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Private Medical Reports and Non-NHS Services Policy 

Purpose

This policy outlines the arrangements for managing private medical reports and non-NHS services within the practice. It ensures that requests are handled consistently, fairly, confidentially, and in accordance with NHS guidance, General Medical Council (GMC) standards, data protection legislation, and practice procedures.   

Scope

This policy applies to all patients and all clinical and non-clinical staff, including: 

  • All GP partners 
  • Salaried GPs  
  • Patient Services Team  
  • Finance Team 
  • Any staff involved in processing of private work requests 

This policy relates to all non-NHS work undertaken by the practice, including private medical reports, forms, letters and examinations requested by patients or third parties. 

Definition of Private Work 

Private work refers to services that are not covered under the NHS General Medical Services (GMS) contract or other NHS-funded services. 

The practice is not contractually obliged to undertake private work and reserves the right to decline requests where appropriate. 


Examples of Private Services

Examples of private services may include: 

  • Letter - to whom it may concern  
  • Concessionary travel forms, blue badge and Diamond bus pass letter  
  • Firearms certificate  
  • University/school letter (long term conditions only  
  • Amended copy of private letter  
  • Life or Health insurance reports (paid by insurance co.)  
  • Payment/Income Protection Insurance  
  • Extra information report for the above  
  • DVLA report - dependent on level of report required.   
  • Army Medical Report 
  • Adoption Medical  
  • Holiday cancellation (certificate only). Evidence may be required  
  • Freedom from infection certificate  
  • International certificate of vaccination  

This list is not exhaustive. 


Exclusions

The practice does not provide private services for the following: 

  • Driving licence countersignature  
  • Seatbelt exemption  
  • School fee insurance  
  • Private sick note  
  • Community service certificate for offenders who fail to attend  
  • School fee insurance  
  • Occupational health reports  
  • Pre-employment reports  
  • Fitness to study, work, travel, exercise, sport, etc  
  • Solicitors report (written opinion) 
  • Local authority reports (fee depends on time taken to complete report - Fees shown are typical)  
  • HGV/LGV/PSV/Pilot  
  • Insurance related medical examinations 
  • Lasting power of attorney plus examination at the surgery/home  
  • Medical examination Occupational health reasons  
  • Medical examination for other reasons  
  • Pre-employment report and examination  
  • Army Medical Examination 
  • Private prescription for Malaria tablets 
  • PADI Diving Forms 
  • Verification of identity e.g. passport applications 
  • Verification of address 

This list is not exhaustive. 


Principles

The practice will ensure that: 

  • NHS work ALWAYS takes priority over private work 
  • Patients are informed in advance if a fee applies 
  • Fees are reasonable and in line with current guidelines 
  • Confidentiality is maintained at all times 
  • Consent is obtained before releasing medical information 
  • Requests are completed within a reasonable timeframe, with a deadline of 28 days. This may be extended depending on the complexity of the request. 

Requests for Private Reports

Submission of Requests

All requests for private reports or letters should be submitted in writing to the practice. 

Requests may be received from: 

  • Patients 
  • Solicitors 
  • Insurance Companies 
  • Employers 
  • Government Agencies 
  • Other third parties 

Consent

Written patient consent must be obtained before any medical information is disclosed to a third party. 

The practice will comply with: 

  • UK GDPR 
  • Data Protection Act 2018 
  • Access to Medical Reports Act 1988, where applicable 

Fees and Charges

Fee Schedule

The practice maintains a schedule of fees for private work. Fees may vary depending on: 

  • Complexity of the request 
  • Time required 
  • Type of report or examination 

See Appendix A for an outline of our fee structure. 

Payment

  • Payment will be requested in advance of work being completed. 
  • The deadline will not commence until payment is received 
  • Reports or letters may not be released until payment has been received. 

Non-Refundable Fees

Fees are generally non-refundable once the work has commenced. 


Timeframes

  • The practice aims to complete private work within 28 working days where possible. 
  • Delays may occur due to clinical workload, annual leave, or complexity of the request. 
  • NHS clinical duties will always take precedence. 

GP Discretion

GPs are not obliged to: 

  • Complete every private request 
  • Provide reports outside of their competence 
  • Sign forms or certificates they do not believe to be accurate 

The practice reserves the right to decline requests that are inappropriate, excessive, or outside the scope of available information. 


Confidentiality and Information Governance

All private work will be managed in accordance with: 

  • UK GDPR 
  • Data Protection Act 2018 
  • GMC Confidentiality Guidance 
  • Practice Information Governance and Privacy Policies 

Information will only be shared: 

  • With valid patient consent 
  • Where legally required 
  • Where disclosure is justified in the public interest 

Record Keeping

The practice will maintain records of: 

  • Requests received 
  • Patient consent 
  • Reports completed 
  • Fees charged 
  • Correspondence sent 

Copies of completed reports should be retained within the patient record where appropriate. 


Complaints

Complaints relating to private services will be managed under the practice complaints procedure. 

Patients should be informed that private services are outside of NHS contractual arrangements. 


Equality and Diversity

The practice will ensure that private services are managed fairly and without discrimination in line with the Equality Act 2010. 


Policy Review

This policy will be reviewed annually or sooner if: 

  • National guidance changes 
  • Legislative changes occur 
  • Practice procedures are updated 

Appendix A – Fee Structure

The following is a non-exhaustive list of private fees and charges levied by the practice for non-NHS services. 

Certificates / Declarations / Forms  

  • Letter - to whom it may concern - £36.00  
  • Concessionary travel forms, blue badge and Diamond bus pass letter - £36.00  
  • Firearms certificate - £54.00  
  • University/school letter (long term conditions only) - £ 36.00  
  • Amended copy of private letter - £ 18.00  

Medical Reports (Without Examination)

  • Life or Health insurance reports (paid by insurance co.) - £125.00  
  • Payment/Income Protection Insurance - £125.00 
  • Extra information report for the above - £54.00  
  • DVLA report - dependent on level of report required.   
  • Army Medical Report 

Medical Reports (With Examination) 

  • Adoption Medical - £90.00 without a medical examination / £160 with a medical examination 

Travel and Vaccinations

  • Holiday cancellation (certificate only). Evidence may be required - £36.00 
  • Freedom from infection certificate - £36.00  
  • International certificate of vaccination - £36.00 

Reports/Letters not provided by the Practice

The Practice does not provide the following reports/letters 

  • Driving licence countersignature 
  • Seatbelt exemption  
  • School fee insurance  
  • Private sick note  
  • Community service certificate for offenders who fail to attend  
  • School fee insurance  
  • Occupational health reports  
  • Pre-employment reports  
  • Fitness to study, work, travel, exercise, sport, etc  
  • PADI Diving Forms 
  • Solicitors report (written opinion) 
  • Local authority reports (fee depends on time taken to complete report - Fees shown are typical)  
  • HGV/LGV/PSV/Pilot  
  • Insurance related medical examinations 
  • Lasting power of attorney plus examination at the surgery/home  
  • Medical examination Occupational health reasons  
  • Medical examination for other reasons  
  • Pre-employment report and examination  
  • Army Medical Examination 
  • Private prescription for Malaria tablets  
  • Verification of Identity e.g. passport applications 
  • Verification of address 

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