Medical Letters and Reports Policy

Purpose of this policy

Elsdale Street Surgery aims to provide patients with appropriate medical information while ensuring that GP time is used responsibly and that NHS services remain our priority.

We understand that patients may require medical evidence for employment, education, housing, travel, insurance or other personal matters.

However, not all requests fall within NHS services, and there are limits to the letters, reports and medical opinions our GPs can provide.

What we can provide

Our GPs can provide factual information supported by your medical records, including:

• Confirmation that you are registered with Elsdale Street Surgery.
• Confirmation of recorded medical conditions, including mental health conditions and ADHD.
• Relevant medical history, diagnoses and treatments.
• Details of prescribed medication.
• Factual medical summaries and reports.
• Completion of certain medical forms and certificates where clinically appropriate.

All information provided must be accurate, relevant and supported by the available medical evidence.

What we cannot routinely provide

Our GPs cannot automatically provide statements or opinions about matters outside their clinical knowledge or where there is insufficient supporting medical evidence.

This includes requests to:

• State that your medical condition is caused or worsened by your housing, employment, school or personal circumstances without sufficient clinical evidence.
• Recommend that you should be rehoused or given priority housing.
• Support a particular legal, educational, employment or benefits decision.
• Guarantee that you are medically fit for a particular activity where an appropriate assessment cannot be completed.
• Provide information that is not documented or cannot reasonably be verified.

Where an appropriate clinical opinion is requested, the GP will decide whether it can be provided based on the available evidence and their professional judgement.

Services we do not routinely provide

The practice does not routinely complete the following patient-requested documents;

• Housing support letters or reports: Not routinely provided. Formal requests from housing departments may be considered.
• Naturalisation forms: Not provided.
• Passport application forms or countersignatures: Not provided.
• Letters supporting benefits applications: Not routinely provided at the patient's request. Formal requests from DWP or other authorised bodies will be handled separately.
• School absence letters: Not routinely provided. Parents should follow the school's normal absence procedures.
• Letters requesting specific educational or legal outcomes: We may confirm factual medical information but cannot guarantee or recommend a particular outcome.

Patients may be directed to the relevant organisation to discuss alternative evidence or the appropriate application process.

Housing-related requests

We understand that housing circumstances can affect patients' health and wellbeing.

However, the practice does not routinely provide letters supporting housing applications, requests for priority housing or rehousing decisions.

Housing assessments and decisions are the responsibility of the relevant housing authority.

Where a housing department contacts the practice directly for medical information, we may respond where appropriate, subject to patient consent or another lawful basis for disclosure and any applicable arrangements.

Patients may request access to their existing medical records or medical summary to provide supporting evidence themselves.

Medical records and medical summaries

Patients are entitled to request access to their existing medical records, subject to applicable data protection rules.

Copies of existing medical records and available medical summaries are normally provided free of charge.

A request for a newly prepared, personalised medical report or bespoke summary is different from requesting access to existing records and may attract a private fee where permitted.

Payment policy

The following conditions apply to private medical work:

1. The practice must first confirm that the requested work can be undertaken.
2. The patient will be informed of the applicable fee.
3. Full payment must be received before work begins.
4. The GP will complete the work in accordance with their professional judgement.
5. The practice will notify the patient when the document is ready.

Payment does not guarantee that a GP will provide a particular opinion, recommendation or outcome.

Where the practice cannot accept a request, patients will be advised accordingly.

Requests that are declined

The practice reserves the right to decline private work where:

• The request falls outside the services we offer.
• The requested information cannot be verified from the available records.
• The GP is unable to provide the requested clinical opinion.
• The request falls outside the GP's professional competence.
• Completing the request would be inappropriate or conflict with professional obligations.

Where possible, patients will be directed towards existing medical records, an appropriate organisation or another suitable source of evidence.

Discretion and exceptional circumstances

The practice recognises that some patients may experience financial hardship or exceptional personal circumstances.

Requests for a fee to be waived will be considered individually by the Practice Manager and will require authorisation from the GP Partners.

Any decision to waive a fee does not guarantee that the requested letter or report can be provided.

How to request a private letter or report

Patients should contact reception and explain the document or medical information they require.

The practice will review the request, confirm whether it can be undertaken and advise of any applicable fee.

Once the request has been accepted and payment received, it will be passed to the appropriate GP for completion.

Patients will be contacted when their document is ready.

Questions or further information

If you are unsure whether the practice can provide a particular letter, certificate or report, please speak to our reception team before submitting your request.