TERMS and CONDITIONS of SERVICE
Services
Services will be delivered as stated in the service level agreement.
Obligations of Business and Health Consultancy
The medical service will be carried out by qualified and registered health professionals. All activities will be under the supervision of a registered specialist in occupational medicine.
All staff undergo regular training to maintain and improve their skills and knowledge to ensure excellent service standards. Regular audits are conducted to ensure high quality of service delivery and feedback to individual practitioners is provided.
Confidentiality and data management
Business and clinical information will be kept with the greatest confidence. Business and Health Consultancy is the data controller of information related to our service provision.
Business and Health Consultancy is registered with the data protection agency and complies with the requirements. Our registration number with the Information Commissioner is Z9181912.
To provide our
services we require to store data on each individual assessment including name,
identification details, address, contact details, workplace and medical
details. We do additionally hold financial information as required by financial
law and regulations. This information is essential for being able to provide
the service and services cannot be provided should we not receive consent to
handle and store this information. Information is only accessed by relevant
staff involved in the service provision. As we are accredited to SEQOHS
auditing is an integral part of our practice. Data is anonymised where ever
possible for auditing purposes. Our privacy statement is available here.
Information will be
stored on paper and electronically according to our policies and procedures. In
a nutshell paper records are usually destroyed between 3 months and 3 years
from last entry; depending on details of the individual case. Electronic
records will be held for a period related to NHS practice of storage of
electronic medical files, HSE requirements or other regulations as far as
applicable.
All information and
data are held securely in accordance with GDPR 2018.
The General Data
Protection Regulation 2018 (GDPR 2018) sets out the Right to Erasure. The GDPR 2018
also states this must not infringe with other requirements to keep information,
e.g. HSE, GMC, FOM, HMRC, Companies Act.
Medical decisions are
made by qualified individuals and not robots.
Information may be
used for the purposes of improving our services to clients including research.
Access to information
Access to information by the relevant
individual under the General Data Protection Regulations 2018 is generally used;
however, other legislation and regulations need to be taken into account.
Medical information
has additional protection requirements. The Access to Medical Records Act 1988
states the exemption
‘A medical
practitioner shall not be obliged to give an individual access, in accordance
with the provisions of section 4(4) or 6(3) above, to any part of a medical
report whose disclosure would in the opinion of the practitioner be likely to
cause serious harm to the physical or mental health of the individual or others
or would indicate the intentions of the practitioner in respect of the
individual.’
Due to these
additional requirements an uncontrolled self-service access to information
cannot be supported. To access information please use our contact page.
If an employer
decides to change their Occupational Health provider each employee needs to
provide written consent to transfer their medical record to the new provider.
Related costs will need to be paid by the employer.
Communication
Business and Health Consultancy will name a dedicated contact person for the contract.
Business and Health Consultancy will provide written feedback and reports as specified in the relevant agreement.
Reports will not contain confidential information without freely given written consent.
Reports will comply with legislative and regulatory confidentiality and disclosure requirements.
Medical assessments include reading of up to 2 pages of referral information (minimum 11pt & 2cm border at each side). Business and Health Consultancy reserves the right to disregard illegible information. We reserve the right to charge for evaluation of additional information.
Intellectual property
Information remains the property of individuals or the client company. However, proprietary assessment methods, software and other tools not developed specifically for the client company under agreement remain the property of Business and Health Consultancy.
Obligations of the client
The client will
Name a contact person to support communication
Provide required information on work arrangements
Enable access to information required by Business and Health Consultancy for performance of the contract
Consent to handle and store relevant data
Ensure reasonable and necessary access to client premises and equipment to facilitate the service
Ensure access to relevant staff to facilitate the
service
Keep copies of legally required information, records of medical reports and surveillance review lists
Pay invoices on time without undue delay
Inform their employees about the reason and purpose of the referral to Business and Health Consultancy and their rights and duties in relation to the referral, including information in accordance with GDPR 2018
Inform their employees' data will be held on paper and/or electronically
Inform their employees regarding the required code of conduct
Respect confidentiality
If relevant actions have not been carried out, this can result in reduced assessment time impacting on the completeness of advice that can be provided. In severe cases it can make an assessment impossible.
Start and end of services
The provision of services starts at the time stated in the service level agreement. It will be for the duration of 1 year (if not stated otherwise) and be for another year if not terminated 3 months before the end of the year.
Pay-as-you-use services are for the duration of the agreed project or item. Further services need to be ordered separately.
There is no service provision during periods Business and Health Consultancy is shut down during common holiday times like in December and in summer. The times are published on the website.
Place of services
The service will be provided at the premises of the client (if not stated otherwise). Facilities will meet the requirements ensuring privacy and comfortable environmental conditions suitable for the purpose. Toilet and hand washing facilities must be available.
Costs and invoicing
The prices are per hour/medical/session/item as stated in the service level agreement. Travel costs shall be borne by the client and costs vary according to location.
Invoices will be sent monthly in the first year and then quarterly. The costs increase by 5% per annum (if not agreed otherwise).
Invoices shall be payable within 14 days of date of issue into the account of Business and Health Consultancy or as stated in the service level agreement or invoice. We reserve the right to request advanced payment.
We accept payment by bank transfer or PayPal. Depending on your arrangements you might be able to use your credit card via PayPal.
Payment via PayPal will incur a fee of the total gross amount and must be paid in full at the time payment is due.
Payment by cheque can no longer be accepted.
Late payment will attract a late payment fee of 8% p.a. above Bank of England base rate calculated on a daily basis starting 16 days after the date of invoice (permitting 14 days plus 2 days for delivery). In addition, we will exercise our statutory right to levy late payment penalties of £40 for amounts up to £1000, £70 for amounts from £1000 to £10000 and £100 for amounts above this.
Legal costs to recover payments shall be borne by the client.
Cancellation of agreed appointments
Business and Health Consultancy offers the opportunity to cancel arranged appointments.
Cancellations will be chargeable as follows for appointments exceeding 1 hour:
|
4 weeks or more prior to the day of appointment |
0% |
|
3 weeks or more |
20% |
|
2 weeks or more |
50% |
|
1 week or more before the appointment |
75% |
|
less than 1 week |
100% |
For appointments 1 hour or less in duration, the following cancellations charges will be incurred:
|
Within 3 - 5 working days prior to day of appointment |
50% |
|
Within 2 working days prior to day of appointment |
100% |
For appointments which require travelling, the travel time forms part of the booked appointment for the purpose of the calculation.
Appointments arranged via our network can vary from the above stated cancellation terms.
Non attended appointments will be charged in full.
It is important to arrive on time to the appointment as late arrival cannot be accommodated and shall be treated as non-attendance.
We do strongly recommend you to aim to arrive 15 minutes prior to the appointment to allow time for reception and registration.
We reserve the right to cancel booked appointments due to extreme circumstances, for example, industrial action regarding public transport, adverse weather conditions or other unpredictable events. We will inform clients of such cancellations at the earliest possible time and reschedule the appointment. Rescheduled appointments will not be charged for the original time booked.
Bookings involving orders of medication, vaccine, special equipment or other items will bear the full cost for the equipment and items ordered on your behalf. Cancellation terms do not apply to these parts of the booking.
Code of Conduct
Clients and patients are expected to demonstrate good conduct, behave appropriately and with respect. It is for example not acceptable to chew gum during the consultation or being on the telephone. Phones need to be switched off during medicals. Inappropriate behaviour can result in instant termination of the medical appointment.
Medicals are confidential and as such it is not permitted to record or broadcast them in any way in part or full. Should any specific medical circumstances require a form of recording then this has to be brought to the attention of Business and Health Consultancy at least 5 full working days prior to the day of the appointment stating relevant reasons. The permission for recording will then be assessed.
Patients can be accompanied for the consultation. In the situation of memory problems or emotional upset this can be very helpful. However; for medical appointments a patient should not be accompanied by more than one person. It needs to be borne in mind a medical assessment is a confidential matter and the patient should be comfortable with the accompanying person becoming aware of details discussed.
Animals are not permitted on the premises. Guide dogs or other animals related to medical needs would need to be assessed on a individual basis. Notice of being accompanied by an animal needs to be given at least 1 week prior to any appointment.
Changes
Business and Health Consultancy reserves the right to update their terms of service at any time. For your own benefit you are advised to print of a copy for your own records. Customers have the obligation to review changes in the published terms regularly.
VAT Registration
VAT registration number is: 885 2628 85