Academy Dental

Terms of Service

At Woking Dental Care, we constantly endeavour to provide the highest quality service. This agreement provides further details of our terms and conditions of service. As a patient of Woking Dental Care, we ask that you agree to follow these terms and conditions.

Treatment planning

Once your treatment plan has been agreed upon with the Dentist or Dental Specialist, we will provide written details of your treatment plan. If this plan changes due to radiographic or clinical findings, we will inform you and discuss this with you. Treatment plans and fees are valid for 90 days from the date the treatment was prescribed. If you wish to query any points on your treatment plan, please do not hesitate to ask us before booking the appointments

Consent forms

Specific treatments require the completion of a written consent form. This explains the treatment, aftercare, any risks and benefits to you thoroughly before any of these treatments are carried out.
Consent for any treatment can be withdrawn at any point by the patient or dental professional.


The final balance for treatment is due on the day the treatment is provided. A deposit is required when booking an appointment. We do not operate an account in an arrear’s facility, and we need payments to be settled at the appointment where treatment is provided. Where treatment incurs a laboratory fee, between 50% to 100% of the total cost is due at the appointment when impressions/scans are taken. For specific treatments like Dental Implants and Invisalign, fees might be taken in staged payments and at each visit outlined in your treatment plan.
Fees for treatment where intravenous sedation is included must be settled before the appointment to avoid financial transactions or signatures being required whilst a client is still under the influence of the sedative.
In cases where treatment is paid for on finance through a Finance company, please be aware that the finance agreement must be accepted and signed before starting that treatment. Please note that finance is only available on treatments over £500.00, not including Emergency Dental Treatment, and that a deposit may also be required.
If you have financed any of your treatment costs through the finance company and wish to cancel your treatment after signing the agreement forms, please be aware that a cancellation fee of up to 15% of the total finance amount will be charged.
Woking Dental Care reserves the right to charge time-based deposits for booking future appointments. Deposits are deductible from the cost of treatment. When we book free consultations, we require a refundable deposit of £20 to secure the appointment.
This deposit can either be refunded to you on attendance or credited towards your treatment with us.

Payment methods accepted are:

1. Cash
2. Debit/Credit Card excluding American Express
We do not accept any payments by cheque. Please note that unpaid accounts are routinely referred to a Debt Collection Agency or the Small Claims Court, and we reserve the right to recover all costs incurred in doing so.
Late cancellation or missed appointments
If you need to rearrange your appointment please remember that we require at least 2 working days notice so you do not incur a late cancellation fee or loss of any deposits paid towards that appointment. Failed appointment fees must be settled before any other appointment is booked.
Please note it is also down to the clinic’s discretion if further appointments can be booked for any late cancellations or missed appointments.

Personal Details

You must give a complete medical history and details of any medication you take. Should these change in any way, you need to tell your Dentist. It is your responsibility to inform the clinic of any personal details and medical history changes.

Use of Images and X-rays

We may ask with your permission to use images and x-rays of your smile and teeth for marketing and educational purposes. We may also ask you to participate in videos in collaboration with our videographers. Such arrangements will be discussed with you before and agreed upon separately.
Pictures of your teeth are essential in communication with the dental laboratory that handmade dental restorations are required to ensure the best aesthetic results.
Use of patient contact details
The health of our patients is our highest priority, and we also like to keep our patients informed of various significant changes at the clinic and our latest special offers. We want to remind our patients of their appointments, and other various essential reminders when they are due for their next cycle of care. On this note, you may be periodically contacted by the clinic via phone, text, email or by letter in the post. If you DO NOT wish to be contacted by the clinic by any or all these means, please let us know.

No tolerance/Abuse policy

We operate a zero-tolerance policy to abuse our Dentists and staff, loud/disorderly/drunken behaviour, persistent missing and late cancellation of appointments (after multiple warnings). In these situations, we reserve the right to refuse treatment and admission.

Data Protection Act

We store all patient personal details on a secure computer system following the Data Protection Act & GDPR. All clinical notes, digital radiographs, digital photographs etc., remain the property of Woking Dental Care to view. Copies of records, radiographs and photos can be made available on request. We reserve the right to charge an administration fee for these, depending on the request.