terms & conditions

Terms and Conditions

Terms of Service
We always strive to provide the highest quality service that we can. This section provides further details to our terms and conditions of service. If you have any queries regarding any of our terms please contact us.
Please be aware that any information provided through any part of our website is provided for interest purposes only and does not constitute personal professional advice. No professional advice can be provided without a clinical consultation with a dentist. For professional dental advice we strongly recommend that you see a dentist for consultation.

Treatment planning
Once your treatment plan has been agreed with the dentist, we will provide printed details of your plan which we ask that you read through and sign that you have been clearly explained to regarding treatment options. If this plan changes due to radiographic or clinical findings, we will inform you and discuss this with you. Treatment plans are valid for net 30 days from the date the treatment was prescribed. If there are any points on your treatment plan that you wish to query this should be done before any appointments for treatment are scheduled.

Certain medical treatments require completion of a written consent form. We work to strict governing guidelines in order to ensure that the patient and/or legal guardian is fully aware of the treatment, aftercare and any risk before treatment is carried out.

Personal Details
It is important that you provide a full written medical history every six months and details of any medications that you take. It is also a requirement that we have your correct contact details on file. Should these change it is very important for you to tell your dentist. Whilst we try to keep all information updated on each routine visit, it is the patient’s responsibility to inform the clinic of any changes in either personal details and/or their medical history. All records are kept in accordance with strict Data Protection guidelines.

Data Protection Act
All patient details are stored on a secure computer system in accordance with the Data Protection Act. All clinical notes, digital radiographs, digital photographs, etc. remain the property of Optident Dental Clinic. Copies of notes, radiographs and photographs can be made available on written request, to the Practice Manager. All staff undergoes Data Protection training and understands the importance of information handling.

We require pre-payment and deposits to secure booking of specialist treatment appointments and hygiene and therapy appointments.
Optident Dental Clinic has implemented a suitable finance agreement for our patients, through Braemar Finance. We do not operate a credit account system and we require fees to be settled at the appointment where treatment is provided. Where treatment incurs a laboratory fee, the full fee will be taken at the impression stage of the appointment. Fees for certain treatments like Dental Implants and Invisalign® are broken down and taken on a pay as you go basis at each visit. We will discuss and plan a schedule of payment for you.
In cases where treatment is paid for by finance through a finance company, the finance agreement must be accepted and signed prior to the start of that treatment. Finance is only available on treatments over £260.00 (including teeth whitening) and that a minimum deposit may also be required. If you have financed any of the costs of your treatment through the finance company and later wish to cancel your treatment after signing the agreement forms, a cancellation fee of up to 15% of the total finance amount will be applicable.
Optident Dental Clinic accepts the following forms of payment:
  • Cash
  • Debit Cards
  • All Major Credit Cards
  • American Express, charged at £1.50 per transaction
Optident Dental Clinic reserves the right to charge time based deposits for booking future appointments. Deposits are transferable towards cost of treatment.
Optident Dental Clinic reserves the right to make a charge for any debt passed to a debt collection agency.
Late cancellations or failure to attend
Late cancellations and failure to attend appointments have a negative impact to our service and regular patients. For a deposit to be refunded Optident Dental Clinic requires at least 48 hours notice of cancellation. Cancellations made within this time frame, or failures to attend, are not subject to refund.
Being late for appointments
Sometimes being late for appointments is unavoidable. Please let us know if you are going to be late but please also be aware that if you are going to be more than 10 minutes late you may be asked to reschedule your appointment. If you arrive more than 15 minutes late without our prior agreement we may consider that you have failed to attend, in which case you will not be eligible for a refund.

Here at Optident Dental Clinic, we take complaints very seriously and try to ensure that all our patients are pleased with the service provided; work under the strict guidelines set out according to the Care Quality Commission (CQC) to ensure transparency with our communication on pricing, treatment planning and patient care.
When a patient complains they are dealt with promptly and courteously so that the matter is resolved as quickly and efficiently as possible.
The person responsible for dealing with complaints is Miss Samantha Sheerin
If you have cause for a complaint, please write to the practice manager. We will acknowledge receipt of your complaint within 7 working days. We will seek to investigate the complaint within 10 working days of receipt to give an explanation of the circumstances leading to the complaint. If we are unable to investigate within the time frame we will notify the patient giving reasons for the delay and likely period within which the investigation will be completed
If the complaint is about any aspect of clinical care or associated charges this will need to be forwarded to the relevant dentist who will respond within 14-21 working days.
We will confirm the decision about the complaint in writing immediately after completing investigation
If we are unable to resolve the matter to your satisfaction the next step is to refer the matter to CCG, who can be contacted on 01206 288500.

Use of Images and X-rays
Optident dental Clinic may use images and x-rays of your smile and teeth only (for marketing and educational purposes) for our website, promotional and educational literature. Your name will never be published and your identity will never be disclosed. We ensure we receive permission prior to using any images, however if you do not wish for us to use your images and x-rays in this way please inform us.

We like to use all tools available to provide you with a convenient reminder of impending appointments or routine check up appointment reminders, via email. If you would prefer that we did not contact you please ensure you inform reception during your next visit to opt out. We do not use your details for anything else and will not pass on your information to third parties.