By booking your appointment, you acknowledge and agree to West Wales Ultrasound’s general terms and conditions, as well as the booking and cancellation policies detailed below.
Booking Policy
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All ultrasound scan appointments must be booked online via our secure booking platform.
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For patients without internet access, we are happy to take bookings over the phone.
Payment
Online bookings:
Full payment is required at the time of booking. Payments are processed exclusively through our secure online payment gateway.
Phone bookings:
If booking over the phone, we will send you an invoice by text or email. This must be paid immediately to confirm your appointment. Unfortunately, unpaid bookings cannot be held.
Self-Referral Patients
If you are self-referring, you will begin with an Initial Consultation (booked under New Patient Consultation).
During this appointment we will:
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Review your medical history
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Carry out a physical examination
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Discuss our findings and recommendations
If an ultrasound scan is clinically indicated, it will usually be carried out immediately after your consultation. A further fee for the scan will apply. Please check out Ultrasound Scan Prices. The total cost will be the New Patient Consultation and Individual Scan Fee.
Patients Referred by a Licensed Healthcare Professional
If you are being referred by a healthcare provider – physiotherapist, chiropractor, osteopath, or podiatrist – they will need to:
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Download the referral form from the West Wales Ultrasound website
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Complete the form with relevant clinical details
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Return it by email to West Wales Ultrasound before your appointment
Important:
Before attending your appointment, your referrer will need to have send us the referral form.
Referral Form Requirements
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Referral forms must be received by West Wales Ultrasound at least 48 hours before your appointment.
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If the form is not received within this timeframe, your booking may be cancelled and the full booking fee forfeited.
For bookings made less than 48 hours in advance, referral documents must be received immediately upon booking.
We will always make every effort to resolve missing paperwork issues before cancelling, but ultimately, appointments without the correct referral documentation are subject to cancellation at our discretion.
Arrival & Late Attendance
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Patients are required to arrive on time for their appointment.
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If you arrive late, we may not be able to complete your scan and your booking fee may be forfeited.
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Where possible, we will proceed with the appointment, but this is at the discretion of West Wales Ultrasound.
Cancellation Policy
We understand that life can be unpredictable and aim to balance fairness with flexibility. Please review our cancellation terms below:
1. Patient Cancellations
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48 hours’ notice (working days) is required to receive a full refund for your scan appointment.
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Cancellations are easiest via the secure link included in your booking confirmation email.
If you cancel with at least 48 hours’ notice, your payment will be refunded in full.
2. Late Cancellations & No-Shows
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If you cancel with less than 48 hours’ notice or do not attend your appointment, your booking fee will be forfeited and no refund will be issued.
3. Clinic Cancellations
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In the rare event that West Wales Ultrasound must cancel your appointment, we will issue a full refund with no deductions.
Goodwill Rescheduling (Late Cancellations)
We know that unexpected circumstances – such as sudden illness or emergencies – can arise.
If you need to cancel within the 48-hour window, we sometimes offer a one-time goodwill option to reschedule without losing your payment, provided that:
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The new appointment is booked and takes place within 7 days of the original date.
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No further rescheduling is allowed for that appointment.
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If the rescheduled appointment is cancelled, no refund will be issued.
- The Goodwill Gesture is up to the discretion of West Wales Unltrasound
If you have ongoing circumstances that regularly affect your ability to attend, please speak to us – we will always do our best to accommodate you wherever reasonably possible.
Why These Policies Matter
Our policies are designed to:
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Keep wait times low for patients who need urgent scans
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Ensure our clinicians’ time is used efficiently
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Prevent wasted appointments that could have helped another patient
We appreciate your understanding and cooperation.
If you have any questions, please contact us at info@westwalesultrasound.co.uk.
Summary
By booking with West Wales Ultrasound, you agree to these policies, which help us maintain a professional, fair, and efficient service for all our patients.