Dealing with fees for non-NHS report requests

As a GP you will receive many requests for reports from Government organisations or other third parties, it is important that you and your staff adhere to best practice.

Location: UK
Audience: GPs Practice managers
Updated: Monday 17 January 2022
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Use our step by step guide

Practice administrative staff must:

  • check all relevant paperwork is provided
  • if a fee hasn't already been set, now is the time to do it
  • communicate in writing - formal notification of the doctors proposed fee and any further terms and conditions relating to the completion of the report should be communicated and agreed by both parties
  • check that the patient has signed consent if appropriate
  • log the arrival of the document in the practice system
  • search patient notes and marry up with the information request
  • allocate to the GP
  • once the report has been completed ensure copies are made and kept within the practice record system
  • make diary entry or bring forward date to post completed report
  • complete payment claim form, log date of postage or report to relevant authority
  • chase the payment if appropriate
  • receive either payment schedule from requesting authority and reconcile with bank statement, or receive payable order or cheque and arrange banking.

GPs must:

  • assimilate contents of request, confirm patient consent has been granted to divulge if in order, and ascertain whether or not the Access to Medical Reports Act, Data Protection Act or Access to Health Records Act, applies
  • read all GP notes, hospital letters and laboratory results contained within the patient record - this is to ensure, as far as possible, that the facts they certify in a report or certificate are correct
  • produce an appropriate response, either in writing, typed directly onto electronic report template, or by dictation
  • check and sign the final draft
  • once signed, the report and any manual notes held should be returned to the administrator for copying and filing.