Terms and Conditions of Engagement
These terms and conditions represent the agreement between Mindbody Physio / Cheryl (the practitioner) and you.
The provision of services will commence upon the earlier of:
Receipt by us of your signed acceptance of these Terms (including digital signatures or typing your name and sending from your verified email).
Your express instructions to commence the performance of the services.
Your booking and attendance of an appointment.
1. Appointments, Fees, and Invoicing
Advance Booking & Punctuality: All appointments must be booked in advance online, via email, or by phone. Appointment times are reserved specifically for you. Please arrive or log on promptly. Late arrival may result in a shortened session so as not to impact other patients.
Consultation Fees: Fees for services vary depending on the appointment type and are communicated prior to treatment. A full list of current fees can be found online at mindbodyphysio.com. We reserve the right to update fees with reasonable notice.
Administrative & Third-Party Time: If you request or agree that the practitioner should write a letter, report, or other document (or speak with a third party on your behalf), an additional pro-rata £60/hour administration fee based on the time spent will apply. There is no charge for brief email replies confirming administrative arrangements or occasional post-session reflection emails sent at the practitioner's discretion.
Payment Terms: Payment is due ahead of the session for online bookings, or on the day of the appointment for in-person bookings. For any invoices submitted directly to you, payment is due on the day of receipt. We reserve the right to pause scheduled sessions or administrative work if an account balance remains unpaid.
2. Private Medical Insurance & Receipts (Self-Pay Only)
Direct Settlement: Mindbody Physio operates strictly as a self-pay clinic. We do not liaise, register, or settle accounts directly with private medical insurance providers. You are responsible for paying us directly for all sessions and administrative fees.
Policy Coverage: If you intend to claim fees back from a private healthcare policy, it is your sole responsibility to check with your insurer prior to treatment to confirm they cover an independent, HCPC-registered Physiotherapist. We cannot alter invoice descriptions, artificially split session timings, or falsify clinical receipts to satisfy an insurer's criteria.
3. Late Arrivals, Cancellations, and Attendance
Notice Period: We require a minimum of two working days’ notice (48 business hours) if you need to cancel or reschedule a consultation.
Late Cancellations & No-Shows: Cancellations made with less than two working days' notice, or failure to attend a scheduled session without notice, will result in the full consultation fee being charged to cover the allocated clinical time.
Late Arrivals: If you are late for a consultation, it may not be possible to overrun, and you will be charged from the agreed, scheduled start time.
4. Online Consultations
Platform Security: Online sessions are conducted via Microsoft Teams, which is a secure, GDPR-compliant platform. The practitioner will ensure they are in a secure, private environment where conversations cannot be overheard.
Client Responsibility: It is your responsibility to ensure you have a stable internet connection, a functioning device, and a private space free from interruptions where you can speak freely.
Technical Failures: If a technical failure or connection drop occurs on your end, the full session fee still applies to cover the allocated clinical time.
5. The Mind-Body Approach & Informed Consent
Integrated Frameworks: Alongside standard physiotherapy, my practice integrates specialised training with SIRPA, offering a mind-body and holistic approach to rehabilitation. These methods explore the close connection between physical symptoms, emotional well-being, stressful life events, or chronic stress. This is blended approach is only used where applicable and with your informed consent.
Scope of Practice: These holistic approaches are offered strictly within the practitioner's training, competence, professional scope, and clinical judgment. They are not a substitute for medical, psychiatric, psychological, or emergency crisis care.
Ongoing Consent: Consent is an ongoing process. You are entirely free to ask questions, pause, decline, or withdraw from any particular technique or discussion at any time.
Prescription Medication: Stopping or changing certain medications can cause adverse physical and mental health symptoms. The practitioner cannot advise you on prescription medications. You agree to consult your doctor or pharmacist first and seek appropriate medical supervision for any adjustments to your medication.
Outcomes & Responsibility: You are responsible for following the clinical advice, home exercises, and recommendations provided. Failure to do so may affect your recovery outcomes. While I use reasonable care and skill, everyone's journey is unique and specific clinical outcomes or absolute cures cannot be guaranteed.
6. Clinical Reviews and Ending Treatment
Ongoing Progress Review: Progress is reviewed after each session. Continuation of our work depends on mutual trust and a professional assessment of whether this approach remains appropriate and beneficial for your therapeutic needs. The practitioner reserves the right to withdraw from working with you if it is no longer in your best interest, and will endeavour to signpost you to an alternative framework or professional.
How to End Support: You can choose to end your sessions at any time, either by letting the practitioner know via email or by discussing it together at the end of a session.
Discharge Correspondence: If a detailed clinical discharge report is requested or required for your GP or referring medical consultant, it will be billed as administrative time based on the duration required to compile the document, unless a fixed fee is agreed in advance.
7. Coordination with Other Healthcare Providers
Disclosure & Shared Care: If you are seeing another health professional, you agree to share these details with the practitioner and inform them of this integrated work. If an active specialist (e.g., a psychiatrist) is managing your care, they must confirm that the treatment proposed by me is suitable. You must notify me immediately of any concerns they raise.
Coordinated Consent: To ensure safe care, we will only liaise with other professionals if you have given specific prior consent identifying the practitioner and purpose, unless disclosure is strictly justified by law or an overriding professional/safeguarding duty. We may liaise with external professionals who contact us directly, subject to verifying your formal consent.
8. Confidentiality and Data Protection
Strict Confidentiality: All personal and medical information is treated as strictly confidential and stored securely. Information will not be disclosed without your consent except in exceptional circumstances required or permitted by law (e.g., preventing serious harm to yourself or others).
Data Laws: Personal and medical data is processed and securely stored in accordance with the UK GDPR and the Data Protection Act 2018 (as amended by the Data (Use and Access) Act 2025). Medical records are handled as "special category data" for healthcare purposes.
Record Retention: In alignment with professional and legal clinical governance standards, your medical and clinical records will be securely retained for a duration that varies depending on your age and ability to consent but will be for a minimum of 8 years, after which they will be securely destroyed.
Your Data Rights: You may request privacy information at any time regarding data processing and how to raise data concerns with me or the Information Commissioner’s Office (ICO).
9. Digital Communication and Boundaries
Permitted Use: You permit the practitioner to communicate with you via email regarding treatment, scheduling, and admin. Digital communications carry inherent security risks outside of our control, though standard professional precautions are maintained.
Communication Boundaries: Email and texts are intended primarily for scheduling and logistics. The practitioner cannot provide ongoing therapy, clinical advice, or urgent crisis support via email or text between sessions. Messages & emails are not monitored outside of working hours.
Keeping Details Updated: You agree to notify us immediately if your email address or contact details change.
10. Health, Safety, Emergency, and Crisis Support
Clinic Guidelines: Patients attending in person must follow all clinic guidelines to ensure high standards of hygiene and safety.
Not an Emergency Service: Mindbody Physio provides scheduled appointments and is not an acute crisis or emergency service.
Crisis Protocol: If you experience a mental health crisis, feel unsafe, or require urgent medical attention between sessions, you agree to contact your GP, call NHS 111/999, attend your local A&E, or contact a dedicated support line (e.g., Samaritans). Do not rely on our email, text, or voicemail for urgent support.
11. Capacity, Safeguarding, and Liability
Age & Capacity: You confirm you are aged 16 or over with the legal capacity to consent to your own treatment under this agreement. If capacity issues arise, or if a serious risk of harm to a child, vulnerable adult, or yourself is identified, the practitioner is legally and professionally bound to take safeguarding steps, which may include notifying external bodies (such as emergency services or your GP). Children under the age of 16 must attend sessions with a responsible adult.
Personal Belongings: We hold appropriate professional indemnity insurance but accept no liability for loss or damage to personal belongings brought onto physical premises.
Governing Law: This agreement and any arising disputes are governed strictly by the laws of England and Wales.
Limitation of Liability: Nothing limits liability for death or personal injury caused by negligence, fraud, or rights under UK consumer law. Subject to those protections, total liability in connection with these terms or your treatment is limited to the amount actually recovered under the practitioner's professional indemnity insurance policy.