Harley Street Dental Art Clinic - Terms and Conditions
Harley Street Dental Art Clinic is a registered provider of dental services. This means that Harley
Street Dental Art Clinic is responsible for making sure that patient care is centred on the patient’s
needs, which is monitored by the CQC.
1 - Consultations:
1.1 - The normal fee for a consultation is £150, but your initial consultation is £50 for any cosmetic
work i.e Composite Bonding, Clear Aligners, Dental Implants under any stated promotions. Should
you require further consultations or reviews, the normal fee of £150 will be charged.
1.2 - Should you need to use our consultation notes for any 3rd party needs or actions, then we
would not charge our normal consultation fee of £150 before releasing such information and these
would be free of charge.
1.3 - Emergency appointments are chargeable at £180 for all patient, new, existing and outside of
their guarantee, any treatment needed or carried out at or after this appointment will be chargeable
at your dentist normal price list fee.
2 - Deposit & Treatment Appointments:
2.1 - Due to the length of appointments, we do hold a deposit of 50% and in some cases more. This is
so that it can be charged in cases of short notice cancellation or failure to attend. If the deposit is not
used as a charge, it will be used towards your final balance.
2.2 - Failure to attend your consultation appointment will result in your deposit (please refer to
section 1.1) being charged.
2.3 - If you have paid your deposit and then change your mind within 7 days of taking up treatment a
refund will be issued and there will be an administration fee of £250.
2.4 - If you have paid a deposit and cancel your first appointment but this is more than 7 days after
the deposit payment, Harley Street Dental Art Clinic will retain the deposit. This fee will not apply in
the event that a genuine medical reason prevents you from proceeding or continuing with treatment
(evidence will be requested for this).
2.5 - The administration fee will also not be administered if the planned treatment cannot proceed
for dental reasons and there is no acceptable alternative.
2.6 - If you change your mind less than 7 days from taking up treatment and paying your deposit and
7 days prior to your first appointment, Harley Street Dental Art Clinic will retain your full deposit.
2.7 - When agreed between Harley Street Dental Art Clinic and the patient, the deposit can be held
to secure pricing on a treatment plan for a period of up to 3 months. If you wish to subsequently
proceed with treatment after this period, you will need to pay a new deposit (and you may be
required to undertake a new consultation) before treatment proceeds.
2.8 - If a plan is agreed to be placed on hold (for up to 6 months from date of deposit) but the patient
decides to then cancel their treatment at any stage within this period, Harley Street Dental Art Clinic
will retain the deposit in full.
3 - Prosthetic and other Dental Treatments:
In the unlikely event of failure, all laboratory/prosthetic work carries a 1-year guarantee.
For Crowns, bridge and veneer treatments, although rare, it is possible that additional appointments
are needed for minor refinements, such as re-fixing, re-cementation, initial bonding failure and the
need for minor polishing. The above treatments will be made free of charge for first appointments
within your 12-month guarantee, but will not cover travel expenses, accommodation and/or absence
from work. Should the problem persist after the initial refinement appointment, and the problem
proves not to be a clinician issue, then there may be a small chair time cost applicable.
Prosthetic components (crowns, bridges or dentures and hybrid prostheses) may need replacement
after a period of time. Cement that retains the crowns and bridges may wash out over time and
require re-cementation. This is not part of the guarantee but a normal planned maintenance
requirement.
3.1 - Dentures will wear over time and need replacement. Dentures may also need refining to ensure
the best fit and whilst this treatment will be made free of charge for the first appointments, Perfect
Profiles will not cover travel expenses, accommodation and/or absence from work. Should the
problem persist after the refinement appointment, and the problem proves not to be a clinician
issue, then there may be a small chair time cost applicable.
3.2 - The retentive components attaching dentures to implants will need to be changed on average
every year. This is also not part of the guarantee and a normal maintenance requirement that will
result in fees being charged.
Temporary, provisional and “immediate” acrylic dentures and temporary crown and bridgework (see
below) are not subject to any guarantee.
3.3 - It is also necessary to point out that given the infinitely variable nature of the human body,
there may be unforeseen circumstances that occur that are beyond the clinician’s control such as
root canal treatment after teeth preparation. These may incur extra costs. There may also be
unplanned and unpredictable events that require additional appointments, repeat procedures or
extra stages to your care. Harley Street Dental Art Clinic and the clinical team will always act in the
patient’s best interests.
3.4 - The patient will be responsible for checking and making sure they are happy with the final
prosthetic. Once the final is permanently cemented, should the patient want to make any changes
she will be charged at the normal treatment fee.
4 - Dental Implants Statement and Guarantee:
Harley Street Dental Art Clinic uses the latest technology and materials to ensure our patients are
receiving high quality implants placed be experienced, qualified dentists.
4.1 - Replace the failed implant free of charge on one occasion within the 12-month guarantee from
implant placement provided that bone conditions are still suitable.
4.2 - It is down to the treating dentist if they have a reason to refuse a guaranteed case if they feel
the patient has faltered with any of the factors listed below; This guarantee is limited to the
replacement of the dental implant(s) and excludes any additional costs (e.g., additional bone graft(s),
medication(s), travel expenses, and/or absence from work etc.).
4.3 - There will be no refund of fees. In the instance that it is not possible to replace the implant an
alternative treatment plan will be provided at the same cost level, however, it may also incur extra
charges.
4.4 - It is also necessary to point out that given the infinitely variable nature of the human body and
its function those other biological failures do not form part of the guarantee:
4.4.1 - Second time lack of integration after implant replacement.
4.4.2 - Bone loss or gum recession after implant placement.
4.4 - Future illnesses, diseases or conditions that may cause bone loss and implant failure.
4.5 - All implant treatments are automatically guaranteed (with your dentist or your dentist locum)
for one year after treatment is complete. (Auto guarantee due to expire 12 months from surgery
date and restoration guarantee to expire 12 months from final fitting or the crown or bridge)
providing the following are met:
The patient has fully paid for their treatment and does not owe any money to the practice for
treatment received.
The Implants, Crowns, dentures or bridges have not been damaged as a result of accident, trauma or
excessive grinding.
The patient has followed up on all post treatment maintenance recommendations made by the
dentist.
The patient has attended a routine examination at Harley Street Dental Art Clinic every 6-12 months,
as prescribed by your dentist.
The implants must not have been removed or modified by another practice, unless in a dental
emergency.
4.6 - It is the patient’s responsibility to book in all follow-up appointments, maintenance examination
and hygiene’s required.
4.7 - The implant guarantee plan must be agreed by end of the first year after completion and will
commence on expiry date of the original guarantee.
4.8 - To qualify for our 1-year guarantee:
- Your implants must have been place by Harley Street Dental Art Clinic
- You must attend regular checkups at Harley Street Dental Art Clinic at least twice a year and attend
all hygienist appointment recommended by your dentist.
- The implants must not have been removed or modified by another practice, unless in a dental
emergency.
- Trauma must not be self-inflicted.
- Payments must be up to date.
*Regular check-ups appointments are essential to healthy maintenance of implants. Failure to
attend such appointments will invalidate your cover*
4.9 - All appointments regarding your completed implant treatment will be chargeable should you
not be an implant guarantee member and your one-year auto Guarantee has expired.
Speak to your dentist or treatment coordinator today to find out more or receive a patient
Guarantee brochure’
5 - Temporary Dentures and Crowns:
gum conditions throughout treatment, it is impossible for Harley Street Dental Art Clinic to
guarantee a perfect fit. Patient cooperation and understanding is needed to adapt to wearing and
eating.
6- General:
Given timescales for treatment must be adhered to, especially in situations where temporary
prosthetics are prescribed. The prolonged use of temporary solutions (dentures/crowns/bridges/
veneers) can result in the destruction of supporting structures due to improper loading on natural
teeth.
Guarantee will be (reduced or) invalidated if the patient fails to visit a Harley Street Dental Art Clinic
clinic for a routine check-up/dental implant review appointment twice a year. (Please see our dental
care plans and packages at reception).
6.1 - If the patient neglects their oral hygiene (regular maintenance by a dental hygienist is strongly
recommended).
6.2 - If the dentists’ instructions are not followed.
6.3 - If another dental clinic has carried out any corrective or additional treatment on dentistry or
laboratory work provided by Harley Street Dental Art Clinic.
6.4 - If removable restoration such as partial dentures or full dentures are not kept and maintained
properly.
6.5 - If the gum tissue or teeth bone is naturally reducing.
6.6 - If the patient is a smoker.
6.7 - If the patient loses or gains a substantial amount of weight during a short period of time.
6.8 - In case of accidental damage, for example dropping dentures.
6.9 - If the gum tissue or supporting bone reduces due to disease (periodontal disease, diabetes,
osteoporosis) or to the effects of medications or treatments (such as bisphosphonate therapy,
epilepsy, chemo or radiotherapy).
6.10 - If the patient does not follow the treatment timeline or does not complete the full treatment
recommended by your dentist and shown on your treatment plan/s.
6.11 - If the patient does not notify Harley Street Dental Art Clinic prior to exercising their guarantee.
7 - Orthodontics:
7.1 - All patients are requested to have a 3 month follow up post removal of the braces, this is the
patient’s responsibility to book this with reception at the removal appointment.
7.2 - Harley Street Dental Art Clinic is not liable for teeth movement post brace removal, Harley
Street Dental Art Clinic advises all patients to follow aftercare as discussed with your dentist. Failing
to comply with aftercare can jeopardise long lasting results and can cause your teeth to move.
7.3 - Removable Essix and fixed retainers are guaranteed for 3 months post fitting the appliances.
7.4 - Any breakages or loss of appliances will result in a repair or replacement cost, provided on
Harley Street Dental Art Clinic price list.
8 - Refunds:
Refund & Cancelation Policy -
Late cancellation or missed appointments 1 hour or less.
8.1 - If you need to cancel or change a consultation or any appointment less than 1 hour
appointment, please give us as much notice as possible. We require a minimum of 2 working days
(Monday - Friday) , otherwise you may incur cancellations fees. Appointments cancelled without 48
hours’ notice will, incur a cancellation fee, at the practice’s discretion (starting from £50 up to
£1,000).
Late cancellation or missed appointments of an hour is 10 mins or more.
8.2 - If you need to cancel or change a treatment appointment more than 1 hour, we require a
minimum of 5 working days’ notice to cancel, otherwise you will incur cancellation fee of a minimum
of 50% of your total treatment cost.
8.3 - Please be aware that if two consecutive appointments are cancelled without the correct
required notice period of 48 hours or 5 working days’ notice, or failed to attend (without good
reason), no further appointments shall be offered at the practice without a holding deposit of a
minimum of 50% of your treatment cost.
8.4 - We will not be able to see you if you are more than 10 minutes late, in case of lateness, we will
reschedule your appointment and the cancellation fee will be applied as a late cancellation as above
in 9.1, 9.2, 9.3.
8.5 - Cancelling your treatment:
WE DO NOT CANCEL FINANCE’S AFTER THE 14 DAY COOLING OFF PERIOD.
WE DO NOT ISSUE REFUNDS PART WAY THROUGH IMPLANT, COSMETIC OR ORTHODONTIC
TREATMENT.
ALL TREATMENT DEPOSITS ARE NON-REFUNDABLE UNLESS DEEMED MEDICALLY UNSUITABLE (proof
will be required).
Deemed unsuitable for treatment:
An administration fee of £250 will be incurred, all costs incurred (including finance fees) by the
practice for the provision of the treatment for implant, cosmetic and orthodontic courses of
treatment the cancellation fee shall not be less than 25% of the total price of the course of
treatment.
Harley Street Dental Art Clinic on occasion may offer a reduction on larger treatment plans. Should
you wish to cancel your treatment within 5 working days. Harley Street Dental Art Clinic reserve the
right to charge the full listed price for the remaining treatment. For all listed treatment pricing please
refer to harleystreetdentalartclinic.com or your treatment coordinator.
Refund: Please allow 5 days for a treatment cost refund, this is from the date of the refund request in
writing to the practice.
Finance Admin Fee: If you apply for a finance plan, you will be required to pay a £150 admin fee for each finance application.
Cancelling your finance:
If you have chosen to pay for your treatment through one of our finance providers, you have 14 days
from the date of fulfilling your finance in which to cancel. This however means that you will have to
make immediate payment for any treatment you have had to this date via another payment method.
This clause is in addition to but does not replace any other cancellation terms and conditions.
Any deposit funds will be refunded within our ‘Refunds’ guideline deducting any outstanding balance
or fees.
If you have financed any of the costs of your treatment through the finance company and wish to
cancel your treatment after signing the agreement forms, please be aware that a cancellation fee of
up to 15% of the total finance amount will be charged.
Finance Refund: Allow 30 days for a treatment cost refund, this is from the date of the refund
request in writing to the practice.
The GDC registered dentist that you are seen by is solely responsible for any advice and the
treatment given to the patient. Consequently, any contractual agreements for the treatment are
between the patient and dentist only and not with Harley Street Dental Art Clinic Clinic.
The GDC publication Principles of Dental Team Working clause 3.1 states:
“All members of the dental team who have to register with the GDC are individually responsible and
accountable for their own actions and for the treatment or processes which they carry out.”
