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. 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 service or out-of-hours clinical support or urgent care
SERVICES OFFERED
ASSESSMENT
We provide consultant psychiatrist led assessments within a multidisciplinary team. Our psychiatrists carry out assessments of children, adolescents with a wide range of emotional, behavioural and neurodevelopmental difficulties.
Our Psychiatrists are approved to carry out specialist diagnostic tests including the ADOS (Autism Diagnostic Observation Schedule), ADIR (Autism Diagnostic Interview Revised) and 3DI (The Developmental, Dimensional and Diagnostic Interview). QbCheck, Creyos (Cognitive Assessments) and various other specialist assessments based on current clinical research.
At your first visit, the psychiatrist will conduct a thorough review of the current difficulties and advise whether further appointments are required to complete the assessment or whether a treatment can be commenced. In some instances, following the assessment, for example where ADHD or Autism are being considered, additional specialised assessments may be recommended. It may also be helpful to contact the child’s school, with your consent, to gather more information to help complete the assessment.
By the end of the end of the assessment, the psychiatrist will discuss the formulation, diagnosis where relevant and a management plan including treatment options. Following the full assessment, a report will be provided within1 month of the final assessment appointment.
Psychiatry general appointments lasts up to 90 minutes. Psychiatry follow up appointments last up to 20-45 minutes. ADHD and ASD assessments are more lengthy appointments approx. 2 hours, with pre-assessment information being gathered in advance of the consultation, which may include collating information from 3rd parties including schools with your consent. We aim to provide feedback the same day as the consultation where possible.
Accessibility: If have a condition that you feel may impact your access to our service please contact us on 0207 118 0696 and we will make reasonable adjustments to enable your appointment to proceed and for any treatment to be provided in an individualised accessible format.
TREATMENT
Your treatment package will be tailored to your individual needs. This may include psychiatric reviews, psychological therapies for individuals and/or families, prescribed medication or referral to other professionals. Our psychiatrists work closely with psychologists, psychotherapists, family therapists, specialist paediatric mental health nurses, paediatricians, speech and language therapists, occupational therapists, dieticians and other professionals.
If therapy is indicated, the most relevant type of therapy will be planned either individually for the child or for the family as a whole, or a combination of both. We have a variety of highly experienced therapists based at the clinic in the following professions (psychology, family therapy, psychotherapy, speech and language therapy, and specialist mental health nursing). Therapy sessions last 50minutes and often take place on a weekly basis to begin with and the length of treatment/ frequency of the sessions will differ according to the treatment.
Sometimes medication is appropriate, and the psychiatrist may recommend it. Prior to commencing medication, the psychiatrist will first discuss this in detail with you and enable you to consider the potential pros and cons of this course of action and detail any physical monitoring that may be required.
PHYSICAL EXAMINATION & INVESTIGATIONS
For some patients some physical tests such as blood pressure, weight, height and ECG or blood tests may be recommended. If you would like to have these tests done in the clinic please liaise with our admin office. We recommend that all patients are accompanied by their parent/carer for physical investigations. If you would like an additional chaperone please mention this to the admin team or your doctor so we arrange to accommodate this.
PRESCRIBING
If medication is recommended, your psychiatrist will explain the risks, benefits, and alternatives and provide time for questions and shared decision-making. If you feel you do not have all the information you need to make this decision please contact us to inform us, so further information can be provided. Please be aware that too ensure safe prescribing a follow-up appointment within two weeks of starting new medication is required (unless advised differently by your doctor). Thereafter reviews are required at one, three, six monthly or yearly intervals depending on response and medication type. The timescale will be clearly indicated in the clinic letter. If the patient does not return for follow-up we cannot continue to accept responsibility for the supervision of prescribing.
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 regarding availability, if choosing to dispense via that route, prior to requesting a repeat prescription of that medication which may incur doctors charges.
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).
OUTPATIENT VERSUS CRISIS /EMERGENCY CARE
We are an outpatient service and we provide care to patients who require treatment on an outpatient basis only. Our clinicians are able to treat patients who require weekly, monthly or annual appointments. If a patient will require more intensive support we recommend you see your GP for a referral to your local crisis team. We do not provide out of hours or emergency care, therefore if you are in an emergency please attend your local A and E. If during your engagement with our care, your difficulties escalate in such a way that we feel that you require more intensive support than can be offered by us on our regular outpatient basis then we will support you with finding an appropriate alternative care provider so that you can access the support you require.
SAFEGUARDING
MindOf is committed to safeguarding the welfare of all children, young people, and vulnerable adults under our care. All clinical and administrative staff are enhanced DBS checked and 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 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. If you require further information please contact us for our safeguarding policy.
CONSENT, CAPACITY AND COMPETENCE
We strive to work collaboratively with young people and their families. Wherever possible we will involve parents in their child’s assessment and treatment within the legal constructs regarding consent, capacity and competence in children and young people. Please note that the legal rules regarding who can consent will vary depending on the child/ young person’s age and deemed capacity/ competency. We have a separate policy on consent and further details can be provided if required.
CONFIDENTIALITY
We follow General Medical Council’s guidelines on confidentiality and sharing information.
Please read the following documents for the details.
https://www.gmc-uk.org/-/media/documents/consent---english-0617_pdf-48903482.pdf
https://www.gmc-uk.org/-/media/documents/0_18_years___English_1015.pdf_48903188.pdf
There are exceptions to this confidentiality, where disclosure is mandatory when anyone is at risk.
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).
We are required to keep complete medical records, which includes personal and sensitive data. The medical records are electronic and encrypted. Any paper records including, letters outside medical records, will be scanned and disposed of appropriately. The records are kept in an encrypted Microsoft cloud service (which is GDPR compliant) and in an electronic medical records system (Writeupp) which is GDPR compliant.
You are entitled to review your medical record at any time, unless in the very rare circumstance that your doctor/therapist feels that by viewing your records, your emotional or physical well-being will be jeopardised. If you wish to view your records, we recommend that we review them together to minimise any confusion or misinterpretation of medical terms. Information will be provided to you within 30 days.
Your medical records are kept for the time necessary to provide the service requested and in accordance with regulatory requirements which includes:
Medical records will be retained for the following minimum periods:
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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.
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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.
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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 unless requested otherwise.
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.
COMMUNICATION, CORRESPONDENCE AND VIRTUAL CONSULTATIONS
MindOf is committed to safeguarding the privacy and security of all personal information in line with UK data protection law. All communications are conducted via secure, GDPR-compliant digital platforms, and managed in accordance with the standards of the GMC, CQC, ICO, and other applicable regulatory bodies. We send all sensitive information using encrypted emails. Please send sensitive information via secure email or post only. We use an email encryption service provided by Microsoft Azure/office 365. You will be provided with a one-time code or a login when we send you an email and then you can retrieve the sensitive information. You will be able to reply and send us documents using this encryption email. Emails are checked only intermittently therefore please do not send any urgent enquiries via email. The office answer the phone (0207 118 0696) Monday – Friday 8am-6pm and intermittently check emails sent to info@mindof.uk. Phone calls and emails are usually returned the same day (not including weekends) and we aim to respond to all messages within 2 days. However if there is an urgency to your query we suggest you telephone us. We cannot receive or respond to text messages and request that you do not communicate via text. All calls are recorded for compliance and training purposes. We do not provide a service for medical emergencies. If there is an emergency, please contact emergency services i.e. your GP, Out of Hours Service via the GP or local A & E service.
CORRESPONDENCE TO GPS
In the U.K. healthcare system, the GP holds the overall view of a patient's health and it is important they are aware of the assessment, so they can continue to support the patient appropriately. In line with UK best practice guidelines, MindOf routinely shares clinical summaries and treatment reports with patients’ registered GPs. The contact details provided at registration will be used for all correspondence unless alternative instructions are provided in writing.
CORRESPONDENCE BETWEEN YOUNG PEOPLE, PARENTS/CAREGIVERS & MINDOF
For under 18's, if there are multiple parents/ caregivers involved with parental responsibility, please ensure to copy all parties into correspondence sent by a parent/caregiver into the clinic regarding the child/young person. Any correspondence from MindOf for a parent/caregiver will automatically be sent to all parties with parental responsibility. For 18's and over, the option for the young person to consent to share information regarding their clinic appointments and invoices is available in the consent form and we advise this is discussed with the young person and completed prior to the fist appointment. Please also ask the young person to choose the option of whether the young person would like /not like their clinic letters shared with their parents/caregivers. Consent can be withdrawn at anytime. Where explicit consent is not held by the clinic, for 18's and over, all correspondence will be sent to the young person themselves. If a parent/caregiver is providing information regarding the young person we advise that the young person be copied into the correspondence wherever possible, unless the parent/caregiver feels this would be potentially harmful for the young person to receive this. If the clinician feels it is not the young person's best interest to receive this correspondence the clinician will advise the parent/caregivers of this.
CORRESPONDENCE TO SCHOOLS
Where schools or other 3rd parties are requested to provide information for a patient assessment, they will be advised that the contents will be stored in the patient medical records and may be included in the assessment reports/appendices. All information provided by third parties may be provided to the patient or parents/caregivers in the under 18s group unless explicitly requested not to be disclosed if there are safeguarding concerns or concerns it would not be in the patients best interest to disclose. We adhere to confidentiality criteria set out by our regulatory bodies such as GMC, CQC and comply with data protection regulations from GDPR and ICO.
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VIDEO CONSULTATIONS
We provide secure video consultations via a secure and encrypted and GDPR compliant software/platforms (Writeupp & Microsoft teams). Patients are sent a secure link to the video call on booking. We advised patients find a quiet and confidential place to speak during the session and wear headphones. We adhere to the GMC guidance on providing appropriate care in a video consultation.
EMAIL CONSULTATIONS
MindOf does not provide clinical consultations, diagnoses, or treatment advice via email. Email communication is restricted to the following purposes:
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Administrative matters (e.g. booking, rescheduling, payments, document exchange)
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Sharing reports or clinical summaries already discussed during a booked appointment
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Clarifying information that has already been covered in consultation.
Email consultations are not offered for the following reasons:
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Clinical safety – Mental health advice must be provided in the context of a full clinical assessment. Email cannot offer the necessary detail or interaction for safe decision-making.
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Confidentiality and data protection – Although our systems are encrypted, email is not suitable for complex or sensitive clinical discussions.
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Record-keeping requirements – GMC guidance requires all clinical advice to be properly documented within a patient’s medical record. This is best achieved during scheduled appointments.
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Quality of care – Appointments allow for full exploration of symptoms, context, and follow-up questions, which email cannot replicate.
Any clinical queries, treatment requests, or new concerns must therefore be addressed within a booked appointment (in-clinic, virtual, or telephone). Written, email, or telephone correspondence outside of scheduled sessions may incur administrative charges as outlined in our published fee policy.
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:
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Allows clinicians to maintain full engagement during appointments
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Enhances the quality and accuracy of documentation
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Reduces administrative burden, enabling more time for patient care
Privacy and Data Protection:
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Heidi Health only processes information shared during your consultation
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All data is handled securely and in compliance with UK GDPR, Data Protection Act 2018, and applicable healthcare privacy standards
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You have the right to withdraw your consent to the use of Heidi Health at any time, without affecting your access to care.
FEES AND PAYMENT TERMS
All fees are to be paid at the time of appointment booking. Prescriptions provided during the consultation are provided free of charge, but between consultations incur a fee. If you would like your medication to be dispensed by us and delivered to you this can be arranged, and will incur an additional fee, which varies depending on the medication required. The psychiatric consultation fees include an initial assessment report. However additional reports will incur an additional fee. Other miscellaneous services such as filling forms, telephone/email correspondence, will incur a fee. The fee list is available at https://www.mindof.uk/fees-information and we ask that you read this prior to signing the consent form.
Please note that even if someone else is paying your bill you are responsible for paying any charges, if they do not pay. If you have medical insurance you will be required to pre-pay for your appointment and be given a receipt which you can submit to your insurer for reimbursement. We advise that you check with your insurer that they will reimburse you, prior to booking. All new patient consultation charges are inclusive of a £200 non-refundable deposit at the time of booking. Completed appointments and reports are non-refundable. Payment is due at the time of booking in advance of the appointment. Late payment will incur a £50 additional charge. legal action or debt recovery processes may be pursued for non-payment. Fees are subject to change with notice.
CANCELLATIONS AND NON-ATTENDANCE
Unfortunately, we are not able to see all new patients as promptly as we would like to due to the large numbers of referrals. If you are unable to make your appointment, please provide at least 7 working days notice for new patient assessment appointments and 3 working days notice for follow ups so that there is time to arrange for someone else to be seen. If not sufficient notice is provided, then the full consultation fee will be charged. Failure to attend an appointment without prior notice will also be treated as a late cancellation and the full fee will apply.
ACCESSIBILITY
if you have a condition that you feel may impact your access to our service please contact us on 0207 118 0696 and we will make reasonable adjustments to enable your appointment to proceed.
PATIENT AND CLINIC RESPONSIBILITIES
At MindOf, we believe in a collaborative approach to care.
Patients (or their parent/guardian) are expected to:
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Provide accurate and complete information about medical history and current concerns
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Attend scheduled appointments on time and give appropriate notice for cancellations
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Engage respectfully with staff and follow the agreed care plan
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Inform the clinic of any changes to contact details, health status, or treatment from other providers
MindOf is committed to:
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Delivering care that is safe, ethical, and tailored to individual needs
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Ensuring all staff are appropriately trained and qualified
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Protecting patient confidentiality and safeguarding wellbeing
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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
We are always looking to maintain and improve high quality standards of care and value all feedback relating to your experience of the practice as a whole. If you would like to leave feedback please complete the form available at www.mindof.uk/feedback.
COMPLAINTS
If for any reason you are dissatisfied with the care provided by your doctor/therapist and wish to make a complaint, please contact us on info@mindof.uk and request a copy of our complaints policy/procedure. We adhere to the ISCAS Code (Independent Sector Complaints Adjudication Service) Code which is recognised by healthcare regulators. https://iscas.cedr.com. Further details of our complaints procedure is available at: Complaints | MindOf
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, failure to provide accurate information to the clinic, or to 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 to us, non-compliance with clinical advice, or failure to access emergency support where needed.
CONTACT DETAILS
Tel: 0207 118 0696 (Monday to Friday, 08:00–18:00, excluding bank holidays)
Email: info@mindof.uk
In medical emergencies, please contact 999, your GP, or attend your nearest A&E department
FURTHER INFORMATION
Further information about the services provided are available at the weblink below:
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: 03/09/2025