Policy Purpose

This policy is in place to protect valuable clinical time, reduce missed appointments and ensure fair access to urgent and specialist dental care. A booking fee is required to secure certain appointments so that patients in genuine need can be seen promptly and the practice can operate efficiently.

Scope

This policy applies to all patients who wish to book an emergency appointment, a new patient examination, a Ortho consultation, root canal consultation or a periodontal consultation. Emergency appointments include, but are not limited to, toothache, swelling, trauma, lost fillings, lost crowns, recement of crowns or bridges, and similar urgent dental problems.

Booking Fee Requirement

A booking fee is required at the time of booking. The fee for an emergency appointment or a new patient examination is £50. The fee for a root canal consultation or a periodontal consultation is £150. Appointments are not confirmed until this payment has been received by the practice.

Purpose of the Booking Fee

The booking fee secures the clinical time reserved for the patient and will be deducted from the total cost of the appointment on the day. This fee helps to prevent missed appointments and last-minute cancellations and ensures that appointments remain available for patients who require urgent or specialist care.

Cancellation and Refunds

The booking fee is non-refundable if a patient fails to attend their appointment or cancels with less than 24 hours’ notice. If more than 24 hours’ notice is provided, the fee may be transferred to a new appointment on one occasion. If the practice needs to cancel or rearrange the appointment, the booking fee will be transferred or refunded in full.

Attendance at the Appointment

On the day of the appointment, the booking fee will be deducted from the total cost of the visit. If no treatment is carried out, the fee will cover the time spent on examination, assessment, diagnosis and professional advice.

Payment Method

The booking fee must be paid at the time of booking either over the phone or in person at reception. Without payment, the appointment cannot be reserved.

Patient Communication

Patients will be informed of this policy when booking their appointment, through appointment confirmations, and via information displayed within the practice.

Policy Review

This policy will be reviewed annually or when required by practice management.