Terms and Conditions VCL and SCVC

Terms and conditions of service of VCL-Surrey and SCVC Ltd

updated 21/2/2020

Heartscan direct and Heartscandirect.com are trading names and entities of VCL Surrey Ltd and its parent company VCL Holdings Ltd.

Surrey Cardiovascular Clinic (SCVC) is a CQC regulated clinical provider that hosts clinical services on behalf of VCL Holdings/VCL Surrey Ltd.

In submitting and paying for a heartscan service the customer agrees terms and conditions of and our privacy agreement set out below:

You agree to pay for any services provided by VCL-Surrey Ltd and Surrey Cardiovascular Clinic (SCVC) and where relevant the consultant/clinician to whom I have been referred, in accordance with SCVC and VCL Surreys terms of business.

In making the booking you declare that to the best of your knowledge and belief that the information given on our registration and safety check form is true and complete.

Insured Patients only:

You authorise SCVC and or VCL-Surrey to submit claims relating to your/the patient’s treatment to your/the patient’s insurer on your/the patient’s behalf.

If a third party or insurer has agreed to pay your account, you agree to pay any balance outstanding if the third party or insurer does not pay the account in full within 30 days of any treatment or investigations received.

You should check with your insurer that you have adequate cover prior to consultation, and be able to provide an authorisation number if applicable. If you are aware that you have an excess on your policy or that you will have a shortfall on treatment /investigations provided, we would appreciate payment for this the same day and before leaving SCVC.

Self-funding patients

All self-funding patients are requested to settle their account either before or on the day of their investigation and/or treatment.

Unless otherwise stated full payment is due prior to the test or service being undertaken.

For those booking online via heartscandirect.secure.simplybook.it, or booking using promotion codes via advertising campaigns that take place from time to time full payment is due at the time of the booking.

Unless a discount scheme is in progress that applies to all bookings, on line bookings will be discounted by approximately £10 in comparison to traditional phone and paper referrals, however the management reserves the right to vary the price in response to market conditions, so there may be some fluctuation in price offered on the day of the booking.

Booking fee

For all heartscan bookings, your payment upfront is composed of 2 components:

a non-refundable £25 ‘booking fee’
the ‘test fee’ which is refundable if the test is cancelled 14 days or more prior to the day chosen by you for the test

Our cancelation policy

Bookings can be cancelled for any reason if done so with at least 14 days’ notice whereby the test fee will be refunded in full within 10 working days of the cancellation, however the £25 booking fee is NOT refundable, as each booking made requires our teams to process the referral, create a medical record and administer the request, including undertaking medical exposure safety checks.

Bookings that are cancelled less than 14 days before the date cannot be refunded as we are required to give adequate notice to our CT operator.

In making a booking for a test that requires exposure to ionising radiation (such as a Cardiac CT or Calcium score) we are required to ensure the small risks of an x-ray exposure are outweighed by its diagnostic benefits. For this reason all CT scan self-referrals are deemed 'provisional' and cannot be confirmed until a full safety questionnaire is completed and returned (either online or paper).

Force major and equipment breakdowns.

Due to the complexity of modern CT scanners there is a small change of mechanical breakdown on the day which would mean we would need to reschedule your scan at short notice. The company has contingency plans to notify its customers by SMS and Twitter feed in the event of such unforeseen circumstances and would then endeavour to reschedule your scan as soon as possible.

VCL management can apply discretion in making judgment in all requests for refunds made on cancellations made within the 14 day period- so for example to In the event that the booking is made in good faith within the 14 day period prior to the scan date and subsequent safety check reveal a contraindication for scanning, the management would usually apply discretion and refund the test fee.

EDPR and your sensitive personal data

In making a heartscan booking directly with us the person making the booking gives VCL Holdings, VCL Surrey and its clinical host sites including Surrey Cardiovascular Clinic explicit consent to hold their sensitive information in secure places for the purposes of undertaking the heart scan and providing a scan report and medical opinion where required.

The client understand the nature and consequence of your personal data being processed as set out below in the ‘Data Protection Notice’ shown below in relation to your treatment and care.

DATA PROTECTION NOTICE (abbreviated form)

Confidentiality: The confidentiality of patient information is of paramount concern to Surrey Cardiovascular Clinic (SCVC) and Virtual Cath Lab Surrey (VCL-Surrey). To this end, SCVC and VCL-Surrey Ltd complies with Data Protection Legislation (Act 1998) GDPR and clinical confidentiality guidelines.

Clinical Information: Clinical information will be kept confidential and secure. It will only be disclosed to and received from those involved with your treatment or care, or to their agents and, if applicable, any person or organisation who may be responsible for meeting your treatment and expenses, or their agents. Such people or organisations may wish to send details of your treatment or expenses to countries outside of the European Economic Area for processing.

Storage of Records: SCVC and VCL-Surrey contract with third parties for the storage of part of your electronic clinical record (Data processors) in secure cloud servers and paper records/archives operating outside the clinic. SCVC and VCL Surrey (your Data controllers) has written undertakings from such contracted storage companies and Data processors as to the confidentiality and security in respect of such retention.

Research: Anonymised or aggregated data may be used by SCVC and VCL-Surrey, or disclosed to others for research or statistical purposes and registered with such bodies.

Access to non-clinical information: Access to non-clinical information may be granted by SCVC and VCL-Surrey to others (for example medical insurers) on a strictly confidential basis in the course of and for the purpose of the efficient administration of SCVC and VCL Surrey (for example in connection with audit, systems development, managing or improving our services) and for enabling products and services which SCVC/VCL-Surrey or medical insurers consider may be of interest to you to be brought to your attention.

Fraud: Information may be disclosed to others with a view to preventing fraudulent or improper claims.

Our full Privacy notice can be viewed on our premises and also on line at https://www.scvc.co.uk/privacy-notice