Virtual Group Clinics (VGCs)

Group Clinic Agreement

By participating in this group clinic, I agree that:

1. I am happy to share relevant information about my health condition. For example, this might include my blood pressure or cholesterol levels or menopause symptoms. These results appear on a “results board” which supports group discussion and my learning.

2. I am happy to have a one-to-one discussion with the clinic team about my concerns. I understand other members of the group listen, and in turn I listen to their one-to-one discussions so that we can all benefit from hearing and understanding our common problems and finding solutions.

3. I am under no obligation to share any other personal information with the group unless I choose to do so, and that if I have health concerns that I don’t want to discuss in the group setting, I may ask to discuss them privately in a 1:1 consultation.

4. At any time, I can withdraw my consent to participate in the video group clinic and book a 1:1 consultation.

5. All information I learn about group members is confidential. I agree that I will not record nor share any information about other members of the group, in conversations outside the group verbally, or on social media such as Facebook, Twitter etc or in any other public forum.

6. If I am more than 5 minutes late, I will not be able to join the session and will need to book on to another session

Video Group Clinics Only:

7. It is my responsibility to make sure that I have adequate anti-spyware and anti-virus protection. I understand that some personal information is stored locally on the computer I join from and if I join from a mobile, this is only as secure as any other phone call on that mobile network.

8. I understand I can change the privacy settings on my device to preserve my personal information. If I want to read about this, I can do so here:

https://www.ncsc.gov.uk/guidance/video-conferencing-services-using-them-securely
https://www.ncsc.gov.uk/collection/top-tips-for-staying-secure-online

9. I understand that any personal/non-medical information I provide in advance of my VGC (contact number/location etc.) will be stored in a secure spreadsheet until the date of my consultation and will be permanently deleted from LissonWell’s computer system immediately after the consultation. Only authorised and necessary individuals will have access to this data. For any questions or concerns, please contact the surgery.”

If, after reading this agreement, you no longer wish to attend the Group Clinic that you have been invited for, please contact us so that we can allocate your place and help another person keep well and improve their health.

If you have further questions, please see the ‘What is a Group Consultation’ page on our website, read our frequently asked questions or contact the surgery and ask for a call-back from our Group Clinic Coordinator.

It is important to understand the strict consent process in place, which helps you and others stay safe and preserves the whole group’s confidentiality. Watch a video explaining the consent process here:

• Make sure you have read and agreed to the group clinic agreement. In the VGC, you will be asked to confirm that you are happy to participate on this basis, and that you agree to keep all information that group members share confidential.
• Check your privacy settings. If you already use or have an account with Microsoft Teams, make sure you ‘Log Out’ before you join the VGC.
• Launch the meeting link. You will be given the option to use the App or web version. We advice using the web version to avoid needing to download anything.
• Join from a comfortable space. The VGC can last between 60-90 minutes. Make sure you are comfortable and that you have enough battery power to last this time. Ideally plug your device in to the power socket before you join the VGC
• Be on your own unless you have asked someone to attend with you. We understand you may be joining from home or work. If there is anyone else in the room and they can hear, they either need to leave or read the group clinic agreement and consent. If the consent process is not completed by someone who is with you, or who can hear you, then you will have to leave the consultation and arrange an alternative appointment with our clinic coordinator.
• Join 10 minutes early. Click on the group clinic link 10 minutes before the start time. This provides time for us to help with your technology if you need it; especially the first time you are joining. Make sure you check that your video and speakers are both working.
• Use your chosen first name and last initial that you gave us on your consent form when you sign in (e.g. “Bob T”). This preserves your privacy and means we can link your results with the person talking during your appointment.

New Menopause Symptoms/Hormone Replacement Therapy (HRT) Initiation

You will be booked onto 2x group clinics from the outset.

Clinic One will be for: Discussing your symptoms, if/what you have tried already to help, HRT education, potential medication initiation.

Clinic Two will be after 3 months and is for: Discussing any changes you have made, your symptoms now, compared with 3-months ago, talking about side effects, discussing lifestyle changes that may help and making sure you are taking any medication properly (e.g. if you are using etragol gel, ensuring you are using the correct amount)

Both Clinics will be run by the same facilitator and a clinician with a special interest in Woman’s health. We will also have a Social Prescriber available during the second clinic.

We are still working out the details for this session, watch this space for more information

What happens after a session?

During the session if there are any questions the clinician cannot answer, or you require a follow up, it will be ‘Car Parked’, where the question is parked, for answering later. These questions may be too personal, specific, or off topic, and the clinician will contact you with an answer at a more appropriate time.

Some clinics, will be multiple sessions, with an additional invitation to update on your progress and provide advice.

Absolutely. Many people who take part in Virtual Group Consultations are using Microsoft Teams for the first time. You don’t need to download anything complicated, just click the link we’ll send by email. A facilitator will be on hand to guide you through the process and offer support if you need help getting started.

Yes. Only patients who have registered for the session will receive the secure link to join. Before taking part, everyone must agree to keep what’s shared in the session private. We ask that all participants join from a quiet, confidential space and do not record or photograph any part of the consultation.

Very likely. Even if you’ve been managing your condition for years, there may be new advice, treatments, or tools you haven’t come across. Many patients also find great value in hearing how others cope with similar challenges, it’s a chance to pick up new ideas and feel part of a supportive community.

Yes. We encourage you to give the group consultation a go if you can. However, we will still have the usual one-to-one appointments available for people who decline or are unable to take part in group clinics.

Our policy is that you will not be admitted to the group clinic if you join the link more than 5 minutes late. This is because it is important that everyone is checked in, consents, and signs up to the group understandings at the start. It is very disruptive for the group when people join late. If you are late, this will be treated as a ‘Did Not Attend’, the same way as if you had a face-to-face or one-to-one appointment that you did not make it in time for. If you fail to notify the Practice that you are unable to attend, you will be sent a letter informing you that you did not attend your appointment. Persistent defaulters may be removed from the practice list. If you need to rearrange, contact the surgery on 01752 205555.

It is your responsibility to ensure that your computer has adequate anti-spyware and anti-virus protection. If you are participating in a VGC on a mobile phone, please understand that the session is only as secure as any other phone call on your mobile network.

It is best to ‘log out’ of any Microsoft accounts you have and enter your VGC sessions as a ‘Guest’. This helps you to avoid sharing personal information like your full name and email.

You won’t know until you give it a go! People tell us they really enjoy the experience. VGCs might not suit everyone. If you are feeling anxious beforehand, let the facilitator know. It is also OK to join a group and just listen and see if it is for you. You can even join in and decide to leave if it isn’t right for you. At any point you can leave a group, you can do.

Do let your facilitator know if you are feeling worried about being in a group. It is OK to join a group to just listen. You will still learn a lot and many people who do this and end up joining in once they feel comfortable.

If you feel the VGC isn’t working for you, let the facilitator know. You can leave at any time. The team asks for feedback at the end of every video group clinic so let your facilitator know if you think things could be improved.

Yes, with your agreement. It is often very useful for family members, carers or friends who support you to join. The beauty with VGC is they can join from their home or workplace, and you can join from yours. If your relative lives at a different address or even in a different town or abroad, they can still join in to support you. They need to consent to take part, agree to respect confidentiality, and confirm their identity just like other participants. Ideally you should just invite one person to join you otherwise groups can get too large. Please let the facilitator know ahead of the time so we can add their name to the register.

However currently Under 18’s cannot join the VGC appointment as a participant. You must alert the facilitator to people of any age in the background and within earshot of the VGC. Once alerted, the facilitator will ask anyone who can overhear to consent. Clinicians make the overall decision on the appropriateness of the information being discussed with young people present and may ask that the young person leaves.

Before the group, all participants are sent an agreement to not to share any information discussed within the group. Unlike the confidentiality regulations surrounding a doctor’s obligation to keep all information confidential, this is not enforceable by law. However, as all participants will be sharing personal information, it is in everyone’s interests to respect this.

The follow-up will depend on the clinic you have been invited for. If you have any private concerns or the clinician feels you needs some further one-to-one time or follow up, then you can be booked in for a follow-up one to one appointment as usual.

New Menopause Symptoms/Hormone Replacement Therapy (HRT) Initiation:

You will be booked in to 2x appointments from the outset. If you need to discuss symptoms, side effects or have any other queries that cannot wait for the 2^nd group clinic, you can request an individual follow-up through the usual SystmConnect Request pathway.

Yes. Some people find that they get on really well, form friendships and want to carry on meeting to support each other after they meet at VGCs. Getting involved if this happens is your choice.  Being part of a support group helps some people stick to their goals and keep motivated to make lifestyle changes that may help with you manage your condition and recovery. Your clinician can also refer you to support groups that already exist. Ask about this if you are interested.