Terms & Conditions

At Kings Hill Dental we pride ourselves on excellent dental care and service and this document provides details of our terms and conditions. If you have any queries or need clarification, please contact us and a member of staff will be happy to help you.

Please be aware that any information provided through any part of our website does not constitute professional advice; no professional advice can be given without a clinical consultation with a dentist. For professional dental advice we strongly recommend that you see a dentist for full consultation.

Kings Hill Dental does not have a contract with an NHS Primary Care Trust and all treatments are provided on a private basis only.

Treatment plans and Estimates

Once your treatment plan has been agreed with the Dentist, we will provide you with a detailed copy. If this plan changes due to radiographic or clinical findings, we will inform you and discuss this with you. Treatment plans and fees are valid for 90 days from the date the treatment was prescribed. If there are any points on your treatment plan that you wish to query, please do not hesitate to ask us before booking your appointments.

Consent forms

Certain treatments require completion of a written consent form. This explains the treatment, aftercare and any risk to you thoroughly, before any of these treatments are carried out. Consent for any treatment can be withdrawn at any point by the patient or dental professional.

Fees

Fees for treatment are due on the day the treatment is provided. We do not operate an account in arrears facility, and we require fees to be settled at the appointment where treatment is provided. Where treatment incurs a laboratory fee, a minimum of 50% of the total fee is due at the first appointment. Fees for certain treatments including Dental Implants and orthodontics are taken in staged payments at each visit.

Fees for treatment where intravenous sedation is included, must be settled prior to the appointment to avoid financial transactions, or signatures being required, whilst a client is still under the influence of the sedative.

In cases where treatment is paid for on finance through a Finance company, please be aware that the finance agreement must be accepted and signed prior to the start of that treatment. Please note that finance is only available on treatments over £500, not including Emergency Dental Treatment, and that a minimum deposit may also be required.

If you have financed any of the costs of your treatment through the finance company, and wish to cancel your treatment after signing the agreement forms, please be aware that a cancellation fee of up to 15% of the total finance amount will be charged. In some circumstances, we reserve the right to request payment in advance for certain treatments.

Kings Hill Dental reserves the right to charge time-based deposits for booking future appointments. Deposits are then deducted from the cost of treatment.

Payment methods accepted are:

• Cash
• Debit/Credit Card
• Stripe

Kings Hill Dental does not accept any payments by cheque. Please note that unpaid accounts are routinely referred to a Debt Collection Agency or the Small Claims Court, and we reserve the right to recover all costs incurred in doing so. We reserve the right to ask for payment in full before beginning any treatment plan and may have to make alternative charges based on surgery and clinician time if planned treatment cannot be completed in the allocated time.

Late cancellation or missed appointments

Cancellations and Failed Appointments: We require a minimum of 48 business hours’ notice for cancellation of any arranged appointments. When we schedule an appointment for a patient, we are booking the surgery time for that patient’s treatment. Failure to give the appropriate notice of cancellation will result in a Failed Appointment Fee being charged. This fee is proportionate to the length of the appointment failed and is to cover the cost of the surgery time wasted.

Failed Appointment Fees must be settled before any other appointment is offered and we reserve the right to take a minimum of 50% deposit before rebooking.

Please note: it is also down to the principals discretion if further appointments can be booked for any late cancellations or missed appointments.

Late for appointments

We understand that some patients travel long distances to get to the clinic, and in some cases being late for appointments can be unavoidable. If you are more than 10 minutes, please be aware that you may be asked to reschedule your appointment.

Personal Details

It is very important that you provide a full medical history and details of any medication you take, please do let us know if these should change in any way. It is the patient’s responsibility to inform the clinic of any changes in personal details and/or their medical history.

Use of Images and X-rays

Kings Hill Dental may ask to use images and x-rays of your smile and teeth only for marketing and educational purposes. However, if you DO NOT wish for us to use your images and x-rays in this way, please let us know.

Use of patient contact details

At Kings Hill Dental the health of our patients is our highest priority, and we like to keep our patients informed of various important changes and of our latest special offers. We like to remind our patients of their appointments, when they are due for appointments, and other various important reminders. On this note, you may be periodically contacted by the practice via phone, text, email or by letter in the post. If you DO NOT wish to be contacted by any or all of these means, please let us know.

Complaint’s policy

At Kings Hill Dental we always take complaints about any aspects of our services very seriously, as we endeavour to ensure that every patient has only the very best experience at all times.

Complaints can be made in writing or via email, by the patient or by an authorized person on the patient’s behalf. Complaints should be made to the ‘Complaints Manager’, and should be clear, so that they can be dealt with efficiently.

Every complaint will receive acknowledgment within three days, and the Management will strive to resolve the complaint within a quick, reasonable period of time (usually about 2 weeks). For our full complaints procedure and policy, please refer to our complaints procedure or ask a member of our reception team. If a complaint is about any aspect of clinical care or associated charges it will normally be acknowledged by the Management team and then referred to the treating Dentist. Please note that in these cases, Kings Hill Dental accepts no liability on behalf of the treating Dentist and acts as a liaison between the patient and the treating Dentist only.

If you are unsatisfied with our internal handling of your complaint, you are free to forward your complaint to the Dental Complaints Service (www.dentalcomplaints.org.uk). If still unsatisfied, you may wish to forward your complaint to the General Dental Council.

No tolerance/Abuse policy

We operate a zero-tolerance policy of abuse to our Dentists and staff, loud/disorderly/drunken behaviour, persistent missing and late cancellation of appointments (after multiple warnings). In these situations, Kings Hill Dental reserves the right to refuse treatment and admission.

Promotions

Kings Hill Dental occasionally runs special offers and promotions on treatments. These are subject to availability of appointments and suitability of treatment for the patient.

Data Protection Act

We store all patient personal details on a secure computer system in accordance with the Data Protection Act & GDPR. All clinical notes, digital radiographs, digital photographs etc remain the property of Kings Hill Dental. Copies of notes, radiographs and photographs can be made available on request, and we reserve the right to charge an administration fee for these.