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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 arose after the sad, untimely death of the former, single handed contract holder, Dr Khan-Gilbert. In June 2021 we sought a patient representative for the Pond Tail Surgery Procurement Evaluation and announced the evaluator in July 2021, please see details below.

October 2021 update 

We are now pleased to announce that a local organisation, DHC GP Federation (Dorking Healthcare) has been appointed to provide primary care GP services to registered patients at Pond Tail Surgery. DHC currently provides a wide range of NHS services within Surrey. Information about DHC can be found at https://dhcclinical.co.uk/pondtailsurgery 


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


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.



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.



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 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.


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.



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