Medical Reports - Dealing with Requests

oPatientPlus articles are written by UK doctors and are based on research evidence, UK and European Guidelines. They are designed for health professionals to use, so you may find the language more technical than the condition leaflets.

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Doctors are frequently requested to provide information about their patients These requests come from a variety of sources, eg employers, government agencies and regulatory bodies. In the UK, GPs receive the most requests as it is they who hold the most comprehensive records.

Information may need to be provided in the form of a report, a certificate, a statement or a letter. Most requests for information present no problem but occasional difficulties may arise. Such difficulties may include conflicts of interest, unreasonable expectations about the information the doctor may hold and problems about payment. Classifying the reports may help to clarify these issues.

 

Table 1. Medical reports in British general practice[1]

PurposeExamples Legal proceedings to advance patient careChild protection reports, recommendations under the Mental Health Act, mental capacity assessmentsTo advance the public goodNotification of infectious diseases, adverse drug reactions, death and cremation certificates, evidence of injuries for criminal proceedingsIllness as an excusing factorCertificates relating to short- and long-term incapacity to work (Med 3, Med 5, Med 4, IB113)
Countersignature of claims for holiday insurance
Letters and reports for academic mitigation
Letters of support for absence from court
Letters of support for exemption from jury serviceIllness as grounds for entitlementExemptions from paying medical and maternity prescriptions (FP92A, FW8)
Housing letters
Social security letters
Forms related to disabled parking badges
Forms for disability and mobility allowance
War pensions
Holiday insurance cancellation or curtailment
Accounts of medical events for civil proceedingsFitness to engage in a particular occupation or professionHealth Professions Council
PCV and LGV licences
Taxi driver
Summer campActuarial calculationLife assurance
Sickness insurance

Legal reports that advance patient care

These will include recommendations under the Mental Health Act, child protection reports and assessment of mental capacity. It should be remembered that these are legal documents which come under different rules of consent from referrals for investigation and treatment.

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The public good

Doctors have an obligation to act in the public good. Examples of doctors exercising their public health function include reports in notification of infectious diseases and adverse drug reactions. Death certification, cremation certificates and reports to coroners provide important epidemiological information.

Consent is usually not required where doctors are legally obliged to provide reports but it is good practice to inform the patient where possible.

Illness as an entitlement or excusing factor

This is the largest and most controversial category. A satisfactory system has yet to be found which ensures that patients using illness as an excusing factor are able to obtain sickness benefit without making unfair claims on the public purse.[2][3] A variety of forms cover various circumstances in which sickness benefit or incapacity benefit are claimed. For more information see separate article Certification in Primary Care.

Other situations in which a certificate is requested in this category include jury service, attendance at court, probation, or community punishments.

Certificates or reports may also be requested to enable patients to access benefits such as free prescriptions, free travel on public transport, preferential access to social housing and parking.

Fitness for sports

Reports certifying that a patient is fit to take part in sport may involve hazardous activities, such as bungee-jumping, or more mundane sports, such as gym training. Individuals are now actively discouraged from asking GPs to sign firearms certificates. Criteria vary and some bodies which may be considered to organise hazardous sports, such as the British Sub-Aqua Club, have abandoned reports altogether. There is rarely a conflict with the organising body if a doctor declares a patient unfit but the patient themselves may object if they feel a health problem is irrelevant.

Fitness for an occupation

This may include driving (heavy goods vehicles and passenger-carrying vehicles) and health professions, such as occupational therapy and physiotherapy. The common theme is that those unfit to practise may pose a physical or mental risk to the public. Detailed guidance on relevant health factors is provided by the Driver and Vehicle Licensing Agency and taxi licensing authorities. See separate article Fitness to Drive for further details.

Many health professionals in this category work for themselves or are licensed to work for a number of different employers. Work which is only possible in large organisations, eg driving trains, flying commercial aeroplanes, normally comes under the purview of the company's own occupational health service.

The focus is on the public good rather than the risk to individual workers. Concern for patients rather than practitioners is the guiding principle of the Health Professions Council in identifying those whose illness may affect their practice.[4]

Information for actuarial assessments

These are commonly known as insurance or personal medical attendant (PMA) reports. Their principle function is to help insurers assess an individual's risk of disability or death and weight premiums accordingly (or in rare cases refuse insurance altogether). The framework governing the reports is clear and doctors writing them are obliged to give clear and accurate information even if this is to the disadvantage of the patient. Since patients may not know what information is to be divulged, consent is generally carefully worded. It usually includes an option for an independent medical assessment if a GP cannot, or will not, provide a report, and provision for patients to view the information in the report and withhold information that they do not want divulged.[5]

A common format for General Practitioner Report (GPR) has been agreed and computer-generated reports (eGPR) are accepted by insurers. Many GP software programmes now have the facility to generate reports from within their systems, merging all relevant patient data. It is, however, still necessary for the GP to check that the data is complete and accurate before submitting the report.

Non-medical reports

Countersigning passport applications and confirming identity are examples. In 2001, Tony Blair commenced an initiative to reduce paperwork in general practice and this has had an effect on reducing the number of requests for these types of reports.[6]

Consent

If the patient requests the report, consent may be implied or signed consent may be given. Signed consent does not always mean informed consent and consent may be the only way to obtain insurance or benefits or take part in some activity. The right to see a report prior to submission is therefore important but legislation does not cover all reports. There may be a tension between the interests of the patient, the requirements of a third party and the obligations of a doctor to provide accurate information.

Table 2. Ethical issues in medical reports[1]
Purpose Consent Benefit to patient Who pays? Possible conflict of interest
Legal proceedings to advance patient care Not obtainable Yes State No
To advance the public good Not required No State No
Illness as an excusing factor or as grounds for entitlement Required but sometimes constrained or inadequately informed Yes Patient or third party Yes
Fitness to take part in dangerous sports Yes but sometimes constrained Yes Patient No
Fitness to engage in a particular occupation or profession Yes but constrained Little Patient Yes
Actuarial calculation Yes - generally carefully worded No Third party Yes

Who pays for a report is an issue which should be established before the report is written. In many cases, this is obvious, being usually the party who requests the report (the patient, an official organisation or a commercial company). Fees are sometimes negotiated between the medical profession and the relevant authority.[5] Some reports are part of the GP's NHS contract but many are not. It is advisable to have an advertised list of fees for the commonest reports, so that it is made clear to patients that they will have to pay and how much the report will cost.

Doctors are occasionally put in unenviable positions by people requesting reports, eg charitable organisations, students seeking evidence of extenuating circumstances for an academic authority or patients requesting support for housing need - none of whom is keen to, or able to, pay a fee. As in many other areas of clinical practice, this will require the doctor to make an individual judgement based on the merit of each request.

It is advisable to present the information in as factual a form as possible. Try to avoid making judgements or voicing opinions which are beyond your expertise. If you do not have the knowledge to answer a question, eg whether the patient is fit for a job with which you are unfamiliar, say so. Most GPs, for example, will not have the expertise of a trained occupational health doctor - the professional that the requesting body may need to involve (often at increased cost) if they cannot obtain an opinion otherwise.

Remember also that medical records are not inviolate. They may be inaccurate, incomplete, eg mislaid hospital reports, visits to alternative practitioners or NHS walk-in centres, or simply not fit for purpose, eg functional information which GPs may not record. They may be valid from a clinical point of view but not from a legal point of view, eg accounts of symptoms which had not been personally witnessed by the report writer would be considered hearsay in a court of law. All these points should be taken into account when writing a report.

Reports based on information held by doctors can be useful and valid. However, organisations or individuals sometimes request reports based on assumptions that doctors hold more information than they do, to confirm what patients have already told them, or in the mistaken belief that by doing so they can transfer responsibility for the outcome of the report to the medical practitioner. It should be remembered that doctors are not obliged to provide reports outside of their legal and contractual responsibilities. Stick to facts rather than opinions. Do not be afraid to admit you do not have the knowledge to answer a question or to suggest that a person with greater expertise might be better placed to write the report, if indeed that is the case.
Before writing a report, it may be helpful to consider the following questions:

  • What class does the report fall into?
  • Has the patient given free and informed consent?
  • Who will gain advantage from the report?
  • What are the consequences of giving the report as opposed to not giving it?
  • How valid is the information on which the report is based?
  • Should a fee be required and, if so, who should pay and how much should be charged?
  • Is an opinion or judgement being requested rather than factual information and, if so, are you comfortable complying with the requirements?

Further reading & references

  1. Toon PD; Practice Pointer. "I need a note, doctor": dealing with requests for medical reports about patients. BMJ. 2009 Feb 3;338:b175. doi: 10.1136/bmj.b175.
  2. Sawney P; Current issues in fitness for work certification. Br J Gen Pract. 2002 Mar;52(476):217-22.
  3. Moncrieff G; Why the health secretary’s "well note" is not so swell. BMJ 2008;336:508.; Requires Athens log-in for full text
  4. Health Professions Council; Information for prospective registrants and doctors: information about the health reference. 2006.
  5. BMA Professional Fees Committee; Insurance reports – Guidance for medical practitioners undertaking insurance reports (Supplementary information to FGS5 & 11) March 2007.
  6. Empowering primary care and supporting GPs in the NHS, Rt Hon Tony Blair MP (2001)

Disclaimer: This article is for information only and should not be used for the diagnosis or treatment of medical conditions. EMIS has used all reasonable care in compiling the information but make no warranty as to its accuracy. Consult a doctor or other health care professional for diagnosis and treatment of medical conditions. For details see our conditions.

Original Author:
Dr Laurence Knott
Current Version:
Peer Reviewer:
Dr Hannah Gronow
Document ID:
1272 (v2)
Last Checked:
19/10/2011
Next Review:
17/10/2016