ashcroft surgery,

Newlands Way, Eccleshill, Bradford, BD10 0JE, West Yorkshire, UK

Useful Numbers

  • CALL 111 –  open 24 hours for help with medical problems of short duration and sudden onset
  • ANY LOCAL PHARMACIST for good advice about medicines, minor illness
  • DISTRICT NURSES: 01274 256 131 for wounds, dressings, elderly people
  • HEALTH VISITORS: 01274 221 223 for advice about babies and children
  • MIDWIVES: 01274 623 952 if you’re pregnant
  • National Coronavirus Support Line 0333 880 6619

Private Letters & Medical Reports Protocol


  • – – –


  • Doctor:   Dr Ramesh Mehay (Data Protection Officer)
  • Nurse: – 
  • Admin:  Chris Rushton (Data Controller) & Pam Brown (Data Protection Officer)


20th June 2019


June 2020

The Policy/Protocol

Please note: this protocol covers medical insurance reports, patient letter requests and any other medical reports

Frequently Asked Questions (FAQs)

  1. Obtain the request from the patient in writing, along with their written consent
  2. Payment must be agreed with patient and collected at the time of the request (for patient request letters, do not progress to step 3 until payment collected)
  3. Pass onto the nominated administrative staff member, who will log this and allocate evenly to all doctors irrespective of whether they are working that day
  4. Inform patient that the letter should be ready within 4 weeks
  • If a staff member is not working for 5 or more consecutive working days, please do not allocate any reports until they are back at work.
  • All partners and salaried GPs can be allocated reports.
  • GP registrars can be allocated reports once their trainer has given confirmation.  Please ask their GP trainer first.
  • All other GPs (including locum GPs), should not be allocated reports unless confirmed by the practice manager.
  • If a patient requests a letter, please signpost the patient to the reception, who will go through the protocol above.  Do not take the forms from them.
  • Doctors should aim to have completed report within 2 weeks in general, but ensure that the report is completed within 4 weeks.
  • Please return the completed reports to the named administrator.

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