This page includes advice for common problems arising when seeking support from your GP as part of administrative processes, including issues with GPs:
For each problem we provide some advice on what you can do to try and resolve it.
You can find tips and resources on advocating for yourself with your GP here, share tips and advice on what worked for you here, and see and contribute to our trans friendly GP map here.
You can also find advice on problems with trans healthcare here, and on complaints and poor treatment here.
My GP won’t tell me how to change my name and/or gender on my NHS records, has told me that I can’t, that I need evidence or to have reach a certain stage of my transition to do so, or tells me that I shouldn’t as I will miss certain screening tests.
You can change your name and/or gender on your medical records with your GP Practice on request. Your GP practice might want to see some evidence that you have changed your name – visit our “Change of name” page to find out more.
Changing the gender on your records is done by updating your Community Health Index (CHI) number. Everyone who is registered with NHS Scotland has a ten-digit CHI number that helps to identify them across all health services. The ninth digit indicates gender – it’s even for “female”, or odd for “male”. When you change your CHI number, all of the information connected to your previous CHI number should be copied into your new one.
Normally you could ask someone at reception at your GP practice about updating your medical records, and they should be able to help you. If they’re not sure how to do it, you could share this information with them from NHS National Services Scotland Practitioner Services. If they’re still not sure that they are able to help, then you could ask for the contact information of your GP Practice Manager. You could then write to them or speak to them, and they should be able to help. If you’re interested, this Freedom of Information answer about the process provides more details.
You may be asked for evidence for proof of name or gender change, such as letters addressed to that name, or updated ID. You don’t need a gender recognition certificate, or to have “fully transitioned” or reached a certain part of your transition in order to be allowed to change your gender on NHS systems.
Since June 2015, updating your CHI number should have no impact on being called for screening tests you need. You can find out information for trans and non-binary people about national screening programmes here.
Sometimes, mistakes can be made when updating your CHI number. Or you may have moved to Scotland with your medical records already updated or have changed your records before June 2015. If any of these are true for you, you should speak to your GP practice to make sure that you are still called for any screening programmes that you need.
I need my GP to write a letter of support for my application to change the sex listed on my passport, but I don’t know what this should say, they won’t do it, and/or are charging me for the letter.
One of the pieces of evidence you need to provide to change the sex listed on your passport is a supporting letter from a medical professional stating that you are living as male or female, and that this is “likely to be permanent”.
That your “change of gender is likely to be permanent” is very crucial language that the letter must use, and is the only thing specified that the letter must contain on the UK Government’s page on changing the sex on your passport.
You don’t have to have been seen by a GIC, have a diagnosis of gender dysphoria, or have received a Gender Recognition Certificate (GRC) and/or used it to change the sex on your birth certificate in order to apply to change the sex on your passport. If you do have a GRC or an updated birth certificate, you can use those as evidence instead of a medical letter.
Your GP can provide this letter, but they may charge for this. If they have a website, it may include information about how much this will cost, otherwise you could ask your GP or a receptionist. The British Medical Association has guidance on how long GPs should roughly spend in writing different letters, and how much they should then charge for them.
(Note: Currently, you can only change the sex listed on your passport from “male” to “female”, or from “female” to “male”.)
I need my GP to write a medical letter for my gender recognition certificate (GRC) application, but I don’t know what this should say, they won’t do it, and/or are charging me for the letter.
You need two medical reports to apply for a GRC. The first must be a diagnosis of gender dysphoria from a specialist, and the second should be an overall summary of the gender affirming care you have had. Your GP can provide this second medical report, and you can ask them to do so by booking an appointment with them.
The summary of care letter from your GP should include:
It may be helpful to prepare as much of this information as possible in advance, and bring copies of relevant letters or documents to the appointment if you have them.
Your GP can provide this letter, but they may charge for this. If they have a website, it may include information about how much this will cost, otherwise you could ask your GP or a receptionist. The British Medical Association has guidance on how long GPs should roughly spend in writing different letters, and how much they should then charge for them.
You can find out more about applying for a GRC on the UK Government webpage about the application process here, and more information about the evidence you need to provide here.
I want to request a copy of my medical records, or of specific medical records, but I don’t know how to do this, or my GP will not do this.
Normally you should be able to get the information you need from your GP about your medical records and care by asking them. But if you’re having problems with your GP Practice and finding it hard to get the information you need, you do have options.
Patient Advice and Support Scotland have a really helpful page on their website about how to access your medical records from your GP or from a hospital (they are stored separately.)
They note that everyone has a right to access their medical records (although some parts may be redacted for safety), and that accessing and receiving one copy of your records is free (asking for further copies may involve a fee.)
They also say that it can be helpful to give a specific time period that you would like your records from, as otherwise it can take a long time for your GP to process your request. For example, if you need medical records related to your transition, and know you first spoke to your GP about a GIC referral in August 2022, then you may just want to ask for your records from August 2022 until now.
Their website also has template letters that you can use to request your records (available as PDF or a word document.) You can print this letter out and give it to your GP, a receptionist at the practice, or email it to them. If your GP or practice staff refuse to do this, ask to speak to the GP practice manager and explain your request to them and why you need access to these records – although it’s important to remember that you have a right to access your records as they are about you, so you don’t need a reason to want to access them.
If this still doesn’t work, you can submit a Subject Access Request to ask for all the information that your GP holds about you. More information about how to do this can be found on the Information Commissioner’s Office website here.
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Scottish Trans is part of the Equality Network
Scottish Trans is the Equality Network project to improve gender identity and gender reassignment equality, rights and inclusion in Scotland. The Equality Network is a leading Scottish lesbian, gay, bisexual, transgender and intersex (LGBTI) equality and human rights charity.
The Equality Network is a registered Scottish charity: SC037852, and a company limited by guarantee: SC220213.
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