AMG Terms and Conditions

ALPHA MEDICAL (GROUP) LIMITED

STANDARD TERMS AND CONDITIONS

These terms and conditions refer to Alpha Medical (Group) Limited. 

‘Alpha Medical’ opened for business in 1997 and, even though our company is registered at Companies House as Alpha Medical (Group) Limited, many clients still use our original business name.  The business name ‘Alpha Medical’ is therefore our ‘trading style’.

In the following paragraphs “Alpha Medical (Group) Limited” is also referred to as “AMG”, “We”, “Our” or “Us”.   You, your company, club or organization are our client and referred to as “You” or “Your”.

During the continuance of this agreement into which these terms and conditions are incorporated (the “Agreement”), we will supply our services and you will pay for the same subject to these terms and conditions.  Should there be any conflict between these terms and conditions, and any other terms of agreement, these terms of agreement shall take precedence.

Alpha Medical Logo

These terms and conditions refer to Alpha Medical (Group) Limited. 

‘Alpha Medical’ opened for business in 1997 and, even though our company is registered at Companies House as Alpha Medical (Group) Limited, many clients still use our original business name.  The business name ‘Alpha Medical’ is therefore our ‘trading style’.

In the following paragraphs “Alpha Medical (Group) Limited” is also referred to as “AMG”, “We”, “Our” or “Us”.   You, your company, club or organization are our client and referred to as “You” or “Your”.

During the continuance of this agreement into which these terms and conditions are incorporated (the “Agreement”), we will supply our services and you will pay for the same subject to these terms and conditions.  Should there be any conflict between these terms and conditions, and any other terms of agreement, these terms of agreement shall take precedence.

  1. BOOKINGS

Alpha Medical (Group) Limited (i.e. ‘AMG’) will only accept contractual liability for any booked service or assignment once our written quotation (by post or email) and/or verbal quotation has been booked by you in writing (by post or email) and confirmed by us in writing (by post or email) and/or a proforma invoice has been sent to you by post and/or email.

It is your responsibility, as our client, to ensure that you have sent us a written booking – and we have received it and sent you a written Confirmation of Booking to confirm that we have accepted the booking and that will attend the event or assignment. 

We will not accept responsibility, and will not be held liable for any event that we do not attend, if we have not sent you a written Confirmation of Booking and/or a proforma invoice. 

If you are not an account client our company will also not accept responsibility and/or be held liable for any event or assignment that we do not attend because you have not paid our proforma invoice before the date of the event or assignment and/or your full payment is not in our bank account at least 24 hours before your event and you have informed us in writing that our invoice has been paid. 

The reason for the above stipulations is simply because we have a high number of enquiries every year for our medical services and we issue numerous written quotations.  In addition, many of our clients have events that take place on weekends and Bank Holidays – and we have limited resources.  We allocate resources to a specific event or assignment when it is firmly booked in writing.  In addition, the fact that we are unable to take our service back after we have provided it means that (if you not hold a credit account with our company) we must receive your full payment before your event or assignment in order to accept the contract.

  1. PAYMENT

Alpha Medical (Group) Limited’s standard payment terms for all ACCOUNT CLIENTS are “14 days” from the date of our invoice unless otherwise agreed in writing.

All NON-ACCOUNT CLIENTS must pay for the assignment, on receipt of our proforma invoice, before the date of the assignment by BACS payment OR within 24 hours of the assignment taking place if that has been mutually agreed in writing before the assignment.  We do not accept card payments.  Any cheque payment may incur a £25.00 administration charge that will be added to your invoice.

Please note. All assignments must be paid in advance unless otherwise agreed by us in writing.       If our proforma invoice is not paid in full before the date of your assignment we may not attend the assignment (e.g. provide medical cover for your event) due to your breach of contract.  In the latter case we also reserve the right the charge a cancellation charge. See ‘Cancellation Fees’ section below for details.

We also reserve the right to exercise our statutory right to claim interest and compensation for any debt and/or recovery costs under the late payment legislation if we are not paid according to our agreed terms – unless agreed otherwise in writing.

Our fees are subject to change at any time without notice unless a fixed fee has been agreed in writing for a specific assignment on a specific date or dates or we have made a written contract with you to charge a certain tariff until further notice and/or for a fixed period of time.  If our quotation/fixed fee has been based on a specific venue, start and finish times we reserve the right to increase our fee if the venue changes (especially if it is further from our base) and/or the start and/or finish time changes.

Please note that, if any assignment takes longer than expected to finish, we reserve the right to send you an additional invoice to cover our additional costs that must be paid within 7 days. 

If a static medical cover assignment takes longer than planned and/or expected we will usually do our best to stay on-site to finish the assignment and an additional fee may be charged.  However, we reserve the right to finish at the pre-agreed time (rather than continue to provide medical cover for any assignment) if our personnel and/or vehicles need to leave for any reason – e.g. due to working time regulations or to cover another pre-booked assignment.

It is important to stress that we always do our best to deliver a high quality service and we will do everything in our power to finish your assignment – regardless of the timings involved.  However we also regard all our bookings as important and will not let another client down.

Our aim is to make all of our quotations fair and reasonable – taking into account potential problems etc.  However, should the unexpected take place, we retain the right to amend our fee following completion of the services that we have provided – if additional unforeseen costs have been incurred by our company or personnel.

  1. CANCELLATION

Unless agreed otherwise in writing our standard cancellation policy is as follows:-

Once any assignment has been booked all cancellations (for any type of medical service) will only be accepted if we receive your cancellation in WRITING (by post or email) before the date of the assignment and your cancellation is also confirmed by us in writing – by post or email. 

If you cancel an event by telephone you must also cancel in writing so that we have written evidence that the assignment is cancelled.

If an event is cancelled totally before the date of the event (e.g. due to bad weather) we will usually not make any cancellation charge – especially if you are a regular client.  However, if any event is cancelled the same day, we reserve the right to make a cancellation charge to cover any out-of-pocket costs we may incur.  In addition to the aforementioned cancellation charge we may also charge the following cancellation fees

If you cancel your booking with more than 30 days notice from the date of the event there will be NO cancellation fee.  If you cancel you booking, giving us less than 30 days notice, the following fees will be charged:-

10-29 days before the event (if the event is not cancelled) = 15% of our fixed fee

9 clear days before the event (if the event is not cancelled) = 20% of our fixed fee

8 clear days before the event (if the event is not cancelled) = 25% of our fixed fee

7 clear days before the event (if the event is not cancelled) = 30% of our fixed fee

6 clear days before the event (if the event is not cancelled) = 40% of our fixed fee

5 clear days before the event (if the event is not cancelled) = 50% of our fixed fee

4 clear days before the event (if the event is not cancelled) = 60% of our fixed fee

3 clear days before the event (if the event is not cancelled) = 70% of our fixed fee

2 clear days before the event (if the event is not cancelled) = 80% of our fixed fee

1 clear day before the event (if the event is not cancelled) = 90% of our fixed fee

The same day (if the event is not cancelled) = 100% of our quoted fixed fee

Please note.  The reason why we make the above cancellation charges is because the majority of events that need static medical cover are held at weekends and on Bank Holidays. 

There is also a considerable increase in the number of events in the middle of the year when the weather is usually good. Therefore event organizers, who are responsible for arranging medical cover for an event, generally book their event medical company well before the actual event is held.

Alpha Medical (Group) Limited regularly takes bookings many months in advance – sometimes more than a year before the date of an event.  When you book an assignment we immediately commit our resources (i.e. vehicles and personnel) to ensure that they are available for the booking.

As we have limited resources, after we have firmly booked vehicles and medical personnel for a specific assignment, we have no option but to turn down additional work that is offered to us if we do not have enough resources to do the extra work.  This means that, if you decide to cancel your booking with us at very short notice, we are generally not able to find alternative work and that results in AMG losing a significant amount of income.  We therefore make the above cancellation fees.

  1. SPECIFIC TERMS AND CONDITIONS

Event medical cover assignments 

In some situations we may need to send you an additional invoice if our personnel are delayed by the assignment for reasons beyond their control – e.g. if they have conveyed one or more casualties to hospital and their return to our base is delayed and/or you ask our personnel to provide medical cover for a longer time than the original booked finish time.  Any additional fee will be calculated pro rata for the vehicle(s) and personnel you have used – so that we can cover any additional costs (for time and/or fuel) that will need to be covered by our company.

Patient Transport Consultancy Service 

If you use our patient transportation consultancy service for any road and/or air ambulance service and cancel a booked assignment that involves conveying one or more patients to/from overseas all costs that we have paid (or need to pay) will be charged to you.  In addition we retain the right to charge up to 25% of the full fee if the repatriation is cancelled with less than 12 hours notice.

Mobile Phlebotomy Service 

Over the years many clients have used our professional mobile phlebotomy service.  However, unfortunately, we have also experienced problems with some people who have not paid us after we have done their assignment and/or don’t answer the door when we arrive and/or call us at the last minute to cancel when our phlebotomists are on the way to them.  Due to the above and other problems it is unfortunately necessary to ask you to please note the following terms and conditions.

If you would like to book a mobile phlebotomy appointment please remember that you will be reserving an experienced phlebotomist exclusively to attend your home or business premises on a specific date and time.  The journey to and from your home or workplace may take the phlebotomist several hours and involve driving many miles and/or the use of public transport sometimes – especially in London.

Therefore, if you need to cancel your appointment, you must inform us in writing at least 24 hours before the agreed appointment time.  Please note that a refund may not be provided and we may not be willing to agree another appointment date and time without a further payment being made.

Your phlebotomist will arrive at your home or business premises at the agreed time and date.  He or she will then stay outside for a maximum of five minutes if there is no answer at your door.  If there is no answer we will telephone you using the telephone number you give us when you firmly book your appointment.  If no telephone contact is made and/or you are not available for any reason the phlebotomist will have no option but to leave your address to ensure he or she is not late for other appointments.  No refund or rearrangement of the appointment will be possible without further charge.

It is obviously your responsibility, as our client, to ensure you do not eat or drink before a fasting blood test.  If your phlebotomist is aware that the correct period of fasting has not been observed we reserve the right to not take your blood. We also reserve the right to not take your blood is you are under the effects of alcohol, drugs or abusive in any way.  No refund or rearrangement of the appointment will be possible without further charge. It is also your responsibility to ensure that your blood does not need to be taken in a hospital for any reason – in some cases blood needs to be treated in a very special way.

Our phlebotomist will also not be able to centrifuge your blood in your home or business premises, if this additional service has not been specifically agreed in writing before the appointment, or take the blood sample(s) to a Post Office or any other location.  In most cases we will leave the blood sample(s) with you and it will be your responsibility to post or take the blood collection tube(s) to the laboratory.  We will not analyse your blood in any way and we will not take your blood if it will involve opening any blood collection tubes and/or transferring your blood from one tube to another.  This is because blood samples can be contaminated in any environment outside a laboratory.

If a blood draw has been booked for any person (i.e. child or adult) we will do our best to take blood.  However, as we do not use numbing creams or sprays, we may be unable to take blood if the adult or child is uncooperative and/or gets very upset.  If we are unsuccessful in taking the blood we reserve the right to leave and a refund will not be given and the appointment will not be rebooked without a further charge.  For various reasons there is a possibility that our phlebotomist is unable to perform a venepuncture and/or is not able to obtain sufficient blood for the test(s) requested.  If this happens we will offer a second appointment (free of charge) OR a 50% refund if you decline any further attempts.

Please note that, when you book a phlebotomy appointment, we will send you an invoice that must be paid in advance unless otherwise agreed in writing.  Your health insurance companies may not cover the cost of our service.  If you feel that our service may be claimable any liaison with your insurance company will be your responsibility and payment should still be made in full before your appointment.

Blood Testing Services  

If you book our mobile phlebotomy service to enable you to be tested in any way please (e.g. for COVID-19 antibodies or to find out the gender of your unborn baby) please note MAUK will only be responsible for arranging your blood draw.  In that case all of the above terms and conditions will apply as far as the phlebotomy service is concerned.  However, MAUK accepts no responsibility whatsoever for the agreement you have with any other company and we do not acceptable any responsibility for the result(s) of any test you request from any other company.

  1. SAFETY

We reserve the right to cancel or amend any booking and/or make an additional charge if, at any point in time, the safety of any member or members of our staff and/or any patient(s) are (in our opinion) put at risk.  If this occurs our fee may be reduced at our discretion.

  1. YOUR RESPONSIBILITIES

It is your responsibility to ensure that all of the information supplied to us is full and correct.  It is also your responsibility to inform us if any changes occur in the time between making a booking and doing the assignment.  This includes informing with regard to any changes of contact details, addresses and/or any patient’s details – including his or her medical condition(s).

Any verbal and/or physical abuse towards any of our personnel will not be tolerated and may lead to further action.  This may involve Police involvement   Inappropriate behaviour may also lead to our refusal to treat a casualty.  Serious abuse may also lead to prosecution.

In addition to the above responsibilities please note the following clauses with regard to static medical cover assignments….

It is your responsibility to carry out a comprehensive risk assessment based on HSE rules and regulations.  The resources (i.e. vehicles and personnel) that you book are your decision and, whilst we can advise you, we are not responsible for your legal obligations.  We also advise all of our event clients that you should obtain “Event Cancellation Insurance”.

It is also your responsibility to provide us with a hard copy of your medical cover risk assessment, in advance of the event, if we request it in writing.  Any risk assessment we carry out and/or any method statement and/or any similar document that we may provide may be chargeable and will be for our own purposes – and does not cover any of your obligations.  If you request any method statement or any other document it must be regarded as private and confidential and is we will hold the copyright.

You are respectfully reminded that your insurance company may insist on your event having certain resources with regard to your event medical cover – especially if it is possible that one or more casualties may need to be conveyed to the local Emergency Department. We will generally use the NHS ambulance service for any casualty you needs to be conveyed to hospital unless you ask us to provide one or more Frontline ambulances that will be supplied by a reputable CQC registered private ambulance service.

If you request one or more private ambulances that need to leave your venue it will obviously reduce the total number of medical personnel and vehicles at your event – and this needs to be considered when discussing your event insurance etc.

Please note that, if our medical staff believe that any casualty needs to be taken to hospital we reserve the right to leave the venue if it is the patients best interests to do so – even if it has been previously agreed (in writing and/or verbally) that our staff will  use the NHS ambulance service to convey any patient(s). 

It is stressed that, if our personnel need to leave your event (e.g. to take a patient to hospital) it is your responsibility to decide whether or not the event still has adequate medical cover to continue.

Large public events.  It is your responsibility, as the event organiser, to liaise with your local NHS ambulance service and sometimes other agencies (e.g. Safety Advisory Group) before booking any event with our company – unless otherwise agreed, in writing, with us.

If necessary, it is also your responsibility to the Emergency Department(s) of your local NHS hospital(s), and all other relevant people/organization(s), prior to making a booking with us – unless otherwise with us in writing.

Please note that, unless agreed otherwise, Alpha Medical (Group) Limited personnel will be responsible for requesting one or more NHS ambulances and/or an Air Ambulance (helicopter) if and when the need arises.  To avoid potential problems it is your responsibility to inform ALL of your staff and/or other contractors (e.g. private security firms) of this rule.

It is your responsibility to inform us (in writing), before you make any booking with our company, if any other medical and/or ambulance service(s) and/or medical and/or nursing and/or any VAS personnel (i.e. St John Ambulance or the British Red Cross) will be at your event and/or will be responsible for any medical cover in any way whatsoever at your event.

We reserve the right to decline your booking if any voluntary aid organization or any other event medical cover business or any other private ambulance service is going to be present at your event.  We also reserve the right to be responsible for the medical Team Leader role if we agree to work with any other organization or company.

You are responsible to ensure that you (or AMG if requested and agreed in writing) will provide a suitable treatment area – e.g. a suitable gazebo supplied by you or an easily accessible room in a building with an electricity supply and drinking water.  You must make us aware of the nature of any treatment area – including information on its location and whether or not it is has electrical power and has running water.

If there is no ‘treatment area’ we will examine and treat patients in or beside our vehicles that may or may not include a Mobile Medical Unit. 

You are responsible for ensuring that you have booked sufficient medical staff to cover your event and that it will be possible for our personnel to take legal breaks – as required by the Working Time regulations.  We also have a legal duty to ensure that all of our personnel are able to have rest if needed and also that they have access to a toilet and food/drink.  This paragraph is especially relevant to you if the medical cover for your event is required for  more than a day.

All of our quotations are provided on the basis that our personnel will be given free drinks (and if the event lasts for many hours) access to free food if and when needed.  If you are going to use hand-held radios we will need at least one radio per vehicle booked and one for our Team Leader.  We may also use our own hand-held radios for our medical personnel only.

You are responsible for ensuring that our medical personnel have clear access to the event site as well as to all areas in which they may be expected to examine and treat individuals.  If your event is being held in an area that has limited access for our vehicle(s) you must inform us of the fact before you make your booking.  If our staff have to work without their vehicles nearby it will mean that treatment options may be limited.

You are responsible for ensuring all relevant licenses have been obtained and all other paperwork for the event has been completed.  We reserve the right to not start medical cover and/or cease work if we learn that the event is being run illegally or incorrectly in any other way.  If this situation arises the full fee will still be payable.

You must stop or pause the event if our personnel say that it is necessary to do so for safety reasons and/or in order to treat one or more patients. This is especially significant if your event involves racing (e.g. cars, motorcycles, BMX bikes) or cross-country horse trials etc.

If you are responsible for any martial arts or a similar event (including boxing) and/or any event that takes place during the hours of darkness it is your responsibility to ensure that you provide a suitable, private, well-lit and quiet room or another facility that will allow our personnel to examine and treat casualties.  Ideally the room or facility should have clean running hot and water.  If, before the event is due to take place, it becomes apparent that (in our opinion) you have booked insufficient medical resources (i.e. vehicles and/or personnel) for your event – and our staff and/or the general public and/or any other attendees could be at risk – we reserve the right to cancel our commitment to you.  In the aforementioned circumstances a cancellation fee may be made. 

We accept no liability for any losses incurred due to our cancellation if it for the reasons set out in this clause because we believe that it is not ethical or professional and, in some cases, illegal for us to support any client who is willing to put people at risk.  We understand that, in many cases, a profit needs to be made but we will not support bad practice if people could be suffer or even die of there is not enough medical cover available at the event.

  1. OUR RESPONSIBILITIES

We are properly insured to deliver the service and copies of our different insurance certificates will be provided on request.

We will arrive at your event at (or usually a few minutes before) the agreed start time and we will then provide professional static medical cover to the best of our ability and in line with good practice as defined by the clinical guidelines issued by the Resuscitation Council UK (RCUK) and the Joint Royal Colleges Ambulance Liaison Committee (JRCALC) that should be followed by all private and NHS UK ambulance services.

Our personnel and vehicles will leave your event at the previously agreed finish time unless (a) you ask the Team Leader to stay at your event for longer and you are willing to pay an additional fee if requested OR (b) our personnel are treating one or more patients and will leave as soon as possible OR (c) one or more of our personnel have escorted a casualty to hospital and need to stay with the conveyed patient until the casualty can be “handed over” to hospital staff.

The service we are able to provide will be directly related to the total number of vehicles you have requested and the total number of personnel and their specific qualifications.  We are able to supply personnel with a wide range of medical qualifications including HCPC registered Paramedics, First Response Emergency Care (FREC) qualified personnel, Emergency Medical Technicians (EMT), NHS trained IHCD ambulance technicians, HCPC registered RODP’s, NMC registered nurses and GMC registered Doctors – subject to availability and other factors.

We shall not be held liable for any damage sustained to any property (including tyre marks on fields etc) or any possessions or structures damaged during the event that may be required to allow access to a casualty and/or to allow egress from the event site.

If, due to sudden illness or a major unforeseen problem and/or any other unforeseen situation, we do not have the agreed number of staff for any event we will do everything in our power before the event and/or during the event to arrange the correct, pre-booked, number of personnel and level of cover.  We therefore reserve the right to use another static medical cover provider (for some or all staff and/or vehicles) if needs be, and at our expense if additional monies need to be paid, in order to provide the medical cover that you have requested and we have agreed.

We will not accept any liability for any losses that you may incur for any reason that is beyond our control – i.e. we will not be liable for any failure to provide our service due to factors outside of our control such as unusually heavy traffic conditions, extremely bad weather, road closure and/or any event that may endanger the health and/or safety of our personnel such as public disturbances, riots and strikes etc.

Our company and our personnel shall not have any liability to you and/or any patient or casualty and/or any third party for any loss, damage or expense of any nature that result due to any breach of any condition of our agreement or any negligence or any breach of statutory or other duty or in any other way in connection with our side of this agreement.  However, nothing in this agreement shall be taken to exclude our liabilities if our negligent actions result in the death or personal injury of any individual.

If, on arrival at the event, our Team Leader believes that the information that you have given us when making your booking is inaccurate and the circumstances mean that our personnel will not be able to work in a safe and/or professional way, we reserve the right to either withdraw our services immediately (and charge the full fee) or request additional vehicles and/or personnel.  In such an event, if our personnel are willing to stay at the event and we are able to provide additional resources, we may charge an additional fee that must be paid within seven days of the event.  In the aforementioned situation we accept no liability for any losses incurred by you due to our withdrawal of services.

Acceptance of all assignments is based on the fact that all information provided to us is comprehensive and accurate and truthful.  If we are informed of any relevant changes we reserve the right to revise our fee or refuse to do the assignment.

  1. OUR COMPLAINTS PROCEDURE

If you have a complaint about any of our vehicles, equipment, supplies, personnel or any other medical matter please speak to our Team Leader before our medical team leaves the venue.  In addition you must make a written complaint (within 24 hours of your event) to our Managing Director by email to svr@alpha-medical.co.uk.

Please note that our personnel are not allowed to make a diagnosis about any injury or medical condition.  However our healthcare professionals often form “clinical impression” about a patient based on signs and/or symptoms and/or other factors including the Mechanism of Injury if applicable.

Patients should listen to our healthcare professionals and take their professional advice if applicable. However, if any patient declines medical aid and/or our professional medical advice AMG will not be held responsible in any way.    

  1. DATA PROTECTION AND CONFIDENTIALITY

All patient related documentation is kept in line with UK law and guidelines including the Data Protection Act  and Caldicott Guidelines etc.  Patient data will only be released to an individual if they are the person who received treatment or their legal representative.  To request this information the individual concerned must contact us in writing and we will always do our best to assist.

Both parties (i.e. you and AMG) must ensure that all confidential information remains confidential subject to any release of information required by law.

It is possible that, during your event, we may take photos or video for marketing and other purposes. If you do not want images of your event to be taken please inform us in writing before your event.

  1. ENGLISH LAW AND JURISDICTION OF ENGLISH COURTS

All of the above terms and conditions stand unless superseded in writing with specific requirements.  All terms and conditions shall be governed by English law and both parties are in agreement that the jurisdiction lies with the English courts.

“Please note that all of the professional and other services advertised on this website (including all services that are Care Quality Commission ‘regulated activities’ and all non-regulated services) will be delivered by Alpha Medical (Group) Limited and/or various CQC registered providers and/or other businesses an self-employed people if CQC registration is not required.   Alpha Medical (Group) Limited reserves the right to act in referral and/or consultancy and/or co-ordination role only for some types of business and/or service”.