is a clear rationale for why such involvement would not be appropriate.


  1. Members of the public should be invited to apply to participate in the board, committee or group under consideration.


  1. The opportunity to participate in any CCG board, committee or group should be publicised through such channels as the Shropshire Patients Group, Healthwatch, condition-specific groups and more widely. Advice can be obtained on this from the Communication and Engagement Team.


  1. The Shropshire CCG Patient Representative role specification, attached at Appendix A, should be made available to anyone wishing to be considered to become a patient representative.


  1. Particular note should be given to section 4 of the role specification – ‘Responsibilities of Shropshire CCG to patient representatives’.


  1. Those wishing to participate should be asked to provide a brief description of how they meet the role specification.


  1. Where more than one person wishes to participate the person whose skills and abilities most closely fulfil the role specification should be invited to participate.


  1. Details of the role should be set out at the time that invitations to participate are being publicised – see Appendix B for patient representative cover sheet.


  1. Further advice may be sought from the Governing Body Lay Member for Patient and Public Involvement.


Appendix A

Role, responsibilities and required skills of patient representatives on Shropshire CCG boards, committees and groups

Patient Representative Role Specification

Shropshire Clinical Commissioning Group (CCG) understands that the views, perspective and challenge of patients and the public are fundamental to its drive towards better health and health services for the people of Shropshire. * One of the ways the public and patient voice can be heard is through patient representation on those boards, committees and groups that the CCG sets up to consider and make decisions about the health services it commissions.

The role specification set out below is general in nature but serves as a guide to assist patients in understanding what is required of a patient representative, and what qualities are being sought for the role.

1.The role of a Shropshire CCG patient representative is to:

1.1 Provide assurance that the views of patients and the public have been sought and

considered as the programme of work develops;

1.2 Highlight where decisions made would need to be the subject of engagement, involvement and consultation and to drive agreement about how this should be achieved;

1.3 Help to explain the “case for change” around commissioning to external partners;

1.4 Contribute to meetings own ideas and experiences and where evidenced those of a wider patient population;

1.5 Provide ‘critical friend’ challenge into the group rather than represent a particular condition or interest.

2. Responsibilities of the Shropshire CCG Patient Representative:

2.1 Ensure the Board, Committee or Group’s decisions and priorities represent the best interests of people in Shropshire;

2.2 Participate fully in meetings whether in face-to-face settings or by phone /internet conferences; 2.3 Prepare for meetings by reading and reviewing all relevant documentation;

2.4 Raise areas of unresolved concern with the Chair and-or other Board, Committee or Group members;

2.5 Identify any support, training and development requirements needed to be effective in the role;

2.6 Comply with the CCG’s ‘Commissioning in Partnership – Code of Conduct’, and respecting the confidential nature of discussions when it is made clear by the Chairs that this is a requirement.

3. Skills and experience required for the role of Patient Representative:

3.1 An understanding of NHS services and how they are commissioned;

3.2 Experience of working in a Committee setting, and ability to contribute actively to the discussions and work of the group, including undertaking specific tasks or projects as appropriate;

3.3 Experience of advocating for patient engagement and involvement at a strategic level;

3.4 A demonstrated commitment to improving the quality of patient outcomes and quality of care;

3.5 A demonstrated ability to interact with multiple stakeholders;

3.6 Ability to understand and evaluate complex information;

3.7 Ability to present a non-clinical perspective and offer constructive challenge;

3.8 Ability to display sound judgement and objectivity;

3.9 Ability to communicate verbally and in writing with a variety of audiences;

3.10 Have an awareness of, and commitment to, equality and diversity;

3.11 Understand the need for confidentiality.


4. Responsibilities of Shropshire CCG to Patient Representatives:

4.1 The provision of an introduction to the work and an explanation of terms, history and aims;

4.2 Prompt payment of all expenses incurred associated with the specific work under review;

4.3 Providing all meeting documentation in the Representative’s preferred format and sending it out in good time and no later than 48 hours prior to any meeting;

4.4 Ensuring that meetings take place at accessible times and in accessible places;

4.5 The language used in documents and at meetings is, wherever possible, plain and jargon-free; 4.6 The Chair of the meeting will ensure that the Representative always has the time and opportunity to feed in views and ideas.


5.1 In accordance with Shropshire CCG’s Constitution individuals representing the CCG or engaged with CCG activities are expected to adhere to the standards of behaviour published by the Committee on Standards in Public Life (1995) known as the ‘Nolan Principles’ These principles are set out as follows:


Holders of public office should act solely in terms of the public interest.


Holders of public office must avoid placing themselves under any obligation to people or organisations that might try inappropriately to influence them in their work. They should not act or take decisions in order to gain financial or other material benefits for themselves, their family, or their friends. They must declare and resolve any interests and relationships.


Holders of public office must act and take decisions impartially, fairly and on merit, using the best evidence and without discrimination or bias.


Holders of public office are accountable to the public for their decisions and actions and must submit themselves to the scrutiny necessary to ensure this.


Holders of public office should act and take decisions in an open and transparent manner. Information should not be withheld from the public unless there are clear and lawful reasons for so doing.


Holders of public office should be truthful.


Holders of public office should exhibit these principles in their own behaviour. They should actively promote and robustly support the principles and be willing to challenge poor behaviour wherever it occurs.

5.2. Representatives will be appointed with reference to a specific role or project and/or for the duration of a specific committee/group. Roles will be subject to periodic review as deemed appropriate by the relevant committee or group

* Shropshire Clinical Commissioning Group also seeks the views and experiences of the people of Shropshire through a range of activities including, for example:

- Surveys

- Public forums at which people can share their needs, preferences and suggestions

- Invitations to comment on proposals via web sites, telephone, comment boxes, etc

- Face to face interviews in which more detailed exploration can be achieved

- Consultations – large and small

- Workshops at which participants are involved in the design of the shape, nature, range of services


Appendix B

 Patient Representative Cover Sheet

  1. Name of board, committee or group:


  1. Period for which a patient representative is being sought, e.g. one meeting, a series of regular meetings, a standing committee, etc:


  1. Frequency of meetings:


  1. Chair of the board, committee or group and contact details:


  1. Location of meetings:


  1. Brief description of the matters upon which the board, committee or group is focused:


  1. Where can further background information be found: