Hospital Expedite Letters

Hospital appointments

Hospital Expedite letters

Due to increasing waiting times for hospital outpatient appointments, general practitioners have seen a rise in patient requests to speed up or “expedite” their appointments.

We know waiting for hospital care can be worrying, especially when you feel worse. This page explains why we no longer book GP appointments to write “expedite” letters, and how you can contact the hospital yourself using our template letters.

If you feel much worse or have new symptoms

Do not wait for a letter. Contact the surgery as normal so we can assess you. Out of hours, use NHS 111 (call 111 or visit 111.nhs.uk). In an emergency, call 999.

If we assess you and think your condition needs urgent hospital care, we will act on that clinically, which may include contacting the hospital ourselves or making a new urgent referral.

What has changed

We no longer offer GP appointments just to write a letter asking the hospital to bring an appointment, test or operation forward.

We have made this change because:

  • The hospital decides who is seen first. Hospital specialists review and prioritise their own waiting lists. A letter from your GP rarely changes where you are on the list.
  • You are the best person to describe what has changed. A letter in your own words gives the specialist the clearest picture of how your symptoms are affecting you now.
  • We cannot see hospital waiting lists. We are not told waiting times and cannot book, move or chase hospital appointments.
  • It frees up GP appointments. Every appointment used for a letter is one less for someone who needs to be seen.

NHS England guidance says hospitals should have their own arrangements for handling patients’ questions about their hospital care, rather than sending patients back to their GP. If you are told to “ask your GP for a letter”, you can politely let the hospital team know this.

Please note

Sending a letter does not guarantee you will be seen sooner. Waiting a long time is not, by itself, a reason for your care to be made more urgent. The specialist will decide based on your clinical need, compared with other patients waiting.

What to do

  1. Contact the hospital first

    For a first appointment, contact the hospital’s outpatient appointments or booking team. For follow-up care, a test or an operation, contact your consultant’s secretary. The number is usually on your hospital letter or the hospital’s website.

    The template letters below are addressed to Rotherham Hospital. If you are waiting at a different hospital, change the address.

  2. If you cannot get through, contact PALS

    The Patient Advice and Liaison Service (PALS) at Rotherham Hospital can help you reach the right team and pass on your concerns.

    Phone
    01709 424461
    Monday to Friday, 9am to 5pm
    Email
    your.experience@nhs.net
    Patient Experience Team
    In person
    PALS office, main entrance (Level C), Rotherham Hospital, Moorgate Road, Rotherham, S60 2UD
    Monday to Friday, 10am to 4pm
    Website
    therotherhamft.nhs.uk – feedback and complaints

    If you are being treated at a different hospital, contact that hospital’s PALS team instead. Their details will be on the hospital’s website.

  3. If your symptoms have changed, write to the hospital

    Use one of the templates below. Fill in your details and describe, in your own words, how your symptoms have changed since you were referred.

  4. Keep a copy

    Keep a copy of your letter and note the date you sent it.

Template letters

Choose the letter that fits your situation, copy it, then replace the highlighted parts with your own details. You can type or handwrite it, or email it if the hospital accepts letters by email.

Send to: the hospital’s outpatient appointments / booking team

[Your full name]
[Your address]
[Phone number and email]
Date of birth: [DD/MM/YYYY]
NHS number: [if known]
Hospital number: [if known, from any hospital letter]

[Date]

Outpatient Appointments Team
The Rotherham NHS Foundation Trust
Rotherham Hospital
Moorgate Road
Rotherham
S60 2UD

Dear Outpatient Appointments Team,

Re: Request to review my referral – St. Anns Medical Centre

My GP referred me to your [department] on or around [date of referral, if known] because of [the original problem]. I have not yet been given an appointment.

Since I was referred, my symptoms have changed:
[Describe what is new or worse, when it started, and how it affects your daily life, work, sleep or ability to care for yourself or others.]

I would be grateful if the specialist team could:
• review my referral alongside this letter to decide whether my appointment should be brought forward
• contact me directly to let me know the outcome and my likely wait.

I understand my GP is not able to change the priority of my referral, so I am writing to you directly. Please contact me rather than my GP practice about this request.

Thank you for your help.

Yours sincerely,

[Your name]

Send to: your consultant, via their secretary

[Your full name]
[Your address]
[Phone number and email]
Date of birth: [DD/MM/YYYY]
NHS number: [if known]
Hospital number: [from your hospital letters]

[Date]

[Consultant’s name]
c/o Medical Secretary, [Department]
The Rotherham NHS Foundation Trust
Rotherham Hospital
Moorgate Road
Rotherham
S60 2UD

Dear [Dr / Mr / Ms / Miss surname],

Re: Request to review my place on the waiting list

I am under your care for [condition]. I was last seen on [date, if known] and I am currently waiting for [a follow-up appointment / test or scan / operation or procedure].

Since I was last seen, my condition has changed:
[Describe what is new or worse, when it started, and how it affects your daily life, work, sleep or ability to care for yourself or others.]

I would be grateful if you could:
• review my records alongside this letter to decide whether my care should be brought forward
• contact me directly to let me know the outcome and my likely wait
• keep this letter in my hospital record.

I understand my GP is not able to change my place on your waiting list, so I am writing to you directly. Please contact me rather than my GP practice about this request.

Thank you for your help.

Yours sincerely,

[Your name]

Common questions

The hospital told me to get a letter from my GP. What should I do?

Please explain that our practice asks patients to write to the hospital directly, and use one of the templates above. Letters are generally best written from your point of view. If you have trouble getting a response, contact the hospital’s PALS team.

Can the surgery tell me how long I will wait?

No. We do not have access to hospital waiting lists or booking systems. The hospital booking team or your consultant’s secretary can tell you. You can also look up average waiting times by hospital and specialty on the NHS website and the My Planned Care website.

Will my GP still see me while I am waiting?

Yes. We continue to look after your health while you wait. If your symptoms change and you need to be assessed, or you need help managing pain or other symptoms, please contact us as normal. Please tell the receptionist or care navigator about the change in your symptoms, so we can offer the right type of appointment.

What if I need help writing the letter?

A family member, friend or carer can help you write it. You can also ask the hospital’s PALS team for support. If you have difficulty reading or writing, or need the letter in another format or language, please speak to our reception team and we will do our best to help.

I was referred privately. Does this apply to me?

Yes. Please contact the private hospital or your consultant’s private secretary directly.

Thank you for your understanding. This change helps us keep more GP appointments available for patients who need to be seen.

Additional Information

Accessible Information Standard

Care Homes

Carers

Data Choices

Friends and Family Test

Healthy Living

Hospital Expedite Letters

Infection Control

Online Services

Patient Participation Group

Practice Policies

Self Help

Self Referral

Summary Care Record