Admin Resources

Admin Support

Need details from your medical record? Maybe your health has affected your studies or work and you need a letter for your department, or a ‘sick note’ for your employer? Even if all you need is to change your contact details, we’re here to help.

This page contains information about some of the common areas we can help with. We want to support you where we can with your medical information so please contact us with any queries not listed on this page as well.

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Sick notes needed by employers

If you are absent from paid employment for less than one working week you will need to complete a self-certificate confirming your illness. This form called an SC1 is available directly from your employer. You do not need to have seen your doctor in order to complete this. If your employer insists upon a doctor’s note in this instance, please be aware that this is not an NHS service and there will be a fee.

If you are absent from paid employment more than one working week you will require a sick note from a doctor in order to receive Statutory Sick Pay. For these requests, please complete an administrative request via PATCHS and we will get back to you, or contact the practice on 0113 295 4488 to book an appointment with a Clinician.

This form is now called a ‘Fit Note’ and may be used to either indicate that you are unfit for all work for a period of time, or maybe fit to return to work with amended duties.

Further information regarding ‘Fit notes’ can be found at

Sick Notes For University/College Purposes

In line with sick notes for employers, we do not routinely provide notes for illnesses of less than 7 days duration (unless you have missed an exam or a formal assessment due to illness)

Most departments operate a self-certification system for short periods of absence due to illness. To decide whether a sick note is necessary you need to contact your department directly.

These sick notes are not an NHS service and may attract a private fee for completion. Current fees for this service can be obtained at reception.

In order to issue any private sick note for the above, you will need to have been seen by a nurse or doctor at the medical practice DURING your illness. If you attended a hospital or Out Of Hours Service instead, please make sure that any documentation regarding the attendance is available.

The content of the sick note is at the discretion of the clinician who writes it.

All medical information released regarding patients is governed strictly by rules of confidentiality and sick notes can only be released with the permission of the patient. You will need to complete the consent form at reception or during a consultation with a clinician when requesting a departmental sick note.

Due to the current pressures on NHS organizations, please note that sick note requests could take up to 28 days to get processed. Completed Sick Notes will be forwarded to you via Patchs.

Updated: 26/04/2023 RKS

Mitigating circumstances for education

Most departments operate a self-certification system for short periods of absence due to illness. To decide whether a sick note is necessary you need to contact your department directly.

If you do require a mitigating circumstances letter, please contact the practice via PATCHS.

You are likely to need an appointment to discuss this request if you have not had one very recently. These letters are not an NHS service so additional charges may be required.

Request access to your medical records

The best way to access your GP held medical records is through the NHS app. The app provides many additional benefits, including prescription requests and access to recent blood test/investigations requested by the Practice.

Amend your details

It’s important to keep your contact details up to date with your GP. Please use the following form to update your details, your request will be sent directly to our admin team.

Record Sharing

Your record is shared with other medical professionals and organisations to support your care. There are two ways in which this happens, the Leeds Care Record locally and your Summary Care Record nationally.

The Leeds Care Record shares contact details, diagnosis list, medications, allergies, test results, referrals & letters and care plans among health professionals in Leeds. Information is shared by GP practices, the Hospital trusts, Community and Mental Health Services, and Social Care.

You have the right to object to your Leeds Care Record being shared by contacting them directly.

Details are available via their website.

Leeds Care Record

Your Summary Care Record shares only your contact details, medications and allergies with other healthcare professionals involved in your care.

You can also choose to share a Summary Care Record with Additional Information. This shares contact details, medications, allergies, diagnosis list, care plans, end of life care and immunisations with other healthcare professionals. Sensitive data is excluded. A Summary Care Record with Additional Information will only be created for you if you explicitly choose this option. Only the most up to date information is shared for each category (EMISWeb). All current and past information is shared for each category (SystmOne).

Your Summary Care Record is an opt out system, it is shared as standard. Choosing to share a summary care record with additional information is thought to be of great benefit if you are admitted to hospital locally or elsewhere in the UK.

You can opt out of sharing any of your information in a Summary Care Record. If you decide not to share this will not affect your entitlement to care. However, it could result in the delivery of your care being less efficient as other health professionals will not have access to these parts of your medical history.

Online Access To Patient Records

The NHS wants to give people better ways to see their personal health information online. We know that people want to be able to access their health records. It can help you see test results faster. It also lets you read and review notes from your appointments in your own time.

Following national guidance some patients over the age of 16 may be able to see new information from your doctor (GP) on your online account, though the NHS app, website or another secure record access app. This information may include notes from your appointment as well as test results and letters.

You may not be able to view this information at times; this will depend on our practice policies and security systems. In addition, before giving access to records, your doctor may want to talk to you first, for example, about test results or to make sure that having access is of benefit to you, as there may be sensitive information on your record. They may also want to talk to patients who might benefit from support to make a decision about access to their records.

These changes only apply to people with online accounts. The changes also only apply to personal information about you.If you currently don’t have access to the NHS App please contact us via email on [email protected].

If you are a carer and would like to see information about someone you care for, email [email protected].

 It’s very important that you protect your login details to the NHS App, website or other online services. Don’t share your password with anyone as they will then have access to your personal information. You should also make sure you log off as soon as you have finished viewing your record, as this may not happen automatically for some apps.

    With access to medical records online I understand and agree with the below statements.

  • I have read and understood the information leaflet below.
  • I will be responsible for the security of the information that I see or download.
  • If I choose to share my information with anyone else, this is at my own risk.
  • I will contact the practice as soon as possible if I suspect that my account has been accessed by someone without my agreement.
  • If I see information in my record that it not about me, or is inaccurate I will log out immediately and contact the practice as soon as possible.

If you do not want to see your health record, please email [email protected].