These Terms and Conditions govern the relationship between Beech House Dental Practice (“the Practice”) and any patient receiving treatment, advice, consultation, examination, hygiene services, cosmetic dentistry, orthodontic treatment, implant treatment or any other clinical service provided by the Practice.
The purpose of these Terms is to ensure clarity regarding appointments, fees, treatment planning, patient responsibilities, consent, finance arrangements, complaints procedures and other matters relating to the provision of dental care.
The Practice is committed to providing safe, ethical and professional dental treatment in accordance with applicable laws, regulations and professional standards including but not limited to:
By registering with the Practice, booking an appointment, paying a deposit, accepting a treatment plan or receiving treatment, the Patient agrees to be bound by these Terms and Conditions.
For the purposes of these Terms and Conditions:
“Practice”
Means Beech House Dental Practice together with its directors, owners, employees, clinicians, hygienists, therapists, nurses, consultants, agents and representatives.
“Patient”
Means any individual receiving treatment, consultation, advice, examination or clinical services from the Practice.
“Clinician”
Means any dentist, hygienist, therapist, specialist or healthcare professional providing services through the Practice.
“Treatment Plan”
Means any written or verbal proposal, recommendation, estimate, quotation or clinical recommendation relating to treatment.
“Deposit”
Means any payment made in advance of treatment or an appointment to secure clinical time.
“Appointment”
Means any consultation, examination, review appointment, hygiene appointment, emergency appointment or treatment session.
“Laboratory Fees”
Means fees incurred by the Practice in connection with third-party laboratories, aligner manufacturers, implant suppliers, appliance manufacturers or other external providers.
“Finance Agreement”
Means any finance arrangement entered into between the Patient and a third-party lender, including but not limited to Tabeo.
“Working Day”
Means Monday to Friday excluding public holidays in England and Wales.
“Treatment”
Means any clinical service, examination, advice, procedure or healthcare intervention provided by the Practice.
The Practice reserves the right to accept or decline any application for registration.
Registration with the Practice does not create any obligation upon the Practice to provide treatment where:
The Practice may require patients to complete:
Patients are responsible for ensuring that all information supplied is complete, accurate and up to date.
Patients must notify the Practice immediately if there are changes to:
The Practice shall not be responsible for delays, complications, failed communications or adverse outcomes arising from inaccurate or incomplete information supplied by a Patient.
The Patient agrees to:
Patients must provide honest and accurate information regarding:
The Practice relies upon this information when assessing suitability for treatment.
Patients agree to follow reasonable clinical advice, including:
Failure to follow clinical advice may compromise treatment outcomes.
Patients agree to attend appointments punctually and to provide adequate notice of cancellation where attendance is not possible.
The Practice expects all patients to behave courteously towards clinicians, nurses, reception staff and other patients.
Appointment times are reserved exclusively for individual patients.
The Practice allocates clinical time, staff resources and facilities based upon scheduled appointments.
The Practice may send appointment reminders by:
Such reminders are provided as a courtesy only.
Failure to receive a reminder shall not relieve the Patient of responsibility for attending.
Patients arriving late may:
The Practice reserves the right to determine whether sufficient clinical time remains to provide treatment safely.
Emergency appointments are intended for urgent dental conditions.
The Practice reserves the right to determine what constitutes a genuine dental emergency.
Emergency appointments may involve temporary treatment only.
Further appointments may be required to complete definitive treatment.
The Practice may require deposits before confirming appointments.
The standard appointment deposit is currently £50.
The Practice reserves the right to require larger deposits for:
Deposits are intended to secure clinical time and resources.
Refundable Deposits
Deposits shall normally be refundable or transferable where at least 48 business hours’ notice of cancellation is provided.
Retention of Deposits
The Practice reserves the right to retain all or part of a deposit where:
The Practice reserves the right to offset retained deposits against cancellation fees, laboratory costs or outstanding balances.
The Practice requires a minimum of 48 business hours’ notice for cancellation or rearrangement of appointments.
The purpose of this policy is to ensure fair access to appointments and minimise disruption to clinicians and other patients.
Where less than 48 business hours’ notice is provided, the Practice reserves the right to charge up to 100% of the appointment fee.
As a matter of normal operational policy:
Nothing within this clause limits the Practice’s right to charge up to the full appointment fee where appropriate.
Patients who repeatedly fail to attend appointments may be required to:
The Practice reserves the right to remove Patients from the Practice list following repeated failures to attend.
Exceptional circumstances will be considered individually at the sole discretion of the Practice.
All fees are quoted in Pounds Sterling.
The Practice publishes a fee schedule which may be amended from time to time.
Treatment plans and estimates are based upon information available at the time of assessment.
Treatment estimates are not fixed quotations.
Additional treatment may become necessary due to:
Where reasonably possible, Patients will be informed of significant changes in costs before treatment proceeds.
The Practice reserves the right to revise fees where clinical circumstances materially differ from those originally anticipated.
Patients remain responsible for fees relating to treatment completed or costs incurred on their behalf.
END OF PART 1
PATIENT TERMS AND CONDITIONS OF TREATMENT
PART 2
Unless otherwise agreed in writing, payment is due immediately upon completion of each appointment.
The Practice reserves the right to require payment:
Patients remain responsible for ensuring that sufficient funds are available to meet payment obligations.
The Practice accepts payment by:
The Practice reserves the right to refuse certain payment methods at its discretion.
Where staged treatment is being undertaken, the Practice may require stage payments prior to commencement of subsequent treatment phases.
Failure to make payment when due may result in:
The Patient acknowledges that failure to pay fees does not entitle the Patient to continue receiving treatment.
The Practice reserves the right to decline future appointments until outstanding balances have been settled.
Where fees remain unpaid, the Practice reserves the right to pursue recovery of outstanding sums.
The Practice may:
The Practice shall not be responsible for any adverse consequences arising from debt recovery action, including:
The Patient remains liable for all fees properly incurred.
Nothing within these Terms prevents the Practice from exercising any legal rights available to it.
The Practice offers finance facilities through Tabeo and other approved providers from time to time.
Finance arrangements are separate agreements between the Patient and the finance provider.
The Practice is not responsible for:
Patients remain responsible for reviewing and accepting the terms of any finance agreement.
The Patient acknowledges that approval for finance is not guaranteed.
Where finance is declined, the Patient remains responsible for payment of treatment fees.
Treatment complaints, dissatisfaction or disputes do not automatically suspend obligations owed by the Patient to the finance provider.
Where treatment has been provided and finance has been utilised, any refund or adjustment shall be considered in accordance with these Terms and any applicable finance provider requirements.
Nothing within these Terms shall create any liability upon the Practice for obligations arising under a separate finance agreement.
Patients participating in Denplan schemes remain subject to the terms and conditions of Denplan.
The Patient acknowledges that Denplan membership:
Membership does not entitle Patients to unlimited treatment.
The scope of treatment covered by Denplan shall be determined by the applicable Denplan agreement.
The Practice reserves the right to amend appointment availability, clinician availability and treatment scheduling arrangements in accordance with operational requirements.
Missed appointment charges and cancellation fees may still apply to Denplan patients.
Failure to attend appointments may result in:
Where a Patient terminates Denplan membership, the Practice reserves the right to revise future treatment arrangements accordingly.
Treatment recommendations are based upon clinical findings available at the time of examination.
Treatment plans are developed using:
Treatment plans represent professional recommendations and not guarantees of outcome.
The Patient acknowledges that:
Where additional treatment becomes clinically necessary, additional fees may apply.
The Practice shall endeavour to discuss material changes with the Patient before proceeding whenever reasonably possible.
The Patient remains responsible for making informed decisions regarding treatment.
The Practice is committed to obtaining valid informed consent prior to treatment.
Patients shall be provided with information regarding:
The Patient acknowledges that no treatment can be entirely risk free.
The Patient shall be given reasonable opportunity to ask questions.
Consent may be obtained verbally, in writing, digitally or through other appropriate means.
The Practice reserves the right to require written consent for:
Consent may be withdrawn at any time prior to treatment.
Where consent is withdrawn after treatment has commenced, fees already incurred remain payable.
The withdrawal of consent does not create an automatic entitlement to a refund.
The Patient acknowledges that dentistry involves biological processes that cannot be completely controlled or predicted.
The Practice cannot guarantee:
Clinical outcomes may be affected by:
The Practice shall not be liable for outcomes adversely affected by factors beyond its reasonable control.
The Practice may recommend:
These investigations are intended to support diagnosis and treatment planning.
Patients may decline recommended investigations.
However, the Practice reserves the right to decline treatment where appropriate diagnostic information is unavailable.
The Patient acknowledges that refusal of recommended investigations may:
Any fees relating to diagnostics remain payable once provided.
The Practice may take clinical photographs for:
Such photographs form part of the Patient’s clinical record.
Clinical photographs shall be stored in accordance with applicable data protection requirements.
The Practice shall not use photographs for marketing purposes without appropriate consent.
Patients may withdraw marketing consent at any time.
Withdrawal of marketing consent shall not affect the Practice’s right to retain clinical photographs within the clinical record.
The Practice may recommend referral to:
Referral recommendations are made in the Patient’s best interests.
The Patient remains responsible for deciding whether to proceed with any referral.
The Practice cannot guarantee:
Any contractual relationship between the Patient and a third-party provider remains separate from the Practice.
The Practice will endeavour to provide continuity of care wherever reasonably possible.
However, the Practice cannot guarantee that treatment will always be provided by a particular clinician.
Changes in clinician availability may occur due to:
Where appropriate, treatment may be transferred to another suitably qualified clinician.
The Practice shall not be liable for losses arising solely from changes in clinician availability.
END OF PART 2
PATIENT TERMS AND CONDITIONS OF TREATMENT
PART 3
The Practice provides a range of cosmetic dental procedures including, but not limited to:
The Patient acknowledges that cosmetic dentistry differs from disease-based treatment and often involves subjective aesthetic considerations.
The Practice shall use reasonable skill and care in providing cosmetic treatment. However, the Practice cannot guarantee that treatment outcomes will meet a Patient’s personal preferences or expectations.
Patients acknowledge that aesthetic opinions vary between individuals and that a result considered clinically successful may not necessarily align with a Patient’s subjective view of attractiveness.
The Patient acknowledges that:
The Practice cannot guarantee that treatment outcomes will match:
Patients are encouraged to discuss expectations fully before treatment commences.
Where a Patient requests changes to an agreed treatment plan after treatment has commenced, additional fees may apply.
The Practice reserves the right to decline cosmetic treatment where expectations are considered unrealistic or unattainable.
Composite bonding is a minimally invasive cosmetic procedure involving the application of composite resin materials to teeth.
The Patient acknowledges that composite bonding is subject to wear over time.
The longevity of composite bonding may be affected by:
The Practice provides no guarantee regarding the lifespan of composite bonding.
Composite bonding may require:
Patients acknowledge that staining may occur over time.
Where repairs become necessary, additional fees may apply.
The Practice shall not be responsible for damage arising from:
Porcelain veneers are custom-made restorations designed to improve the appearance of teeth.
The Patient acknowledges that veneer treatment may involve irreversible alteration of natural tooth structure.
The Patient confirms that they have been given an opportunity to discuss:
The Practice cannot guarantee:
Patients acknowledge that veneers may require future maintenance or replacement.
The Practice provides no guarantee regarding the lifespan of veneers.
Damage resulting from:
shall not give rise to any entitlement to free repair or replacement.
Tooth whitening is available only to patients aged eighteen years or older.
The Practice reserves the right to require proof of age.
Whitening treatment shall not be provided during pregnancy or breastfeeding.
The Patient acknowledges that whitening outcomes vary considerably.
Factors affecting outcomes include:
The Practice cannot guarantee:
The Patient acknowledges that crowns, veneers, bridges, fillings and other restorations generally do not whiten in the same manner as natural teeth.
Temporary sensitivity may occur.
The Practice shall not be liable for temporary discomfort ordinarily associated with whitening procedures.
Once whitening trays, materials or laboratory work have been supplied:
Invisalign treatment is a complex orthodontic process requiring active participation by the Patient.
Successful treatment depends upon:
The Patient agrees to wear aligners in accordance with professional instructions.
Failure to wear aligners as instructed may:
The Practice cannot guarantee:
The Patient acknowledges that treatment timescales are estimates only.
ClinCheck Approval
The Patient acknowledges that treatment planning is based upon ClinCheck and associated digital treatment planning tools.
Approval of ClinCheck constitutes acceptance of the planned treatment pathway.
Once ClinCheck approval has been provided:
The Patient acknowledges that significant costs are incurred at this stage.
Non-Refundable Stage
Once aligners have been ordered:
This applies irrespective of whether the Patient subsequently:
Lost or Damaged Aligners
Patients are responsible for aligners issued to them.
Lost, broken, damaged or discarded aligners may require replacement.
Replacement costs may be charged.
Refinements
Refinement stages may be required.
The Practice shall determine whether refinements are clinically appropriate.
Additional refinement stages beyond the original package may incur additional fees.
Retainers
Retention is essential following orthodontic treatment.
Patients acknowledge that failure to wear retainers may result in relapse.
The Practice shall not be responsible for tooth movement occurring following failure to comply with retainer instructions.
Treatment Transfer
Where a Patient relocates or wishes to continue treatment elsewhere:
The Practice cannot guarantee acceptance by another provider.
Implant treatment involves surgical and restorative procedures.
The Patient acknowledges that implant treatment carries risks including:
No guarantee is provided regarding treatment success.
Smoking
The Patient acknowledges that smoking significantly increases the risk of implant complications.
Smoking may adversely affect:
The Patient acknowledges that smoking invalidates the Practice implant guarantee.
Maintenance Obligations
The Patient agrees to:
Failure to comply with maintenance requirements may compromise treatment outcomes.
Implant Guarantee
The Practice offers a limited twelve-month guarantee on the implant fixture only.
The guarantee does not apply to:
The guarantee applies only where the Patient:
The guarantee shall automatically terminate where these conditions are not met.
Third-Party Treatment
Where implant work is subsequently modified, adjusted or treated by another provider, the Practice reserves the right to terminate any guarantee.
The Practice shall not be responsible for complications arising from treatment carried out by third parties.
The Practice shall consider refund requests fairly and reasonably.
Refund requests shall be assessed having regard to:
Refunds shall not automatically be provided because:
Where treatment has commenced, fees relating to:
are generally non-refundable.
Any refund offered shall be entirely at the Practice’s discretion unless otherwise required by law.
Any guarantee offered by the Practice is a discretionary goodwill arrangement.
Guarantees are not insurance policies.
Guarantees are subject to:
Guarantees do not apply to:
The Practice reserves the right to inspect any alleged failure before determining whether a guarantee applies.
Nothing within these Terms excludes liability for:
Subject to the above, the Practice shall not be liable for:
The Practice’s liability shall be limited to the extent permitted by applicable law.
The Patient acknowledges that dentistry involves inherent risks and uncertainties which cannot be completely eliminated.
END OF PART 3
PATIENT TERMS AND CONDITIONS OF TREATMENT
PART 4
The Practice is committed to providing a safe, professional and respectful environment for patients, visitors and staff.
Patients are expected to behave appropriately at all times whilst attending the Practice, communicating with staff or interacting with the Practice through any communication channel.
The Practice operates a zero-tolerance policy towards:
The Practice reserves the right to refuse treatment, terminate appointments and end the professional relationship where such behaviour occurs.
Where appropriate, incidents may be reported to:
The Practice shall not be liable for any inconvenience, costs or losses arising from termination of treatment resulting from unacceptable behaviour.
The Practice welcomes feedback and recognises that concerns and complaints provide valuable opportunities to improve services.
Patients are encouraged to raise concerns as soon as possible.
Complaints shall be managed in accordance with the Beech House Dental Practice Complaints Policy.
A current copy of the Complaints Policy is available:
The Practice aims to:
Submission of a complaint does not affect a Patient’s legal rights.
The Practice encourages patients to utilise the internal complaints procedure before seeking external escalation wherever appropriate.
Nothing within these Terms prevents a Patient from seeking independent advice or pursuing any legal rights available to them.
The Practice processes personal information in accordance with:
The Practice collects, stores and processes personal information for purposes including:
Patients acknowledge that certain information may be shared where reasonably necessary for:
The Practice shall take reasonable steps to protect personal information from unauthorised access, disclosure, loss or misuse.
Further details are contained within the Practice Privacy Notice.
The Practice maintains clinical records in accordance with professional and regulatory requirements.
Clinical records may include:
Clinical records remain the property of the Practice.
Patients may request access to records in accordance with applicable data protection legislation.
The Practice reserves the right to charge any fee permitted by law for copies, duplication or specialist administrative requests.
The Practice shall retain records for such periods as required by professional, regulatory and legal obligations.
The Patient consents to receiving communications from the Practice relating to:
Communications may be sent by:
Patients are responsible for ensuring that contact information remains accurate and up to date.
The Practice shall not be responsible for failed communications arising from inaccurate contact information supplied by the Patient.
The Practice shall not be liable for failure or delay in performing obligations where such failure or delay results from circumstances beyond its reasonable control.
Such circumstances may include:
Where reasonably possible, the Practice shall seek to minimise disruption and rearrange appointments.
The Practice shall not be liable for losses arising from circumstances covered by this clause.
The Practice reserves the right to terminate the professional relationship where:
Where practical and clinically appropriate, the Practice shall provide written notice of termination.
Termination shall not affect:
Patients remain responsible for all outstanding balances.
The Practice may provide information regarding alternative arrangements for ongoing dental care where appropriate.
If any provision of these Terms is found by a court or tribunal to be invalid, unlawful or unenforceable, the remaining provisions shall remain in full force and effect.
Any invalid provision shall be interpreted so far as possible to achieve its intended purpose while remaining lawful and enforceable.
These Terms and Conditions, together with:
constitute the entire agreement between the Practice and the Patient relating to treatment provided by the Practice.
No representation, statement or promise shall be binding unless recorded in writing.
The Practice reserves the right to amend these Terms and Conditions from time to time.
Updated versions shall be made available through the Practice website and upon request.
The version applicable to a Patient shall generally be the version in force at the time treatment is provided.
These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales.
The courts of England and Wales shall have exclusive jurisdiction in relation to any dispute arising from these Terms and Conditions or the provision of treatment by the Practice.
Nothing within these Terms limits any statutory rights available to Patients under applicable law.
SCHEDULE A – IMPLANT GUARANTEE CONDITIONS
The Beech House Dental Practice Implant Guarantee applies only to the implant fixture and only for a period of twelve months from the date of placement.
The guarantee does not apply to:
To maintain eligibility for the guarantee, Patients must:
The guarantee shall automatically cease where:
The Practice reserves the sole right to determine whether the guarantee conditions have been satisfied.
SCHEDULE B – INVISALIGN CONDITIONS
Patients acknowledge that Invisalign treatment requires active participation.
Patients agree to:
Once ClinCheck approval has been provided and aligners ordered:
The Practice cannot guarantee:
Additional aligners, replacement aligners, refinements or corrective treatment may incur additional fees.
