Terms & conditions

We do operate a cancellation policy for all our services. This information outlines why and how we apply the policy, if needed.

Self-Referral Terms and Conditions

Avicenna Clinic welcomes patients who wish to refer themselves for MRI and ultrasound examinations. Please be aware of and agree to the following important information:

Scans will be offered to all those aged 18 and above.
MRI/Ultrasound is extremely safe and does not involve any radiation exposure. You will however need to complete a safety questionnaire at the time of booking which may exclude you from proceeding with the scan or delay the scan, depending on the information you provide.
You must be registered with a GP, or other responsible medical practitioner (e.g. for overseas patients), to whom a copy of the report will be sent with your agreement in order to make recommendation about future care.
Scans will only be performed on the areas which Avicenna Clinic routinely scans. The self- referral form will be protocolled, and you will be advised if we are unable to proceed with the requested examination.
You must understand that MRI/ultrasound scans may on occasion identify unexpected abnormalities which may or may not require further investigation. If so, these findings will be identified on the report and any recommendations arising will be followed up by your GP.
You may bring a friend or relative with you, who may, if required, stay with you for the scan itself, subject to safety checks. Unfortunately, you may not bring children under the age of 16 to accompany you.
The imaging report may contain medical terms that you may find confusing and possibly alarming, but neither the reporting radiologist nor the Avicenna Clinic may be able to discuss the findings of the scan directly with the patient. All enquiries about the report’s content and recommendations (if any) must be conducted with your GP (or other responsible medical practitioner).
- You will receive an electronic email link to your images and radiology report usually within 3 days following the appointment. The link includes options to print the report, view the images, make a CD and download the images to a PACS server. The radiology report is not routinely sent to your GP.
- You could forward the link to your healthcare professional to access the report and images. The clinic could also send the link directly to your healthcare professional if you provide a valid email address.
- The link is encrypted. To access the link, please use your surname and DOB in the MMDDYYYY format.
- The link will be valid for 4 weeks. Please, be sure to make a CD copy of the scans and reports for your permeant records. A request for additional email link will be chargeable at £50 per body area.

Cancellation policy

We do operate a cancellation policy for all our services. This information outlines why and how we apply the policy, if needed.

We’re pleased to cancel and re-schedule any appointments at any time, without any penalty or administration fees, up to 24 hours before your assessment.

However, less than 24 hours notice of cancellation, re-scheduling or non-attendance on the day, does incur a 100% cancellation levy, as we’ll be unable to re-use the time to support other patients.

If you are aware you may be late for your appointment please contact our administration team on 03302020597 at the earliest opportunity and every effort will be made to accommodate you.

We’ll always do all we can to help, although regretfully we cannot guarantee to be able to complete your appointment if you do not arrive on time and any support provided is at the discretion of the doctor on the day.

Cancellation policy summary

Please let us know as quickly as possible if you are running late
You can cancel or re-schedule at any time up to 24 hours before your appointment
A 100% cancellation levy applies to missed appointments or late cancellations
Regretfully, appointments may not be completed if you do not arrive on time”

AVICENNACLINIC PRIVATE PATIENTS TERMS AND CONDITIONS

These are our standard private patient terms and conditions (“Terms”), which apply to the treatment of all private patients. Treatment at Avicenna Clinic (the “clinic”) as a private patient is conditional upon the patient’s acceptance of these Terms, indicated by signature of the Registration Form. These Terms must be read before signing the Registration Form. If you do not understand any part of the Terms, please ask for further information. insured patients

The provisions of this Clause 1 shall apply if the Patient is covered by private medical insurance.
By entering into this Agreement, the Patient agrees to pay for their Treatment.
Whilst the Patient is, and will remain, principally liable for the payment of their Treatment pursuant to Clause 1.2 above, where the Patient has private medical insurance the clinic will, where possible due to contract agreements between the clinic and the insurer, process the insurance claim for the Patient’s Treatment with their insurer, provided the Patient has provided to the clinic and their insurer all the information required to do so. If the information provided by the Patient to the clinic and/or their insurer is incomplete or inaccurate, the clinic will be entitled to invoice the Patient directly.
If there is no contract agreement between the clinic and the insurance company the clinic will invoice the patient directly and the patient will be required to forward all invoices on to the insurer.
Where the clinic is able to process due to a contract agreement the Patient’s insurance claim pursuant to Clause 1.3 and the Patient’s insurer pays the clinic directly, the clinic’s Standard Rates shall apply to the Treatment and the insurer shall be liable to pay the final cost of such Treatment in full. However, to avoid doubt, the Patient will remain responsible for payment of any balance of their account not paid by their insurer.
Where the Patient’s insurer fails to settle the clinic’s invoices (or any part of them) within thirty (30) days of the date of issue, the clinic will assume that the outstanding amount will not be paid by the Patient’s insurer and the clinic will be entitled to invoice the Patient direct.
The Patient acknowledges that:
1. some insurers use care guidelines that may not match the professional medical opinion of the Consultants, nursing staff and other medical professionals providing the Treatment, which may (in some cases) mean that the Patient’s insurer may not pay for certain parts of the Treatment received; and
2. Their insurance policy may not cover the cost of Sundry Items or other items such as specialist equipment (including crutches or wrist braces), or it may only cover part of such costs.
It is the responsibility of the Patient to confirm with their insurer that their Treatment is covered by their insurance policy and the clinic will obtain pre-authorisation codes for any such confirmation on the Patient’s behalf. If the Treatment (or any part of the Treatment) is not covered by the insurance policy, the Patient will be required to pay for it.
If the Patient pays for their Treatment and subsequently seeks reimbursement from their insurer, and if no other rate has been expressly agreed between the Patient and the clinic, the clinic Standard Rates will apply to the Treatment.
If no rate has been agreed between the clinic and the Patient’s insurer in respect of the Treatment, the clinic Standard Rates will apply to the Treatment.
Where the clinic invoices the Patient for their Treatment or an element of it, the Patient agrees to pay to the clinic the amount invoiced within thirty (30) days without deduction or set-off.

SELF-PAY

The provisions of this Clause2shall apply if the Patient is paying for their own Treatment.
The clinic will provide the Patient with an estimate of costs for the Treatment in the Private Treatment Letter, although the Patient acknowledges that it is not always possible to give a precise estimate for the Treatment to be received at the clinic and the total cost may depend on a number of factors, including any other conditions the Patient may have. By entering into this Agreement, the Patient agrees to pay for all Treatment (and any other incidental treatment) received. Unless otherwise indicated, the Patient’s Consultant will invoice the Patient separately for the treatments/he provides to the Patient.
The Patient has been sent a “Private Treatment Letter”, which confirms the type of treatment being purchased by the Patient, the cost of that treatment, and how the Patient will be required to pay.
By entering into this Agreement, the Patient confirms that they have received, read, and understood the Private Treatment Letter, which forms part of this Agreement. If there is any conflict between these Terms and the Private Treatment Letter, these Terms will take precedence.
The treatment in the Private Treatment Lettershall include:
1. Day Surgery cases
  - Accommodation in the clinic, including the Patient’s meals;
  - Patient’s nursing care;
  - Operating theatre charges;
  - Pathology tests, treatments, drugs and dressings the Patient may need during their stay in clinic (unless the Private Treatment Letter states otherwise);
  - Essential medical or surgical equipment;
  - X-rays and scans that the Patient requires during their stay in clinic.
2. Outpatients
  - Any required nursing care;
  - Exclusive use of the clinic room for the duration of the appointment for Treatment.
3. Imaging and Pathology tests
  - “Exclusive use of the equipment for the duration of the test”
  - Hospital fee for performing the diagnostic test
The cost of treatment quoted in the Private Treatment Letter shall not include:
1. Day Surgery cases
  - The Patient’s initial consultation and any tests carried out at the time of that consultation;
  - Treatment and/or procedures not listed in the private Treatment Letter as being part of the Treatment package;
  - Chemotherapy drugs;
  - Sundry Items;
  - Any care that the Patient receives anywhere other than at the clinic where they have booked their Treatment
  - Any care that the Patient receives that is not related to their Treatment, including treatment of complications; and
  - Anything else not covered in Clause 2.5 above.
2. Outpatients
  - Medication, drugs, or prescription charges; Any required pathology and radiology diagnostic tests;
  - Any care that the Patient receives anywhere other than at the clinic where they have booked their Treatment;
  - Any care that the Patient receives that is not related to their Treatment, including treatment of complications; and
  - Anything else not covered in Clause 2.5 above.
3. Imaging and Pathology tests
  - Professional consultant reporting fees for the diagnostic test,
  - Any diagnostic test that the Patient receives anywhere other than at the clinic where they have booked their Treatment;
  - Anything else not covered in Clause 2.5 above,
To avoid doubt, the Patient shall be required to pay for any items, services or care not included in the cost of Treatment quoted in the Private Treatment Letter, separately and at clinic Standard Rates.
If the Patient cancels the Treatment (for any reason), they will be required to pay for any Treatment received up until the point of cancellation. Such Treatment will be charged at clinic Standard Rates. The clinic also reserves the right to charge a cancellation fee in accordance with Clause 3.3.
If the Patient’s Consultant cancels the treatment or procedure because they consider it is not in the Patient’s best interests for medical reasons, and the Patient has already paid for their Treatment (or a part thereof), the clinic will refund the payment less the costs of any treatment or procedure that the Patient has received up until the point of cancellation. Such treatment or procedure will be charged at clinic Standard Rates. Any refund by the clinic will only be made to the cardholder or person who made the original payment.
If the Patient’s stay in clinic is shorter than anticipated, the Patient will not be entitled to receive a refund of any portion of the cost of Treatment.

MISCELLANEOUS

Consultants and Consultants’ fees

Whilst at the clinic, the Patient will be under the care of the Consultant they have been referred to, who may also involve other Consultants in the Patient’s Treatment, if appropriate. Clinic staff, including nurses, will provide the Patient with care related to their Treatment, under the Consultant’s (or Consultants’) instructions.
Except where the clinic expressly agrees to collect the Consultant’s charges as an agent on behalf of the Consultant, the clinic will not charge for the Consultant’s fees. Instead, these will be charged separately to the Patient by the Consultant.
Cancellation fees: The clinic serves the right to charge a cancellation fee if the Patient cancels any treatment or procedure with the clinic within seven (7) days or less of the Patient’s scheduled admission date.
Payment: Unless expressly provided otherwise elsewhere in this Agreement, the Patient is responsible for settling the cost of their treatment
Day Surgery: in full five (5) days before they are admitted to the clinic or the treatment may be cancelled.
Outpatient: prior to appointment or on the day of appointment or the treatment may be cancelled.
Diagnostic Tests: prior to appointment or on the day of appointment or the treatment may be cancelled.
Notices and communication: The Patient is required to keep the clinic updated of any changes to their contact details, as the clinic will correspond with the Patient at the address provided. The clinic will regard notices as served on the Patient on the third (3rd) Working Day after it posts a letter to the Patient, or on completion of a fax transmission or email.
Personal belongings: While the clinic will take all reasonable care to ensure the security of the Patient’s belongings whilst at the clinic, the clinic does not accept any responsibility for the loss or theft of, or damage to, any of the Patient’s (or Patient’s visitors’) property.
Severability: If any provision of this Agreement is declared invalid, unenforceable or illegal by the courts of any jurisdiction to which it is subject, such provision may be severed and such invalidity, unenforceability or illegality shall not prejudice or affect the validity, enforceability and legality of the remaining provisions of this Agreement.
Third-party rights: A person who is not a party to this Agreement shall not have any rights under or in connection with it.
Governing law: This Agreement is governed by and shall be construed in accordance with English law and the English courts shall have exclusive jurisdiction.
Confidentiality: The clinic will only disclose the patient’s information after obtaining patient consent.