Terms & Conditions

Introduction

MindOf provides private, outpatient psychiatric and psychological services to children and young people up to 25 years of age. Services include assessments, diagnosis, therapy, medication management, and in-clinic or virtual consultations. These Terms & Conditions explain your rights and responsibilities and outline how we deliver care in accordance with applicable laws and professional standards.

Consent for Treatment

MindOf adheres to legal and ethical guidance regarding consent in children and young people.

Patients aged 18 and over are considered adults and can consent to their own treatment.
Patients aged 16–17 are presumed to have capacity to make healthcare decisions and may consent to assessments and treatments independently.
Children under 16 can provide consent if the clinician determines they have sufficient maturity and understanding to make an informed decision (known as Gillick competence). Where a child is not deemed Gillick competent, consent must be provided by a parent or legal guardian.

We always consider the child or young person’s welfare and will involve parents or carers where appropriate and in the young person’s best interests.

Confidentiality and Data Protection

MindOf is committed to maintaining the confidentiality of all personal and clinical information shared with us. All records are handled in accordance with the General Medical Council (GMC) guidance, the UK General Data Protection Regulation (UK GDPR), and the Data Protection Act 2018.

Information shared with us during consultations, assessments, or therapy sessions is treated as confidential and will not be disclosed to third parties without your consent, except in the following circumstances:

where there is a legal obligation to disclose (e.g. court order);
where there is an immediate or serious risk of harm to yourself or others;
where concerns about abuse, neglect, or safeguarding arise and information must be shared with appropriate professionals in accordance with GMC safeguarding guidance;
where information is shared between clinicians or administrative staff within the clinic on a strictly need-to-know basis to ensure safe, coordinated care.

For children and young people, we follow GMC guidance on confidentiality. We will involve parents or carers where appropriate, unless the young person has capacity and specifically requests confidentiality, and we judge it is safe and appropriate to do so.

Patients aged 16 and over are presumed to have the capacity to make their own healthcare decisions, including the right to request confidentiality. Patients aged 18 and over are treated as adults in all matters relating to confidentiality and data access.

We encourage open communication and will always aim to discuss any need to share confidential information with you, unless doing so would place someone at risk.

Scope of Services and Limitations

MindOf provides specialist care on an outpatient-only basis. We are not a crisis, emergency, or inpatient service.

We do not provide:

Crisis intervention or emergency mental health services
Out-of-hours clinical support or urgent care

Services Offered

a. Psychiatric Assessment

Our consultant psychiatrists provide specialist assessments for children and young people presenting with emotional, behavioural, and neurodevelopmental difficulties.

We are qualified to administer a range of structured diagnostic assessments, including:

ADOS-2 (Autism Diagnostic Observation Schedule)
ADI-R (Autism Diagnostic Interview – Revised)
3Di (Developmental, Dimensional, and Diagnostic Interview)
QbCheck
Creyos (Cognitive Assessments)
Various specialist questionnaires based on current clinical research

At the initial consultation, a comprehensive review of presenting concerns will be carried out. The psychiatrist will then determine whether:

Additional appointments are required to complete the assessment
Further diagnostic tools should be used
If treatments can begin at this stage

Where ASD or ADHD are being considered, additional specialist assessments may be advised. With your consent, we may also contact your child’s/young person’s school/work or other professionals to gather supporting information that contributes to the overall formulation.

Upon completion of the full assessment, your psychiatrist will:

Discuss the clinical formulation and any diagnosis (where applicable)
Present a management plan tailored to the patient’s individual needs
Outline relevant post-diagnostic support options

A detailed clinical report will be provided within four working weeks of the final assessment/feedback appointment.

Appointments Duration Guidelines:

General Psychiatric Assessment: up to 90 minutes
ASD Assessment: up to 120 minutes
ADHD Assessment: up to 120 minutes
Follow-Up Appointments (clinic or virtual): up to 45 minutes
Telephone Follow-Ups: up to 20 minutes

If you require accessibility accommodations, please contact us on 0207 118 0696 in advance, and we will make reasonable adjustments to support your needs.

b. Treatments

We provide tailored support plans that may include:

Regular psychiatric reviews
Individual or family psychological therapies
Prescribed medications
Referrals to appropriate in-house or external professionals

Our multidisciplinary team includes:

Clinical Psychologists
Family Therapists

Psychotherapists
Paediatric Mental Health Nurses
Paediatricians
Speech and Language Therapists
Occupational Therapists
Dietitians

Therapy may be delivered in the form of:

Individual sessions with the child
Family-based sessions
A combination of both, as clinically appropriate

Therapy sessions are 50 minutes in duration and are typically offered weekly to begin with. Frequency and duration are reviewed regularly based on clinical progress and individual needs.

c. Prescribing

If medication is recommended, your psychiatrist will:

Explain the risks, benefits, and alternatives
Provide time for questions and shared decision-making

To ensure safe prescribing:

A follow-up appointment within two weeks of starting new medication is required (or earlier if clinically indicated)
Ongoing prescribing requires review appointments at intervals of 1, 3, 6, or 12 months, as outlined in your clinic letter

If follow-up appointments are not attended or booked accordingly to the clinician's specifications, we cannot take responsibility for prescribing, and medication provision may be discontinued.

Controlled medications will only be prescribed in accordance with UK law and may require face-to-face assessments or ID verification. We reserve the right to refuse or discontinue prescribing if clinical safety cannot be ensured.

Medication Availability and Supply Issues

Please be aware that certain medications, particularly those prescribed for ADHD, may be subject to national shortages or local supply issues. If requested, MindOf can sometimes source the required medication for you as recommended by your doctor. Some patients prefer to use their local chemist. It is the responsibility of the patient (or their parent/carer) to check availability with their chosen pharmacy prior to requesting a prescription or a medication review appointment.

MindOf cannot be held liable for any delays, disruptions, or consequences arising from the unavailability of medications, whether due to local pharmacy stock levels or wider national supply shortages. While we will make reasonable efforts to assist in sourcing alternatives where appropriate, the responsibility for obtaining the medication ultimately lies with the patient (or their parent/carer).

d. Physical Examination & Investigations

In some cases we may require physical tests such as ECGs, blood pressure readings, height/weight checks, or blood tests.

To arrange physical health monitoring, please contact our team. Children must be accompanied by a parent or legal guardian. If you would like a chaperone, please let us know when booking.

Fees and Payment Terms

All fees for appointments and associated services are payable in full at the time of booking.

The following conditions apply:

Prescriptions issued during consultations are included free of charge.
Prescriptions issued outside of a consultation incur a separate administrative fee.
Medication delivery (where arranged) may incur an additional charge, depending on the type and handling requirements of the medication.
The initial assessment report is included within the consultation fee.
Any additional services requested by the patient or a third party—including but not limited to:
- Forms and official letters
- School, legal, or insurance reports
- Written, email, or telephone correspondence outside of scheduled sessions will incur additional fees as outlined in our published fee policy.

Our full fee policy is available at: mindof.uk/fees-information

Please note the following responsibilities and conditions:

You remain personally liable for all payments, regardless of whether a third party (such as a private medical insurer, school, or employer) agrees to fund your care.
If using private medical insurance:
- You must pre-pay in full for your appointment
- A receipt will be issued to support your reimbursement claim
- It is your responsibility to check with your insurer in advance that your appointment or treatment is covered

Payment Details:

All new patient bookings require a non-refundable deposit of £200 at the time of booking.
Fees for completed appointments, assessments, and reports are non-refundable.
Full payment is required in advance of any appointment or report preparation.
In the event of late payment, a £50 administrative fee may be applied.
That legal action or debt recovery processes may be pursued for non-payment.
That fees are subject to change with notice.

Cancellations & Non-Attendance

Due to high demand for appointments, we require advance notice for any cancellations or rescheduling requests. This ensures that we can offer the appointment to another patient and make best use of clinical time.

The following minimum notice periods apply:

New Patient Assessments: at least 7 working days’ notice
Follow-Up Appointments: at least 3 working days’ notice

Cancellations made outside of these timeframes will incur the full consultation fee, as the appointment slot cannot be reallocated at short notice.

Failure to attend an appointment without prior notice will also be treated as a late cancellation and the full fee will apply.

Crisis and Emergency Protocols

MindOf does not offer crisis, inpatient, or out-of-hours services.

If you or your child are in crisis or require urgent mental health support, please contact one of the following:

Your GP
Your local NHS Crisis Team
Emergency Services (999) or your nearest A&E department

Should your needs exceed the level of support we can safely offer within our outpatient setting, we will advise you accordingly and help facilitate a referral to a more appropriate service.

Emergency disclosures may be made if immediate risk is identified.

Medical Records

MindOf maintains comprehensive clinical records in accordance with General Medical Council (GMC) guidance, the Data Protection Act 2018 (UK GDPR), and the Records Management Code of Practice for Health and Social Care (NHS England).

Medical records are maintained electronically using encrypted, GDPR-compliant systems, including Microsoft Cloud and WriteUpp. Any paper documents received are securely scanned into our system, and the originals are then confidentially destroyed.

Medical records will be retained for the following minimum periods:

For mental health records (including psychiatric and psychological therapy): 20 years from the date of last contact, or 10 years after the patient’s death, whichever is longer.
For Children and Young People the above applies plus the following may apply (whichever is longer): until the patient's 25th birthday or 26th if young person was 17 at conclusion of treatment, or 8 years after death.
Records relating to safeguarding concerns or legal claims may be retained for longer, as required by law or regulatory guidance.

All records are stored securely, with access strictly limited to authorised personnel, in accordance with information governance standards and the Caldicott Principles.

Once the applicable retention period has expired, records will be securely destroyed using approved confidential destruction methods.

You are entitled to request access to your medical records at any time, unless your clinician determines that doing so would be likely to cause significant harm to your emotional or physical well-being.

Should you wish to access your records, we recommend that this is done in the presence of a clinician, to ensure appropriate context is provided and to minimise the risk of misinterpretation. Administrative charges may apply for the provision of printed copies and postage, where applicable.

Communication

MindOf is committed to maintaining the privacy and security of your personal information in all communications. We use secure digital platforms to protect your data in accordance with UK data protection law.

Our communication systems include:

Encrypted email via Microsoft Azure/Office 365
One-time access codes or secure links for confidential documents
Secure messaging for document exchange via the same platform

Please note the following:

Emails are monitored intermittently; we aim to respond within 1-2 working days
All calls are recorded for compliance and training purposes
Text messages are not accepted or monitored
Urgent queries must be sent by email and followed up with a telephone call during working hours

Contact Details:

Tel: 0207 118 0696 (Monday to Friday, 08:00–18:00)
Email: info@mindof.uk

In medical emergencies, please contact 999, your GP, or attend your nearest A&E department.

In accordance with GMC and UK best practice guidelines, we routinely share clinical summaries and treatment reports with your registered GP.

Please note that we will use the contact details provided at registration for all correspondence unless advised otherwise in writing. For patients under 16, parent/guardian contact is usually required unless the patient requests confidentiality and is deemed competent.

Use of Heidi Health – AI Medical Scribe

To support the delivery of compassionate, high-quality mental health care, MindOf may use Heidi Health, a secure, AI-powered medical scribe tool that assists clinicians during consultations. This technology enables accurate, timely documentation while allowing clinicians to remain fully focused on the conversation.

Heidi Health listens to and transcribes consultations in real-time, helping to generate clear, structured clinical notes. These notes are always reviewed, edited, and approved by your clinician before becoming part of your official clinical record

Benefits:

Allows clinicians to maintain full engagement during appointments
Enhances the quality and accuracy of documentation
Reduces administrative burden, enabling more time for patient care

Privacy and Data Protection:

Heidi Health only processes information shared during your consultation
All data is handled securely and in compliance with UK GDPR, Data Protection Act 2018, and applicable healthcare privacy standards
You have the right to withdraw your consent to the use of Heidi Health at any time, without affecting your access to care

Virtual Appointment

Video consultations are conducted via secure, GDPR-compliant platforms, including WriteUpp and Microsoft Teams.

You will receive a personalised, secure booking link ahead of your scheduled appointment.

To ensure a confidential and effective consultation, we kindly ask that you:

Attend from a private, quiet location
Use headphones where possible to preserve confidentiality
Follow all guidance in line with GMC standards for remote consultations

Safeguarding and Legal Duties

MindOf is committed to safeguarding the welfare of all children, young people, and vulnerable adults under our care. Our safeguarding procedures comply with the Children Act 1989, Children Act 2004, Working Together to Safeguard Children (statutory guidance), and the Care Act 2014 (for adults at risk).

All clinical and administrative staff receive regular safeguarding training appropriate to their role.
If we have concerns about abuse, neglect, or serious risk of harm (to a child, young person, or adult), we have a legal and ethical duty to share relevant information with external agencies (e.g. social care, safeguarding teams) to protect the individual or others.
We always aim to inform the patient or their guardian when a safeguarding referral is made, unless doing so would increase the risk of harm.
We follow local safeguarding board procedures and support multi-agency collaboration where appropriate.
We may also liaise with educational settings, GPs, or community mental health teams as part of safeguarding interventions, in line with multi-agency frameworks.
Chaperones are available upon request.
Failure to attend or engage may prompt safeguarding follow-up if concerns about safety or neglect arise.

Patient and Clinic Responsibilities

At MindOf, we believe in a collaborative approach to care.

Patients (or their parent/guardian) are expected to:

Provide accurate and complete information about medical history and current concerns
Attend scheduled appointments on time and give appropriate notice for cancellations
Engage respectfully with staff and follow the agreed care plan
Inform the clinic of any changes to contact details, health status, or treatment from other providers

MindOf is committed to:

Delivering care that is safe, ethical, and tailored to individual needs
Ensuring all staff are appropriately trained and qualified
Protecting patient confidentiality and safeguarding wellbeing
Communicating clearly and honestly, including about any service limitations

The clinic reserves the right to suspend or discontinue services if safety, cooperation, or professional boundaries are significantly compromised.

Feedback and Complaints

We value all feedback and use it to continuously improve our services.

To provide general feedback, please use our online feedback form at: mindof.uk/feedback

If you would like to raise a formal complaint:
- Please email info@mindof.uk to request a copy of our Complaints Policy, or
- Visit our website: mindof.uk/complaints

All complaints will be reviewed by the relevant practitioner or team. Where necessary, an independent review may be arranged.

We adhere to the ISCAS Code of Practice for managing complaints in the independent healthcare sector: iscas.cedr.com

Important Disclaimer

While every effort is made to provide high-quality, evidence-based care, we cannot guarantee specific outcomes from treatment. Mental health improvement varies from person to person. MindOf is not responsible for any consequences arising from failure to follow treatment plans, provide accurate information, or access appropriate emergency care when required. Our services are not a substitute for 24-hour or inpatient mental health support. We cannot be held liable for any adverse outcomes resulting from non-attendance, delays in communication, non-compliance with clinical advice, or failure to access emergency support where needed.

Acknowledgement and Agreement

By booking or attending an appointment with MindOf, you acknowledge that you have read, understood, and agreed to abide by these Terms & Conditions. If you are booking on behalf of a child or young person, you confirm that you have the legal authority to consent to their care and understand these Terms.

Please note that these Terms may be updated periodically to reflect changes in our services or legal requirements.

The latest version is always available for your reference at: mindof.uk/consent-form

Last updated: 14/05/2025