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Terms, Conditions and Policy Page

Please see the Policies below.

Please note by contacting us you agree to the privacy policy outlined below.

Online bookings agree to the cancelation policy stated below.

General Terms and Conditions

Arriving for treatment
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It is your responsibility to attend each appointment booked, on time. If you are late arriving at a session, the session will begin on your arrival and continue until the time when it is scheduled to end. If you wish the session to overrun, and we agree, then you will be charged for the extra time we spend in providing the services.

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Consent to treatment
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Booking an appointment Confirms your consent for the initial assessment and your agreement with these terms. Due to the variable nature of treatment over time consent will be confirmed verbally and in some instances written consent may be obtained.

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Treatment Outcomes
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It is not possible that any particular result or outcome can be guaranteed as a result of us providing the services. Our aim is to provide the services using reasonable care and skill. Some conditions may take longer than others to treat and we will regularly reassess the treatment plan.

 

Please note that after the initial assessment has been carried out, we may decide that we cannot provide any services if, for example, treatment for the condition may not be suitable or appropriate.

 

We may stop a session at any time and not continue it if we consider that you are not following our reasonable instructions. If this happens, you will still be liable (at our discretion) to pay the fee for that session. In exceptional circumstances, such as illness or other commitments, inappropriate behaviour by you, refusal to be treated in a reasonable way, actual or potential conflict of interest, or other reasons, we may decide to terminate the services early and or refuse or be unable to provide further sessions to you. In such circumstances, we shall give you reasonable notice of termination where practicable and will refund to you any advance payment made for sessions not yet provided.

 

We shall seek to enable you to achieve your desired outcomes. However the desired outcome can not be guaranteed and you have sole responsibility for acting on any recommendations or advice we may give. We have no liability for any loss incurred by you, whether financial or otherwise, following our provision of the services, nor for any perceived failure by you, whether justified or otherwise, to achieve your desired outcomes or goals.

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Referrals
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When further treatment or imaging is required, we may refer you onto a third party, whereby we will send a referral letter, after which the responsibility is on you to arrange an appointment with them. Once under their care you will be bound by the terms and conditions of that third party and we undertake no liability with respect to that third party. There may be a charge for the referral.

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Chaperone​ ​Policy
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Kit Wilson Physiotherapy is committed to providing safe and effective care, in a comfortable and welcoming environment. Should you wish to be accompanied by a chaperone then please inform your physiotherapist prior to your appointment, due to Kit Wilson Physiotherapy being a small business it is your responsibility to bring some who you are happy to have chaperone. Anyone receiving treatment under the age of 16 is required to attend with a parent or guardian.

 

Request for Medical Records
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Requests for copies of medical records must be made in writing by either the client, the instructing / funding party or their legal representative. Any party requesting copies of medical records other than the client, must include a signed authority form, that authorises the release of the clients records to that specific party. This form must be compliant with the General Data Protection Regulations (GDPR) 2018. Records will not be released in the absence of this document. We reserve the right to ask the client attends to confirm their identify (passport, drivers licence,) before notes are released.

 

All medical records requests are handled in accordance with GDPR. In certain situations, we may charge a fee for the processing of these requests. If a fee is required, notes will be released once payment has cleared.

 

If you are the client, you can request to view your notes and personal information within the clinic free of charge, this will be during your appointment time. You are also able to view copies of letters and reports that are about you, before they are sent off.

Cancelation Policy

Cancellation Policy

 

We understand that sometimes unexpected events and illnesses happen and we therefore try our best to be flexible around your needs. However, in trying to balance your needs against the availability of our therapists, the following policies are in place:

 

  • If you need to cancel with more than 48 hours notice of your appointment there will be no charge

  • If you cancel 48-24 hours notice you will be charged 50% of the appointment fee

  • If you give less than 24 hours notice of a cancellation you must pay the full fee

  • However, if we are able to “fill” your appointment slot there will be no charge for you

  • If you are not available when we visit, or do not attend a treatment session, you will be charged for your treatment.

 

We thank you for your consideration.

If you would like to discuss this policy, please contact us.

Privacy Policy

Privacy Statement

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Why we collect information about you 

The physiotherapists caring for you keep records about your care and treatment. These help ensure that you receive the best possible care from us. These are held on a computer (electronic records). The information can include: 

  • Basic details about you, such as name, address, gender, email address, telephone number and date of birth 

  • Details of contacts we have had with you, such as clinic visits 

  • Notes and reports about your care and treatment 

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How your records are used  

Your records are used to guide and administer the care you receive. They ensure that: 

  • The professionals involved have accurate and up-to-date information on your needs and future care requirements 

  • There is a good basis for assessing the quality of care you receive 

  • We can work effectively with others providing you with care 

  • Your concerns can be properly investigated, should you need to complain 

 

In some situations, person identifiable information may be used for important purposes, such as research and auditing. Kit Wilson Physiotherapy will only use data provided by our patients and clients for professional purposes, all data we hold is in General Data Protection Regulation (GDPR). All data we obtain is processed fairly and lawfully for specific purpose. Patient or clients personal information is never disclosed to third parties, unless the patient or client has given explicit consent or where we are legally obliged. 

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Your confidentiality 

The confidentiality of your health records is protected by law. Your records are stored securely and only authorised people are able to access them. Your records will be stored for 7 years after the last treatment session.

All reasonable steps will be taken to protect the confidentiality and security of your personal information, and to keep personal information accurate and, where necessary, up to date. 

Disclosure of your personal data 

In the usual course of our business we may disclose your personal data (to the extent necessary) to certain third party organisations that we use to support the delivery of our services. This may include the following: 

  • business partners, suppliers and sub-contractors for the performance of any contract we enter into with you, 

  • organisations providing IT systems support and hosting in relation to the IT systems on which your information is stored, 

  • delivery companies for the purposes of transportation, 

  • third party service providers for the purposes of storage of information e.g. exercise software programme and confidential destruction; 

Where a third party data processor is used, we ensure that they operate under contractual restrictions with regard to confidentiality and security, in addition to their obligations under Data Protection Laws. 

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Further Information 

Kit Wilson Physiotherapy may occasionally contact you with information regarding the clinic, such as new services we offer, but Kit Wilson Physiotherapy will never provide your details to a third party marketing company and all reasonable steps to ensure that any data held is adequate, relevant and not excessive for the purpose for which it is intended. 

If at any time you would like to know more about how we use your information and how we maintain your confidentiality, you can ask the person in charge of your care or our lead therapist.

Payment Policy

Self funding clients

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Our fees for each session will be confirmed by us to you. You are expected to pay for your final balance for treatment at the time of each appointment via cash, cheque, card payment or by bank transfer.

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We can provide you with a full receipt by email at your request which contains the details required should you wish to claim money back for medical insurance.

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Insurance funded clients  

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If your fees are being funded by third parties such as insurance invoices will be sent direct to the third party after each session, unless prior agreement of grouping invoices, with payment due within 28 days of the date of invoice. Invoices will be emailed, it is your responsibility as the client to ensure email details for third party payment is correct.

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If the third part fails to pay or only part pays the client remains liable for the remaining balance.

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If additional admin is required beyond standard medical notes these are charged at the rate of £60 an hour with a minimum charge of £30 for each request unless prior agreement in writing.

 

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Late Payment

 

Any late payment of invoices will result in a further invoice with compensation and interest calculated using the calculator on Small Business Commissioner website.​

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Cancelations

 

Please see the Cancelation Policy- Please note if third parties do not pay for late cancelation or non attendance you as the client still remain responsible for payment of these fees.

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Kit Wilson Physiotherapy reserve the right to change these policies, terms and conditions, including our fees, and you are therefore advised to re-read our policies on a regular basis. 

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