Appointment Cancellation Policy

Effective for all consultations and procedures

1. Introduction

We are committed to providing the highest standard of dermatological care to every patient. Appointment slots, whether for consultation or clinical procedures, are a finite and valuable resource. When appointments are cancelled at short notice or are not attended, it is rarely possible to offer that time to another patient in need.

This policy sets out our expectations regarding appointment attendance, cancellation and the associated fees. We ask all patients to read it carefully before booking.

2. Booking Confirmation

All appointments are confirmed by email or letter at the time of booking. It is the patient's responsibility to:

  • Ensure the date, time and location of their appointment are correct.
  • Notify us promptly of any change in contact details.
  • Inform us in advance of any clinical information that may affect the appointment.

3. Cancellation Notice

We understand that circumstances can change unexpectedly. Where cancellation is necessary, we ask that patients provide as much notice as possible so that the appointment time may be reallocated.

To cancel or reschedule an appointment, please contact us by:

4. Cancellation Fees

The following fee schedule applies to all appointments:

Notice Given Consultation Fee Procedure Fee
More than 48 hours No charge No charge
24-48 hours 50% of fee 50% of fee
Less than 24 hours 100% of fee 100% of fee
Did Not Attend (no notice) 100% of fee 100% of fee

Important: Any cancellation made with less than 24 hours' notice, or any failure to attend without prior notification, will result in the full consultation or procedure fee becoming immediately payable. This applies regardless of the reason for cancellation.

5. Exceptional Circumstances

Professor Madan recognises that genuine emergencies do arise. Where a patient is unable to attend due to a serious and unforeseen medical emergency affecting themselves or an immediate family member, they are encouraged to make contact at the earliest opportunity. Any discretionary waiver of fees in such circumstances is entirely at the discretion of the practice and does not constitute a precedent.

Documentary evidence, such as a hospital letter or medical certificate, may be requested before any discretionary waiver is considered.

6. Rescheduling

Patients who need to reschedule their appointment are encouraged to do so with a minimum of 48 hours' notice. Where rescheduling is requested with more than 48 hours' notice, no cancellation fee will be applied and a new appointment will be offered subject to availability.

Rescheduling requests made within 24 hours of an appointment will be treated as a late cancellation and subject to the fee schedule in Section 4.

7. Payment of Cancellation Fees

When a cancellation fee is due, an invoice will be sent to the patient's registered address or email within five working days of the cancelled appointment. Payment must be made within 14 days of the invoice date.

For patients whose appointments are arranged through a private medical insurer, please be aware that cancellation fees are not routinely covered by insurers and will remain the patient's personal responsibility.

Failure to settle outstanding invoices may result in future appointments not being offered until the balance is cleared.

8. Repeat Cancellations

Where a patient cancels two or more appointments at short notice, or fails to attend on two or more occasions, the practice reserves the right to require pre-payment of fees at the time of booking for any future appointments. The practice also reserves the right to decline to offer further appointments in exceptional cases.

9. Insured Patients

Patients attending under a private medical insurance policy are still subject to this cancellation policy. Insurance policies do not cover cancellation fees, which are the patient's personal liability and not the insurer's. Patients are advised to check the terms of their individual policy.

10. Acceptance of this Policy

By proceeding with a booking with Prof. Vishal Madan, patients confirm that they have read, understood and agreed to the terms of this Cancellation Policy. A copy of this policy is available on request and will be provided with every booking confirmation.

11. Contact Us

If you have any questions about this policy, or if you need to cancel or amend an appointment, please do not hesitate to contact the practice: