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Handling Medical Reports Requests

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Contents:

1️⃣ If they have a paper form…
2️⃣ Complete online request
3️⃣ Information to provide patients
✅ What happens next?
❌ What shouldn’t happen in reception

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Summary: Medical reports requests can happen in-person at reception, but it is important that the online form is completed correctly to ensure it is received by the reports team

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Who’s it for: Reception

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If a patient is chasing a report, we can task ‘Medical Reports Team’ on EMIS, and they will get in contact with the patient

1️⃣ If they have a paper form…

For all forms, except DVLA forms:

Ask the patient to complete their details on the form
All sites, except SD & LMC: Pass the form to Clinical Admin team at your site to scan and upload to the patient’s EMIS record LMC: Form should be included with the post that goes to NG SD: Use the konica printer’s scan2email function to KG generic inbox

For DVLA forms:

The form must stay with the patient, and brought to their appointment
Complete the remaining steps as normal
After appointment, take the completed form, scan and return to patient

2️⃣ Complete online request

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All requests must have a form completed on your site’s website

Open the patient’s record on EMIS and verify the phone number & email address with the patient
Open the ‘GP Letter/Medical report form’ in the ‘For patients’ section of your site’s website
Using the patient’s EMIS record, complete the form
In the comments box, mention the type of report needed, if there are any forms that have been passed to clinical admin, and sign with your initials

3️⃣ Information to provide patients

✅ What happens next?

Patients will be contacted by clinical admin and told if the report is possible, the timeframe and price
They will have the opportunity to consider this before agreeing to the production of the report
If an appointment is needed, the medical reports team will ask reception to arrange this

❌ What shouldn’t happen in reception

Taking payment for reports
Booking appointments for the report
Do not confirm if the patient’s request can be fulfilled or not
Do not offer a timeframe or price

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If you have any questions, ask one of your colleagues or the Reception Lead at your site