Terms and Conditions
These Terms and Conditions apply to Occupational Therapy assessment, intervention, consultation, advice and related services provided by Gill Travis, Independent Occupational Therapist (“the Service”).
By booking an appointment or agreeing to Occupational Therapy input, the Client, or the person arranging the service on the Client’s behalf, agrees to these Terms and Conditions.
Please read these Terms and Conditions carefully and contact Gill Travis if you have any questions before arranging an appointment.
1. Occupational Therapy Assessment and Intervention
Occupational Therapy input may include assessment, observation, consultation, intervention, advice, recommendations, liaison with other professionals and/or written reports, depending on the individual referral and agreed service.
The Service provides Occupational Therapy to children, young people and adults, including people with neurodevelopmental disabilities, intellectual disabilities and a range of other needs affecting participation in everyday activities.
Each assessment and intervention is individualised and will be based on the information available, professional judgement and the needs and preferences of the Client.
Gill Travis is a registered Occupational Therapist with the Health and Care Professions Council (HCPC) and works within the relevant professional standards, legislation, national guidance and evidence-informed practice.
The Service will only provide assessment or intervention that falls within the scope of professional competence, training, experience and available resources.
Following review of the referral information, it may be decided that the Service is not able to provide an appropriate assessment or intervention. Where this is the case, this will be discussed with the Client or referring person and, where appropriate, other services may be suggested.
Occupational Therapy input will be reviewed throughout the episode of care. If it is considered that further Occupational Therapy input is no longer appropriate or beneficial, this will be discussed with the Client and the service may be brought to an end.
Occupational Therapy does not replace medical, psychological or other specialist advice. Clients should contact their GP or other appropriate healthcare professional regarding medical concerns.
2. Working Together and Participation
Occupational Therapy is a collaborative process. The Client will be involved in decisions about assessment, goals, intervention and recommendations as far as possible.
A parent, carer, family member, support worker or other appropriate person may be involved where this is helpful and agreed.
Where another person attends an appointment or is involved in the Client’s care, they are expected to respect the Client’s confidentiality and privacy.
The Service will use a person-centred and, where appropriate, neurodiversity-affirming approach. Reasonable adjustments will be considered to support the Client's communication, understanding, sensory needs and participation.
3. Consent
Valid consent will be sought before Occupational Therapy assessment or intervention.
Consent may be given in writing, verbally or through the Client's participation in the assessment or intervention, where appropriate.
Information about the purpose of the session, what is involved and relevant options will be explained in a way that is appropriate to the Client's age, communication and understanding. Easy-read or other accessible information may be used where helpful.
Consent can be withdrawn at any time. The Client can also ask questions or request further information before deciding whether to continue.
Where a Client is unable to make a particular decision for themselves, the Mental Capacity Act 2005 will be followed where applicable. Decisions will be made in accordance with the principles of the Act, including supporting the person to make their own decision wherever possible and, where necessary, considering their best interests.
For children and young people, consent and involvement will be considered in accordance with their age, understanding and legal status, alongside the involvement of those with parental responsibility where appropriate.
4. Capacity and Attendance
If a Client attends an appointment without a parent, carer, or other appropriate support person, Gill Travis may need to consider whether the Client can understand and participate in the planned session.
This may include providing information in an accessible or easy-read format, checking understanding and observing the Client's communication and participation throughout the appointment.
If there are concerns that the Client may not understand the nature or purpose of the session, or may not be able to participate safely, the session may be paused or postponed while appropriate support is identified.
Where there are concerns relating to safeguarding or the Client's welfare, information may need to be shared with an appropriate person or service in accordance with the Service's Safeguarding Policy and legal requirements.
Where a session is postponed or cancelled because appropriate support is not available or because of safeguarding or capacity concerns, a cancellation fee will not normally be charged.
5. Confidentiality
Information provided to the Service will be treated as confidential and stored securely.
Information will normally only be shared with other people or organisations with the Client's consent, or where there is another lawful basis for sharing the information.
Depending on the referral and funding arrangements, this may include communication with parents or carers, schools, employers, care providers, commissioners, referring professionals, GPs or other members of the Client's professional network where appropriate and agreed.
There are circumstances where information may need to be shared without consent. These may include safeguarding concerns, serious risk of harm to the Client or another person, where sharing is required by law or court order, or where there is another lawful basis for doing so.
Information will be shared only where necessary and appropriate, and in accordance with data protection and safeguarding requirements.
6. Data Protection
The Service processes personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Gill Travis is registered with the Information Commissioner's Office (ICO) as a Data Controller.
Personal information will only be collected and used where there is a lawful basis to do so and where it is relevant to providing and managing the Service.
Reasonable steps will be taken to keep personal information accurate, secure and up to date.
Clients have rights in relation to their personal information, including rights to access information held about them, subject to applicable legal exemptions.
Further information about how personal information is collected, stored, used and shared is provided in the Service's Privacy Notice.
The Service does not use Client information for marketing purposes without appropriate consent.
7. Appointments and Cancellation
Appointments are arranged by agreement between the Client and the Service.
Clients are asked to provide as much notice as possible if they need to cancel or rearrange an appointment.
Unless otherwise agreed in writing:
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appointments cancelled with at least 24 hours' notice will not normally incur a cancellation charge;
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appointments cancelled with less than 24 hours' notice will be charged at the agreed session fee;
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if a Client does not attend an agreed appointment without notice, the agreed session fee may be charged;
Where appropriate, a telephone or online appointment may be offered as an alternative to a face-to-face appointment.
If the Service needs to cancel or rearrange an appointment, reasonable notice will be given wherever possible.
8. Fees and Payment
Fees will be agreed with the Client, commissioner or referring organisation before work begins wherever possible.
Fees may apply to:
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Occupational Therapy assessment and intervention;
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report writing and written recommendations;
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telephone or online consultations;
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meetings and liaison with parents, carers, schools or other professionals;
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additional work requested outside the agreed service;
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travel time;
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mileage; and
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other agreed expenses where applicable.
The applicable fees and any additional costs will normally be set out in the quotation or other written agreement provided before the service begins.
Face-to-face work requiring travel will normally incur mileage at 55p per mile, together with any agreed travel-time charge where applicable.
Invoices should be paid within 15 days of the invoice date unless another payment arrangement has been agreed.
If an invoice remains unpaid after the payment due date, the Service may contact the Client to request payment and may pause or end further Occupational Therapy input until outstanding fees have been resolved.
Payment is by bank transfer unless otherwise agreed.
9. Reports and Additional Work
Reports, written updates, meetings, telephone calls, liaison and other work outside the agreed appointment may incur an additional charge.
Where additional work is requested or becomes necessary, this will be discussed with the Client or commissioning organisation where reasonably possible before the work is undertaken.
10. Translators and Communication Support
Where a professional translator or interpreter is required, the cost will normally be the responsibility of the Client or commissioning organisation unless otherwise agreed.
Family members will not normally be used as translators for clinical discussions where an independent interpreter is reasonably required, particularly where confidentiality, accuracy or safeguarding may be affected.
Reasonable communication adjustments will be considered to support the Client's participation.
11. Recommendations and Limitations
Occupational Therapy recommendations are based on the information available at the time of assessment and on professional clinical reasoning.
Recommendations may need to be reviewed if the Client's circumstances, needs, environment or level of participation changes.
The Service cannot accept responsibility for inaccurate or incomplete information provided by the Client, family members, carers, referring organisations or other third parties where this materially affects the assessment or recommendations.
Where equipment or adaptations are recommended, responsibility for funding, purchasing, installation, maintenance and ongoing suitability will depend on the relevant funding or commissioning arrangements. The Service does not guarantee that a particular organisation will agree to fund or provide recommended equipment or adaptations.
12. Safeguarding
Gill Travis is committed to promoting the welfare and safety of children and adults at risk.
Where a safeguarding concern arises, appropriate action will be taken in accordance with relevant legislation, local safeguarding procedures and the Service's Safeguarding Policy.
This may include sharing relevant information with an appropriate professional or safeguarding service where necessary to protect the Client or another person.
13. Complaints and Feedback
Feedback is welcomed as part of improving the Service and actively gathered.
If a Client has a concern or complaint, they are encouraged to raise this with Gill Travis in the first instance so that the matter can be discussed and, where possible, resolved.
A complaint may be made verbally or in writing.
Information about the complaints process is available on request.
Clients also have the right to contact the Health and Care Professions Council (HCPC) regarding concerns about professional conduct or registration.
14. Accessibility
These Terms and Conditions can be provided in an accessible format where reasonably required, including large print or an easy-read version.
If you require any reasonable adjustment or communication support, please discuss this with Gill Travis. and Conditions and agree to them in relation to the Occupational Therapy service being provided.
Gill Travis, Independent Occupational Therapist