Established practice
Every hospital wants the same documents. Every year. And you're the one chasing.
As hospitals tighten consultant oversight, practice managers are doing more of the chasing. One simple system turns it into a ten-minute job.
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- steps
- 7
- steps
- to start
- 2 to 3 hours
- to start
The short answer
Every hospital asks for broadly the same practising privileges documents, so keep one current set per consultant in one shared folder and track every expiry date in one spreadsheet. Set reminders 60 days before expiry, not when the hospital emails. Once set up, it is a ten-minute job each month.
What good looks like
Where you stand, before and after
One shared folder
- An expiry tracker
- Reminders that go out automatically
Illustrative sample, not a real person or result.
7 steps
Do it yourself: step by step
0 of 7 done
For each hospital where your consultants hold practising privileges, list what the medical advisory committee or medical staffing office needs, how often, and who to send it to
- Time
- 2 to 3 hours
- Typical cost
- Free
- Who does it
- Practice manager
Done when: One table covers every hospital and every document
This problem is Solvable.
Copy this table
Consultant document expiry tracker
Free to copy, adapt and use. No sign-up.
Consultant document expiry tracker
One row per consultant per document. Reminder date = expiry minus 60 days.
| Consultant | Document | Typical renewal | Date of current version | Expiry | Reminder date | Sent to hospitals (which, date) |
|---|---|---|---|---|---|---|
| [Name] | GMC registration with licence and specialist register entry | Annual GMC fee | ||||
| [Name] | Indemnity certificate covering full scope of private practice | Annual | ||||
| [Name] | Most recent appraisal summary, including whole-practice confirmation | Annual | ||||
| [Name] | Revalidation date | Every 5 years | ||||
| [Name] | Enhanced DBS certificate or Update Service check | Per hospital policy, often every 3 years | ||||
| [Name] | Occupational health clearance and immunisation status (including hepatitis B) | Per hospital policy | ||||
| [Name] | Safeguarding adults and children training at the level required | Usually every 3 years | ||||
| [Name] | Resuscitation training (BLS, ILS or ALS as required) | Usually annual | ||||
| [Name] | Information governance or data security training | Usually annual | ||||
| [Name] | ICO registration certificate | Annual | ||||
| [Name] | Current CV and scope of practice | On change | ||||
| [Name] | Insurer recognition letters | On change |
Hospital requirements list
| Hospital | Contact (medical staffing) | Documents required | Frequency | Review month |
|---|---|---|---|---|
| [Hospital] | [name, email] |
Email to a consultant
Subject: Practising privileges documents due
Hi [name], ahead of [hospital]'s review in [month], these are due: [list]. Please drop them in your folder [link] or forward to [shared mailbox] by [date]. Everything else is current. Thanks, [name]
Avoid these
Common mistakes
- Keeping documents in email inboxes rather than one folder.
- Tracking expiry dates in your head or only when a hospital asks.
- Sending an indemnity certificate that does not cover the consultant's full private scope.
- Storing DBS certificates and health information without restricting access.
- Sending documents piecemeal so hospitals cannot tell if the file is complete.
Free personal check
Done by Paul Robinson, not software
I'll check your document tracking and show how to get it down to ten minutes a month
What I need from you
- Number of consultants you manage
- Number of hospitals they work at
- Answers to seven tap questions
What you get
- The gaps most likely to cause a suspension
- An expiry tracker layout to copy
- A monthly routine
Within 2 working days
No sign-in, no sales call. I read every request myself and reply on WhatsApp.
Free tools
Check where you stand
Benchmarks
Autumn 2026
Expected publication of the refreshed IHPN Medical Practitioners Assurance Framework, which independent hospitals use to oversee consultants with practising privileges. Not yet published when checked on 30 October 2026
Source: IHPN
2 to 4 hours a month
Typical time lost chasing documents without a tracker, for a practice with 3 to 5 consultants. about 30 to 45 minutes of emails and follow-up per consultant a month
Solvable estimate
£15 a year
DBS Update Service subscription from 5 October 2026 (was £16)
Source: GOV.UK
Paul Robinson
14 years in UK private healthcare
I solve this one for practice managers
Want a hand? I'll look at your situation and tell you the three things I'd tackle first.
A few quick questions, about two minutes. I read every one myself and usually reply the same day.
No sales call unless you ask for one. Just a straight answer from me.
I reply personally, usually the same day.
Questions
Frequently asked questions
Is every hospital asking for the same things?
Mostly. Indemnity, appraisal, GMC status, DBS, training and occupational health are common. Frequency and training levels vary, so keep the hospital list.
What is the DBS Update Service?
A subscription a consultant holds so that employers and hospitals can check their DBS certificate online instead of a new check each time. Ask each hospital whether it accepts it.
Can I store DBS certificates?
Hospitals often only need sight of them and the certificate number. If you store them, restrict access and keep them only as long as needed.
What is changing with the MPAF?
IHPN is refreshing its Medical Practitioners Assurance Framework. It is expected in autumn 2026 and had not been published when we checked on 30 October 2026. Ask each hospital whether its requirements change once it is out.
The consultant ignores my emails.
Send one email per review cycle listing everything due, and agree with them that missing documents can pause their privileges. That usually helps.
Last reviewed:
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