Terms & Policy

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Welcome to HealthMax Clinic's online appointment booking system. Before proceeding with your appointment booking, we kindly request that you carefully review and understand our terms and policies outlined below. Your use of our website and booking services signifies your agreement to comply with these terms, ensuring a seamless and transparent experience for all parties involved.

1. Booking Your Appointment:

1.1. Flexible Booking Options: At HealthMax Clinic, we offer multiple convenient methods to schedule your appointments. You can easily book your appointments through Fresha Partners' online booking system, available on our website at www.healthmaxclinic.co.uk. Additionally, our friendly staff is ready to assist you in booking appointments over the phone, ensuring that you have the flexibility to choose the method that suits you best.

1.2. Healthcare Professionals' Schedules: We understand the value of your time and strive to align our services with your schedule. The availability of appointments is intricately tied to the schedules of our skilled healthcare professionals. Whether you choose to book online or over the phone, Fresha Partners' system provides real-time information on available times, allowing you to make informed decisions about your appointment.

1.3. Providing Accurate Information: During the booking process, accuracy is paramount. Please ensure that you provide precise contact details and any pertinent medical history. This enables us to customize our services to your specific needs, ensuring a tailored and effective healthcare experience.

2. Deposit Policy and Appointment Guarantees:

2.1. Booking Deposit: At HealthMax Clinic, we aim to provide a seamless and reliable appointment booking experience. To facilitate efficient scheduling and ensure the delivery of high-quality services, we require a modest booking deposit.

2.2. Deposit Variation: Please note that the deposit requirement serves as a minimum standard. Depending on the nature and duration of the treatment, the actual deposit amount might vary. In specific cases, a higher deposit, ranging from 50% to 100% of the total service cost, could be necessary.

2.3. Reservation Contract: The deposit you provide functions as a verbal contract, exclusively reserving your selected appointment time. We kindly ask that if you cannot honour your appointment, inform us at least 48 hours in advance. This adjustment enables us to adapt our schedule and prevents deposit forfeiture. Failure to provide a 48-hour cancellation notice renders the deposit non-refundable and non-transferable.

2.4. Returning Clients: For our valued returning clients who miss an appointment, we will request pre-payment in full for their next booking. Our appointment scheduling aligns with the necessary services to ensure efficient patient care.

2.5. Lateness and Rescheduling: If you are late by more than 15 minutes late, we may need to reschedule your appointment to prevent disruptions for others. Please note that the deposit might not be refundable in such cases.

2.6. Cancellation Notice: Cancellations require a minimum of 48 hours' notice. Cancellation fees are calculated based on a portion of the service cost, including factors like basic wages, pre-ordered products, and the challenge of filling cancelled slots.

2.7. Unforeseen Circumstances: Sometimes, unforeseen emergencies or situations beyond our control might necessitate appointment rescheduling or cancellation. We make every effort to secure the next available slot. Your deposit can be kept for a rescheduled appointment or refunded upon cancellation. Please anticipate up to 14 working days for refund processing.

2.8. Convenient Payment Methods: Your deposit can be conveniently provided through bank transfer, cash, or card payments. However, please understand that deposits are non-refundable and non-transferable for no-shows or late cancellations. 

3. Payment:

3.1. Immediate Payment: Payment for our services is conveniently settled at the clinic reception at the time of your appointment. This process ensures a seamless experience during your visit.

3.2. Secure Payment Methods: We offer secure and convenient payment options, including credit/debit card payments and other accepted online payment systems. Your payment information is handled with the highest level of security and is processed in accordance with data protection regulations.

4. Refund Policy:

4.1. Refund Guidelines: Our clinic's refund policies are designed to ensure transparency and fairness in providing refunds for our services. Refund eligibility and procedures are as follows:

4.1.1. Service-Specific Refunds: Refunds for services rendered are assessed on a case-by-case basis, depending on the nature of the service and the circumstances surrounding the request.

4.1.2. Deposit Refunds: Deposits serve to secure your appointment and are non-refundable except where mandated by UK consumer protection legislation.

4.1.3. Refund Processing: If you are eligible for a refund as per our policies, the refund will be processed within 7-14 business days from the date of the refund request.

4.1.4. Cancellation-Related Refunds: Refunds for cancellations are subject to the terms outlined in our Cancellation and Last-Minute Cancellation Policies.

Please be aware that our refund policies are in line with UK consumer protection laws, and your understanding and cooperation are greatly appreciated. If you have any questions regarding our refund policies, please feel free to reach out to us.

5. Late Arrival Policy:

 5.1. Respect for Scheduled Appointments: We highly value both your time and the time of our dedicated healthcare professionals. To ensure the smooth functioning of our clinic and to provide the best experience for all our clients, we have a strict policy regarding late arrivals. 

5.2. Time Allocation: Our appointments are carefully scheduled to accommodate each client's specific needs. Arriving late impacts not only your appointment but also the appointments of others scheduled after you. 

5.3. Consultation Time Adjustment: If you arrive late for your appointment, please understand that your consultation time may be shortened. This adjustment is necessary to prevent delays for other clients who have appointments scheduled after yours. 

5.4. Arrival Time Consideration: We kindly ask that you arrive at least 10 minutes before your scheduled appointment time. This allows us to start your session promptly, ensuring that you receive the full duration of the service you've booked. 

5.5. Quality of Service: We strive to provide the highest quality of care to each client. By adhering to your scheduled appointment time, you contribute to a smooth flow of appointments and help maintain a positive experience for everyone. 

5.6. Flexibility and Understanding: While we understand that unexpected situations can arise, we appreciate your understanding and cooperation in respecting the appointment times of both yourself and others. 

5.7. Our Commitment: We are dedicated to providing excellent service to all our clients, and adherence to our late arrival policy helps us uphold this commitment. Thank you for your understanding and cooperation. 

6. Cancellation Policy:

6.1. Cancellation Notice: Cancellations must be made at least 48 hours in advance of the scheduled appointment time to avoid incurring any cancellation charges. We appreciate your understanding of the importance of timely communication regarding changes to your appointments.

6.2. Cancellation Fee: Cancellations made within 48 hours of the appointment may be subject to a cancellation fee. This fee reflects our commitment to our clients and staff members who dedicate their time and expertise to your care.

7. Last-Minute Cancellation Policy:

7.1. Urgent Changes: We understand that emergencies can arise. However, cancellations made within 24 hours of the appointment may be subject to a last-minute cancellation fee. This policy ensures fairness to both our clients and our practitioners.

8.  Communication

 8.1. Appointment Reminders: At HealthMax Clinic, we understand the importance of staying informed about your appointments. To ensure that you never miss a scheduled visit, we provide appointment reminders through various communication channels.

8.2. SMS and WhatsApp Notifications: We believe in making your experience as convenient as possible. As part of our commitment to excellent service, we offer appointment reminders through SMS and WhatsApp messages. These reminders will help you stay updated on the date, time, and nature of your appointment.

8.3. Email Notifications: In addition to SMS and WhatsApp, we may also send appointment reminders via email. This multi-channel approach ensures that you receive the necessary information in a way that suits your preferences.

8.4. Importance of Confirmations: To further streamline our scheduling process and ensure that your appointment is secured, we kindly request that you confirm your appointment upon receiving a reminder. This confirmation helps us finalize our schedules and make any necessary adjustments promptly.

8.5. Flexibility in Communication: We understand that everyone has their preferred mode of communication. Please inform us of your preferred channel for receiving reminders during the booking process, and we'll do our best to accommodate your choice

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8.6. Keeping You Updated: Our goal is to provide you with a hassle-free experience and keep you well-informed about your appointments. Should you have any questions or concerns regarding our communication methods, please feel free to reach out to our clinic. 

9. Amendments to Appointments:

9.1. Requesting Modifications:  We understand that plans can change, and we will make every effort to accommodate your requests for appointment modifications. However, we cannot guarantee that all modifications can be accommodated due to availability and scheduling constraints. 

9.2.  Early Notification: To increase the likelihood of successfully modifying your appointment, we kindly request that you inform us as early as possible. This allows us to explore available options and find the best solution for your needs. 

10. Health and Safety:

10.1. Prioritizing Well-Being: For the well-being of our staff and patients, we kindly request that you refrain from visiting the clinic if you are feeling unwell or exhibiting symptoms of illness. This precaution is essential to maintain a safe and healthy environment for everyone.

11. Disclaimer:

11.1 While our healthcare professionals strive to offer accurate and current information, the content provided during appointments is intended for informational purposes only and should not substitute professional medical advice.

By proceeding with your appointment booking, you acknowledge and agree to these terms, as well as the understanding that changes to your appointment should be coordinated through direct contact with our clinic. If you have any questions or require assistance, please feel free to contact us. Your satisfaction and well-being are our main concerns, and we're here to support you throughout your experience with HealthMax Clinic.