Terms and Conditions
Minds Matter Clinic Ltd
Company Name: Minds Matter Clinic Ltd
UK Company Registration Number: 13850263
CQC Registration Number: 19798907795
Registered Office:
Minds Matter Clinic
63–67 St Peter’s Street
Nottingham
Nottinghamshire
NG7 3EN
- Statement of Purpose
Minds Matter Clinic is an independent mental health service supporting children, adolescents and adults with the assessment, diagnosis, treatment and ongoing management of mental health and neurodevelopmental conditions.
Our services include, but are not limited to:
- Psychiatric assessments
- ADHD assessments
- Autism assessments
- Neurodevelopmental assessments
- Medication assessments and reviews
- Medication management and monitoring
- Therapeutic interventions
- Clinical reviews and follow-up care
Our multidisciplinary team includes psychiatrists, psychologists, nurses, therapists and other appropriately qualified specialist clinicians.
Where clinically appropriate, we may work collaboratively with patients, parents, carers, schools, GP practices and other healthcare or education professionals involved in the patient’s care.
Minds Matter Clinic is committed to providing safe, effective, evidence-based and person-centred care in accordance with applicable professional standards, clinical governance requirements, Care Quality Commission requirements and relevant NICE guidance.
Appointments may be provided face-to-face or remotely, depending on the service, clinical requirements and individual circumstances.
We accept self-referrals, professional referrals and Right to Choose referrals where applicable. Services funded through the NHS, insurers or other third parties may also be subject to additional commissioning or funding requirements.
- Scope and Acceptance of These Terms
These Terms and Conditions apply to patients, parents, carers and other persons arranging or receiving services from Minds Matter Clinic.
By registering with the clinic, booking an appointment, paying a deposit or fee, or proceeding with an assessment, treatment or intervention, you confirm that you have read and agree to these Terms and Conditions.
Where a parent or carer arranges services on behalf of a child or young person, they are responsible for ensuring that relevant individuals with parental responsibility are appropriately informed of the assessment or treatment.
Patients and families are encouraged to contact the clinic before proceeding with a service if they require clarification regarding any aspect of these Terms and Conditions.
- Regulation and Professional Standards
Minds Matter Clinic is registered with and regulated by the Care Quality Commission (CQC) in relation to the regulated activities it provides.
Clinicians working within the service are appropriately qualified for their roles and, where required, registered with their relevant professional regulatory or governing bodies, which may include:
- General Medical Council (GMC)
- Nursing and Midwifery Council (NMC)
- Health and Care Professions Council (HCPC)
- Other recognised professional registration or accreditation bodies relevant to the clinician’s role
Clinicians are expected to maintain appropriate professional registration, indemnity or insurance and continuing professional development relevant to their practice.
Clinical assessments, recommendations and interventions will be based upon professional judgement, the information available to the clinician, applicable evidence-based practice and relevant clinical guidance.
A particular diagnosis, treatment, medication or clinical outcome cannot be guaranteed.
- Consent
Children and Young People
Before assessment, treatment or intervention begins, appropriate consent will be obtained from the person legally able to provide that consent.
For children and young people, the clinic will take account of:
- Parental responsibility
- Legal guardianship
- The age of the young person
- Their understanding and ability to participate in decisions
- Gillick competence where relevant
- Mental capacity where applicable
- Any relevant court orders or legal arrangements brought to the clinic’s attention
Parents and carers are responsible for informing the clinic of any known disagreements regarding parental responsibility, consent, court orders or other legal arrangements which may affect the provision of care.
Where clinically appropriate, the child’s or young person’s views and wishes will also be considered as part of the assessment or treatment process.
Adults
Adults who have capacity are entitled to provide consent for their own assessment, treatment, therapy and medication management.
Where there are concerns regarding an adult’s capacity to make a particular decision, the clinic will act in accordance with applicable legislation and professional guidance.
Consent is an ongoing process and may be reviewed throughout assessment or treatment.
- Accuracy of Information
Patients, parents and carers are responsible for providing information that is, to the best of their knowledge, accurate, complete and up to date.
This includes information relating to:
- Medical history
- Mental health history
- Current and previous medication
- Allergies
- Physical health conditions
- Risk and safeguarding concerns
- Previous assessments or diagnoses
- GP details
- School or educational information where relevant
- Contact information
- Parental responsibility
- Other professionals involved in care
Clinical decisions are made using the information available to the clinician at the relevant time.
Minds Matter Clinic cannot accept responsibility for clinical decisions being affected by significant information that has been withheld, omitted or inaccurately provided.
Patients and families should notify the clinic if there is a significant change in circumstances or clinical presentation during an assessment or treatment pathway.
- Client Registration and Deposits
When registering with Minds Matter Clinic, a deposit of 20% of the total assessment or therapy fee is ordinarily required to secure the booking.
Following registration and receipt of the required deposit:
- Registration documentation may be issued
- Screening tools and questionnaires may be issued
- Relevant consent forms may be issued
- Appointment information may be provided
- Additional information may be requested depending upon the service
All paperwork will normally be sent to the email address or contact details provided during registration.
Patients, parents and carers are responsible for ensuring that contact details supplied to the clinic are correct and for checking emails, including spam or junk folders, for communications from the clinic.
Deposits are ordinarily non-refundable once the booking and associated administrative process has commenced, except where otherwise required by law, agreed by the clinic or provided for within these Terms and Conditions.
Unless otherwise agreed in writing:
- Full payment for an assessment must be received before the relevant assessment appointment
- Full payment must be received before a report or prescription is released where payment remains outstanding
- Payment plans must be agreed with the clinic in advance
- Where a payment plan has been agreed, at least 80% of the assessment fee must normally have been paid before the assessment appointment
Failure to make required payments may result in an appointment, report, prescription or other service being delayed until the outstanding balance has been resolved.
- Payment Information
Payments may be made by bank transfer using the following details:
Account Name: Minds Matter Clinic
Account Number: 63878663
Sort Code: 30-98-97
Payment Reference: Patient or Child’s Full Name
Patients should use the requested payment reference wherever possible to ensure that payments can be correctly allocated.
Fees and service prices may change from time to time.
Where possible, patients will be informed of relevant fee changes before booking or commencing the affected service.
The price confirmed at the point of booking will ordinarily apply to that booking unless otherwise agreed.
- Insurance and Third-Party Funding
Minds Matter Clinic may accept payment from recognised insurers or other third-party funders where appropriate.
It remains the responsibility of the patient or family to:
- Confirm that the proposed service is covered
- Obtain any necessary pre-authorisation
- Understand any limits placed upon the funding
- Provide the clinic with relevant authorisation details
- Understand any excess or contribution for which they may be responsible
Minds Matter Clinic will not accept payment after the services have been provided, meaning it is the responsibility of the patient to ensure the third party funding has been completed prior to service delivery.
- Assessment Fees and What Is Included
The exact content of an assessment will depend upon the service being provided and the individual clinical circumstances.
Assessment fees may include:
- Clinical assessment appointments
- Relevant screening tools and questionnaires
- Review of available clinical information
- Review of relevant collateral information where applicable
- Clinical formulation
- Multidisciplinary discussion where required
- Outcome or feedback discussion
- A diagnostic or clinical report where appropriate
- Treatment or support recommendations where applicable
Additional services which fall outside the agreed assessment package may incur a separate charge.
These may include:
- Additional letters or reports
- Extended telephone consultations
- Additional clinical appointments
- School or professional meetings
- Additional clinical reviews
- Urgent appointments
- Additional prescriptions
- Work requested after completion of the agreed assessment pathway
Any significant additional charge will normally be discussed before the additional work is undertaken.
Medication treatment and therapy are separate services and are not included in an initial diagnostic assessment fee unless specifically stated in the service description.
- Clinical Assessments and Diagnostic Outcomes
An assessment does not guarantee that a diagnosis will be made.
Clinical conclusions are reached after consideration of the relevant information available to the assessing clinician or multidisciplinary team.
In some circumstances:
- Further information may be required
- Further assessment may be recommended
- Information from school or other professionals may be requested
- A diagnosis may not be supported
- A clinician may be unable to reach a definitive conclusion
- Referral to another service or professional may be recommended
Where additional clinical information is required before an assessment can be concluded, completion of the report or outcome may be delayed until the relevant information has been received.
- Medication Management and Reviews
Medication will only be prescribed where the responsible prescriber considers it clinically appropriate and safe to do so.
Medication assessments and medication reviews include the cost of the prescription where applicable to the agreed service.
Additional prescriptions requested outside an agreed review package may incur a separate fee, usually between £60 and £70 per prescription.
Patients receiving medication may be required to provide appropriate clinical monitoring information.
Depending upon the medication and clinical circumstances, this may include information such as:
- Height
- Weight
- Blood pressure
- Pulse or heart rate
- Treatment response
- Side effects
- Relevant physical health information
- ECG or other investigations where clinically indicated
A clinician may delay or decline to issue a prescription, alter medication or make a treatment recommendation where information required for safe prescribing has not been provided.
Prescribing decisions remain at the professional discretion of the responsible prescriber.
- Medication Review Bundle
Our medication review bundle currently includes:
- Two virtual medication review appointments
- One Treatment Response Form (TRF)
- Prescription management as included within the agreed package
The current cost of this bundle is £375.
Patients are responsible for attending required reviews and providing requested monitoring information.
Failure to attend medication reviews or provide required clinical information may affect the clinic’s ability to continue safely prescribing medication.
- Shared Care
Where clinically appropriate, Minds Matter Clinic may request that a patient’s GP enters into a Shared Care Agreement.
Acceptance of Shared Care remains at the discretion of the GP practice and cannot be guaranteed by Minds Matter Clinic.
Where a GP accepts Shared Care, patients remain responsible for attending any ongoing specialist reviews required as part of safe treatment.
Patients are currently required to attend a medication review at least every six months where this is clinically required by the treatment pathway and prescribing arrangements.
If a GP declines Shared Care, the patient may continue to receive private prescribing and medication reviews through Minds Matter Clinic where clinically appropriate.
Where available, patients may purchase:
- Five prescriptions plus one medication review bundle for £425
Fees remain subject to change and will be confirmed when the service is arranged.
- Stopping or Changing Medication
Patients who wish to stop or significantly alter prescribed medication should seek appropriate clinical advice before doing so.
A medication review may be required so that the clinician can:
- Review the reason for discontinuation
- Discuss benefits and potential risks
- Consider possible withdrawal or discontinuation effects
- Provide tapering advice where clinically appropriate
- Discuss alternative treatment options
- Update the GP or other professionals where appropriate
Some medications should not be stopped abruptly because doing so may result in adverse effects or deterioration in symptoms.
Patients should therefore follow the advice of their prescribing clinician or another appropriately qualified healthcare professional when stopping or changing medication.
- Required Forms, Questionnaires and Documentation
As part of assessment, treatment or ongoing clinical review, Minds Matter Clinic may require patients, parents, carers or other relevant individuals to complete documentation.
This may include:
- Registration forms
- Consent documentation
- Screening questionnaires
- Developmental history information
- Clinical questionnaires
- School or professional questionnaires
- Treatment response forms
- Physical health information
- Risk assessment information
- Medication monitoring information
- Other information considered clinically relevant
Completion of requested documentation forms an important part of the clinical process.
Patients, parents and carers are responsible for ensuring that requested forms are completed accurately and returned within the timeframe specified by the clinic.
- Outstanding Forms and Pre-Appointment Documentation
Where documentation is required before an appointment, it must be completed and returned within the deadline communicated by Minds Matter Clinic.
Unless a different deadline has been provided, required pre-appointment documentation must be provided before the scheduled appointment.
This is necessary to allow the clinician sufficient opportunity to review relevant information, prepare appropriately for the appointment and make safe and informed clinical decisions.
Minds Matter Clinic may issue reminders regarding outstanding forms by email, telephone, text message or through its patient management system.
These reminders are provided as a courtesy.
Responsibility for ensuring that required documentation has been completed and returned remains with the patient, parent or carer. The absence of a reminder does not remove this responsibility.
Failure to Complete Required Documentation
If required forms or documentation remain outstanding at the scheduled appointment time, the responsible clinician will determine whether the appointment can safely and appropriately proceed.
Depending on the clinician’s professional judgement and the individual circumstances, Minds Matter Clinic may:
- Cancel the appointment where the clinician considers that they cannot safely or appropriately proceed without the outstanding information. A charge of 100% of the appointment fee will be applied when the appointment is cancelled for this reason.
- Proceed with the appointment where, in the clinician’s judgement, the patient’s clinical needs make it appropriate to do so despite the outstanding forms.
- Require all outstanding forms to be completed and returned no later than Sunday of the same week as the appointment, unless the clinician has expressly agreed a different deadline.
- Apply an additional charge equivalent to 50% of the appointment fee where the appointment proceeds despite outstanding required forms.
- Delay prescriptions, medication changes, treatment recommendations, reports or other clinical actions until the outstanding information has been received and reviewed, where clinically necessary.
The decision whether to cancel the appointment or proceed despite outstanding forms is at the discretion of the responsible clinician. It will be based on professional clinical judgement and the needs and circumstances of the individual patient, including the urgency of treatment, medication requirements, clinical risk and any other relevant factors.
Where the clinician decides to proceed with the appointment, the additional 50% charge reflects the increased clinical workload created by receiving and reviewing required information after the appointment and completing a secondary clinical review that would ordinarily have formed part of the preparation for, or completion of, the scheduled appointment.
This secondary review may require the clinician to revisit the clinical record, treatment plan, medication decision, risk information, prescribing requirements, correspondence or other clinical documentation after the appointment.
Proceeding with an appointment despite outstanding forms is an exception based on clinical judgement and should not be treated as an automatic entitlement or as an extension of the original documentation deadline.
Where a prescription, medication decision, treatment recommendation, report, letter or other clinical action is delayed because required forms or information were not provided within the requested timeframe, the resulting delay is not considered to have been caused by Minds Matter Clinic.
Completion of outstanding forms by the Sunday deadline does not guarantee that a prescription or other clinical output will be issued immediately. The clinician must be given reasonable time to review the information and complete any necessary clinical action safely and appropriately.
Difficulties Completing Forms
Patients and families experiencing difficulty completing forms should contact the clinic as soon as possible and before the stated deadline.
Where appropriate, Minds Matter Clinic will consider reasonable support or adjustments to enable the required information to be provided.
Repeated reminders do not extend the deadline unless an extension has been expressly agreed by the clinic.
- Non-Engagement Policy
Following payment of the deposit, Minds Matter Clinic will issue the documentation and screening information required for the relevant service.
Patients and families are expected to engage with the assessment or treatment process and respond to reasonable requests for information.
Unless otherwise agreed, all initial paperwork should be completed and returned within three months of the screening tools or documentation being issued.
Clinical and developmental information may become outdated over time and may no longer accurately represent a patient’s current presentation.
Where paperwork is not returned or there is no meaningful engagement with the clinic within three months:
- The patient may be discharged from the relevant service
- The existing assessment pathway may be closed
- The assessment process may need to restart if the patient wishes to return
- Updated questionnaires or information may be required
- A new deposit may be required
- Any previous deposit will remain subject to the applicable payment and cancellation terms
The clinic may exercise reasonable discretion where there are exceptional circumstances which have prevented engagement.
- Cancellation and Rearrangement Policy
Once an appointment has been booked, patients will normally receive appointment confirmation.
Clinical appointments involve reserved clinician time and preparation and may prevent the appointment from being offered to another patient.
If an appointment needs to be cancelled or rearranged, patients should notify Minds Matter Clinic as soon as possible.
A minimum of 48 hours’ notice is required wherever possible.
Cancellation Charges
The following cancellation charges apply:
- Less than 48 hours’ notice: 25% of the appointment fee
- Less than 24 hours’ notice: 50% of the appointment fee
- Cancellation on the day of the appointment or non-attendance: 100% of the appointment fee
The standard cancellation percentages above do not apply where a clinician cancels an appointment at the scheduled appointment time because required forms or documentation remain outstanding. In those circumstances, Section 16 applies and 100% of the appointment fee will be charged. Where the clinician elects to proceed despite outstanding required forms, the additional 50% charge described in Section 16 will apply.
Monday Appointments
For appointments scheduled on a Monday, notice of cancellation or rearrangement must be received by 12:00 PM on the preceding Thursday.
This is due to administrative availability and the limited opportunity to reallocate the appointment.
Weekends and Bank Holidays
Weekend and bank holiday appointments remain subject to the same cancellation policy.
Patients are encouraged to provide as much notice as possible because administrative availability may be limited outside normal working hours.
Clinic-Initiated Cancellation
On rare occasions Minds Matter Clinic may need to rearrange an appointment because of clinician illness, emergency circumstances or another operational issue.
Where the clinic cancels or rearranges an appointment for reasons unrelated to the patient’s actions, the patient will not be charged a cancellation fee for that cancellation and an alternative appointment will be offered where appropriate.
- Attendance and Participation
Patients and families are expected to attend appointments at the agreed date and time and to participate appropriately in the assessment or treatment process.
For remote appointments, patients should ensure, where reasonably possible, that they have:
- A suitable device
- A reliable internet connection
- Access to the appointment link
- A private and appropriate environment
Where technical difficulties significantly affect the clinician’s ability to conduct an appointment safely or effectively, the appointment may need to be rearranged.
Clinical appointments cannot always be extended where a patient joins late because another patient may be booked immediately afterwards.
- Reports, Letters and Clinical Documentation
Where a written report forms part of an assessment package, it will be prepared following completion of the relevant clinical assessment process.
Completion may depend upon receiving all relevant information required by the clinician.
Reports represent the clinician’s professional opinion based upon the information available at the time of assessment.
Requests to correct factual errors, such as incorrect names, dates or demographic information, should be brought to the clinic’s attention.
A disagreement with a clinician’s professional opinion does not in itself mean that a report is inaccurate.
Requests for additional letters, substantial report amendments, professional meetings or additional clinical work which fall outside the agreed service may be chargeable.
- Communication
Minds Matter Clinic may communicate with patients and families by:
- Telephone
- Text message
- Letter
- Patient management systems
- Secure clinical communication systems
Patients are responsible for keeping their contact details up to date.
If a patient or family has specific communication requirements, accessibility needs or reasonable adjustment requirements, these should be brought to the clinic’s attention as early as possible.
Clinical advice should not ordinarily be requested through administrative communication channels where an appointment or clinical review is required.
- Confidentiality
Minds Matter Clinic maintains professional standards of confidentiality and clinical record keeping.
Information disclosed during assessment or treatment will normally be treated confidentially and shared only where there is a legitimate clinical, professional or legal reason to do so.
Relevant information may be shared with other professionals directly involved in the patient’s care where appropriate.
Confidentiality may need to be overridden where there are significant concerns relating to:
- Safeguarding
- Risk of serious harm to the patient
- Risk of serious harm to another person
- Abuse or neglect
- Exploitation
- Serious public safety concerns
- A legal or regulatory requirement to disclose information
Where appropriate and safe to do so, the patient or family will normally be informed where significant information needs to be shared.
- Safeguarding
Minds Matter Clinic has a duty to respond appropriately to safeguarding concerns involving children, young people and vulnerable adults.
Where a clinician or member of staff identifies a safeguarding concern, information may be shared with appropriate agencies or professionals in accordance with safeguarding procedures and applicable legal and professional obligations.
The patient’s or family’s consent is not always required before safeguarding information is shared where there is a lawful and necessary reason to act.
- Data Protection
Minds Matter Clinic processes personal and special category information, including health information, in accordance with applicable UK data protection legislation.
This includes the:
- UK General Data Protection Regulation (UK GDPR)
- Data Protection Act 2018
- Data (Use and Access) Act 2025, where applicable
- Other relevant information governance and confidentiality requirements
Patient information will be:
- Processed lawfully and fairly
- Used for legitimate clinical, administrative and regulatory purposes
- Stored securely
- Accessed only by authorised individuals where appropriate
- Shared only where there is an appropriate lawful basis
- Retained in accordance with applicable legal, professional and clinical record-keeping requirements
Information may be shared with healthcare professionals or other relevant organisations involved in care where clinically appropriate and lawful.
Patients have rights in relation to their personal data under applicable data protection legislation.
Requests for access to records or other data protection requests should be made to the clinic in accordance with the clinic’s data protection procedures.
- Clinical Records
Minds Matter Clinic maintains clinical records relating to assessment, treatment, medication, risk, communication and other relevant aspects of patient care.
Clinical records may include information received from:
- Patients
- Parents or carers
- Schools
- GPs
- Healthcare professionals
- Other relevant professionals or services
Records form part of the patient’s clinical file and are maintained in accordance with professional, regulatory and information governance requirements.
- Complaints and Concerns
Minds Matter Clinic aims to provide a high standard of care and welcomes feedback from patients and families.
If a patient or family is unhappy with any aspect of the service, they are encouraged to raise the matter with the clinic.
Formal complaints will be handled in accordance with the clinic’s complaints procedure.
Raising a complaint will not adversely affect the patient’s right to receive appropriate care from the service.
Information regarding the complaints procedure can be requested directly from Minds Matter Clinic.
- Emergency and Crisis Support
Minds Matter Clinic is not an emergency or crisis service and cannot provide immediate emergency psychiatric or medical intervention.
Patients should not rely upon email, voicemail or routine clinic communication where urgent or emergency assistance is required.
If a patient’s mental or physical health deteriorates significantly, or if they are experiencing:
- Suicidal thoughts with immediate risk
- Thoughts or plans to seriously harm another person
- An immediate safeguarding risk
- A severe mental health crisis
- A serious medication reaction
- A medical emergency
- Any situation requiring immediate intervention
urgent support should be sought through an appropriate emergency service.
This may include:
- The local NHS Mental Health Crisis Team
- NHS 111
- Emergency Services by calling 999
- The nearest Accident & Emergency Department (A&E)
In an emergency, patients should not wait for a response from Minds Matter Clinic before seeking urgent assistance.
- Changes to Services, Fees and Terms
Minds Matter Clinic may update its services, fees, policies and Terms and Conditions from time to time to reflect:
- Changes in clinical practice
- Regulatory requirements
- Legal requirements
- Service development
- Operational changes
Where a change materially affects an existing booking or treatment arrangement, the clinic will endeavour to inform the patient or family as appropriate.
The Terms and Conditions applicable to a particular booking will ordinarily be those in effect when the booking or service was agreed, except where a change is required by law, regulation or patient safety considerations.
- Acceptance of Terms and Conditions
By proceeding with registration, booking, assessment, therapy, medication treatment or another service provided by Minds Matter Clinic, you confirm that:
- You have read and understood these Terms and Conditions
- You have had the opportunity to raise questions before proceeding
- You agree to comply with relevant clinic policies and procedures
- You understand your responsibility to provide accurate information
- You understand your responsibility to complete required documentation
- You understand the cancellation and rearrangement policy
- You understand that clinical outcomes and diagnoses cannot be guaranteed
- You consent to relevant information being processed and shared where clinically appropriate and lawful
If you do not understand any part of these Terms and Conditions, please contact Minds Matter Clinic before proceeding with the relevant service.
A current copy of these Terms and Conditions may also be made available through the Minds Matter Clinic website.
- Contact Details
Minds Matter Clinic
63–67 St Peter’s Street
Nottingham
NG7 3EN
Telephone: 07301 505321
Email: info@mindsmatterclinic.co.uk
Website: www.mindsmatterclinic.co.uk
