Pricing Policy – Referral Letters and Written Clinical Reports

1. Policy Purpose

 

This policy outlines the fees applied for the preparation of written referral letters, clinical summaries, and reports produced outside of routine podiatry treatment. It ensures transparency, fairness, and compliance with professional standards set by the Health and Care Professions Council (HCPC).

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2. Scope of Policy

 

This policy applies to:

• Referral letters to GPs or other healthcare professionals

• Written clinical summaries or treatment reports

• Supporting documentation requested by patients or third parties

 

This policy does not apply to:

• Routine clinical notes

• Verbal advice provided during appointments

• Emergency safeguarding communications

 

3. Professional Standards and Regulatory Alignment

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In line with HCPC Standards of Conduct, Performance and Ethics, registrants must:

• Communicate openly and transparently about fees

• Ensure charges are fair, proportionate, and justifiable

• Obtain informed consent prior to undertaking chargeable work

• Act in the best interests of service users

 

This policy supports those obligations by clearly defining when charges apply and how they are calculated.

 

4. Fee Structure

 

Fees reflect the time, clinical judgement, and professional responsibility required to prepare written documentation.

Service Type / Description / Fee

Standard GP Referral Letter / Clinical summary and referral rationale, £30

Detailed Clinical Report / Extended report including history, findings, and treatment timeline, From £50

Urgent / Same-Day Referral / Prioritised preparation outside normal admin time, £75

 

Fees are reviewed annually to ensure ongoing fairness and consistency.

 

5. Consent and Transparency

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• Patients will be informed of applicable fees before any written report or referral is prepared

• Written consent (verbal or electronic) will be recorded in the clinical notes

• Fees are payable prior to or at the time the document is issued

 

No chargeable work will be undertaken without patient agreement, unless clinically necessary in an emergency.

 

6. Clinical Independence and Objectivity

 

All referral letters and reports are:

• Clinically accurate and objective

• Based on documented findings and professional judgement

• Prepared independently and without influence from third parties

 

Payment of a fee does not guarantee the outcome, wording, or acceptance of any referral by another healthcare provider.

 

7. Data Protection and Confidentiality

 

All written documentation is prepared and shared in accordance with:

• UK GDPR requirements

• Professional confidentiality obligations

• Secure record-keeping and transmission standards

 

Patient information will only be shared with appropriate consent or where legally required.

 

8. Exceptional Circumstances

 

At the clinician’s discretion, fees may be reduced or waived where:

• A safeguarding concern is identified

• Urgent clinical risk necessitates immediate communication

• The patient would be disadvantaged by delay

 

Any such decision will be documented in the clinical record.

 

9. Review and Governance

 

This policy is reviewed annually or in response to:

• Regulatory updates

• Changes to HCPC guidance

• Practice governance requirements

 

10. Queries and Complaints

 

If a patient has questions or concerns regarding charges for written documentation, these will be addressed in line with the practice’s complaints policy.