Ocean City Therapy Ltd - Terms and Conditions

Ocean City Therapy Ltd

Terms and Conditions (Version 1.2)

 1. Provision of services. Ocean City Therapy Ltd Occupational Therapists will:

Have the necessary qualifications, experience, knowledge, and skills to provide occupational therapy services.

Adhere to the Royal College of Occupational Therapy (RCOT) guidelines and code of conduct. A copy of the RCOT code of conduct can be obtained from: https://www.rcot.co.uk/practice-resources/rcot-publications/downloads/rcot-standards-and-ethics 

Have an up to date enhanced DBS check (within the last 2 years or have the ability to be checked via the online system).

Be registered with the Health Care and Professions Council (HCPC). HCPC standards for registration can be obtained from: http://www.hpc-uk.org/standards/

Receive regular supervision.

Have appropriate insurance.

Maintain detailed and accurate records in accordance with the Royal College of Occupational Therapy guidelines.

Maintain confidentiality.

Provide suitably qualified additional professionals in order to meet the assessment need.

2. Cancellation:

You have the right to cancel your agreement with Ocean City Therapy Ltd within 14 days without giving a reason.

To cancel the agreement, you must inform us (Ocean City Therapy Ltd) in a clear statement (e.g. a letter sent by post or an email). We will send an acknowledgement email once we receive it.

If an appointment or session is agreed and arranged for within the 14 day cancellation period, you will be liable for the reasonable costs of the those services already provided, including any admin or preparation time, until you have informed us of your cancellation.

• Therapy services: either party will give advance notice if needing to cancel/reschedule an appointment, when possible. If a client has to cancel a session with short notice, then a reasonable fee may be charged if the time slot cannot be filled.

3. Invoices and payment:

All invoices will be issued at the month end, unless agreed otherwise. 

For all cases, payment is required within 30 days of the invoice date. Please follow the indications for payment on the invoice, do not pay the therapist directly.

If payment is not received within 30 days a reminder will be sent. If payment is not received within 7 days of this reminder, therapy input will cease until all outstanding payments are received in full.

Legal action will be taken to recover funds should payment not be received after this time.

Clinical reports will not be released until payment is received.

3.1. Individuals:

Therapy packages will be invoiced monthly, at the month end, unless agreed otherwise. 

3.2. Training provision:

A non-refundable deposit of £200 will be required to confirm training dates, with the remainder payable on completion, unless agreed otherwise.

3.3. Bulk booking discount:

For bulk booking discounts to apply the fee for the number of sessions your organisation has booked must be paid in advance. All bulk booking vouchers will be valid from 12 months from the date of payment.

3.4. Services to other businesses:

Ocean City Therapy Ltd will provide Occupational therapy support to other businesses including, but not limited to: Services commissioned by the NHS / DWP / armed forces / GP surgeries / care homes.

Regularly commissioned services will also be invoiced monthly at the month end based on the hours the therapist has worked with you / in your service.

The price for these services will be agreed on an hourly basis, in addition to the therapists hourly rate the employing business will pay Ocean City Therapy Ltd an agreed amount for travel expenses at 45p per mile and an agreed per hour rate for the therapist to travel, if necessary they will also pay an agreed rate for accomodation and subsistence (£125 per night away from the therapists home base). Any parking charges, toll charges and travel such as ferries will be payable by the company employing the Ocean City Therapy Ltd therapist. This will, where possible be agreed in advance and clearly documented in the agreement between yourself and Ocean City Therapy Ltd.

All agreed fees will be written in the contract attached to this document. 

4. Additional fees:

Any additional work outside of the agreed hours and contract such as progress and discharge summaries, liaison, attending meetings, longer emails and phone calls may be payable. This would be discussed in advance, where possible, and charged at the agreed hourly rate. If there is a significant amount of preparation required for a therapy session then this will carry an additional fee, again at the agreed hourly rate and will be discussed in advance, where possible.

5. Non solicitation:

The client will not, during the continuation of the services or within six months after the termination of Ocean City Therapy Ltd services, directly or indirectly attempt to employ or commission the Occupational Therapist or any other therapist from Ocean City Therapy Ltd.

6. Complaints:

Ocean City Therapy Ltd is committed to providing high quality occupational therapy. If you are unhappy with any aspect of the service you have received, then please raise your concerns with your therapist or contact us via the address, telephone numbers or email at the end of this agreement. 

• We have a complaints procedure in place which details how we handle complaints and we can send you a copy of this if you wish

7. Services provided by Ocean City Therapy Ltd into other organisations:

Where services are purchased by organisations for Ocean City Therapy Ltd to provide therapists to support their operation, the purchasing organisation will be responsible for:

• Booking appointments and allowing reasonable time for assessment, treatment, provision and note writing. 
  • Please note that clinical note writing is a legal requirement for a therapist and your organisation. Time should be allowed during and after assessments for this. Should time not be allowed Ocean City Therapy Ltd and the therapist reserve the right to work overtime to complete these notes at a rate of double the agreed hourly fee. 
• Providing the necessary equipment such as but not limited to, computer hardware and software, manual handling equipment and uniforms (Ocean City Therapy Ltd uniform can be worn if preferred).
• Providing assessment equipment 
• Providing a safe and secure place to work,

Whilst the Ocean City Therapy Ltd therapist is working within your organisation they will:

• Abide by your policies and procedures as well of that of the RCOT and HCPC. 
• Arrive promptly and complete the work assigned to them to the best of their ability. 
• They will assess patients / clients, make treatment recommendation and plans 
• They will prescribe equipment according to your criteria providing that this does not go against their clinical judgement, or guidelines set by RCOT / HCPC

8. Data protection:

All information provided is confidential and processed in line with the requirements of the General Data Protection Regulation. Ocean City Therapy Ltd is registered as a Data Controller with the ICO. 

More information can be obtained from your therapist who can provide Ocean City Therapy Ltd Data Protection policy, or alternatively should you wish to, please contact the data controller.

Name and contact details of the Data Controller:

Name: Mr Wayne Dodd

Email: Wayne@oceancitytherapy.co.uk

Telephone: 07858 952727

Right to Complain

If you have a concern about our information practices, you have the right to complain. You can do so by contacting the Information Commissioner’s Office on 0303 123 1113 or by visiting www.ico.org.uk.

Please keep this document safe in case you need to refer to it in the future.

Ocean City Therapy Ltd is a registered company in England and Wales.

Company no. 13696671

Registered office address: 4-5 Russell Court, Palace Street, Plymouth, Devon PL1 2AS