West Farm Surgery

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Patient Access


We make every effort to give the best service possible to everyone who attends our Practice.

However, we are aware that things can go wrong resulting in a patient feeling that they have a genuine cause for complaint. If this is so, we would wish for the matter to be settled as quickly, and as amicably, as possible.

To have your complaint investigated, you usually need to complain within 12 months of the event happening, or as soon as you first become aware of the issue you want to complain about.

The time limit can be extended in special circumstances.

In General

If you have a complaint to make, you can either contact the Practice Manager or ask the receptionist for a copy of our complaints Procedure. We endeavour to acknowledge any letter or complaints form within 3 working days of receiving it, and to deal with the matter as promptly as possible- usually within 10 working days- dependent on the nature of the complaint.

Who can complain

  • Complainants can normally be current or former patients, or their nominated or elected representatives (who have given consent).
  • Patients over the age of 16 whose mental capacity is unimpaired should normally complain themselves or authorise someone to bring a complaint on their behalf.
  • Children under the age of 16 can also make their own complaint, if they’re able to do so.

If  the patient’s lack capacity to make decisions, their representative must be able to demonstrate sufficient interest in the patient’s welfare and be an appropriate person to act on their behalf. This could be a partner, relative or someone appointed under the Mental Capacity Act 2005 with lasting power of attorney.

Appropriate person

In certain circumstances, we need to check that a representative is the appropriate person to make a complaint.

  • For example, if the complaint involves a child, we must satisfy ourselves that there are reasonable grounds for the representative to complain, rather than the child concerned.
  • If the patient is a child or a patient who lacks capacity, we must also be satisfied that the representative is acting in the patient’s best interests.

If we are  not satisfied that the representative is an appropriate person, we cannot consider the complaint, giving the representative reasons for our decision in writing.

Time limits

A complaint must be made within 12 months, either from the date of the incident or from when the complainant first knew about it.

The regulations state that a responsible body should consider a complaint after this time limit if:

  • the complainant has good reason for doing so, and
  • it’s still possible to investigate the complaint fairly and effectively, despite the delay.

What we will do

All complaints will be handled by Christine Davidson the Practice Manager.

Upon receipt of a written complaint we will acknowledge your complaint within 3 working days. We aim to complete the practice investigation and have a full response within 10 working days from the date your complaint.

As a result of the practice investigation we will:

  • Find out what has happened
  • Make sure you receive an apology if we are at fault
  • Make it possible for you to discuss the problem with those concerned, if you would like this
  • Identify what we can do to make sure that problem does not happen again

If you’re unhappy with the final response from the Practice you can take your complaint to the ombudsman.

The ombudsman is independent of the NHS and free to use. It can help resolve your complaint, and tell the NHS how to put things right if it has got them wrong.

The ombudsman only has legal powers to investigate certain complaints. You must have received a final response from the Practice before the ombudsman can look at your complaint.

The ombudsman will generally not look into your complaint if it happened more than 12 months ago, unless there are exceptional circumstances.


Parliamentary and Health Service Ombudsman
Tower, 30
London SW1P 4QP

Phone: 0345 015 4033