PDF for GP practices and specialists: forms, letters and patient records

2 min read·25 July 2026

Medical practices work with strictly regulated documents: patient forms, referral letters, prescriptions, consent declarations and record reports. PDF is the standard format for all documentary communication in healthcare.

Patient registration forms

New patients complete a registration form with contact details, medical history, current medication and consent to treatment. Create as a PDF with fillable fields. Patients complete digitally on a tablet in the waiting room. Flatten after signing and store in the electronic patient record (EPR).

Referral and discharge letters

A GP referral letter to a specialist contains diagnosis, medication, relevant history and the clinical question. Save as PDF and send securely via an encrypted email system. Add a "CONFIDENTIAL" watermark. Hospital discharge letters are similarly in PDF format.

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Informed consent forms

For invasive procedures an informed consent form is mandatory. Describe the procedure, risks and alternatives. The patient signs digitally or on paper. Flatten and store in the record. Never leave editable after signing.

Prescriptions and pharmacy documents

Electronic prescriptions run via dedicated systems, but paper prescriptions for overseas pharmacies or repeat prescriptions are printed as PDF. Use a secure form with a unique prescription number.

GDPR and record retention

Medical records fall under GDPR and statutory retention obligations (typically 10 years in the UK). Store all PDF documents in a secure system with per-staff access rights. Export records as password-protected PDFs when transferring to a patient or another provider.