terms & conditions

Ts&Cs aren’t the most exciting part of anyone’s voice journey, but they are important to make sure you get the most out of your appointment. By scheduling and attending an appointment with Vocability, you agree to the following:

Booking:

  • Bookings are made via arrangement based on clinician and room availability.

  • Although we will strive to offer sessions at times which fit your needs, this might not always be possible.

  • Short notice appointments may be possible, but this is subject to room and clinician availability.

Changing your appointment:

  • If we need to reschedule your appointment, we’ll strive to give you at least 24 hours notice and re-book your session within the next two weeks.

  • If another appointment isn’t convenient, a refund of any deposit or fees paid for a session cancelled by us will be made in full.

  • If you need to cancel or reschedule your appointment, at least 24 hours notice is required or payment will be required:

    • 12-24 hours notice will incur a 50% charge of the session fee

    • Less than 12 hours notice will incur a full session charge

  • Contact via telephone call or email if you are unable to attend.

  • Where possible, we will aim to reschedule your appointment to a time to suit you; however, this may not always be possible and is based on clinician and room availability.

Failure to attend:

  • If you forget to attend your appointment or fail to show without notice, you will be charged the full session fee.

  • Failing to attend two consecutive appointments may lead to future requests for appointments being refused.

Late arrival:

  • If you arrive late to your session, your original session end time will remain the same.

  • We will try to accommodate any lost time where it is reasonably possible; however, this is at the clinician’s discretion and will be influenced by clinician and room availability, as well as other client bookings.

  • Arrivals 15 minutes after your session start time without notice will be treated as a failure to attend and the full session fee will be charged.

  • Please notify us via telephone if you are running late.

Paying for your session:

  • Self-funding clients will receive an invoice for their session fee either before or directly after their appointment.

  • Payment is due within 7 days from the date of the invoice.

  • Payment is accepted via bank transfer using Monzo for Business.

  • Card payments, payment via cheque, or via other payment systems is not currently supported.

  • If your sessions are funded, an invoice will be sent to your funder following your session.

  • Approval by your funder must be obtained for the total cost of the session(s) prior to booking with Vocability.

  • Insurance payments are accepted via AXA, Aviva, and Vitality Health.

  • Approval by your insurer must be obtained prior to booking a session with Vocability.

  • Payments via Bupa insurance can not be accepted.

  • If funding is withdrawn or refused by your funder or insurer after a session is completed, full payment will be required as a self-funding client.

Keeping you safe:

  • Unless otherwise agreed, sessions will take place on a one-to-one basis with James Smithson.

  • We will happily accommodate others in the session to act as a guardian or chaperone; however, it is requested that any additional persons do not interfere with the session unless otherwise agreed.

  • We ask that you do not bring young children or pets to the session. Exceptions may be made with prior agreement and in the case of service animals.

  • James holds an enhanced DBS to work with children and adults, including vulnerable individuals.

  • Professional indemnity insurance is in place via the Royal College of Speech and Language Therapists.

  • No medical procedures, including basic life support, are within the remit of the session. If you have a pre-existing health condition or feel unwell on the day, please disclose this to the clinician and ensure relevant care and medications are available.

  • Session notes will be written following your appointment. These will be stored in accordance with GDPR and abide by confidentially laws where applicable.

  • Your sessions and what is shared in them will remain confidential.

  • Discussion of your presentation, needs and concerns may be taken to clinical supervision where appropriate, although you will remain anonymous.

  • If the clinician feels you are at risk of harm to yourself or to others, or if you disclose information relating to acts of terrorism, money laundering, drug trafficking, or child abuse, they will be required to notify the relevant authorities and any confidentiality agreements will not apply.

  • You will be notified of any breach of confidentiality where reasonably possible; however, this will not apply to suspicions of terrorism or child abuse.

Keeping us safe:

  • If the clinician feels there is any risk to themselves, others in the building, the general public, or the space, they reserve the right to abandon the session and request the client leaves the building with immediate effect.

  • Any client who attends a session under the influence of alcohol or drugs will be asked to leave and their session cancelled. A full session fee will be required in this instance.

  • Please do not bring food or drinks into the therapy room with the exception of water.