Medical Reports and Letter Requests Policy

As a GP surgery, we are often asked to complete medical reports or letters, on behalf of our patients.

Although the NHS provides most health care free of charge, medical reports and letter requests are not covered by the NHS and are therefore classed as private work.

We are kindly reminding patients that this service does come at a cost and it will not be completed straight away. When a Partner signs a certificate, writes a letter or completes a medical report, it is a professional duty that they check the accuracy of such information. This may involve examining the patient’s entire medical record. Please allow the Partners and the medical secretary time to action these requests. This can take up to 6 weeks, depending on the type of request. 

Once payment has been received, it will then be passed to one of the Partners of the surgery for completion. We understand that some requests might be urgent and we will always try our best to accommodate this. 

Frequently Asked Questions 

Why does my GP charge a fee for medical reports and letters?

The practice has a primary duty to provide services for the management of patients who are ill. Writing letters and reports (i.e., for insurance providers, adoption and fostering, DVLA etc) all falls outside of the NHS GP contract. When medical reports are provided they are a private service and as such, have to be completed in the GP’s own time outside of their paid NHS working hours. These services incur a fee. 

What if I cannot afford to pay a fee? 

Whilst we understand the financial pressures that patients might be facing, we receive a high volume of these requests and set all of our fees based on the time the GP takes to complete the work, so that we are equitable to all patients and our doctors. We are not able to negotiate our rates or offer reduced prices. 

Why does it sometimes take my GP a long time to complete my form or letter request?

Time spent completing forms, letters and preparing reports takes the GP away from the medical care of his or hers patients. Most GP’s have a very heavy workload – the majority work up to 70 hours a week – and paperwork takes up an increasing amount of their time, so many GP’s find they have to take some paperwork home at night and weekends. 

What fee should I expect to pay? 

The British Medical Association (BMA) recommends that GP’s tell patients in advance if they will be charged and how much. It is up to the individual doctor to decide how much to charge, but the BMA produces lists of suggested fees which many doctors use. We have implemented the suggested BMA fees.

Surely the doctor is being paid anyway?

It is important to understand that GP Partners are not employed by the NHS, they are self-employed, and they have to cover their costs – staff, buildings, heating, lighting, etc – in the same way as any small business. The NHS covers these costs for NHS work, but for non-NHS work, so the fee has to cover the doctor’s costs.

I only need the doctor’s signature – what is the problem?

When a doctor signs a certificate or completes a report, it is a condition of remaining on the medical register that they only sign what they know to be true.

In order to complete even the simplest of forms, the doctor might have to check the patient’s entire medical record. Carelessness or an inaccurate report can have serious consequences for the doctor with the General Medical Council (the doctors’ regulatory body) or even the Police.

What can I do to help?

Not all documents need a signature by a doctor. You can ask another person in a position of trust to sign such documents free of charge.

Do not expect your GP to process forms overnight. You should expect the form(s) and letters to take up to 6 weeks for the GP to complete and return.