Purpose of this document
This contract template is to support VHG Network Therapists in covering all necessary information in the contracting process with your VHG clients. A copy can be downloaded at the end of this article for your reference and to send to clients via email.
VHG Client Therapy Contract
This agreement outlines Vita Health Group’s (VHG) expectations of clients and what clients should expect from VHG. By attending your sessions, you are confirming that you agree to these terms and conditions. Your therapist should discuss this agreement with you in the first session.
1. Sessions:
- Sessions generally last 50-60 minutes and will be held on a weekly basis (unless a clear clinical rationale not to do so). Generally, these will be same time and day but this can negotiated with your therapist.
- In certain circumstances sessions may be longer. This will be agreed with your therapist if required.
- As part of your sessions, you may be asked to answer some questionnaires about your symptoms and wellbeing, either in the sessions or 24hrs beforehand.
2. Online and telephone sessions:
- You must be able to have your sessions in a private and confidential location. Sessions cannot take place if you are in a public place, or while you are driving, to protect your safety and confidentiality.
- Please be aware therapists are not permitted to allow children to be present in the therapy session.
- The therapist maintains the right to cancel the session if they believe you are not able to engage safely in the session. This may impact your overall session allowance.
- We recommend that you have up to date and active anti-virus software on your device.
3. Attendance:
- You will receive details of how to inform us of not being able to attend with the appointment confirmation.
- If you cancel an appointment with less than 24 hours’ notice or you do not attend your scheduled appointment on the date and time agreed, this will be classed as a ‘Did not attend’ also known as a ‘DNA’.
- Our service policy is that repeated DNA’s will lead to you being discharged from our service. This follows clinical best practice, where research shows multiple gaps in treatment can have an impact on recovery progression and outcomes. Therefore, it is important you inform us as soon as you can If you cannot attend your appointment for any
- reason.
- Additionally, our clinicians reserve the right to cancel your appointment should they feel you are not in a safe and private space to conduct the appointment, for example a public place. It is your responsibility to ensure you are in a safe and private space to receive therapy and should a clinician have to cancel an appointment because you are not, this will also be classed as a DNA.
- Please note: Should you pay for your benefit/treatment you will be liable for the cost of the unattended appointment. If this applies to you, this will be made clear to you in any appointment communications you receive from us.
4. Holidays and breaks:
- Breaks in treatment are permitted up to a maximum of 4 consecutive weeks.
- We cannot hold sessions during any period of residence outside the UK or Irish Republic, including holidays and temporary visits.
- Your therapist should give you reasonable notice of any annual leave or absences that may impact your sessions where possible and practical.
5. Confidentiality:
Your sessions remain confidential; however, there are exceptions as outlined below.
- If we have concerns for yours or someone else’s safety. We would, where practical, seek your consent to share information with appropriate services (e.g., GP or crisis teams), but if the risk is significant, we may need to break confidentiality as part of our duty of care.
- Therapists have a legal duty of disclosure relating to certain types of crime, including but not limited to terrorism, illegal sale/distribution of drugs, money laundering, involvement in road traffic accidents, and safeguarding children and vulnerable adults.
- We may contact your GP at the end of treatment to ask them to review your needs and if appropriate refer you for further support. If you would prefer us not to do this then please let your therapist know.
- If your sessions are funded by your employer and you wish to extend your treatment, please be aware that the request may be shared with your employer.
If you have any questions about confidentiality, please raise these with your therapist.
6. Use of independent providers:
Some of our therapists are contracted as independent self-employed providers and clinics. They undergo annual checks to ensure that they have the appropriate qualifications, registration and insurance to provide therapy services.
7. Record keeping and data protection:
- Your therapist is a registered health professional and as such is required to make notes via VHG’s secure database about your condition and treatment. These notes constitute a medical record and VHG is legally obliged to store them confidentiality for 8 years, after which time they are destroyed.
- If you wish to see your notes, you can submit a Subject Access Request (SAR) by calling us on 0333 222 0710.
- All notes are stored electronically and in line with our data protection policy: https://www.vitahealthgroup.co.uk/data-protection-policy/
- Your information may be used for audits and statistical analysis, but it will not be possible to identify anything about you personally.
- Your records would never be disclosed to a third party without your written consent except in limited circumstances where they have been requested by the police or a court of law.
8. Emergency/crisis procedures:
We are unable to provide crisis or emergency support. If you feel that you are at immediate risk, please call 999 or attend A&E. Alternatively please contact your GP, NHS 111, or Samaritans (available 24/7) on 116 123 or via email at
jo@samaritans.org.
9. Additional sessions:
Depending on referral route it may be possible to request further sessions. Your therapist will be aware if this is possible and will discuss this with you where appropriate. This will need to be requested by your therapist via VHG and confirmation received before further session can be attended. Attending sessions beyond what has been authorised may result in financial cost.
10. Policy/Employment Change:
If your policy lapses or you leave employment (where insurance is offered as an employee benefit), during treatment, treatment may need to end, and you may be liable to pay for sessions that fall outside your cover period. Please inform VHG at your earliest convenience if you feel this will affect you.
11. Feedback/Complaints:
- We highly value your feedback as it plays a crucial role in helping us improve and tailor our services to better meet your needs. Your insights are invaluable to us, and we genuinely appreciate the time you take to share any thoughts or opinions with us.
- If you have experienced an issue with your treatment that cannot be resolved with your therapist and you need to make a complaint, you can do so by contacting complaints@vhg.co.uk or call 0333 222 0710.
Telephone number: 0333 222 0710