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Terms and Conditions

Example Patient
1 The Close
Birmingham B1 1AB
Email: patient@gmail.com

25 October 2026

Dear Patient,

1. Introduction

Welcome to your outpatient appointment with Dr Richard Ibitoye at Spire Bristol Hospital. This document outlines the terms and conditions of your care, including important information regarding consultations, fees, cancellations, and data privacy. Please read these terms carefully. Maintaining your booking or attending your appointment confirms your acceptance of these terms and conditions. If you do not agree with any part of this document, please contact us to cancel your appointment in accordance with the notice period in Section 5.

2. Appointments & Consultations

  • Pre-consultation: You will be sent a pre-appointment questionnaire regarding your goals for the consultation, alongside a request to upload or email any referral letters or relevant medical information. If a clinical reason for your appointment cannot be determined, or a neurology consultation is not felt to be appropriate, we will not be able to proceed and the appointment will be cancelled. Where possible, more appropriate clinicians or services will be suggested. For more information on what I see as a neurologist, see problems and conditions.

  • Initial Consultation: Consultations are up to 30 minutes long and conducted in-person. They are intended for patients with new neurological problems seeking an expert opinion, or existing problems needing further care. Second opinions to revisit diagnoses made by other specialists are not routinely provided without prior agreement and additional consultation time.

  • Included Services: The routine consultation fee covers reviewing pre-supplied information (and – at the clinician’s discretion – transferring and reviewing previous scans), medical history and examination, investigation requests, referrals, and standard prescriptions. It also includes a letter to your GP (copied to you), a results letter for investigations, responses to simple queries within 28 days of the last appointment, and long-term access to your letters via the patient portal.

  • Additional Services & Fees: Extra fees apply for extended initial consultations (50 minutes, +£175) and additional prescriptions not linked to a consultation (£10 per prescription, plus a £25 GP letter fee if it is a new drug). Additional letters cost £25, and complex medical reports are invoiced based on the time taken. Insurers do not cover these additional activities, meaning they are charged directly to the patient.

3. Investigations, Follow-up & NHS Care

  • Investigations: Further tests (e.g., blood tests, X-rays, MRI, or CT scans) may be recommended to help diagnose your condition. Fees for tests undertaken by the clinic or hospital are determined and charged separately by the facility. We have no control over the timing or availability of diagnostic services provided by the hospital.

  • Follow-up: If a follow-up appointment (up to 15 minutes) is recommended, you will be sent instructions on how to arrange this. A remote (video) follow-up option will be offered if no physical examination is required.

  • NHS Care: Private practice is independent of NHS care. If your problem is best managed within NHS services, a referral will be offered, provided you meet the NHS criteria for referral or treatment.

4. Fees, Invoicing & Insurance

  • Consultation Fees: The fee for an initial consultation will not exceed £350.00, and the fee for any follow-up consultation will not exceed £150.00.

  • Nature of Fees: Consultation fees reflect the clinician’s time, specialist expertise, and professional medical opinion. Fees are fixed, non-negotiable, and remain payable in full regardless of the clinical outcome, whether a specific diagnosis is reached, or whether the medical advice aligns with your expectations.

  • Self-Pay Patients: Self-pay invoices are due immediately and must be paid no later than 4 business days before the appointment to avoid cancellation. Self-pay bookings cannot be converted to insurance bookings.

  • Private Medical Insurance: If using private medical insurance, you must declare this when booking and verify your policy terms and reimbursement limits before your consultation. A payment method is required to be stored within a secure software platform (link will be provided) for a booking to be confirmed. If no storage method is provided by 4 business days before an appointment, the appointment will be cancelled. The agreement for services is directly with you, meaning you are responsible for any fees not covered by your insurer. If an insurer rejects our invoice, you will be notified and invoiced the full cost of the appointment at the self-pay fee. You will be allowed up to 14 days to rectify the matter with your insurer, after which the self-pay invoice will be final and due immediately.

  • Unpaid Invoices: Should any patient invoice be due and remain unpaid for 28 days despite reminders, we will take steps to enforce payment through a debt recovery firm or County Court proceedings.

5. Cancellation & Non-Attendance Policy

  • Notice Period: At least two business days’ notice (excluding Saturdays, Sundays, and bank holidays) is required to reschedule or cancel your appointment without charge.

  • Cancellation & Non-Attendance Fees: Cancellations made with less than 24 hours’ notice, or failure to attend an appointment without notice (non-attendance), will incur a fee of 100% of the appointment self-pay rate. Cancellations between 24 hours’ and two business days’ notice will incur a 50% fee. As clinic schedules and hospital room availability are strictly fixed, significant lateness may, at the clinician’s sole discretion, be treated as non-attendance if insufficient time remains to safely and effectively conduct the consultation. Private medical insurers do not cover cancellation or non-attendance fees; these are payable directly by you (and may be charged to your stored payment method where applicable).

  • Notification: To cancel or make changes, please notify Ibitoye Medical Services Ltd directly by telephone at [practice telephone number] or by email to [practice email address]. A cancellation fee will be avoided if we are able to successfully backfill the vacated appointment slot with another patient.

6. Data Protection & Privacy Notice

  • Data Controller: Dr Richard Ibitoye acts as a Data Controller for Ibitoye Medical Services Ltd (ICO Registration: ZC103088), processing your data in compliance with the UK GDPR and the Data Protection Act 2018.

  • Data Processing: We process personal identifiers, financial information, and special category health data (including medical history, clinical findings, media, and investigation results) to provide direct medical care.

  • Data Sharing: To ensure safe continuity of care, all consultation letters are shared with your GP. We are only willing to provide care to patients registered with a GP who accept this sharing policy. Your data may also be shared with private hospitals, diagnostic services, and health insurers.

  • Retention & Rights: Adult medical records are retained for a minimum of 8 years after the conclusion of treatment. You have the right to access your information via the patient portal, request rectification of factual errors, object to data sharing with non-GP practitioners, and complain to the Information Commissioner’s Office (www.ico.org.uk).

7. Regulatory & Quality Information

  • Financial Interests: As legally obliged, Dr Richard Ibitoye declares a 50% financial interest in Ibitoye Medical Services Ltd.

  • Quality Information: Independent information regarding the quality of private treatment offered at hospitals and by other healthcare providers can be compared via the Private Healthcare Information Network (PHIN) website at www.phin.org.uk.

Yours sincerely,

Dr Richard Ibitoye DipHE BA MA MB BChir PhD MRCP SCE(Neurology)
Consultant Neurologist, General Medical Council # 7045784