GK Dental Hawick

Appointments, Cancellations and Fees Policy

1. Purpose of this Policy

This policy explains how appointments are booked, cancelled, and managed at GK Dental Hawick, including the use of deposits and late cancellation charges. It is intended to ensure fairness, transparency, and the efficient use of clinical time.

2. Booking Appointments

Appointments may be booked in person, by telephone, or via practice-approved booking methods. Certain appointments, particularly longer or private treatment sessions, may require a deposit at the time of booking.

3. Deposits

Deposits may be requested when booking certain appointments, including private treatments and longer clinical sessions. The purpose of a deposit is to secure the allocated clinical time. Deposits are deducted from the total cost of treatment when the appointment is attended. The taking of deposits is in line with NHS guidance, which permits dental practices to request payment in advance for treatment.

4. Cancellation Policy (48-Hour Notice)

GK Dental Hawick operates a 48-hour cancellation policy. Patients are required to provide at least 48 hours’ notice if they need to cancel or rearrange an appointment. This applies to both NHS and private appointments.

5. Late Cancellations and Failed Appointments

Appointments cancelled with less than 48 hours’ notice, or appointments that are not attended, may incur a late cancellation or failure-to-attend charge. Charges reflect the loss of allocated clinical time. Where a deposit has been paid, this may be retained or offset against any applicable late cancellation charge.

6. Communication of This Policy

This policy is explained verbally at the time of booking, displayed on appointment cards which state: “GK DENTAL – ANY CANCELLATION WITHOUT 48 HOURS OF NOTICE WILL BE CHARGED A FEE.” It is also included within patient registration documentation where applicable and is available on request from the practice.

7. Application of Charges

Late cancellation and deposit policies are applied fairly and consistently in line with practice procedures. Each situation is considered on its individual circumstances.

8. Exceptional Circumstances

GK Dental Hawick recognises that exceptional circumstances may occasionally arise. These will be considered on a case-by-case basis at the discretion of the practice.

9. Queries and Complaints

If a patient has any questions regarding this policy, they are encouraged to contact the practice. Any concerns or complaints will be managed in accordance with the GK Dental Hawick Complaints Policy.