Applies to:  Private consultations, ultrasound assessments, procedures and treatment appointments

 

 

1. Purpose of this Policy

NI Vascular Clinic aims to provide high-quality private healthcare in a timely, efficient and fair manner.

This policy explains what happens if a patient cancels, reschedules, or does not attend an appointment or planned treatment. It is designed to ensure that clinical time, procedure slots, staff time, treatment rooms, ultrasound provision, consumables and administrative resources are managed appropriately.

 

2. Consultations and Ultrasound Appointments

Patients are asked to provide as much notice as possible if they need to cancel or reschedule a consultation or ultrasound appointment.

2.1 More than 48 hour’s notice

Where a patient gives more than 48 hour’s notice, NI Vascular Clinic will usually offer to reschedule the appointment without charge.

2.2 Less than 48 hour’s notice

Where a patient cancels or reschedules with less than 48 hours’ notice, NI Vascular Clinic reserves the right to charge up to 50% of the appointment fee, or to retain part of any advance payment, to reflect clinical time and administrative costs incurred.

2.3 Non-attendance

If a patient does not attend a booked consultation or ultrasound appointment and has not contacted the clinic in advance, NI Vascular Clinic reserves the right to charge the full appointment fee.

 

3. Procedures and Treatment Appointments

Procedure appointments require advance planning, including allocation of clinical staff, treatment rooms, ultrasound support, consumables, equipment and procedure time.

Patients are therefore asked to provide at least 7 day’s notice if they need to cancel or reschedule a planned procedure.

3.1 More than 7 day’s notice

Where a patient gives more than 7 day’s notice, NI Vascular Clinic will usually offer to reschedule the procedure without charge.

If the patient does not wish to proceed, any refund will be considered after deduction of reasonable costs already incurred by the clinic, such as consultations, ultrasound assessments, ordered consumables, medication, garments, administrative work or allocated clinical time.

3.2 Between 7 days and 48 hour’s notice

Where a patient cancels or reschedules a procedure between 7 days and 48 hours before the appointment, NI Vascular Clinic reserves the right to retain part of the deposit or charge a cancellation fee to reflect reasonable costs and losses incurred.

This may include clinical time, staff allocation, treatment room allocation, ultrasound provision, consumables, medication, administrative time and any costs that cannot reasonably be recovered.

3.3 Less than 48 hour’s notice

Where a patient cancels or reschedules a procedure with less than 48 hour’s notice, NI Vascular Clinic reserves the right to retain the deposit in full or charge up to the full procedure fee, depending on the costs already incurred and whether the appointment slot can reasonably be filled.

3.4 Non-attendance for procedure

If a patient does not attend a planned procedure and has not contacted the clinic in advance, NI Vascular Clinic reserves the right to retain the deposit in full and/or charge the outstanding balance, where appropriate, to reflect the loss of the allocated procedure slot and costs incurred.

 

4. Deposits

A deposit may be required to secure a planned treatment or procedure date.

The deposit will be deducted from the total treatment fee.

If the patient cancels, reschedules, or does not attend, the deposit may be retained in full or in part where NI Vascular Clinic has incurred costs or losses, including but not limited to:

• clinical time;

• nursing or ultrasound staff allocation;

• treatment room allocation;

• administrative time;

• equipment preparation;

• medication, garments or consumables ordered specifically for the patient;

• loss of an appointment or procedure slot that cannot reasonably be filled.

NI Vascular Clinic will act reasonably when deciding whether any part of a deposit should be refunded.

 

5. Refunds

Refunds will be considered on a case-by-case basis.

Refunds will not usually be available for services already provided, including:

• consultations;

• ultrasound assessments;

• clinical review;

• treatment already undertaken;

• consumables, medication or garments already used or specifically ordered;

• administrative work already completed;

• procedure time or clinical resources already allocated where insufficient notice was given.

Where a refund is due, NI Vascular Clinic will aim to process it within a reasonable timeframe using the original payment method where possible.

 

6. Clinical Reasons for Cancellation

NI Vascular Clinic may need to postpone, reschedule or cancel treatment for clinical, safety, staffing, equipment or operational reasons.

Where NI Vascular Clinic cancels or postpones an appointment, the patient will be offered a new appointment as soon as reasonably possible.

If NI Vascular Clinic cancels a procedure and the patient does not wish to reschedule, any refund due will be considered, taking account of services already provided.

 

7. Illness, Emergencies and Exceptional Circumstances

NI Vascular Clinic understands that illness, emergencies and unforeseen circumstances can occur.

Patients should contact the clinic as soon as possible if they are unable to attend. The clinic may, at its discretion, waive or reduce cancellation charges where there are genuine exceptional circumstances.

Examples may include acute illness, hospital admission, bereavement or other significant unforeseen events.

 

8. Late Arrival

Patients are asked to arrive on time for their appointment.

If a patient arrives late, NI Vascular Clinic will try to accommodate them where possible. However, if there is insufficient time to proceed safely or appropriately, the appointment may need to be rescheduled.

In these circumstances, a cancellation or rescheduling charge may apply.

 

9. Outstanding Balances

Where treatment has already been provided, the patient remains responsible for any outstanding balance due.

NI Vascular Clinic may issue payment reminders and may take reasonable steps to recover unpaid fees.

 

10. How to Cancel or Reschedule

Patients should contact NI Vascular Clinic as soon as possible if they need to cancel or reschedule.

Telephone: 07867509777
Email: nivc@nivascularclinic.com
Website: www.nivascularclinic.com

Cancellation or rescheduling is only confirmed once acknowledged by NI Vascular Clinic.

 

11. Patient Acknowledgement

By booking an appointment, paying a deposit, or proceeding with treatment, the patient confirms that they have been made aware of this Cancellation, Rescheduling and Non-Attendance Policy.

This policy does not affect the patient’s statutory rights.