Services will be delivered as stated in the service level agreement.
Obligations of K2 Associates UK Ltd
The medical service will be carried out by qualified and registered health professionals. All activities will be under the supervision of a registered specialist in occupational medicine.
All staff undergo regular training to maintain and improve their skills and knowledge to ensure excellent service standards. Regular audits are conducted to ensure high quality of service delivery and feedback to individual practitioners is provided.
Confidentiality and data management
Business and clinical information will be kept with the greatest confidence.
K2 Associates UK Ltd is registered with the data protection agency and complies with the requirements. Our registration number with the Information Commissioner is Z1336689.
To provide our services we require to store data on each individual assessment including name, identification details, address, contact details, workplace and medical details. We do additionally hold financial information as required by financial law and regulations. This information is essential for being able to provide the service and services cannot be provided should we not receive consent to handle and store this information. Information is only accessed by relevant staff involved in the service provision. As we are accredited to SEQOHS auditing is an integral part of our practice. Data is anonymised where ever possible for auditing purposes.
Information will be stored on paper and electronically according to our policies and procedures. In a nutshell paper records are usually destroyed between 3 months and 3 years from last entry; depending on details of the individual case. Electronic records will be held for a period related to NHS practice of storage of electronic medical files, HSE requirements or other regulations as far as applicable.
All information and data are held securely in accordance with GDPR 2018.
The General Data Protection Regulation 2018 (GDPR 2018) sets out the Right to Erasure. The GDPR 2018 also states this must not infringe with other requirements to keep information, e.g. HSE, GMC, FOM, HMRC, Companies Act.
Medical decisions are made by qualified individuals and not robots.
Information may be used for the purposes of improving our services to clients including research.
Access to information
Access to information by the relevant individual under the General Data Protection Regulations 2018 is generally used; however, other legislation and regulations need to be taken into account.
Medical information has additional protection requirements. The Access to Medical Records Act 1988 states the exemption
‘A medical practitioner shall not be obliged to give an individual access, in accordance with the provisions of section 4(4) or 6(3) above, to any part of a medical report whose disclosure would in the opinion of the practitioner be likely to cause serious harm to the physical or mental health of the individual or others or would indicate the intentions of the practitioner in respect of the individual.’
Due to these additional requirements, an uncontrolled self-service access to information cannot be supported.
If an employer decides to change their Occupational Health provider each employee needs to provide written consent to transfer their medical record to the new provider. Related costs will need to be paid by the employer.
K2 Associates UK Ltd will name a dedicated contact person for the contract.
K2 Associates UK Ltd will provide written feedback and reports as specified in the relevant agreement.
Reports will not contain confidential information without freely given written consent.
Reports will comply with legislative and regulatory confidentiality and disclosure requirements.
Appointments are usually offered within 2 working days with the Occupational Health Nurse (OHN) or Occupational Health Physician (OHP) and consultations are normally available within 7 to 10 working days at time of enquiry.
Following the assessment with the OHN or OHP and provided consent is given by the person seen, reports are provided password encrypted in PDF format via email within 3 working days if not sooner.
Depending on the person seen providing consent the reports are usually sent 85% of the time in 2 working days.
Appointments arranged via our network can vary from the above stated timeframes.
Medical assessments include reading of up to 2 pages of referral information (minimum 11pt & 2cm border at each side). K2 Associates UK Ltd reserves the right to disregard illegible information. We reserve the right to charge for evaluation of additional information.
Information remains the property of individuals or the client company. However, proprietary assessment methods, software and other tools not developed specifically for the client company under agreement remain the property of K2 Associates UK Ltd.
Obligations of the client
The client will
- Name a contact person to support communication
- Provide required information on work arrangements
- Enable access to information required by K2 Associates UK Ltd for performance of the contract
- Ensure reasonable and necessary access to client premises and equipment to facilitate the service
- Ensure access to relevant staff to facilitate the service
- Keep copies of legally required information, records of medical reports and surveillance review lists
- Pay invoices on time without undue delay
- Inform their employees about the reason and purpose of the referral to K2 Associates UK Ltd and their rights and duties in relation to the referral, including information in accordance with GDPR 2018
- Inform their employees’ data will be held on paper and/or electronically
- Inform their employees regarding the required code of conduct
- Respect confidentiality
If relevant actions have not been carried out, this can result in reduced assessment time impacting on the completeness of advice that can be provided. In severe cases it can make an assessment impossible.
Start and end of services
The provision of services starts at the time stated in the service level agreement. It will be for the duration of 1 year (if not stated otherwise) and be for another year if not terminated 3 months before the end of the year.
Pay-as-you-use services are for the duration of the agreed project or item. Further services need to be ordered separately.
Place of services
The service will be provided at the premises of the client (if not stated otherwise). Facilities will meet the requirements ensuring privacy and comfortable environmental conditions suitable for the purpose. Toilet and hand washing facilities must be available.
Costs and invoicing
The prices are per hour/medical/session/item as stated in the service level agreement. Travel costs shall be borne by the client and costs vary according to location.
Invoices will be sent monthly in the first year and then quarterly. The costs increase by 5% per annum (if not agreed otherwise).
Invoices shall be payable within 14 days of date of issue into the account of K2 Associates UK Ltd or as stated in the service level agreement or invoice. We reserve the right to request advanced payment.
We accept payment by bank transfer.
Payment by cheque will incur a fee of £10 to process the cheque. This must be paid in full at the time payment is due.
Late payment will attract a late payment fee of 8% p.a. above Bank of England base rate calculated on a daily basis starting 16 days after the date of invoice (permitting 14 days plus 2 days for delivery). In addition, we will exercise our statutory right to levy late payment penalties of £40 for amounts up to £1000, £70 for amounts from £1000 to £10000 and £100 for amounts above this.
Legal costs to recover payments shall be borne by the client.
Cancellation of agreed appointments
K2 Associates UK Ltd offers the opportunity to cancel arranged appointments.
Cancellations will be chargeable as follows for appointments exceeding 1 hour:
4 weeks or more prior to the day of appointment 0%
3 weeks or more 20%
2 weeks or more 50%
1 week or more before the appointment 75%
less than 1 week 100%
For appointments 1 hour or less in duration, the following cancellations charges will be incurred:
Within 3 – 5 working days prior to day of appointment 50%
Within 2 working days prior to day of appointment 100%
For appointments which require travelling, the travel time forms part of the booked appointment for the purpose of the calculation.
Appointments arranged via our network can vary from the above stated cancellation terms.
Non attended appointments will be charged in full.
It is important to arrive on time to the appointment as late arrival cannot be accommodated and shall be treated as non-attendance.
We do strongly recommend you to aim to arrive 15 minutes prior to the appointment to allow time for reception and registration.
We reserve the right to cancel booked appointments due to extreme circumstances, for example, industrial action regarding public transport, adverse weather conditions or other unpredictable events. We will inform clients of such cancellations at the earliest possible time and reschedule the appointment. Rescheduled appointments will not be charged for the original time booked.
Bookings involving orders of medication, vaccine, special equipment or other items will bear the full cost for the equipment and items ordered on your behalf. Cancellation terms do not apply to these parts of the booking.
Code of Conduct
Clients and patients are expected to demonstrate good conduct, behave appropriately and with respect. It is for example not acceptable to chew gum during the consultation or being on the telephone. Phones need to be switched off during medicals. Inappropriate behaviour can result in instant termination of the medical appointment.
Medicals are confidential and as such it is not permitted to record or broadcast them in any way in part or full. Should any specific medical circumstances require a form of recording then this has to be brought to the attention of K2 Associates UK Ltd at least 5 full working days prior to the day of the appointment stating relevant reasons. The permission for recording will then be assessed.
Patients can be accompanied for the consultation. In the situation of memory problems or emotional upset this can be very helpful. However; for medical appointments a patient should not be accompanied by more than one person. It needs to be borne in mind a medical assessment is a confidential matter and the patient should be comfortable with the accompanying person becoming aware of details discussed.
Animals are not permitted on the premises. Guide dogs or other animals related to medical needs would need to be assessed on an individual basis. Notice of being accompanied by an animal needs to be given at least 1 week prior to any appointment.
Corona safety measures
We are highly committed to keep visitors and staff as safe as possible and to reduce the risk of infection. We have therefore introduced safety measures.
We do attempt to carry out assessments telephone or web based to avoid the risk of infection.
If face to face assessments are required we carry out an individual risk assessment prior to the consultation. This risk assessment needs to be completed by the person attending the face-to-face consultation in advance. The infection risk assessment will be used to determine if a meeting face-to-face is possible to be conducted safely at the planned time and what safety measures need to be in place. It is the duty of the person attending the appointment to inform us of any changes impacting on the risk. Changes have to be reported to us as early as possible prior to the appointment. If visitors do not comply with the risk assessment or we do not receive the assessment by the stated time we cannot proceed with the face-to-face meeting.
If the employee does develop reasons that make a face-to-face assessment impossible we offer to convert the assessment into a telephone assessment.
If it comes to light the information provided has not been accurate or misleading, we deserve the right to terminate the face-to-face appointment instantly and it will be handled like a non- attendance.
Due to social distancing rules we can only see people on their own or accompanied by one member of their own household. If a visitor intends to come accompanied, they need to make us aware of this fact and provide full details including contact details of the person coming with them at least 5 working days in advance. All people attending need to complete the corona risk assessment in advance of the appointment. This assessment cannot be conducted at the time of the appointment. All people attending face-to-face appointments need to bring and wear a suitable face cover.
We ensure the consulting room is appropriately cleaned with disinfectant. Cleaning will be done between each appointment.
Our health professional will wear appropriate face covering to reduce the risk of infection.
K2 Associates UK Ltd reserves the right to update their terms of service at any time. For your own benefit you are advised to print of a copy for your own records. Customers have the obligation to review changes in the published terms regularly.
VAT registration number is: 881 2925 06