Terms and Conditions

The Mind & Psychiatry Clinic Terms and Conditions

1. Introduction

These Terms and Conditions (Terms) govern all services provided by The Mind & Psychiatry Clinic (the Clinic), which is the trading name of Edinburgh Mind & Psychiatry, a limited company, registered in Scotland (Company SC858759) at C/O Forvis Mazars LLP, Morrison Street, Edinburgh, EH3 8PB.

The Clinic is a private psychiatric clinic located in Scotland. All services are provided on a self-funding basis and are not part of NHS care. By engaging our services, you agree to be bound by these Terms, together with any associated Clinic policies and procedures, as updated from time to time.

2. Contact Details

Our administration team is available Monday to Friday, 09:00–17:00, by telephone or email. Appointments and enquiries can also be made via our website.

Clinic Address: 6a Randolph Crescent, Edinburgh, EH3 7TH

Telephone: 0131 235 1265 (office hours)

Email: info@mindandpsychiatry.com

3. Professional & Legal Frameworks

The Clinic is regulated by Healthcare Improvement Scotland as an independent healthcare service.

The Clinic acts in accordance with the principles set out for assessing, treating and safeguarding individuals with a mental disorder in the following pieces of Scottish legislation:

• Mental Health (Care and Treatment) (Scotland) Act 2003
• Mental Health (Scotland) Act 2015
• Adults with Incapacity (Scotland) Act 2000
• Adult Support and Protection (Scotland) Act 2007

All clinicians hold full registration with the General Medical Council (GMC), and are on the specialist register for general adult psychiatry. Clinicians abide by the professional standards set out by the General Medical Council’s Good Medical Practice (2024).

4. Scope of Services

The Clinic provides private psychiatric services to adults with a broad range of mental health and neurodivergent conditions. Our services include: assessment, diagnosis, treatment planning, medication management, follow-up consultations, and written reports. All psychiatric services are provided by consultant psychiatrists, with specialist training in general adult psychiatry. All services provided by the Clinic are at the discretion of the relevant clinician and subject to clinical appropriateness and safety. No guarantee can be given regarding diagnosis, outcomes, medication prescribing or duration of treatment.

5. Capacity and Compulsory Measures

The Clinic provides services to adults aged 18 years and over only. Any person wishing to engage the services of the clinic must have the capacity to make decisions about their care and treatment, or have an appointed legal guardian or power of attorney (as defined by the Adults with Incapacity (Scotland) Act 2000) authorised to make healthcare decisions on their behalf. This person must accompany them to any appointments. Where capacity is uncertain, the Clinic may decline or defer care. The Clinic does not provide any care or treatment under compulsory measures.

6. Limitations of Care

The Clinic does not provide emergency, crisis or out-of-hours services. For urgent care, attend your GP or call NHS 111. In the case of an emergency call 999 or attend your local A&E.

The Clinic reserves the right to refuse, limit, or terminate services where it is clinically inappropriate, unsafe, or otherwise not possible to meet your needs. Where appropriate, we will provide an explanation and signpost to alternative services.

7. Appointments

Booking

All appointments require to be booked at least 24 hours in advance. Appointments are booked through an online booking portal via our website.

Clinician

You can book a specific clinician through our online booking portal. At the time of booking we require you to enter details regarding your request. This is to allow us to ensure that we are the right service to meet your needs. Our clinicians will review your request. We may contact you to request additional information, offer you an appointment with an alternate clinician if we feel they are better suited to your needs or decline to offer an appointment if we consider the service inappropriate or unsafe.

Questionnaires

Prior to your appointment we will send you a more detailed patient questionnaire. This will ask for information about your medical history, GP information and current list of medication. For some appointment types, e.g. ADHD assessments, we will also include detailed screening and early development questionnaires.

We ask for questionnaires to be completed before your appointment so our clinicians can review them. This ensures that the appointment you have booked is the most appropriate for your needs. If we feel that another appointment type would be more suitable you will be contacted to discuss this.

If an alternative appointment type is offered you will only be charged for this, and your previous booking payment will be refunded. We reserve the right to decline to offer an appointment if we consider the service inappropriate or unsafe. In this case a full refund will be given.

Late Arrivals

Appointments run to scheduled times, which are outlined on the ‘Fees’ page on our website. We cannot extend these if you arrive late. You may join your session up to 10 minutes after the scheduled start for appointments lasting 30 minutes, or 15 minutes after for appointments lasting an hour or more. Any arrivals after this time will be treated as non-attendance.

Cancellations and Rescheduling

Requests to reschedule or cancel appointments must be made via the booking portal, email or telephone, 72 hours prior to the appointment date. Any requests within 72 hours will be treated as cancellations and you will be charged the full fee. We are not liable for any losses arising from late cancellation or non-attendance.

If the Clinic needs to cancel or reschedule an appointment we will attempt to find you the soonest next available appointment. In the event we cannot provide an alternative appointment that suits you, you may request a full refund. We reserve the right to cancel an appointment at any time if we determine that we cannot meet your needs safely or appropriately. In this event a full refund will be provided.

8. Fees, Payment and Refunds

All fees for our services are listed on the ‘Fees’ section on our website. All services require payment to be made upfront. Payment can be made online via our booking portal, or in person at our clinic. We do not accept cash or offer payment plans. We reserve the right to cancel an appointment if payment is not made. The responsibility for payment remains with the patient. We do not deal directly with insurers.

Full refunds will be issued in the following circumstances:

• Appointment cancellation by patient made at least 72 hours prior to appointment date.
• Appointment cancellation by clinic for any reason, if we cannot reschedule.

We do not offer partial refunds. The Clinic will not issue refunds where they are not at fault, including but not limited to:

• Pharmacies unable to dispense a private prescription or medication.
• Patient behaviour disrupting an appointment, preventing an assessment.
• Abusive or threatening behaviour towards a clinician.
• Patients failing to cancel within time frame stated above or missing an appointment.

9. Patient Responsibilities

If you engage the services of the Clinic, you are responsible for:

• Providing accurate and complete information to us and assigned clinicians.
• Notifying us immediately of any changes relevant to your care, such as new prescriptions, health conditions or side effects.
• Communicating respectfully with all staff. We do not tolerate abusive conduct and this may result in withdrawal of services.

Refunds will be considered in line with these Terms. Our complaints process remains available.

10. Shared Care with GP and NHS

We strongly recommend informing your GP of any psychiatric services undertaken at the Clinic, including prescriptions and diagnoses. This is to ensure that any prescribing or treatment is done safely. If you do not have a GP we will recommend a suitable private provider. If patients fail to register with a GP or decline consent to information sharing, we reserve the right to withdraw our services where we consider this necessary for safe and appropriate care.

We support shared care agreements with the NHS and GPs. Please note that this is entirely at the discretion of the NHS service or GP. We recommend consulting them in advance. We are not liable if your GP declines to prescribe or provide your care on the NHS.

11. Confidentiality

The Clinic is registered with the Information Commissioners’ Office. All data is managed in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. Further information about our use of data can be found in our GDPR and Privacy Policy.

We are legally obliged to disclose information in exceptional circumstances e.g. evidence of risk to self or others, serious crime, terrorism, or safeguarding concerns.

12. Complaints

The Clinic can provide details of our complaints process and policy upon request. Please direct concerns in writing to info@mindandpsychiatry.com. We will endeavour to resolve issues promptly.

13. Discharge

Patients will be discharged from the clinic in the following circumstances:

1. Patients request discharge.

2. The Clinician and Patient agree that they no longer require Clinic services e.g. no ongoing mental health problems.

3. The Clinician does not feel it is appropriate or safe to continue to provide services.

In these circumstances the following process will be followed:

• A plan for discharge will be agreed between the patient and clinician.
• We will provide signposting to other services if appropriate.
• The clinician will notify the patient’s GP of their discharge (if consent to share information exists).
• The Clinic can also provide a full summary of patient notes, if requested by the patient, and transfer letters to other services.

Discharge Due to Non-Attendance

If a patient has not attended any follow-up appointments in 12 months then we will contact them to ask if they wish to continue using our services or be discharged. If we receive no response then they will be automatically discharged 18 months after their last appointment date. We will inform them of their discharge and notify their GP (if consent to share information exists). We will provide a full summary of patient notes if requested by the patient.

14. Remote Consultations

Remote consultations are subject to technical limitations. You must be physically located in the UK and have a UK address. Remote consultations may not be suitable for all conditions or situations. In some situations we may request you attend an in-person appointment, for example if physical monitoring is required. Prescribing during remote consultations is at clinician discretion.

15. Prescriptions

All prescribing decisions are made solely at the clinician’s discretion. The Clinic is not obliged to prescribe controlled medication or continue prescribing if it is not felt to be appropriate.

In some cases we will require a GP Summary to be provided before any prescriptions are issued. This is to ensure that safe prescribing practices are followed. We can request this with your permission or you can contact your GP practice directly.

The Clinic will not provide replacement for lost prescriptions and is under no obligation to continue medication initiated elsewhere.

If you do not attend for follow up consultations then we reserve the right to refuse to continue prescribing. Any appointment gaps of over 1 year will require a full initial psychiatric assessment to be undertaken before any prescriptions can be issued.

16. General Provisions

These Terms will be governed by and construed in accordance with Scots law, and any disputes relating to these terms and conditions will be subject to the exclusive jurisdiction of the courts of Scotland. These Terms, together with our policies and procedures, constitute the entire agreement between you and us in relation to your use of our service. If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in force.