Terms and Conditions
By consenting to intervention by Gill Travis, you (the “Client”) have agreed to the Terms and Conditions (“Conditions”) of use with Gill Travis who provides the Service (the “Service”) through Gill Travis, Independent Occupational Therapist. Please do not arrange or attend appointments or communicate with us if you do not agree to all the Conditions of this agreement.
Terms of assessment and intervention
Gill Travis will only provide assessment and intervention to (a) children and adults. The Service includes individuals with neurodevelopmental and intellectual disabilities, and assessments/interventions are tailored accordingly. The Service is provided by appropriately qualified professionals (“Professionals”) who are registered with the relevant professional body, the Health Care Professions Council (HCPC). The interventions provided are in accordance with national guidelines and practice, such as the NICE Guidelines. The Service will not offer investigations or treatments which are not evidence-based, which staff are not appropriately trained or qualified to provide, or for which the Service does not have the appropriate equipment or resources.
Once the Service has evaluated the information sent by the Client or their representative, it may be determined that I are unable to provide an appropriate assessment or intervention. In such cases, I will advise accordingly. Assessments, care planning and clinical reviews will be formulated collaboratively with the Client and/or their deputy or next of kin if the person is not deemed to have capacity at that time and it is in their best interests. The Client may allow other people, such as carers or relatives, to be present in assessments, individual rehabilitation or workshop sessions. The identity and role of this person within the Client’s care must be made clear to the Professional. By attending a session this person is also agreeing to the Conditions of the Service, and to maintaining the Client’s confidentiality. If, during assessment or treatment, the Service or Client assesses that further intervention would not be beneficial, then the contract is terminated.
If the Client has any queries or concerns about their health, they should always seek the opinion of their GP.
Consent
The Client should give voluntary and informed consent to treatment. This can be given in the following ways:
In writing – by signing a consent form, which will be kept on the health record.
In-person- by attending and engaging in sessions.
The Professional should enable the Client to make an informed decision by providing at least a description of the Client’s condition, likely outcome and possible treatment options. The Client can withdraw consent at any time or request further information to enable them to make an informed decision.
If the client is acting on behalf of the patient who does not have capacity, then a best interests meeting will be held to ascertain that the intervention conducted by Gill Travis is appropriate and lawful.
The client must advise if a chaperone is required during intervention and an extra charge will be incurred for the chaperone if provided by the Service.
Capacity and Attendance
If an individual attends an appointment without a carer and I have concerns that they may lack the capacity to participate safely or meaningfully, I reserve the right to pause, postpone, or cancel the session.
Capacity will be assessed through an easy-read introduction and ongoing observation throughout the appointment, in line with the principles of the Mental Capacity Act (2005). My approach is supportive, respectful, and person-centred.
If there are signs that the person may not understand the nature or purpose of the session, or is unable to engage safely, I will act in their best interests. This may include contacting a next of kin, carer, or relevant professional and following my Safeguarding Policy.
I am not responsible for decisions made by individuals who are later found to have lacked capacity at the time of the session.
Where a session is postponed or cancelled on the basis of capacity or safeguarding concerns, no cancellation fee will be charged. A new appointment may be arranged once appropriate support is in place.
Confidentiality
The Service keeps records within a secured system about the Client’s health and the treatment received. These records enable the Service to give the best possible care. They are kept in confidence and will be accessed by the Professionals involved in the Client’s care. This will normally include communicating with the GP or referring agent, particularly when the referral is funded by the employer, school, care provider or insurance agency.
In rare circumstances, the Service may need to share information about a Client with other organisations or authorities. Gill Travis is committed to safeguarding and promoting the welfare of children and adults at risk. Any safeguarding concerns will be handled in accordance with local safeguarding board procedures and legal obligations. This will be done to benefit their well-being or to comply with the law. If necessary, this will be done in a secure and confidential manner. The Service will normally ask for the Client’s consent to share any information with others. Exceptions to this would be in an emergency, where it is in the public interest, where there is a danger to the Client or others or when required by a court order or by law.
On occasions the Service may also use information to help the NHS; in these circumstances personal details that can identify the Client are removed. The quality of the Service given will be monitored using clinical outcomes. To compare us against other clinical services, information in a form from which the Client cannot be personally identified (pseudonymised data) may be held electronically and analysed by outside agencies. The Service will ask for consent if carrying out research that involves the Client’s personal information.
Data Protection
The Service adheres to the Data Protection Act 1998 and Date Protection 2018 (GDPR). The service is registered as a Data Controller with the Information Commissioner’s Office. Information that is collected will be relevant to providing the Client’s care with the Service. The Client must inform the Service of any changes in personal circumstances to ensure that the information held is accurate and up to date. The Client has the right to see the information that is held about them and what it is used for. Any requests should be made in writing to the Service. The Service may withhold data that contains reference to other Clients or that may cause harm or distress. The Service takes steps to ensure the security of personal data.
If the Client gives consent to receive marketing information about the Service, this will only be used by the Service and will not be passed on to any other body to use for marketing purposes.
Please refer to the Service privacy policy explaining exactly what happens to your data when you are a client of Gill Travis, join our mailing list or book any event through the Gill Travis Website.
Payment
Assessment or treatment sessions that are provided will be invoiced and should be paid in full within 15 days of the date of assessment or treatment. In any event if payment is not received within 15 days of the attended appointment, then the Client may be discharged from further intervention and further action taken to obtain payment. Courses of treatment, such as attending a specific group programme, or training may require payment in advance. Master class bookings must be paid in full at the time of booking. A penalty charge of 100% of the cost of the session may be applied if appointments are not attended and sufficient notice (at least two working days) is given of non-attendance to allow the session to be offered to other Clients. Appointments cancelled on the day will incur the full fee. However, if the Client is unable to physically travel to a session, an alternative of telephone or zoom calling if appropriate can be offered.
If treatment is provided at home an additional travel, mileage cost and covid surcharge will be incurred in addition to the treatment session. Mileage rate reimbursement will be paid at 60p per mile plus 10p per passenger. Any travel conducted and travel costs incurred are at the discretion and agreement of the individual Professional and offered on an individual basis.
If a patient requires a translator, this extra cost is met by the patient. The service will not accept a family member as a translator for the patient due to confidentiality and conflict of interests. Gill Travis can assist in sourcing a translator.
Payment options are by bank transfer only.
Disclaimers and Limitation of Liability
The Service cannot be held responsible for information provided by third parties i.e. an employer, solicitor, GP provided to the Service on behalf of the Client. It is the responsibility of referring agents and Client to inform the Service of any change of details and information that may have an influence on the intervention provided.
Complaints
The Service views feedback as a way of improving the care provided. Therefore, if the Client has any complaint about the care they have received, they can address this informally with the Service, either through discussion or by writing to the Service or to the Health and Care Professions Council (HCPC).
Client Name: ___________________________
Signature: _____________________________
Date: _______________
The above terms and conditions can be made available in large print and audio.