NHS Missed & Short Notice Cancellation Policy

At Zen Clinic we try to avoid lost or wasted clinical time so that we are able to treat patients and accommodate emergency appointments. Lost clinical time still incurs clinic running costs and staff wages.
If you are unable to make an appointment we ask that you kindly give us 24 hours notice by telephone, so that we are able to offer your appointment to other patients in need of treatment or emergencies. We do understand that circumstances can arise and we will be more than happy to re-arrange your appointment for another day.
Zen Clinic follows a fair 2 strike policy. If you miss your appointment or give a short notice cancellation without 24 hours notice, on the second occasion we do reserve the right to de-register you from our patient list. To help remind you of all appointments we do offer email and text reminders, so please update your details with reception.

NHS Non-Attendance Policy

At Zen Clinic we strive to give the best possible patient care and our dentist will advise each patient with a recommended recall appointment, in line with NICE guidelines. This could be as short as 3 months or as long as 2 years – or up to 1 year if you are under 18. Due to NHS funding we are unable to continue treatment for patients who do not attend routine appointments within the recommended time. To remind you of re booking your routine appointments we will contact you by phone, email or letter. It is your responsibility to ensure we have your correct contact details. We reserve the right to remove patients with a non-attendance of over 2 years. Further appointments will then be offered on a private basis.

Missed & Short Notice Private Dental and Hygiene Appointments

Due to Such High demand for appointments this policy has became stricter.  All Private appointments which is marked as a failed to attend or short notice cancellation within 24 hours notice will incur in a fee worth 50% of the booked treatment along with an additional 50% of the re booked treatment. For a hygienist appointment should you short notice cancel within 24 hours notice or fail to attend a second appointment you will be charged 100% of the Hygiene fee along with an additional 100% fee for an upfront booking.

Initial Bookings Policy

New patient bookings such as an Examination, Consultation or a Dental Hygiene appointment. We would require full payment on the first occasion, should you short notice cancel within 24 hours or fail to attend the appointment, your initial payment would be non refundable and an additional payment would be required to re book the appointment.

Treatment Plan Policy & Private Treatment/Consultations

All Private Treatments Plans will require a deposit or full payment upfront prior to booking agreed treatment or consultation. Deposits are taken to secure and cover of payment for the dentist time, materials, Lab fees and additional expenses. You will only be entitled to a refund of your deposit if your Laboratory work hasn’t been produced or if you haven’t commenced booking an appointment or cancelling in line with our appointment policy. Partial Deposit refunds will be applied subject to the practices decision.

Zen Dental Plans 

All Zen Dental Plans can be cancelled within immediate effect without any termination fees, Payments are made on a monthly basis to the practice paying off any routine dental Examinations and Hygiene that have been completed throughout the year. If you terminate the plan early the remaining amount of the appointment fee will be invoiced to you. It is the Patients responsibility to attend and book appointments, any missed or short notice cancellations will be referred to our two strike policy e.g should you short notice cancel or fail to attend on two occasions within a year these appointments will be taken off your plan for the remaining year. Any appointments that have not been booked throughout the year are non refundable and cannot be carried onto the next year due to Subscription maintenance costs and contributions to the Global A&E Assistance Scheme.

Raffles & Giveaways 

Patients that have won a raffle which has been promoted via social media or by any other means will allow the practice to take before and after pictures along with any additional marketing content to be used for promotional purposes. Please be aware, if you are not eligible for the treatment no other alternative options will be provided or credited to another form of treatment.