BabyJabs Terms and Conditions

Vaccine advice

Babyjabs has provided comprehensive information on our website, including ingredients, side effects and aftercare information about the vaccines that we use.

Any parent wishing to follow an alternative vaccination schedule to that offered by the NHS must have a consultation to ensure that that they are fully aware of the risks and benefits of an alternative vaccination schedule and have an understanding that the vaccines used may be unlicensed in the UK.

We are unable to offer medical advice outside of a consultation.

Vaccines are prescription-only medications. We get many requests from parents to answer questions about their child’s vaccines which they have had through the NHS or a different provider. We can only give such advice through a consultation.

Fees

BabyJabs is a private medical clinic, which charges a fee for its services. In accepting a consultation or vaccine appointment, you agree to pay for that appointment. Consultations will be paid for at the time of booking and this fee is non-refundable. Bookings cannot be made for a consultation unless payment has been made. Vaccines are paid for during the vaccination appointment.

A consultation is £180. Any late cancellations (where less than 24 hours’ notice has been provided) or non-attendance at the appointment will result in a loss of the full consultation fee. This is to cover the practitioner’s time that was allocated for the appointment.

If you are booking a consultation for more than one child, there will be an additional fee of £70 for each additional child that is discussed at the appointment.

Although we do our best to keep costs down and provide you with a price for our vaccines, because our vaccines are imported, our vaccine prices may change without notice

Any parent requesting a vaccination schedule update, where the child has fallen more than six months behind or it has been more than six months since the initial consult, will be charged a fee of £60.

Cancellations

Consultations Appointments

We understand that occasionally you need to cancel an appointment. If you cancel with more than 24 hours’ notice, although the fee is non-refundable, we will transfer the appointment to another date.

If you cancel with less than 24 hours’ notice, you will be charged the full amount for the cancelled consultation.

Vaccine Appointments

There is no charge for cancelling or changing a vaccination appointment. We do ask that the appointment is cancelled/changed as soon as you are aware you cannot attend, in order to allow someone else to have the appointment.

If exceptional circumstances lead to BabyJabs needing to cancel your appointment for any reason, we will endeavour to give you as much notice as possible and will rearrange the appointment for your earliest convenience or offer you to attend an alternative location if you are attending for a vaccine at our London clinics.

Late arrival

Vaccine appointments

Please arrive in good time for your vaccination appointment. If you arrive more than five minutes late for your appointment, we may not be able to see you at the allotted time. We will always do our best to accommodate late arrivals. We try to see you if we can, but if the clinic is full, it is difficult to accommodate appointments for those who have arrived late. When you arrive late, you will be expected to wait until there is an appropriate space in the clinic schedule. However, there may be times when a late arrival will result in the rescheduling of your appointment. Our priority is to administer vaccines safely.

Consultation appointments

Consultations are undertaken via video link or by phone. Please ensure that you are on time for your appointment or ready to answer the call. We have a full diary of appointments and late attendance or difficulties with connections may result in a reduced consultation. On the rare occasion that the practitioner is running late, the clinic will get in touch to notify you and to let you know how long the expected delay is.

Refunds

No refunds of any kind will be given on any consultations or vaccinations which have been undertaken.

If your child feels anxious

Occasionally a child becomes anxious during the vaccination process. Together, we hope to reduce your child’s nervousness and administer the vaccine. On rare occasions, it may be necessary for the nurse to stop the appointment. The nurse will do this if they are concerned that your child is too distressed and may be injured during the injection due to uncontrolled movements. This decision will be made if the appointment has gone over its allocated time, and the child is still anxious. In this situation, you would be asked to book another appointment. If the vaccine has been prepared for your child, we will need to charge a 50% fee as the vaccine will need to be discarded.

If you decide from the outset that you don’t want to continue due to your child’s anxiety levels, you will be asked to reschedule your appointment for an alternative date.

Responsibility

During your consultation, a vaccine schedule will be drawn up. The schedule will ensure the maximum level of protection against the relevant diseases provided the schedule is followed. It is the parent’s responsibility to attend appointments and ensure the agreed schedule is followed. If the schedule isn’t followed, we cannot provide assurance that the child will be fully protected against the diseases that we are vaccinating against.

BabyJabs will send reminder emails for booster vaccinations. As this could be several years after the primary course, please ensure that we have the correct email address for you and that you notify us to update it if your email address changes.

If you no longer wish to attend the service, we ask that you notify us so we can update your child’s file.

If there are any vaccines that you decide not to give your child, you should inform the child when they are 18 years old so that they can make the decision, as an adult, if they wish to be protected against those diseases if it is age appropriate.

Out of hours

BabyJabs is not able to respond to patients outside of the clinic’s opening hours. There is not an out-of-hours service. If you are concerned that your child is unwell following a vaccination, you should contact your GP, NHS 111, go to A&E or call 999.

Patient records

All patient details and records are kept in the strictest of confidence by BabyJabs. We share information only with other medical service providers involved directly in your child’s care such as the laboratory performing antibody blood tests or your GP.

We use phone and email to communicate with these other service providers and, while we aim to communicate confidentially, we cannot accept responsibility for the delivery and security of information during transmission.

We will only share your information where you have agreed we may do so, or we have a legal obligation to do so. We will provide you with a letter to notify your child’s GP about their vaccinations or we can email it to them directly.

You have rights to view or access your medical records in line with data protection legislation. If you wish to exercise that right, please contact us.

If a patient is considered to be at risk or a danger to themselves or others, or if we are required to do so by a court order, we will make the necessary disclosures to the relevant authorities.

We will use the email address or phone number that you have provided to contact you regarding your healthcare. Please ensure that these are correct and updated as necessary.

Consent

For infants and young children to be vaccinated, consent must be given by a person with parental responsibility. The person providing their consent has to be capable of consenting and be able to communicate their consent for the child to receive the vaccination.

For each consultation or the child’s first vaccination appointment, we ask that you complete an online registration and consent form before the appointment. When you attend the appointment, you will be asked to confirm the consent verbally before the vaccination will take place.

There are rules set out in the Children Act 1989, which sets the legal requirements for parental responsibility for a child. Mothers automatically have parental responsibility for their children. A father usually has parental responsibility if he is:

Married to the child’s mother or was the civil partner at the time of the child’s birth
Listed on the birth certificate (after a certain date, depending on which part of the UK the child was born in)
Has a court order confirming parental responsibility

Parental responsibility is also granted via an adoption order. In addition, you may have a parental responsibility agreement or court order if you are a parent in a same-sex relationship or a step-parent, for example.

Abusive or threatening behaviour towards staff

We want our staff to feel safe and secure when working. Our staff have the right to work in an environment free from violent, threatening or abusive behaviour and everything will be done to protect that right.

We will refuse access to the clinic or terminate a consultation if you are:

Behaving violently, threateningly or abusively
Refusing to pay for the services provided
A patient who needs emergency or specialist treatment
A risk to yourself or others

Keeping in touch

When providing email addresses and phone numbers, please ensure that they are recorded correctly. We use email and phone to contact you and we cannot accept responsibility for non-receipt of emails or unobtainable telephone numbers.

Please ensure your physical address is recorded correctly. We also cannot accept responsibility if the address is incorrect or for any postal delay or failure of receipt once dispatched from BabyJabs.

BabyJabs complaints policy

Our promise to You

BabyJabs is committed to delivering a high-quality service at all times and endeavours to provide you and your family with excellent personal and professional care whilst at the practice. However, there may be times when your expectations are not met, and you are not satisfied with the service you have received.

Our complaints procedure ensures that we respond to your concerns considerately, quickly and as effectively as possible. All comments and complaints are taken seriously, regardless of their nature whether medical, nursing or administrative. This section outlines our patient complaints procedure and gives you advice about how to make a complaint.

Verbal complaints – in person or by telephone

Every effort will be made to resolve your complaint immediately. However, if your concerns are not resolved to your satisfaction, you will be given a copy of the complaint’s procedure explaining how to make a written complaint and what to expect if you do.

Written complaints (by letter or email)

All written complaints should be addressed to the clinic lead of the clinic at which you were seen. You can find our clinic addresses here.

Please include within your letter:

Who or what has caused you concern
Where or when the event took place
What action, if any, has already been taken
The action or outcome you hope your complaint will achieve

The Clinic Lead will acknowledge receipt of your letter within two working days.

The Clinic Lead will review the complaint to determine in the first instance whether it refers to a problem with the service offered by BabyJabs or whether it relates to the medical management by one of our doctors or nurses, or both.

If the complaint relates to the service offered by BabyJabs then this will be investigated by the Clinic Lead, and an initial response sent within fourteen working days. If further investigation is needed, then you will be kept informed of progress and a response provided as quickly as possible.

BabyJabs ensures only fully qualified doctors and nurses provide vaccines and consultations. We have systems in place for the regular review and audit of our doctors and nurses. BabyJabs takes all complaints seriously and where a complaint is made against a doctor or nurse working for us, we will review their overall performance and recommend further training where this is required. We will also review the circumstances and consider what has been learned from the complaint to avoid the situation recurring and implement changes, such as recommending additional training to other doctors or nurses working for us, where necessary.

Any allegations against an individual doctor or nurse are the responsibility of that doctor or nurse and not the responsibility of BabyJabs.

If your complaint is about the service offered by BabyJabs and the treatment from a Doctor or Nurse, the complaint will be responded to by BabyJabs in respect of the service aspects and the Doctor or Nurse regarding the treatment.

Handling your personal information

You can find out more about how we process your personal information with our Privacy Policy which is available on the website www.babyjabs.co.uk