Request a Private Letter/Report/Form

Requests for Information / Private letters / Reports / FORMS and “To whom it may concern letters”

Our Doctors are frequently asked to provide private letters for patients and/or reports for third parties, etc. The preparation of these letters or reports is not covered by the NHS and as such there is a fee payable in advance. All letters require the doctor to take time to review a patient’s medical record to ensure that the information provided is correct and this is carried out in the GP's own time. In some instances these requests are outsourced. 

Click on the following link for all related fees for in-house and outsourced work:

Our full list of non-NHS fees 

Examples of these letters and reports include :

• Fitness to travel
• Confirmation of medication or a medical condition
• Fitness to take part in a sporting event/performance
• Letter for schools, universities, employers or courts etc
• OFSTED reports
• Cancellation of holidays
• Letters to Council/housing requirements

Private letters DO NOT prioritise NHS work and may take some time to prepare. Please allow at least 4 weeks.

GPs do not counter-sign passport applications nor do they provide letters to confirm address or residency as we have no means of verifying this information. We are unable to assist with Bus Passes, Blue Badges, Mental Capacity Assessment, Power of Attorney documents or Wills.

All requests must be made by ONLINE CONSULTATION. All relevant information pertaining to the request should be included in your submission.  If you require a pro-forma to be completed then please bring this in person to Trinity Court Surgery in order for us to log your request - you will need to complete a submission slip to be attached to the form.  We will contact you to confirm receipt of your request and provide any further information, along with likely timescales and if applicable we will ask you to arrange payment by bank transfer to Sort Code: 30 98 26 Account No: 34024168. Please use your date of birth and initials as the reference. No private work will be carried out until payment has been received.

Once the documentation is completed you will be required to provide ID when collecting any items.

In genuinely urgent cases, we will do our best to meet your deadline; however, we cannot promise this. If you cannot wait, we will refund your fee if the letter has not yet been written.

Copies of results required by Consultants for follow up meetings, etc should be requested direct by the Consultant from a secure email account to our secure email account

 

Access to Medical Records

The Access to Health Record (AHR) Act came into being in 1992, allowing people to have the right to have sight of their medical records. Under the Data Protection Act 1998, you have the right to access all of your health records including those held by your GP.

If you wish to view the records held by the surgery, your request should be put in writing for the attention of The Practice Manager.

If you need access to any health records that are held by any community-based site, including the following:

• Royal Leamington Spa Rehab Hospital
• Alcester Hospital
• Ellen Badger Hospital
• Bramcote Hospital

Or any of the following services:

• Health Vistors
• Physiotherapy
• Child Health
• Occupational Health
• Occupational Therapy
• District Nursing

You can request the relevant forms from NHS Warwickshire directly by writing to:

ANH / FOI Officer 
Westgate House 
Market Street
Warwick
CV34 4DE