Appointment & cancellation policy
Our appointment, cancellation and payment policy helps appointments run smoothly and ensures fairness to everyone.
Deposits, rescheduling and cancellations
Your treatment deposit is deducted from your treatment price. With at least 48 hours’ notice, it can be transferred to a new appointment.
If you cancel or do not attend, we may retain an amount to cover reasonable, unrecoverable costs caused by the cancellation, with any remaining balance refunded. We will explain any deduction and take account of costs saved or recovered, including where an appointment is filled.
If the prescriber decides treatment is unsuitable, your treatment deposit will be refunded.
Prescriber consultation fees
A separately agreed prescriber consultation fee pays for the assessment itself, even if treatment is not recommended. Any such fee, whether it is credited against treatment, and its cancellation terms will be explained before payment. It is separate from a treatment deposit.
Patient-specific orders
Routine stock is included in the treatment price. If a patient-specific, non-returnable order requires a separate upfront payment, we will explain the amount and cancellation terms and obtain your agreement before ordering. We will not treat reusable or returnable routine stock as an unrecoverable patient-specific cost.
If VitaCare cancels
You can choose a refund for the appointment we cannot provide or transfer your payment to another date.
Refunds
Refunds are returned to the original payment method. We will confirm when processed; bank processing times may vary. Your statutory rights are not affected.
Cancelling or rearranging
Please give at least 48 hours’ notice. Use the Reschedule now button in your booking email. Online rescheduling closes 48 hours before your appointment; after that, contact info@vitacareclinic.co.uk.
Late arrival
Late arrival may reduce your treatment time. If you arrive too late, your appointment may need to be rescheduled.
Missed appointments
If you do not attend, the deposit and cancellation terms above apply. Any retained amount must reflect reasonable, unrecoverable costs.
Refunds and suitability
Fees for treatments already provided are generally non-refundable. If treatment is not clinically appropriate, no treatment will be provided. Any refund will be considered in accordance with the clinic’s cancellation and refund policy. Your statutory rights are not affected.
Illness or medical concerns
If you become unwell before your appointment, please contact the clinic as soon as possible. If it is not clinically appropriate or safe to proceed, your appointment may be postponed.
Contact us
Email info@vitacareclinic.co.uk to discuss an appointment change.
VitaCare Clinic Limited · Registered in England & Wales · Company no. 17376482 · Registered office: Unit V Pixmore Business Centre, Pixmore Avenue, Letchworth Garden City, Hertfordshire, United Kingdom, SG6 1JG.