Terms & Conditions of Service
1. Protecting your Privacy
Psymplicity is committed to protecting your privacy when dealing with your personal information. The following privacy policies outline your rights as well as the ways in which Psymplicity collects, uses and protects your data. We also draw your attention to Section 11 below. If you have any questions about how Psymplicity handles your data, please feel free to contact us at email@example.com.
2. Before Attending an Appointment with Psymplicity
By booking an initial appointment with Psymplicity you agree to complete a Patient Registration form and send this back to us in a timely manner prior to your appointment. Your appointment cannot go ahead until this information is received from you, completed in full.
Where applicable, please ensure that you have included details of your insurer, your membership number and any authorisation codes on the patient registration form if you would like us to make a claim on your behalf. If any of this information is missing, you will be personally liable to settle your fee with us.
3. Attending Appointments
Appointments are primarily conducted online, although we can accommodate face-to-face appointments at our London offices.
Psymplicity uses Zoom for its online appointments. We will send you a link, which you should log into at the time of your appointment.
Please direct any questions to the Patients Equiry Form
All assessment, reviews and therapy appointment fees are non-refundable, as it ensures efficient allocation of vital resources to serve you and others effectively. While our primary mission is to assist as many individuals as possible, we understand unique circumstances may arise.
In exceptional cases, at the complete discretion of Psymplicity’s leadership team, refunds may be considered, provided we can promptly fill the appointment slot with sufficient notice. Therefore, please regard your fee as typically non-refundable, but rest assured, we strive for fairness and flexibility when possible.
Issuing a prescription is at the sole discretion of your psychiatrist during the consultation with you and is also subject to the limitations applied by the Psymplicity medical team. There is no guarantee that you will be provided with a prescription for medication.
Prescriptions provided to you are included as part of the initial assessment and any follow-up appointments only where your psychiatrist deems it appropriate to prescribe. If you would like to request a repeat prescription outside of an appointment with your psychiatrist, you will need to do so through the Psymplicity website where a separate charge is payable. This charge must be paid before issuing the prescription will be considered.
* Psymplicity will not include a prescription or clinic letter as part of the appointment type/cost for any appointments lasting less than 15 minutes.
5.1 Controlled Medication
Psymplicity aims to send all controlled medication prescriptions to a pharmacy of your choice using Royal Mail recorded delivery, but cannot guarantee the delivery or the delivery timeframe. Where possible, The Good Pharmacist is used. Psymplicity cannot post medication to a residential address. Once handed over to the postal service, the delivery of this prescription is not in our control, and Psymplicity will not be held liable for any delays or issues locating prescriptions at the pharmacy.
5.2 Non-Controlled Medication
Psymplicity aims to send all non-controlled medication prescriptions to a pharmacy of your choice using Royal Mail recorded delivery. Where possible, The Good Pharmacist is used.
Some pharmacies will accept prescriptions via email and Psymplicity can arrange this if you provide us with the contact information for your chosen pharmacy and allow sufficient time for this to be arranged.
5.3 Pharmacy Charges
You will be charged by the pharmacy for the medication. The prescriptions available via Psymplicity are private prescriptions (not NHS prescriptions). You accept that private prescriptions are fulfilled at a charge, unique to the fulfilling pharmacy, which is not under the control of Psymplicity. It is your choice as to whether you have any prescription fulfilled and at what cost. ‘Prescription’ also applies to repeat prescriptions.
Any prescription that you receive via the Psymplicity System is only valid for use at legal UK pharmacies. You understand and agree that any prescriptions acquired from Psymplicity are solely for your personal use. Furthermore, you agree to read carefully all information provided to you and to follow the instructions provided by your psychiatrist on the prescription(s) itself (the label applied by the pharmacy) or otherwise, before taking any prescribed medicines. You also hereby agree to contact your psychiatrist or another doctor or pharmacist if you have any questions or do not fully understand the reasons you have been prescribed medication or the instructions related to the medication.
6. Assessment Letters
After an initial consultation or assessment, Psymplicity will provide you with an assessment letter which will outline the diagnosis. Follow-up appointments usually will not include a letter or report, and this will be determined at your psychiatrist’s discretion. Any additional letters, reports or other documentation requested by the patient after the initial assessment will be charged separately.
7.1 Payment Terms
All appointments and services with Psymplicity are chargeable and payment is required in full before your appointment. Please note our cancellation policy in Section 4 above.
Initial consultations: For all initial consultations or assessments with Psymplicity payment must be made in full at least 72 hours before the appointment.
If the appointment is to take place within 72 hours of booking, payment in full is required within 2 hours.
Follow-up appointments: All follow-up appointments with Psymplicity are chargeable and payment will be required in full at at least 21 hours before the appointment.
If the follow-up appointment is to take place within 21 hours of booking, payment in full is required within 2 hours.
It is the patient’s responsibility to ensure that all payments are made on time. If at any time you are struggling to make a payment, you should contact Psymplicity. We reserve the right to pass any outstanding balances not settled within 30 days of the appointment to an external collection agency.
Psymplicity only accepts payments in British pound (GBP).
7.2 PayByBank Instant Bank Tranfer
At point of booking, Psymplicity will offer you the option of paying through an online link which will be emailed to you.
7.3 Insurance Cover
If you have cover with an insurance provider it is important that you contact your insurer before booking in with Psymplicity, to confirm that the appointment/s will be covered by your insurer. Your insurer should provide you with an authorisation code for the appointment/s.
Psymplicity will require payment at time of booking and will provide all neccessary doucmentation for you to reclaim your costs from your insurance company. Psymplicity will not reclaim your fee on your behalf.
Psymplicity will aim to process your refund immediately upon request if within our terms, but it may take up to 10 working days for the refund to appear on your statement.
By booking an appointment with Psymplicity you confirm:
- The information you have provided is, to the best of your knowledge, accurate and complete.
- You understand that where your appointment is with one of our practitioners, they are directly liable for the care they provide to you.
- You understand that whether you book telephonically or online, Psymplicity may contact you using the details you have provided to discuss your care or appointment booking.
10. Zero Tolerance Policy
Psymplicity is committed to providing a high quality of care for our patients. The welfare of patients and staff relies on establishing a good relationship between the patients, those working at Psymplicity, and our practitioners. Therefore, to protect both staff and patients, Psymplicity respectfully highlights that the following inappropriate behaviours will not be tolerated:
- Threatening or verbally abusive behaviour
- Inappropriate comments to our staff
- Physical abuse
Psymplicity have a zero-tolerance policy towards such behaviour, particularly threatening or violent behaviour towards anyone associated with our Services. Psymplicity reserves the right to terminate an appointment (and call for police assistance if deemed necessary) with anyone behaving in such a manner.
11. Personal Data
Psymplicity collects and processes personal data from our clients, including:
- Personal data: basic contact information: name, date of birth, gender, address, email and GP contact details.
- Sensitive personal data: presenting problem information, therapy, psychology and psychiatry records (specialist notes, letters, reports, and/or outcome measures).
- If you complete a Psymplicity website-based enquiry form, Psymplicity will also collect any information provided to us.
Psymplicity uses the information that we collect from you to:
- Provide our services to you.
- Process payments for services.
- If you have opted into our email updates, Psymplicity may send you information about our services that might be of interest to you. You have the right to opt out at any time and request that your personal contact information be deleted to prevent further proactive contact from us.
- Psymplicity works with partners who provide us with analytics. This helps us understand how users interact with our service and measure its performance. Cookies and similar technologies may be used to collect this information.
- Psymplicity will inform your mental health professional of the date and time of your appointment. The professional will also have access to your profile that contains your name, date of birth, your presenting problem and GP details.
- Psymplicity will also use the information to confirm your scheduled appointment and send you an automated notification before the start of your session.
- Psymplicity may also use your information to process a refund if necessary.
Psymplicity is required to obtain your GP details prior to your assessment. These will only be used in emergency circumstances or required by law. You are therefore required to provide details of your GP’s name, address and contact number on your registration form and these details must be kept up to date at all times. You have the option to select whether you authorise or do not authorise Psymplicity to contact your GP, and Psymplicity will follow this instruction. In the event of an emergency or safeguarding alert Psymplicity is legally required to contact your GP.
Psymplicity will not be liable for any harm or loss that may arise as a result of such details not being disclosed. More information is provided on your patient registration form.
Information sharing between Psymplicity healthcare professionals providing you with care and treatment
Psymplicity takes your privacy extremely seriously. We will only use your personal information to provide the services you have requested from us.
If you do not provide the personal information requested, Psymplicity may be unable to provide services appropriate to you.
Retention of information
Psymplicity is required to keep your information for at least eight (8) years following discharge or from the date of last appointment. Whilst the GDPR is clear that records should not be kept longer than is necessary, there may be reasons for retaining records, such as intimation of a claim, or serious incident, so all records should be reviewed before proposed secure destruction. Children’s records will be kept until their 25th birthday.
PSYMPLICITY CAN NOT PROVIDE EMERGENCY SERVICES OR SUPPORT
Psymplicity does not provide any emergency services. Please contact 111, or Samaritans on 116 123 in the case of an emergency.
If you have any further questions, please do not hesitate to contact the Admin Team on 0207 118 0407 or any thriough the Patients Equiry Form