TERMS, CONDITIONS AND PRIVACY POLICY

Cancellation Policy

24 hours advance notice is required if you are unable to attend an appointment. If you are not able to give 24 hour's notice, there will be a charge of the full cost of the session booked. If you need to cancel or rearrange a pessary fitting appointment, please allow 5 working days to rearrange your appointment where possible to avoid losing your deposit.

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Deposits

Deposits are required for pessary fitting appointments only. A non-refundable deposit of £90 will secure your appointment. If you need to change you appointment, please give at least 5 working day's notice to move a pessary fitting appointment. 

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Insurance Work

I provide a limited number of sessions for clients with health insurance policies, including (but not limited to) AXA, AVIVA, and Vitality Health. Due to frequent payment delays from insurers, all clients intending to claim sessions through health insurance are required to self-fund each session, with payment due at the end of each appointment.

After payment, I will issue an invoice as proof, which you can then use to submit a reimbursement claim to your insurance provider. Please be aware that my session fees are generally higher than the standard rates covered by most insurance companies, so you may not receive full reimbursement.

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I strongly encourage you to confirm with your insurance provider that they will reimburse you directly from an invoice before booking appointments. As a small business, I am unable to accommodate extended payment delays, and I sincerely apologise for any inconvenience this may cause. I appreciate your understanding in this matter.

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Assessment 

Your initial appointment will be in the form of an assessment by a Chartered HCPC Registered Physiotherapist. During this assessment, the Physiotherapist will ask relevant questions about your medical history, your presenting condition and how it affects your life. There will also be a physical examination in which it will be necessary to remove some items of clothing to allow your problem to be assessed accurately. You are very welcome to bring someone with you for support if that makes you more comfortable. The assessment will depend on what is revealed in the discussion.

In musculoskeletal assessments, you may experience discomfort, please report this to your physiotherapist. It is not unusual for you to experience some short-term aggravation of your symptoms after an assessment as some of the tests are designed to reproduce you pain to gain a clinical impression of the cause of your problem and formulate a treatment plan.

Women’s Health assessments usually involve vaginal examination for pelvic floor dysfunction, prolapse, incontinence and/or pelvic pain. If you are worried or feel uncomfortable about this, please let your physiotherapist know.

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Treatment 

Following assessment, a course of treatment may be recommended. The treatments vary depending on whether you have a Women's Health or musculoskeletal condition. Treatments may include mobilisation, manual therapy techniques, soft tissue massage, acupuncture, or electrotherapy modalities. You will also be given self-management strategies such as home exercises and coping strategies. You will be re-assessed throughout any follow up treatment session as deemed appropriate by your Physiotherapist. It is not unusual to experience some short-term discomfort following treatment; this should improve after 24-48 hours. Please ask you therapist about this if you are concerned.

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Consent

Please be aware that should you wish to decline any assessment or treatment, you are within your rights to do this, and you should inform your physiotherapist at the time. It is absolutely your choice whether to proceed with any assessment or treatment and if you choose not to, there will be no problem or judgement; other assessment and treatment options will be available to you if you wish.

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Photography

Your Physiotherapist may ask to take photos of you (not including your face) for marketing purposes. This will be discussed, and a separate consent form will be completed prior to any photography taking place.

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Informing your GP

It is good practice to keep your GP informed about your condition and request further testing/assessment from them when appropriate. You Physiotherapist will always discuss writing to your GP during your session.

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Chaperone

As I am a lone worker, I currently cannot offer a chaperone service. If you would like a chaperone for any intimate examination or musculoskeletal examination, you are entitled to one. Please note that while family and friends may accompany you to an appointment, they cannot act as a chaperone. If you wish to have a chaperone present, I will refer you to the nearest Healthcare provider/Physiotherapy Centre that may be able to meet your requirements. Due to protecting my own registration, on rare occasions, I may decide that I cannot undertake intimate examination or treatments due to the absence of a chaperone; in this case, I will also refer you to the nearest Healthcare provider/Physiotherapy Centre that may be able to meet your requirements.

 

Heidi

To document consultations, I utilise a note taking tool called Heidi to accurately and efficiently capture the details of our discussions and the outcomes of our appointments. Heidi ensures that we can focus more on our conversation and less on manual note taking, enhancing the quality of care you receive. Your consent is crucial for me to use this technology. Please understand that your information will be handled with the utmost care, and Heidi’s use is aimed solely at improving your healthcare experience. You will be given the opportunity to opt out of the use of Heidi at your appointment. Here is more information about Heidi UK - Heidi Patient Explainer.pdf.

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Data Protection

I am committed to ensuring the best standards of practice. Clients can be assured that the protection of their privacy and confidentiality is given the highest priority. All personal information is collected, held and used in strict compliance with GDPR 2018. Email or text is used for appointment reminders as part of my service. Physiotherapy notes and personal information during treatment period and following discharge are stored securely and electronically in line with GDPR legislation. ​​Client documentation, personal information and notes are held for a minimum of 8 years due to legal obligation.

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Privacy Policy

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Last Updated: 26/03/2024

Thank you for visiting Jen Stroud Physiotherapy website https://www.jenstroudphysiotherapy.co.uk.  We understand the importance of your privacy and are committed to protecting it. This Privacy Policy outlines the types of personal information we collect, how it is used, and your choices regarding your information.

By using our Website, you consent to the collection and use of your information in accordance with this Privacy Policy.

1. Information We Collect:

a. Personal Information:

• When you book an appointment online, by phone, text, or in person, we may collect personal information such as your name, email address, phone number, address, and health-related information.

• If you choose to interact with us through social media platforms, we may collect information available on your social media profiles.

b. Usage Information:

• We may collect information about your interactions with our Website, including the pages visited, the date and time of visits, the duration of visits, and the actions taken on the Website.

c. Cookies and Tracking Technologies:

• We use cookies and similar tracking technologies to enhance your browsing experience and analyze Website usage. These technologies may collect information such as your IP address, browser type, device identifiers, and browsing behavior.

1. How We Use Your Information:

a. Provide Services:

• We use your personal information to schedule and manage your appointments, communicate with you about your appointments, and provide physiotherapy services.

b. Improve Services:

• We analyze usage data to understand how visitors interact with our Website and improve our services, content, and user experience.

c. Marketing and Communication:

• With your consent, we may send you promotional emails about our services, special offers, or events. You can opt-out of receiving these communications at any time.

d. Legal Compliance:

• We may use your information to comply with legal obligations, resolve disputes, and enforce our policies.

1. Information Sharing:

a. Service Providers:

• We may share your information with trusted third-party service providers who assist us in operating our Website, conducting our business, or servicing you.

b. Legal Requirements:

• We may disclose your information if required by law or in response to valid legal requests, such as court orders or subpoenas.

c. Business Transfers:

• In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of the transaction.

 

2. Data Security

We implement reasonable security measures to protect your information from unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

 

3. Your Choices:

a. Opt-Out:

• You may opt-out of receiving promotional emails from us by following the instructions provided in the email.

b. Cookies:

• You can set your browser to refuse all or some browser cookies or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our Website may become inaccessible or not function properly.

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4. Children's Privacy: Our Website is not intended for children under the age of 13. We do not knowingly collect personal information from children under the age of 13. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us, and we will take steps to remove that information from our systems.​

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5. Physiotherapy Assessment and Treatment Data

a. Collection and Storage:

• During your physiotherapy assessment and treatment sessions, we collect relevant health information necessary for providing quality care. This information is recorded in patient notes.

• Patient notes are stored securely in a GDPR ICO (Information Commissioners Office) approved system called Power Diary. Power Diary complies with GDPR regulations and ensures the security and confidentiality of your information.

b. Retention Period:

• Patient records, including assessment and treatment data, are retained for a minimum of 8 years as required by legal obligations and professional standards.

c. Access and Correction:

• You have the right to access and request correction of your personal information stored in patient notes. If you believe that any information in your patient record is inaccurate or incomplete, please contact us to request corrections.

d. Disclosure:

• We may disclose your patient information from the assessment and treatment sessions in accordance with legal requirements, such as responding to valid legal requests or court orders.

 

6. Consent.

By participating in physiotherapy assessment and treatment sessions and providing us with your personal information, you consent to the collection, use, and storage of your information as described in this Privacy Policy, including the recording of information in patient notes and storage in Power Diary.

If you have any questions or concerns regarding the collection, use, or storage of your physiotherapy assessment and treatment data, please contact us at [Your Contact Information].

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7. Changes to This Privacy Policy.

We reserve the right to update or modify this Privacy Policy at any time without prior notice. Any changes will be effective immediately upon posting the revised Privacy Policy on this page. We encourage you to review this Privacy Policy periodically for any updates.​

 

8. If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us at hello@jenstroudphysiotherapy.co.uk.

By using our Website or providing us with your information, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy.