How to follow up if you haven’t heard back after a referral

Letters get held up, clinics get busy, and triage can take time. If you haven’t heard anything, it’s reasonable to follow up. You’re not “chasing”; you’re making sure your referral hasn’t been overlooked.

Here’s how to check on the progress of your referral calmly, clearly and efficiently.

1. Check your GP referral details

Before contacting the hospital, confirm a few basics with your GP practice:

• When the referral was sent
• Which hospital or service it went to
• Whether it was marked routine or something more urgent e.g. or suspected cancer
• Whether any tests were requested before an appointment

Most practices can check this for you quickly. If your referral was processed through the NHS e-Referral Service (eRS), the practice may be able to provide you with a booking reference.

This helps you contact the right team without getting lost in the process.

2. Contact the hospital’s booking office

Every hospital has an appointments or booking office that handles referrals. Their details are usually on the hospital website. When you call or email, have the following ready:

• Your full name
• Date of birth
• NHS number (if you know it)
• The speciality you were referred to
• The date the referral was sent

You can simply say:

“I’m checking the status of my referral from my GP on [date]. Could you confirm it has been received and advise on the next steps?”

They can tell you whether the referral is still waiting for triage, whether an appointment has been created, or if more information is needed.

3. Look out for letters, texts or NHS App notifications

Some hospitals send appointment invites by text or through the NHS App rather than by post. If you’re expecting a letter, it’s worth checking:

• Your NHS App messages
• Your email spam folder (some digital letters go here)
• Whether the hospital uses SMS for appointment booking

A simple oversight, such as a mistyped phone number, can delay an invitation, so it’s worth checking that the hospital has your correct contact details.

4. If your symptoms get worse, tell your GP

If anything changes, don’t wait for the specialist appointment. Let your GP practice know. They can:

• Update the referral
• Ask the hospital to review the urgency
• Arrange interim tests or treatment
• Suggest alternative services that might be quicker

Hospitals consider new information seriously, especially if your condition is affecting daily life or becoming more painful.

5. Ask about alternative providers or services

For some specialities, you may be able to choose another hospital or clinic with shorter waiting times. For others, the triage team may redirect you to:

• Community diagnostic hubs
• Rapid access clinics
• Specialist nurses
• Therapy services

These alternatives often mean you’re seen faster, even if it’s not the exact clinic you expected.

6. Keep a record of who you’ve spoken to

If the process stretches out over several weeks, note the dates you called or emailed, and what you were told. This helps you follow up politely and avoids repeating information.

You can keep this in a notebook, on your phone, or in a secure app like Mirror, which is designed to take notes for you during appointments.

In summary

If you haven’t heard back after a referral, you’re not being difficult by checking. Confirm the details with your GP, contact the hospital’s booking office, and share any changes in your symptoms.

The NHS is busy, but clear communication helps ensure your referral moves through the system as smoothly as possible.