Please read these terms and conditions carefully.  They set out the basis upon which you will be provided with treatment at a GenesisCare centre and the arrangements for settling your account.

We ask you to sign the Registration Form prior to treatment at any GenesisCare treatment centre. By signing the Registration Form, you confirm that you undertake ultimate responsibility for your treatment charges whether you are insured, sponsored or self-funding.

Any private medical insurance or sponsorship arrangement will be between you and your insurer or sponsor.

You will be under the care and control of your consultant who may involve other doctors in your treatment if appropriate. GenesisCare staff will provide care and treatment under your consultant’s instructions.

Consultants are independent practitioners who are responsible for the care they provide and they will normally invoice you separately for their services. GenesisCare will not be liable for any act or omission of any consultant (or the company or partnership that employs or engages the consultants if applicable).

Your consultant is responsible for arranging consent for your treatment and this will be completed as part of your consultation with them.

We ask you to give those who are treating and caring for you accurate and timely information about your health so that appropriate care can be delivered throughout.

It is important that you keep us updated of any changes in your contact details.

The signature on the Registration Form by you or your representative confirms acceptance of the terms and conditions in the Registration Form and this booklet.

For the purposes of this document, centre shall mean any treatment centre owned by GenesisCare. Unless otherwise stated, the contract is between GenesisCare and you, the patient.

The contract shall be governed by and construed in accordance with English Law and the English Courts shall have non-exclusive jurisdiction to settle any dispute arising out of the contract.

The contract between you and GenesisCare is different from, and separate to, the contract that you have with your consultant (which may or may not be written) and where applicable between you and your sponsor or insurer. If you are unsure about how your contract works, please ask.

You will be liable for all personal expenses and any charges not settled by an insurer or sponsor. If there are delays in settlement, there may be penalties, for example the charging of interest for which you will also be liable.

Interest may be charged at the rate of 8% per annum, plus the Bank of England base rate, calculated from the invoice date on all accounts where credit has not been granted and there are delays in payment.

Any further collection costs incurred by GenesisCare (including fees billed by collection agencies and solicitors) will be added to the final amount payable.

Patients with UK medical insurance

You agree to pay for your treatment. Whilst you will remain responsible for the payment of your treatment, where you have private medical insurance we will, where possible, process the insurance claim for your treatment with your insurer, provided you have given us and your insurer all the information we and your insurer need to do so.

You/your representative must contact the insurance company prior to treatment to check cover and the terms of the policy. You/your representative will be responsible for verifying with the insurer that the condition to be treated and proposed treatment plan is covered by the insurance and that cover is adequate to pay for your treatment. The GenesisCare authorisations team and centre are not responsible for this verification but will aim to assist wherever possible. The GenesisCare authorisations team and centre will process insurance claims directly with approved insurers on your behalf where you have provided claim details.

Where we process your insurance claim and your insurer pays us direct, the rate agreed between GenesisCare and your insurer will apply to your treatment. If you pay for your treatment and subsequently seek reimbursement from an insurer, we will invoice the respective insurer at the agreed rates. Once funds have been received from the insurer for the complete treatment episode, a refund will be provided to you for any payment that has been received for the same treatment episode.

Insufficient documentation will prevent direct settlement and will result in the account being treated as self-funding. Any shortfalls in benefit are your responsibility.

Most private medical insurance companies require claims to be authorised before a patient may be treated at a private facility.

If confirmation of cover cannot be obtained by the time of registration, you will be asked to either self-fund or defer treatment until authorisation has been received.

Private medical insurance does sometimes have exclusions, this may be due to a previous medical condition or to a general exclusion within your policy. It is always wise to check for any exclusion or benefit limits before commencement of treatment.

Please bring all appropriate registration documents, pre-authorisation statements or a claim form with you, as directed by your insurer. Again, we strongly recommend that you obtain clarification of the cover provided under your policy.

Some insurance policies contain a six-week clause, which permits private medical attention only if you cannot be seen by an NHS hospital within six weeks; it is imperative that you discuss this with your consultant and insurance company before the planned treatment date.

The claim form must be completed by you or your representative and forwarded to the consultant or GP arranging treatment.

GenesisCare has direct settlement arrangements with many UK insurance companies. While we will invoice an insurance company directly on your behalf, it remains your responsibility to ensure that claims are processed promptly. Should the insurer decline or delay payment for any part of the treatment, we will invoice you for immediate settlement. In this instance an invoice would be raised and posted to your home address, or emailed to you, along with details of how to make payment.

GenesisCare has agreements with a limited number of insurers that offer international cover. If no agreement is in place, you will be required to pay in full and claim back monies from your insurer at a later date.

If a company, employer or other third party agrees to settle the account, they will need to provide a letter of guarantee along with a deposit.

We accept direct settlement arrangements only with third parties with whom we have a prior arrangement. If such an agreement is not in place, you will be asked to settle your account in advance of your initial appointment with us and you will need to recover the sum from your sponsor.

Letters of guarantee must be addressed to the centre and must be specific with your name, the planned treatment, the date and relevant reference numbers.

The letter will need to specify any charges that are not included and any special requests for the format of the account.

In all circumstances, responsibility for account settlement rests ultimately with yourself as the patient. Should any sponsorship or guarantee fail you will be required to pay the outstanding balance in full. In this instance an invoice would be raised and posted to your home address, or emailed to you, along with details of how to make payment.

If you are to receive radiotherapy or chemotherapy treatment, we require full payment and receipt of cleared funds three days prior to your initial appointment. The centre may require further payments on account should your treatment plan change or be extended.

If you are to have diagnostic tests or procedures, full payment on the day of the procedure is required.

Quotations or estimates relating to GenesisCare fees which are given by a consultant or their staff are not valid unless confirmed in writing by the GenesisCare finance team.

GenesisCare offers packaged accounts to self-pay patients undertaking radiotherapy or chemotherapy treatment.

The following items are excluded from a self-pay packaged account:

•  Ambulance charges
•  Telephone or personal expenses
•  Take home drugs that are excluded from the self-pay package
•  Specialist medication
•  Additional procedure(s) or treatment not specifically included within the agreed package
•  Consultant fees other than as specified.

Please read the details of your particular agreement. Ensure you understand what is not included in the package price.

If in doubt please ask a member of the GenesisCare finance team. Any charges not included in the package price will attract additional costs that you will be required to settle.

In the event that you are unable to receive the complete treatment course, and an advance payment has been made, GenesisCare will refund the payment, less any amount that owed to GenesisCare and/or the Consultant for any care or any part of the treatment package already provided.

Please note that we will pay any refund only to the cardholder or person who made the original payment by the method that they had paid.

If you decide not to go ahead with your treatment package you will need to pay for the treatment that you have received up until the point of cancellation.

We accept most major credit or debit cards, with the exception of American Express.

Cheques

Cheques are accepted if they are drawn on a UK bank. Cheques must be paid in and cleared three days in advance of the initial appointment.

Cash

Cash is only accepted up to the amount of £500 and please note we cannot refund cash.

Bank transfer

Banks can usually generate same day transfers from current accounts on instruction from the account signatory. Please make sure the details include your full name and GenesisCare medical record number, if you have one.

Payment should be made payable to our bank, details of which are available upon request.

If you are an NHS patient, the costs of your treatment are paid by the NHS.

GenesisCare regrets that if you arrive without satisfactory insurance or sponsorship documentation or any acceptable method of pre-payment, we will be unable to proceed with your treatment. On such an occasion, our staff will contact your consultant to discuss the situation.

Please note that GenesisCare’s centres accept no liability whatsoever for any loss or damage to valuables, cash or personal effects belonging to patients or other persons, whether as a result of negligence or otherwise.

We advise you, and anyone you bring with you, not to bring valuables into the centre.

By signing the Registration Form you agree to be bound by these terms and conditions. If there is any conflict between these terms and the Registration Form, these terms will take precedence. GenesisCare may update these terms from time to time, including, for example:

•  Where we reasonably consider it will make them easier to understand
•  Because of changes in the law, codes of practice or the way in which we are regulated
•  To cover a development or change in the services that we provide.

Changes will only apply to any new episode of treatment or new treatment package that you receive and you will be asked to agree to any new terms before they become effective for you.

Note that any new terms will not apply to any treatment package which is part-way through when the terms are changed.

You acknowledge and accept that applicable law may change and prevent GenesisCare from providing certain treatment. If GenesisCare becomes aware that such a change has occurred and the change has an effect on your treatment, GenesisCare will contact you to inform you of this and its consequences. For the avoidance of doubt, applicable law includes all laws, regulations, guidelines and professional obligations applicable to the provision of treatment or the performance of services for you.

If there is any problem with the services we provide, please contact us and tell us as soon as possible, and we will investigate the problem under our complaints procedure and try to put things right as soon as we can. Please ask any member of staff at a centre for a copy of the leaflets that explain our complaints procedure.

You have legal rights in relation to services not carried out with reasonable care and skill. Nothing in these terms will affect these legal rights.

GenesisCare may transfer and assign your contract to any person who acquires all or substantially all the assets of GenesisCare or to any other member of the GenesisCare group of companies.

Except for you or GenesisCare, no person will have any rights under or in connection with these terms.

If you should have any concerns or question relating to the content of this booklet, please do not hesitate to contact the Patient Administration team at your treatment centre.

GenesisCare is a trading name of Genesis Cancer Care UK Limited. Registered Office: Wilson House, Waterberry Drive, Waterlooville, PO7 7XX. Company registration number: 05796994. Registered in England & Wales.