Terms and Conditions

Pricing

All Pricing quoted is valid for 30 days, however, our terms and conditions will remain as stated for the full duration of the provision and/or contract.

Payment Terms

1. Payment Period:
   Unless otherwise agreed in writing, all invoices are payable within 14 days from the invoice date. Our preferred payment method is BACS.

2. Cleared Funds:
   No payment is deemed to have been received until PEMS Health Ltd (PHL) has received cleared funds.

3. Late Payment – Interest and Statutory Entitlements:
   If payment is not made by the due date, PHL shall be entitled without limiting any other rights to:

   a. Charge interest on the overdue amount accruing daily from the due date until payment is made in full at a rate of 8% per annum above the Bank of England base rate, calculated on a daily basis (simple interest). This reflects the statutory interest rate that may be claimed in respect of late commercial payments under UK law.

   b. Claim statutory compensation and debt recovery costs where applicable under the Late Payment of Commercial Debts (Interest) Act 1998 and associated regulations.

   c. Recover reasonable costs incurred in recovering overdue amounts, including any third-party debt collection or legal costs, where these exceed the statutory compensation amounts permitted.

4. Application:
   The rights in clause 3 apply to business-to-business supplies of goods and services where PHL is entitled to statutory interest and compensation on overdue commercial debt

Cancellation policy

PEMS Health Limited (PHL) operates a cancellation fee policy

• More than 5 working days’ notice: no charge

• Less than 5 working days’ notice: 100% of full cost will apply

• Same day cancellation or failure to attend: 100% of full cost will apply

• Please note that this includes employee sickness absence (on the same day or within any of the above timeframes) as we will be unlikely to fill that appointment at short notice with another

It is your responsibility to ensure that employees are informed to arrive at a clinic location 10 minutes before the appointment time. PHL works to a strict appointment schedule and reserve the right to refuse service delivery at full cost to the client company where an individual shows up 15 minutes late to an appointment.

Confidentiality

All medical, financial & Intellectual property related to any contract will remain confidential and will not be divulged to any third party, subject to statutory and legal responsibilities.

Medical information

Retention of all medical records associated with the provision will be held securely by PHL.

Implied understanding and agreement

Bookings made by telephone will be on the understanding that these terms and conditions have been read and agreed.

Laboratory Tests & Costs

Any extra laboratory tests or associated costs that become necessary will be charged to the employer as agreed. This includes repeat tests, or any other associated costs.

GP Reports

Requests for GP reports that become necessary and all costs associated with these requests will be chargeable.

RIDDOR and HSE Reporting

We will make you aware of any incidents that are reportable under RIDDOR within the body of the medical report. However, it is your duty as the employer to report the incident formally.

Service Commitments for referrals to PHL

Our service standards and commitments to our referral partners are clear and precise; you are working with a company that always delivers high quality medical assessments with timely reporting.

1. PHL will agree the type of consultation, timing and costs in advance with you the client. Should specialist or GP reports be required following the consultation this will be discussed with you before any request for such report is made.

2. You the Client will provide all relevant information on each referral to include sickness absence information, job descriptions of the referral and any additional relevant information pertaining to the referral. Such information should be received by PHL no less than 5 days prior to the scheduled consultation.

3. When a consultation is arranged with PHL an email with the appointment details will be sent to you the client.

4. Our report will be clear, concise and will address questions asked at the consultation including findings recommendations and prognosis.

5. This report will be emailed to you the client within 3 working days of the consultation or earlier if possible, unless consent has been withheld by the employee.

6. Our report will provide recommendations and advice about possible adjustments for the employee, including the type of duties that could be undertaken if fitness to work is in question. The employer must decide, in each case, what is considered reasonable and feasible.

7. Where possible a likely date on when the employee could return to work will be stated. 

Medical consultations will be conducted in a confidential and ethical manner. The services will comply with the Data Protection Act and Access to Medical Reports Act.

We will be released from all liability to the client if performance of the contract is delayed or prevented by any cause whatsoever beyond our control. I.e. there are unforeseeable circumstances preventing PHL from fulfilling a contract.