Terms & Conditions (September 2020)

Our terms and conditions, fee structure and our business reference terms are reviewed regularly and the most up to date published on our website.

  1. Our Business

SP Therapy Services is a registered limited company.

Registration number 4547163.

Registered Address 9 Gisburn Drive, Lowercroft, Bury, BL8 3DH.

Prior to 2015 SP Therapy Services traded as Susan Pattison Chartered Neurological Physiotherapist Ltd.

Susan Pattison is the founder and owner of the business which has operated since 1998.

  1. Our Services

SP Therapy Services is a provider of specialist rehabilitation to those persons with a neurological illness or injury this includes but is not exclusive to head injury, spinal cord injury, cerebral palsy Parkinson’s disease and MS. More details of what we treat can be found at https://www.sptherapyservices.co.uk

Physiotherapist – All or Physiotherapists are qualified Physiotherapists with a degree in Physiotherapy and membership of the Chartered Society of Physiotherapy. All our Physiotherapists are registered with the Health & Care Professions Council.

Occupational Therapist – All our Occupational Therapists are qualified Occupational Therapist with a diploma or degree in Occupational Therapy and are members of the Royal College of Occupational Therapists. All our Occupational Therapists are registered with the Health & Care Professions Council.

All our team members both clinical and administrative have an up to date Enhanced Disclosure and Barring Service (DBS) check and are enrolled on the annual subscription scheme.

All our staff are employed and their professional activities as employees of SP Therapy Services are covered by the Practice’s Professional Liability Insurance.

We do not subcontract out any of our services to be provided by a 3rd party.

On referral the patient will have an allocated therapist based on their skill set to meet the patient’s rehabilitation needs.

Occasionally we have undergraduate and post graduate Physiotherapy or Occupational Therapy students on clinical placements with us at SP Therapy Services. The consent of the patient or their representative will be obtained before their involvement in the patient’s rehabilitation.

 

  1. Our Instruction

We accept enquiries from both case managed and self-funding patients via the professional referral form or self-referral form on our website, emailing info@sptherapyservices.co.uk or telephoning our Practice Administrator George Stephens on 07734957096  /  0161 764 3799

On receipt of an enquiry a qualified therapist will make contact to discuss the individual patient’s needs.

We will provide a schedule of costs specific to the individual patient’s needs for the costs of an initial assessment. These costs will be provided in an email prior to intervention and agreement to our costs are requested via a direct reply to that email.

Prior to an initial assessment as a self-funder or case manager you are required to provide us with all the available information requested to enable us to provide you with our services safely.

During treatment, for both self-funded and case managed patients we require the patient and or their referrer to provide the therapist with information about changes in circumstances that may affect the patient’s ability to participate or fund our input.

Failure to do so will lead to the removal of our services until it is considered safe for us to return.

  1. Our Fees

Clinical Time

Clinical time is defined as time spent by the qualified therapist in delivering an effective rehabilitation program and includes both contact and non-contact time.

The writing up of treatment notes is part of our duty of care and is a part of the treatment session, when and where the therapists complete this is at the discretion of the therapist.

An up to date and full list of our business reference terms for invoiceable contact and non-contact clinical time is available.

Our recording and invoicing system works on units of 15 minutes and will appear on the invoice as or multiples of 0.25 (15minutes), 0.5 (30 minutes), 0.75 (45 minutes) and 1.0 (60 minutes)

Cancellation policy

24 hours’ notice is required for cancellation of a session. If less than 24 hours’ notice is given, please note that other than in excepting circumstances, the full session rate will apply.

Please support us to ensure chargeable cancellations are kept to a minimum by ensuring all staff and family involved are aware of their responsibilities to communicate cancellations as soon as practical.

Travel

We have qualified therapists located in Bury, Warrington, Huddersfield, and Barnsley, and the travel costs vary depending on where the therapist is based.

Our estimate of travel time and distance are based on a route planner at the time of enquiry. In practice it may be necessary to amend our original estimation. Any significant changes to the overall travel costs will be communicated.

Communicating our ongoing intervention and costs

For case managed patients we will provide a written treatment plan within 2 weeks of assessment. This treatment plan will include SMART goals, identify the proposed treatment plan and a schedule of costs to provide the plan for 3 months. An updated treatment plan will be provided every 3 months.

For self-funded patients at the initial assessment the therapist will discuss with the patient or their representative the proposed treatment plan and obtain verbal consent to proceed. For self-funded patients, verbal consent to any planned chargeable non-contact clinical time will be obtained by the therapist prior to completion.

  1. Confidentiality

The information shared with us to support a patient’s rehabilitation is sensitive and confidential and all employees at SP Therapy Services will treat all information about a patient with the utmost respect.

As treating therapists, we have a professional responsibility and a duty of care to record information provided to us by the patient and or their representative.

If you do not wish us to disclose a piece of information you have provided to be included in our clinical record it is important you tell us. It will be the therapist’s decision whether to record the information. If the information is recorded it will be marked REDACT to ensure if a patient’s clinical record is requested this information is not disclosed.

If we consider the information to mean that the patient and or persons working with the patient are at risk we may be obliged under our duty of care to inform a person in a position to ensure the safety of the patient and or persons working with them.

  1. Data Protection & Privacy

SP Therapy Services complies with General Data Protection Regulations 2018 (GDPR18).

Website enquiry and referral forms

 To facilitate our back of house services and minimise the information we collect personal data is collated via our online website referral forms.

The data provided is secure indicated by the padlock icon the address bar. Information is not stored on the website it is removed from the website as soon as practicable in line with our web site privacy policy.

Consent to collection and storage of data

 

During a patient’s rehabilitation it is necessary in order for us to fulfil our duty of care to obtain and store information about the patient.

This may include assessment forms, treatment records and e mails containing information about the patient’s rehabilitation. The information may be digital, photographic, or paper records. It may be shared with the patient’s litigation team, other Professionals involved in the patients care such as your GP & Case Manager to assist in rehabilitation planning and intervention.

A patient’s personal data and rehabilitation information is stored and disposed of securely in line with GDPR 18 and SP Therapy Services internal policies.

Personal data is never shared with third parties except as described above and will not be used for marketing purposes without your informed and written consent.

Photo Consent

Photographs and videos of a patient’s movements, parts of the body, equipment and the patient’s residence can provide an invaluable resource. They can be used to record progress or included in advisory sheets to inform family members or support staff engaged in the patient’s rehabilitation.

However, we will not take photographs or videos without the verbal consent of the patient or their representative being sought at the beginning of every treatment sessions.

The patient and or their representative has the right to review the material taken and to air any objections at that time to the retention of any photograph or video without explanation.

Photographs and videos will not be used for any other purpose without your informed and written consent

Release of personal information we store about you

With the written and informed consent of the patient or their representative we will release copies of the information stored on our systems about the patient’s rehabilitation.

Requests for release of information should be directed to our Practice Administrator George Stephens george.stephens@sptherapyservices.co.uk

  1. Invoicing

Invoicing is on a month end basis.

Our payment terms are 14 days. Our preferred method of payment is BACS

Should you have a query about your invoice please contact SP Therapy Services Finance Director, ian.pattison@sptherapyservices.co.uk

  1. Delayed Payment

We are unable to accept referrals on a delayed payment basis

Should a case manager or solicitor anticipate a delay in payment due to lack of interim funds then this must be communicated to SP Therapy Services Finance Director as soon as possible. Consideration will be given to both the ongoing need of the patient and of the needs of business before continuing with rehabilitation.

  1. Payment failure

Should an agreed date of payment be exceeded; treatment will cease immediately.

Treatment will not be reinstated until outstanding payment is received.

In the event of a payment failure we will pursue this through the courts and reserve the right to charge interest on the outstanding amount and an administrative charge at a rate of £40.00 per hour.

  1. Termination of Our Services

A self-funded or case managed patient may withdraw from treatment at any time without reason or prejudice. However, cancellation of a prearranged appointment requires 24 hours’ notice as per our cancellation policy.

Should our services fall short of your expectations we would encourage you to speak direct to the therapist or to a member of our admin support team so we can learn from your feedback and respond as quickly as possible.

Alternatively our complaints procedure can be found here. 

Definition of terms used in this document:

Rehabilitation – Is a process of restoring a person lost skills due to illness of injury to optimise their quality of life and engagement in society. A qualified therapist will assess the patient’s rehabilitation needs and identify a plan of input.

Qualified Therapist – is a generic term to refer to either a Physiotherapist or Occupational Therapist

Patient – is a person undergoing rehabilitation. This person may be an adult or a child.

Their Representative – If a person due to illness or injury is unable to provide their informed consent their representative is someone present who has the capacity to decide on their behalf about their rehabilitation.