Covid-19 Business Policy & Terms & Conditions
Please take the time to read through this information carefully.
Please note that by making a booking an appointment with Barn Mews Well-Being Clinic you are agreeing to our Business Policy, Terms & Conditions, and our Privacy Notice. You also agree to attend the appointment you have booked.
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At Barn Mews Well-Being Clinic our aim is to welcome you to the clinic with a view to getting you back to a healthier you.
If you have any questions at any point throughout the course of your appointment, please do not hesitate to ask. Please refer to our Policy and Terms and Conditions of Business below to help you understand how we will be operating in the current climate of Covid-19.
BOOKING POLICY & APPOINTMENTS
Due to COVID-19, we are carefully controlling the number of daily appointments. The health and safety of our clients and therapists is important to us. For this reason, walk in clients will not be accepted.
You can make an appointment with Barn Mews Well-Being Clinic in several ways including via our website, telephone, text, or email. Appointments are currently restricted to a duration of 30, 45 or 60 minutes to reduce contact time between client and therapist. For clients needing a detailed assessment this may need to be completed online via ZOOM and you attend your 30-minute treatment in the clinic.
Upon making a booking, you will receive an email confirming all the important details, along with an email reminder 2 days prior to your appointment. All clients will also receive a COVID-19 Pre-Screening Form to their email which needs to be read, signed, and submitted for you to attend your appointment.
If this is your first appointment with us, you will also receive a New Client Consultation Form via email as soon as you book your appointment. Please complete this because we will not be able to treat you until you have, and completion on the day will not be possible.
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RESTRICTED TREATMENT OPTIONS
Due to COVID-19 we will only be offering the following treatments:
Massage
Reflexology
Osteopathy
Heated Bamboo Massage
Hot Stones Massage
Indian Head Massage
Pregnancy Massage (2nd Trimester Only)
Facials
At the current time we will NOT be offering:
90-Minute Sessions
Our Group Classes will continue online for the foreseeable future, including:
Strength & Relax Yoga
Mediation & Relaxation
RESTRICTED CLIENT GROUPS
We are now offering treatments to clients in the shielded and vulnerable category. These clients will be risk assessed depending on guidance from Public Health England. We are sorry for any inconvenience caused but we are trying to protect you! If you fall into the extremely clinically vulnerable category, clients will need to contact us so we can triage their medical questionnaire to determine whether we will accept them in the clinic for treatment.
Payment Terms
Barn Mews Well-Being Clinic needs to inform the client about their payment terms in order that they are clear, and the focus is on the client’s treatment. Unless an approved third party has guaranteed the client’s account or pre-paid packages have been purchased, it must be settled in full either during the Pre-Treatment Checks if completed over the phone or 24 hours before your treatment session.
We will take payment before treatment to reduce the use of equipment, touching surfaces and interaction between therapist and client.
Methods of Payment
Barn Mews Well-Being Clinic accepts all major credit and debits cards, excluding American Express at our clinics. We can also accept bank transfers. Payments must be made in advance such that funds are cleared on the day of treatment. During the current environment payments can be made via:
Card Payment – on the phone or at time of online booking
ü With your permission our system can safely store payment card details and therefore we can take payment from your card within 24 hours or your appointment.
Bank Transfer – Bacs Payment
Paypal
Upon Booking Your Treatment the online system will ask you for your bank details – please be aware that you will not be charged anything upon booking if you click ‘BOOK & PAY LATER’. If you wish to pay for your session when you book, then click ‘BOOK & PAY NOW”.
NO CASH OR CHEQUE PAYMENTS WILL BE AVAILABLE
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CANCELLATIONS & LATE ARRIVALS POLICY
Cancellation Policy: 24 hours. We require a minimum of 24 hours’ notice to cancel an appointment. Failure to attend an appointment with less than 24 hours’ notice of cancellation will incur 50% of the charge for the full appointment. This is because we may not be able to fill your appointment slot and still need to cover our costs.
Please cancel as soon as possible if a foreseeable event is likely to prevent you from attending, for example, illness or adverse weather conditions. If you need to cancel your appointment at short notice, because of a long-term medical condition which varies from day to day, or because you are more than 37 weeks pregnant, then we shall discuss the cost implications on a case-by-case basis.
An invoice for any cancellation / ‘no show’ charges will be sent to you by email for payment by bank transfer within 7 days. We may also take payment from stored card details on our system with your permission or we can take payment over the phone. Following a cancellation, payment must be received before any further massage bookings can be taken.
Late Arrivals: It is important that our agreed appointment time and duration is adhered to. We appreciate that sometimes, things happen, and you may arrive a little later or need to leave a bit earlier than planned. This is fine, but we cannot make up the missed time by overrunning or adding time to subsequent appointments. You will still be charged for the full session.
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Consent
Barn Mews Well-Being Clinic requires the client consent both for processing client data and treatment. The client’s signature on the Consent Form at the end of the client’s online Consultation Form confirms that the client has read and understood our business policy and terms and conditions and that client:
Consents to information including medical details about the client being processed for the purposes of treatments as a private client.
Consents to treatment by the therapist in attendance.
Consents to having details, which are relevant to the client’s conditions and for which they are seeking treatment, to be shared with client’s GP/consultant or their referring medical agency on request.
Considering COVID-19 you will now receive a COVID-19 Pre-Screening Questionnaire 48 hours before your appointment. We require you to read and sign to consent to not having any COVId-19 symptoms as well as consenting to the following:
Appropriate personal hygiene and clothing
Bringing and wearing own facial covering
The understanding that because massage therapy work involves maintained touch and close physical proximity over an extended period, there may be an elevated risk of disease transmission including COVID-19. Although all precautions will be put in place to control and reduce the risk of transmission as much as we are able to.
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CONFIDENTIALITY
All client information and clinical records will be safeguarded by Barn Mews Well-Being Clinic and will remain confidential. Unless required to do so by law, we will not otherwise share, sell, or distribute any of the information you provide to us without your consent.
Consultations and client treatment details will not be discussed with anyone other than the client unless the client is under the age of 18 or has a care worker or guardian.
To prevent unauthorised access or disclosure, we employ security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction, and damage. We have also put in place suitable physical, electronic, and managerial procedures to safeguard and secure the information we collect online. We will retain your information for a reasonable period or as the law requires.
Each practitioner working for Barn Mews Well-Being Clinic will have access to these records only for the duration of their contract with Barn Mews Well-Being Clinic, and solely for the purpose of providing you with the most appropriate treatment.
When our services resume, there will be an additional declaration form to complete that will be sent to your email 24 hours before your appointment stating that:
a) There has not been any contact with anyone with COVID-19, in the last 14 days to your knowledge
b) There have not been any symptoms: -dry cough, temp over 37.8oc, loss of smell and/or taste
c) Should the client contract the virus you must inform the therapist as soon as possible
d) Should the client contract the virus we are obliged to inform NHS Test & Trace
e) Your temperature will be taken and recorded at every visit.
For the full declaration please go to our website to view all our forms and new policies.
For more information, please review our Privacy Policy.
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HEALTH & SAFETY & HYGIENE PROTOCOL
All practitioners at Barn Mews Well-Being Clinic are qualified, and hold professional and public indemnity insurance, for the services that they provide. Therapists insurance will confirm our ability to work in the current COVID-19 environment.
Barn Mews Well-Being Clinic, including the practitioners, will not be held responsible for the loss or damage of personal items during your time at the Barn Mews Well-Being Clinic premises.
During these times we request clients to only bring the bare minimum into the clinic to prevent possible sources of spread into the clinic. We will also ask clients to bring their own water to reduce the risk of spread through glasses and water machine at the clinic.
Clients under the age of 18 years must be accompanied by a parent or guardian. This parent or guardian must give permission for the agreed treatment plan to be performed; and will be requested to co-sign the New Client Consultation Form online. They will be invited to stay in the room for the duration of the appointment; and expected to remain present throughout the treatment – this depending on the ability to maintain a 2m distance from the therapist in line with social distancing regulations. We are only allowing close contact with the actual client.
Barn Mews Well-Being Clinic holds the right to refuse any treatment if a client is physically or verbally abusive towards any practitioner, or demonstrates inappropriate, aggressive, or sexual behaviour. Such behaviour may result in a partial or total ban from our clinic; and may also result in criminal proceedings.
HOW WILL WE MONITOR HEALTH OF OUR THERAPISTS?
If a practitioner is unwell, suffering from a cold, infection, general ill health or have symptoms in line with COVID-19, they will not be allowed to work due to the risks of cross contamination & spread. This may result in Barn Mews Well-Being Clinic contacting you to inform you of the issue at the earliest opportunity to make suitable alternative arrangements.
Regarding COVId-19 symptoms, therapists will be instructed to self-isolate for the recommended period or they may return to work if they have received a negative result from a COVID-19 test. Test results will be required to be seen by the clinic owner before allowed back to work if less than 14 days.
Our therapists will be expected to take their temperature every morning before the start of their clinic.
HOW WILL WE MONITOR HEALTH OF OUR CLIENTS?
Clients are asked not to attend for a treatment if they are unwell, suffering from a cold, infection, general ill health or experiencing any COVID-19 symptoms or have been in contact with anyone that has.
Therapists will take the clients temperature upon entering the clinic. Our thermometer is infrared and will therefore not involve contact with clients. Clients with an elevated temperature will be asked to leave the clinic and advised to self-isolate and follow instructions on the NHS website, we will contact you to rearrange your appointment.
You will receive a COVID-19 Pre-Screening Form via email 48 hours before your appointment- this is to ensure clients that are suffering with symptoms or may have been exposed to COVID-19 do not come to the clinic. This is in place to protect our therapists and clients that visit the clinic.
Please contact barnmewswellbeingclinic@outlook.com or call 07540478647 at the earliest opportunity to rearrange your appointment.
PERSONAL PROTECTIVE EQUIPMENT (PPE)
Therapists will be required to wear PPE during treatments with clients due to the close contact that will be taking place. Due to the type of treatment that we offer, therapists will be expected to wear a visor as guidelines advise. However, our therapists will also wear a Fluid-Resistant Surgical Masks a disposable Plastic Apron and disposable gloves. The use of disposable gloves will not affect the treatment that we provide.
Strict practices will be in place to ensure transmission is reduced to therapists; this includes:
Ø Therapist to not touch their face throughout treatment
Ø Oil/Cream bottles must be pumped with their forearm or the back of their hand or a surface that has not been in contact with the therapist.
Ø Upon finishing the client, the therapist must use the antibacterial gel before leaving the room to reduce contamination of door handle and must then complete a full hand wash.
Ø Please see cleaning schedules and controls to show how the risk of spread will be controlled.
Ø Full PPE will be worn to complete full deep clean between clients.
We will ensure a good stock of PPE in the clinic to ensure that our clients and therapists are protected as much as they can be.
We will request all clients to wear a form of facial covering in line with government advice. We would advise you to wear a facial covering as you enter the clinic as our therapist will need to take your temperature. If you are receiving a treatment that requires you to have your face down in the head hole we will not require you to wear a facial covering. However, if you are having a treatment where you are facing up and therefore the therapists will be close to your face then we will require you to wear your facial covering. This is exempt for clients having a facial. We DO NOT advise clients purchase medical masks instead use a form of facial covering, such as a scarf or homemade masks which are washable and can then be washed as soon as you get home and used on your next visit.
CLEANING
In lieu of a cure, vaccine, antibody test, or other intervention for COVID-19, there is no way right now to venture back into practice without revised protocols to protect our clients and our therapists. Our cleaning protocols were strict before COVID-19 but with the spread of COVID-19 being so rapid and it having the ability to lay on surfaces our cleaning/sanitisation protocols are now even more stringent.
We have removed all clutter, un-necessary items and surfaces that cannot be wiped down from the clinic. This means that for the foreseeable future there will be no memory foam mattress on the therapy beds. Instead we will have a waterproof wipeable cover on the bed covered with therapy coach roll. The client will then be covered with 1 x freshly laundered towel or sheet – although clients can request to bring their own towel if they are clean. Pillows will be covered with a waterproof washable case and then a pillowcase that will be removed after every client. Our bolsters are all wipeable but again will be wrapped in couch roll to prevent direct contact with clients.
The waiting area has been removed and chairs have been covered with a plastic covering although we are recommending that clients to not sit down and instead will place clothes on a washable chair and lay straight down ready for their treatment. Basically, touch as little surfaces as possible.
Stringent cleaning schedules will be in place at Barn Mews Well-Being Clinic for the foreseeable future. We will have daily cleaning checklists to complete at the start of the day, between each client and the end of day and an extra deep clean 3 x week. Please be aware that due to these strict cleaning schedules we will be requiring longer periods of time between clients so please be aware that appointments cannot be extended, and we will not start treatments early.
Our cleaning schedules and checklists will be visible at the clinic if clients do wish to see them. If clients would like to see a copy of the stringent cleaning schedules, we can email you a copy.
Data Protection
Barn Mews Well-Being Clinic strictly abides by and adheres to the GDPR 2018, which sets rules for the processing of personal information. It applies to both manual and computer records.
Clients have the right to access information held about them either electronically or in paper format. Clients who wish to obtain this information will need to contact the Barn Mews Well-Being Clinic Manager by email on barnmewswellbeingclinic@outlook.com who will arrange for the client to sign a Release of Medical Records Form.
For clients who wish to have automatic payments your card details will securely be stored on our clinic sense booking system. These details will not be shared with any one and cannot be accessed by any third party. When taking payment for services we can use the stored card details, but the therapist is unable to see the full card details.
Although your card details are taken at the time of booking – no payment is taken from your card at this time and no payment will be taken until we have consent for payment to be taken.
DISCLAIMER
Barn Mews Well-Being Clinic provides massage therapy and bodywork in a variety of forms, but none of these bodywork modalities are a substitute for professional medical care or counselling. None of the practitioners at Barn Mews Well-Being Clinic will diagnose, prescribe medication or medical treatment of any kind, unless they are personally qualified to do so, and will always recommend referral to a GP or other qualified medical specialist or practitioner.
The client has a duty to provide accurate and true medical and personal information, to the best of their knowledge, and to keep Barn Mews Well-Being Clinic up to date with details of any medication, symptoms, medical concerns or treatments they are having investigated or undergoing treatment for.
All practitioners at Barn Mews Well-Being Clinic may refuse to treat any client or part of their body with just and reasonable cause. Barn Mews Well-Being Clinic reserves the right to terminate any appointment at any time if they believe that it is not safe or in the client’s best interest to continue. Likewise, the client has the right to refuse, modify or terminate treatment at any time, regardless of prior consent given.
Clients attending Barn Mews Well-Being Clinic during the Corona Virus Pandemic must consent to understanding that although we are taking all precautions and following all procedures and guidance; because massage therapy work involves maintained touch and close physical proximity over an extended period of time, there may be an elevated risk of disease transmission, including COVID-19.
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CONTACT
barnmewswellbeingclinic@outlook.com
07540478647
Revised & Updated: October 2020
