Terms and Conditions and permission to treat – The Children’s Physio – Ruth Bayliss LTD

Below are the terms and conditions on which The Children’s Physio provides services (the “Services”). Depending upon what is agreed and what the result of your Initial assessment (see below) is the exact services may vary. It is of paramount importance that before the provision of Services and/or commencement of the Initial Assessment, these terms and conditions are read. If you have questions concerning them please ask before entering into a contract with The Children’s Physio.

Initial Assessment

Before we (The Children’s Physio) provide any Services, we shall perform an initial assessment of the patients’ condition and treatment needs (‘Initial Assessment’). An Initial Assessment consists of:

• a discussion (either with parents or carers) of the patient’s requirements;
• an evaluation of the patient’s needs;
• a full objective examination, carried out by The Children’s Physio, which will involve following our reasonable instructions as set out below; and
• Developing a treatment programme of recommended action points to address the patient’s needs and requirements.

An Initial Assessment takes approximately 60 minutes and will involve talking to the patient and/or their parents/representatives about their past medical history and what the issues relating to their condition are. Please note that after the Initial Assessment has been carried out, we may decide that we cannot provide any Services if, for example, treatment for the condition may not be suitable or appropriate.

Provision of the Services

We will provide you with the Services only after the Initial Assessment has been carried out. If there is a significant period between an Initial Assessment and us providing the Services, we may ask the patient to confirm in writing that the Initial Assessment remains accurate, or ask the patient to undergo another Initial Assessment.

Outcomes

It is not possible for any particular result or outcome to be guaranteed as a result of us providing the Services. The Children’s Physio aim is to provide the Services using reasonable care and skill. Some patient’s conditions may take longer than others to treat, the treatment plan will be regularly reassessed. No outcome can be guaranteed, however, and you have sole responsibility for acting on any recommendations or advice we may give.

Fees and Cancellations

Appointments and Fees

An initial appointment fee is £165. Following the Initial Appointment a treatment plan will be devised. This plan will sometimes indicate the need for a set amount of appointments. In this instance the client can book a block of appointments.

If the number of appointments has not been predetermined, we shall provide Services on a session by-session basis for which the current fee is £127. We will agree the date and time of the first session and any subsequent sessions by telephone, in person or by e-mail.
The Children’s Physio reserves the right to change current prices without prior notice. However, if you are receiving a current block of therapy or are an existing consumer of Services then you will be notified of any change to appointment fee via writing or email correspondence with 3 weeks prior notice.

Our fees for each session will be as confirmed by us to you. You are personally liable to pay all of our fees and any surcharges incurred, such as any cancellation fees.

Payment and Cancellation

The Children’s Physio accepts payments via BACS, online payment, insurance provider (insurer dependant- please contact The Children’s Physio to confirm insurer before an invoice is generated for your session).

Payment is taken in advance for all Initial Assessment appointments. Payment should be received within 24 hours of the date on the invoice, to confirm the appointment.

Payment for follow up sessions is taken following the session and not needed in advance. Upon receipt of the invoice, payment must be made within 10 days of the submission of the invoice.

LATE PAYMENT is subject to a late payment charge which will be added on the 11th day of non-payment from the date the invoice has been sent.
Invoices unpaid within 21 days will be subject to additional late payment charges and interest. Interest is added weekly at the Bank of England interest rate at the time of the invoice.
Please note, follow up sessions may be paused or stopped if invoices are consistently paid late or an overdue amount is reached that means we can no longer provide a service.

For information on late payment charges and rates please enquire with The Children’s Physio team at info@thechildrensphysio.com.

If you are late for a session, the session will begin on your arrival and continue until the time when it is scheduled to end. The full session fee will be charged. If you wish the session to overrun, and this is agreed, then you may be charged at our discretion for the extra time we spend in providing the Services.

Cancellation Fees

Cancellations are subject to a £25 admin fee, regardless of the notice given for cancellation.

Cancellations for Initial Assessments received with more than 48hours notice are refunded minus the £25 admin fee.

Cancellations of follow up appointments received with more than 48hours notice are not charged any cancellation fee, but may be charged the admin fee noted above. Payment is not taken in advance for follow up sessions so a refund is not required and no invoice is generated.

Cancellations received within 48hrs of the appointment date are liable to pay the full cost of that appointment, regardless of reason. For initial assessment appointments this means you will not receive a refund for cancellations received within 48hrs of the appointment date. For follow up appointments this means that an invoice for your session is automatically generated 48hrs in advance for your session, and this will be sent for payment.

Repeated cancellations, even with more than 48hrs notice, may be charged an administration fee or the full cancellation fee. You will be given advance notice if your cancellations have reached this point.

On occasion, The Children’s Physio may have to cancel a scheduled session. This may occur, for example, if a staff member is sick, if traffic conditions prohibit attendance or if a preceding session has overrun. If we have to cancel a scheduled session, we will book you another appointment at a mutually convenient time as soon as reasonably possible. No charge will be made to you for any sessions which may be cancelled by us.

If needing to reschedule an initial assessment appointment, where pre-payment has been made, you can choose to receive a refund for the session in full, or rebook for a new mutually convenient time as soon as reasonably possible.

Please also refer to our Sickness Policy for additional terms and conditions regarding cancellations and fees.

Therapist non-contact time

Therapist non-contact time relates to time spent on a patient’s case or treatment outside of the 1 hour session time. This includes, but is not limited to, clinical/ professional administration such as correspondence / referrals / session summaries / basic summary reports / attendance to meetings / equipment assessments, etc. This time is charged at an hourly rate of £127 and invoiced monthly.

Report Writing

There may be instances where more in-depth reports are needed. Basic summaries and copies of treatment notes are available without additional fee as part of your physio support upon request.

Alternatively you may wish to request:

A standard physio report – This outlines the facts of the child’s physical presentation (joint range of movement, muscles, strength, etc) and will advise what is required to address these, e.g. physio, OT, orthotics, etc. This costs £127 per hour and usually takes between 1-2hours.
An EHCP report – This is an extensive report that goes into great detail. This report can be used as part of the EHCP process and is written in the EHCP format. It can be used as evidence for tribunals or when contesting support provisionally required.

The topics covered are:

head to toe explanations of all physical needs, ability to interact with peers, health and safety requirements, impact of different environments (e.g. home and school) depending on physical needs, social impacts, suggested school adaptions needed, and more.

This will be charged at your therapist’s hourly rate of £127 per hour, and is usually between 3-8hrs.

Code of Conduct

We are committed to providing a safe, supportive and professional environment for our team and everyone we work with. We expect all patients, parents and guardians to treat our physiotherapists and support staff with courtesy and respect at all times, whether in person, by phone, by email or through any other form of communication.

We do not accept abusive, discriminatory, threatening or sexual comments or conduct directed at any member of our team. Where this occurs, our team is authorised to end an appointment, consultation or visit immediately, and we reserve the right to suspend or withdraw physiotherapy support or treatment where we consider it necessary.

Serious incidents will be reported to the police.

If you feel you have been treated unfairly by us, we want to hear about that too. Please contact us at info@thechildrensphysio.com

Further Information

Your Rights and Responsibilities

In order for The Children’s Physio to provide proper treatment, we will give reasonable instructions which you should follow. This will include, for example, removing some items of clothing for many conditions to be treated.

Home Exercise Programmes:

We may set you Home programmes to be completed between sessions. You are not obliged to complete these; but if you do not complete them, your progress in achieving the desired outcomes may be slowed down.

Stopping a Session:

We may stop a session at any time and not continue it if we consider that you are not following our reasonable instructions. If this happens, you will still be liable (at our discretion) to pay the fee for that session.

Liability and Exclusions

The Children’s Physio has no liability for any loss incurred by you, whether financial or otherwise, following our provision of the Services, nor for any perceived failure by you, whether justified or otherwise, to achieve your desired outcomes or goals.

Our liability to compensate you for any loss or damage is limited to a reasonable amount (and not exceeding the amount you pay in total for the Services), having regard to such factors as whether the damage was due to a negligent act or omission by us.

We shall not be liable to you, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, for any loss of profit, or for any indirect or consequential loss arising under or in connection with the Services. Except as set out in these conditions, all warranties, conditions and other terms implied by statute or common law are, to the fullest extent permitted by law, excluded from the contract. This clause will survive the termination of the contract.

Indemnity

You agree that you will indemnify us against any and all loss or damage suffered, including any legal fees or costs, as a result of any breach of this agreement by you.

Variation

We may change any of these terms or conditions, including our fees.
In exceptional circumstances, such as illness or other commitments, inappropriate behaviour by you, refusal to be treated in a reasonable way, actual or potential conflict of interest, or other reasons, we may decide to terminate the Services early and or refuse or be unable to provide further sessions to you. In such circumstances, we shall give you reasonable notice of termination where practicable and will refund to you any advance payment made for sessions not yet provided.

Severance and Events out of our Control

If a court or any other competent authority finds that any provision of this contract (or any part of any provision) is invalid, illegal or unenforceable, that provision or part-provision shall, to the extent required, be deemed deleted and the validity and enforceability of the other provisions of the contract will not be affected.

We will not be liable to you as a result of any delay or failure to perform our obligations under this contract as a result of any event beyond our control including but not limited to, strikes, lock-outs or other industrial disputes, failure of a utility service or transport network, act of God, fire, flood or storm or breakdown of machinery.

Disputes and Governing Law

If you are unhappy with the Services we provide, we hope you will discuss any problems or issues with us first.
This agreement is governed and construed by English law and the parties submit to the jurisdiction of the courts of England and Wales.

Confidentiality and GDPR

We shall treat all personal and business information supplied by you as confidential. We shall not disclose such information to any third party without your prior permission, except where required by law or where action might be necessary to protect you or someone else.
In line with the current GDPR, The Children’s Physio ltd is requested to comply with the following Privacy Terms outlined below.

Safeguarding and Information-Sharing Responsibilities

When an individual provides personal information verbally or in writing, they give consent for that information to be used for assessment, treatment, and clinical record-keeping purposes. All information is processed and stored in accordance with the Data Protection Act 2018.

As healthcare providers, we have a legal and ethical duty to safeguard the wellbeing of children and vulnerable adults. In line with statutory guidance and local safeguarding procedures set by local council Safeguarding teams, we must take appropriate action if we believe someone is at risk of harm, abuse (physical, emotional, sexual or otherwise), neglect, grooming, or radicalisation. This includes female genital mutilation.
Where safeguarding concerns arise, we may be required to share relevant information with the local Council, Social Services, and/or the Police. This may include referrals to Channel in cases where radicalisation is suspected. In such circumstances, confidentiality cannot be maintained, and information will be shared only on a need-to-know basis in line with safeguarding law and professional standards.

Session start times

Please be aware that we run a mobile therapy service and so your physiotherapist will be travelling to your location. Whilst we will always endeavour to arrive to your appointment for the time arranged, please allow 15 minutes before and after your session start time to accommodate for unexpected travel occurrences. Should your therapist not have arrived 15 minutes after the appointment start time, you are welcome to contact the central The Children’s Physio team on 020 3322 5127 or info@thechildrensphysio.com for more information.

We will only investigate late/early attendance if earlier than 15 minutes, or later than 15 minutes from the agreed start time.

How and what information is collected about you?

We may collect the following information by email, telephone call, or face to face in an appointment:

• Family details
• Health and Lifestyle information
• Current medication and medication history
• Medical reports from other healthcare professionals

What we do with the information collected?

• Internal record keeping.
• Recording of the initial assessment so compare start and end outcomes of treatment.
• Provision of ongoing physiotherapy services and intervention.

The Children’s Physio ltd is fully committed to ensuring that information is kept securely. In order to prevent unauthorised access or disclosure, we have put in place secure systems and procedures to safeguard and secure the information we collect. The Children’s Physio Ltd is fully committed to always ensuring that your privacy is protected. There may be times when you are asked to provide certain information by which you can be identified when working with The Children’s Physio Ltd, you can be assured that it will only be used in accordance with this privacy statement.

Client Agreement

The Children’s Physio Ltd uses the information you provide to us to send information on our services, appointments and marketing. We are committed to protecting and respecting your privacy, and we’ll only use your personal information to administer your account and to provide the products, services and/ or information requested, or that we believe may be of interest to you.

This policy is effective as from 17/05/2020, and updated 17/09/2026.