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It is the patient’s responsibility to contact their insurance company for conditions of their policy as we cannot be held responsible for any non-payment of claims or shortfall of treatment fees.

Health insurance excess amount represents the amount of money that the insured party must pay out-of-pocket and up front before the insurance plans kicks in for a specific benefit and begins to cover the cost of physiotherapy.


For each Physiotherapy visit all patients are liable for the appropriate fee. If you are not covered by medical insurance you will be required to pay the full cost of your treatment at the time of each appointment.


We request that all cancellations must be made 24 hours before any scheduled appointments, if we are not given the required notice, a full charge will be levied. Any appointments missed or forgotten will also incur a full charge. If you are unable to speak to a member of the reception staff, please leave a message on the clinic telephone answering machine.


You will be consulted prior to any contact necessary between my Physiotherapist, Doctor or Consultant.


Prior to your first appointment you will be asked to sign a consent to treatment and patient registration and medical form. 


We may ask for or hold personal confidential information about you which will be used to support delivery of appropriate care and treatment.  This is to support the provision of high quality care.  Personal details are also collected when you telephone our service with an enquiry however these details are not filed once the enquiry is responded to. We may also collect details from our website should you send an enquiry through our forms.  This information is not kept beyond the time to answer the response.

These records may include:

  • Basic details, such as name, address and date of birth.

  • Contact we have had, such as appointments.

  • Details and records of treatment and care, including notes and reports about your health

  • Results of scans, interventions you have had

  • Information from other health professionals or next of kin.

  • It may also include personal sensitive information such and whether you have a disability, allergies or health conditions. It is important for us to have a complete picture, as this information assists staff involved in your care to deliver and provide improved care, deliver appropriate treatment and care plans, to meet your needs. Information is collected in a number of ways, via your new patient registration form, your consultant, referral details from your GP or other healthcare professional or directly given by you.

  • For further information on how we use your data you can access our privacy policy here.


We do not accept liability for loss of, or damage to, patients’ personal possessions while in our clinics unless the loss or damage can be proved to have been caused by an employee of Southwell Physiotherapy and Sports Injury Clinic. We do not accept liability for death or personal injury unless proved to have been caused by the negligent act or omission of Southwell Physiotherapy and Sports Injury Clinic or its employees.  Your statutory rights are not affected.


I have read and understood, and I agree to, the above Terms and Conditions including the conditions relating to payment of fees. I understand I may decline any treatment procedures and I agree to ask for further information when I am unsure.


  • To help inform decisions that we make about your care.

  • To ensure that your treatment is safe and effective.

  • To work effectively with other professionals who may be involved in your care.

  • To review care provided to ensure it is of the highest standard possible.

  • For research and audit (this would be anonymous case studies).

It helps you because accurate and up-to-date information assists us in providing you with the best possible care.​


To provide best care possible, sometimes we will need to share information about you with others. We may share your information with a range of health care professionals but will always ask your permission to do this. Information sharing is governed by specific rules and law.


We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.  In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.  They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We store our data electronically on a secure server that is encrypted in transit.


We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

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