Cancellation Policy
A legal disclaimer
The Functional Care Clinic Nicola Clubbe BSc (Hons) MFHT Connah's Quay, Flintshire
www.functionalcareclinic.co.uk
Last updated: April 2025
Our Commitment
At The Functional Care Clinic, appointment times are reserved exclusively for you. When an appointment is cancelled without sufficient notice, that time cannot be offered to another patient who may need it.
We ask that you treat your appointment time with the same respect we give to your care — and that you contact us as early as possible if you need to cancel or rearrange.
Notice Periods and Charges
48 hours or more notice — No charge Your appointment will be cancelled or rescheduled at no cost to you.
Within 48 hours — 50% of the appointment fee A charge of 50% of the full appointment fee will apply.
Within 24 hours — 100% of the appointment fee A charge of 100% of the full appointment fee will apply.
Missed appointment — no notice given — 100% of the appointment fee If you do not attend your appointment and have not contacted us, the full appointment fee will be charged.
How to Cancel or Rearrange
Cancellations must be made by phone, email or direct message. You can find the cancellation link on your booking confirmation email.
IMPORTANT NOTE:
Email cancellations are not accepted within 24 hours of your appointment as these cannot always be monitored in time.
Please do not cancel by leaving a comment on social media or sending a message through the website contact form within 24 hours of your appointment — these are not monitored frequently enough to guarantee receipt.
To cancel or rearrange please contact us directly:
Email: functionalcareclinic@gmail.com Phone/Text: 07577485933 Instagram: @functionalcareclinic
How Charges Are Applied
Where a cancellation charge applies, you will be contacted by the clinic following the missed or late cancelled appointment. Payment will be requested before any future appointment can be confirmed.
Repeated late cancellations or missed appointments may result in pre-payment being required for all future bookings.
The Functional Care Clinic reserves the right to waive the cancellation fee at its discretion in cases of genuine emergency. This is assessed on an individual basis.
Package and Block Booking Sessions
The cancellation policy applies equally to all individual sessions within a package or block booking.
Packages must be used within 3 months of purchase. Sessions not used within this period will be forfeited.
Packages are non-transferable and cannot be shared between clients.
Packages are non-refundable once commenced. Where treatment cannot continue for clinical reasons, the remaining unused sessions will be reviewed on an individual basis.
Online Rehabilitation Programmes
Online rehabilitation programmes are paid in full prior to commencement. Programmes are non-refundable once access has been provided and the programme has commenced.
Where a scheduled check-in or review call needs to be rearranged, please provide as much notice as possible. The same cancellation notice periods apply to all scheduled video calls.
Illness and Emergencies
If you are unwell, infectious, or experiencing symptoms of illness on the day of your appointment, please do not attend. Contact us as soon as possible to rearrange.
Where cancellation is due to sudden illness or a genuine emergency, the cancellation fee will be considered for waiver at the discretion of the practitioner. We will always try to be reasonable and fair.
Please note that routine illness, childcare issues, and work commitments do not automatically qualify for a fee waiver — we ask that you plan ahead and provide as much notice as possible in these circumstances.
Late Arrival
If you arrive late to your appointment, your session will run for the remaining time available and the full appointment fee will remain payable.
Please note that at the home clinic location there are no waiting or toilet facilities. Please arrive promptly at your appointment time and not before.
If you are running late please contact us as soon as possible so we can advise whether the appointment can still go ahead.
The Clinic's Right to Cancel
The Functional Care Clinic reserves the right to cancel or rearrange appointments where necessary — for example in cases of practitioner illness or unforeseen circumstances. In such cases you will be notified as soon as possible and offered an alternative appointment at no additional charge.
Agreement
By booking an appointment at The Functional Care Clinic you confirm that you have read and understood this cancellation policy and agree to its terms.
If you have any questions about this policy please get in touch before booking:
Nicola Clubbe The Functional Care Clinic Email: functionalcareclinic@gmail.com Website: www.functionalcareclinic.co.uk
Instagram: @functionalcareclinic Phone/Text: 07577485933