Terms & Conditions

We are always pleased to assist our patients whenever we can. This document gives details of our terms and conditions of service. If, however, you have any queries or need clarification, please contact us and a member of staff will be happy to help you.

Treatment estimates

Once your treatment plan has been agreed with the Dentist, we will provide printed details of your plan. 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 90 days from the date the treatment was prescribed. If there are any points on your treatment plan that you wish to query, please do not hesitate to ask us, before the appointments for actual treatments are made.

Consultations

All initial consultations are free of charge. However, a holding deposit of £50 will be taken to secure a booking time for the consultation. This deposit is fully refundable upon attending the consultation, or will be discounted from any subsequent treatment undertaken.

Consent forms

All treatments require completion of a consent form. We will explain the treatment, aftercare and any risk to you thoroughly and ask that you sign the consent form prior to any treatment being carried out.

Emergency appointments

Should you need to see a dentist urgently, please contact us as early as possible. Our phones are answered around the clock and we will respond to a message left on our answer service as soon as possible. Please ensure that your contact details are clear.

Personal details

It is very important that you give a full medical history and details of any medication you take. Should these change in any way it is important you tell the dentist and give current information.

Data Protection Act

We store all patient personal details on a computer system in accordance with the Data Protection Act. All clinical notes, digital radiographs, digital photographs etc remain the property of Zeta Dental. Copies of notes, radiographs and photographs can be made available on request.

Please be aware that any information provided through any part of our website or on the phone or in person with anyone other than a dentist does not constitute professional advice. No professional advice can be given without a clinical consultation with a dentist.

Zeta Dental does not have a contract with a NHS Primary Care Trust and all treatments are provided on a private basis only.

Consent forms

Certain treatments require completion of a written consent form. This is in order to explain the treatment, aftercare and any risk to you thoroughly, before any of these treatments are carried out.

Fees

Zeta Dental does 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, at least 50% of the total fee is due at the appointment where impressions are taken. Fees for certain treatments like Dental Implants and Invisalign® are taken in staged payments at each visit.

In cases where treatment is paid for on finance through a Finance company, please be aware that the finance agreement must be accepted and signed prior to the start of that treatment. Please note that finance is only available on treatments over £400, not including  Emergency Dental Treatment, 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 wish to cancel your treatment after signing the agreement forms, please be aware that a cancellation fee of up to 15% of the total finance amount will be charged.

Zeta Dental does not accept any payments by cheque

Fees for treatment where intravenous sedation is included, must be settled prior to the appointment to avoid financial transactions, or signatures being required, whilst a client is still under the influence of the sedative.

Zeta Dental reserves the right to charge time based deposits for booking future appointments. Deposits are deductible off the cost of treatment.

Zeta Dental reserves the right to make a charge for any debt passed to a debt collection agency.

All the fees applied for any form of Dental treatment at the clinic are based on; the materials used, laboratory costs incurred (if applicable), and the clinical time spent. The fees are however, demonstrated as treatments prescribed on the treatment plan for your information.

Late cancellation or missed appointments

If you need to cancel or change an appointment please give us as much notice as possible. We require a minimum of 48 hours, otherwise you may incur cancellation fees. Appointments cancelled without 48 hours notice will, at the practices discretion, incur a cancellation fee of £50. Appointme

*An administration fee of £100
*All costs incurred (including finance fees) by the practice for the provision of the treatment
*For implant and orthodontic courses of treatment the cancellation fee shall not be less than 25% of the total price of the course of treatment

Please be aware that if two consecutive appointments are cancelled without 48 hours notice, or failed to attend (without good reason), no further appointments shall be offered at the practice without a holding deposit of £50.

Refunds

Allow 28 days for a treatment cost refund, this is from the date of the refund request in writing to the practice.

Guarantee

At Zeta Dental our Ceramic Veneers, Ceramic crowns and Implant crowns are guaranteed for a period of 5 years  following placement, provided that the following conditions are met:

  • The patient has fully paid for the treatment and does not owe the practice any money for the treatment received.
  • The Veneers, Crowns & Implant crowns have not been damaged as a result of an accident, trauma or excessive grinding.
  • The patient has followed all post treatment maintenance recommendations made by our dentists.
  • The patient has attended and routine examination every 6 months.
  • Some treatments may have a guarantee of less than 1 year, and in this case you will be informed by your Dentist either verbally or in writing, or both.

Use of images and x-rays

Zeta Dental may use images and x-rays of your smile and teeth only, for marketing and educational purposes on the Dream Smile Dental Clinic website, and on promotional and educational literature. Your name will never be published, and identity will never be disclosed. However, if you DO NOT wish for us to use your images and x-rays in this way, please let us know.

Use of patient contact details

At Zeta Dental  the health of our patients is our highest priority, and we also like to keep our patients informed of various important changes at the clinic and of our latest special offers. We like to remind our patients of their appointments, when they are due for appointments, and other various important reminders. On this note, you may be periodically contacted by the clinic via phone, text, email or by letter in the post. If you DO NOT wish to be contacted by the clinic by any or all of these means, please let us know.

Complaint’s policy

At Zeta Dental we always take complaints about any aspects of our services very seriously, in order to ensure that every patient has only the very best experience at all times.

Complaints can be made in writing by filling out a simple complaints form available from reception, or via email through our online website contact form, by the patient or by an authorized person on the patient’s behalf. Complaints should be made to the ‘Zeta Dental Complaints, and should be clear, so that they can be dealt with efficiently.

Every complaint will receive immediate written/email acknowledgment, and the Management will strive to resolve the complaint within a quick, reasonable period of time (usually about 2 weeks). For our full complaints procedure and policy, please ask a member of our reception team. If a complaint is about any aspect of clinical care or associated charges it will normally be acknowledged by the Management team and then referred to the treating Dentist. Please note that in these cases, Zeta Dental accepts no liability on behalf of the treating Dentist and acts as a liaison between the patient and the treating Dentist, only.

If you are unsatisfied with our internal handling of your complaint, you are free to forward your complaint to the Dental Complaints Service (www.dentalcomplaints.org.uk). If still unsatisfied, you may wish to forward your complaint to the General Dental Council.

No tolerance/Abuse policy

At Zeta Dental we operate a zero tolerance policy to abuse to our Dentists and staff, loud/disorderly/drunken behaviour, persistent missing and late cancellation of appointments (after multiple warnings). In these situations, Zeta Dental reserves the right to refuse treatment and admission.

Dental plan terms & conditions

1)      The parties to this agreement are the Patient and B and A Group Ltd trading as Zeta Dental (“Zeta Dental”).

2)      In consideration of the Patient paying the Monthly Fee, Zeta Dental agrees to provide the dental services to the Patient as detailed in Schedule 1 to this agreement. Zeta Dental shall delegate the provision of these dental services to suitably qualified registered practitioners practising at Zeta Dental’s premises.

4)      Zeta Dental has arranged Accident & Emergency Dental Insurance cover through Patient Plan Direct Ltd for Patient’s of Zeta Dental who are enrolled onto a Dental Membership Plan. Full details of the cover provided by through Patient Plan Direct Ltd and their terms and conditions are available on request. The policy provides cover for:

  1. Emergency treatment arising from accidents and trauma
  2. oral cancer
  3. call out fees and emergency treatment in emergency situations whilst you are away from home
  4. call out fees if you have a dental emergency and have to visit Zeta Dental outside of normal surgery hours. Please note that the policy covers the call out fees and emergency treatment only, but not the full cost of treatment in these situations.

5)      The Patient may terminate this agreement by giving at least two months written notice to Zeta Dental. Zeta Dental may terminate this agreement by giving at least two months written notice to the Patient provided that the Patient is not undergoing a course of treatment from Zeta Dental which will take more than one month to complete, in which case the agreement will terminate on completion of the treatment. There will be no refund for any “unused” services.

6)      The monthly fee will be reviewed annually. Zeta Dental will inform the Patient in January of each year of any changes to the monthly fee that will apply from the following 1st April.

7)      In the event of the monthly fee being unpaid for one month after it has become due, Zeta Dental may terminate this agreement by giving one month’s written notice to the Patient. The Patient will be liable to Zeta Dental for all sums due to Zeta Dental under this agreement until the date of termination of this agreement, which is two months after the payment due date. If the Patient wishes to re-enrol onto a Dental Plan an administration fee of £15 will be charged.

8)      The Monthly Fee will be taken by monthly direct debit through Patient Plan Direct Ltd (see clause 14 below) and will continue to be taken until this agreement is terminated. Payments will be taken on 1st day of each month. The first payment may be taken up to 2 months after the date of this agreement due to administrative reasons and will consist of a “double payment” to include payment for the first and second months.

9)      The Patient will attend the practice when asked to do so for treatment or examination purposes. If the Patient fails to attend an appointment or fails to give Zeta Dental 48 hours notice of cancellation, this appointment will count as one of the two annual appointments available under the Dental Plan. If the Patient fails to attend the second appointment as well as the first, Zeta Dental shall be entitled to terminate this agreement.

10)   The Patient is responsible for ensuring that they make appointments with Zeta Dental. There will be no refunds for any “unused” services, nor can they be carried forward from one year to another.

11)   This agreement is personal to Zeta Dental and any registered practitioners practising at Zeta Dental’s premises. The benefits cannot be transferred to treatment or examinations provided by any other dental practitioner or at any other dental practice.

12)   Any disputes arising under this agreement shall be settled by arbitration if they cannot be settled through Zeta Dental’s complaints procedure.

13)   All written notices should be sent by recorded delivery to the last known address of Zeta Dental or the Patient.

14)   Zeta Dental’s Dental Plans are administered by:

Patient Plan Direct Ltd in respect of insurance are authorised and regulated by the Financial Services Authority. Registered in England No. 503056

15)   Patient Plan Direct Ltd is responsible for administering your Direct Debit payments.

16)   Registered office for Patient Plan Direct Ltd is: Sutton House, Ashville Point, Clifton Lane, Sutton Weaver, Cheshire, WA7 3FW

17)   Patient Plan Direct Ltd is not party to this agreement and as such have no liability to the Patient.

18)   Zeta Dental and the Patient agree that this agreement is governed and construed in accordance with English Law and the parties hereby irrevocably submit to the exclusive jurisdiction of the English Courts.

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