THERAPIST TERMS & CONDITIONS
Note: “OW” is office wellbeing ltd.
“you” or “therapist” is the person who is contracted to carry out their services on behalf of Office Wellbeing Ltd by way of a booking and agrees to the following terms and conditions.
You agree to complete the freelance “self employed therapist registration/application form “truthfully- if you have not been truthful you may be removed from our list of therapists data base.
As a self employed therapist you agree to abide by the Data Protection Act and respect the confidentiality of clients booked through ow.
Ow endeavours to secure bookings with all aspects of organisation taking into account the suitability of your skill set, location and your availability and it is up to the therapist to act with the full responsibilities normally associated with their services as a self employed therapist. You are under no obligation to accept bookings when contacted by ow.
The therapist is expected to offer excellent standards of customer care and professionalism at all times.
It is the resposibility of the therapist to acquaint themselves with these terms and conditions. These terms and conditions may be subject to change at our discretion. The therapist is bound by the current terms and conditions at the time of accepting the engagement.
By agreeing to these terms and conditions you are acknowledging that you have read and fully understood them. If you do not understand these terms and conditions please contact us for clarification at info@officewellbeing.co.uk
Therapist insurance
Ow will only take on therapists who are fully insured and must provide a copy of their up to date policy which must include cover for personel liability in all claims developing from any negligence or failure whatsoever during treatments whilst attending appointments for ow. Copies of the insurance policy may be passed on to 3rd parties with whom we secure business. Please note that proof of membership of a professional organisation does not constitute proof of insurance. We require a certificate showing the level of cover and the treatments covered. If your insurer is unable to provide a specific breakdown of cover please supply their contact details so we may call them to check the scope of your insurance cover.
Tax & national insurance
It is for the therapist to maintain their self employed status and is responsible for organising all their own tax and national insurance affairs and you are an independent contractor of ow and you hereby indemnify ow in respect of any claims that may be made by the relevant authorities.
Character reference and trade test
After we have received a copy of your insurance and qualification certificates we will contact the two character references you have given us. Our policy is to trade test all our therapists, this will take place at a convenient location to both parties and normally takes about 30 minutes, this short meeting allows you to show your treatment skills to an ow representative.
Treatment consent forms
You must carry out your professional duties as a self employed therapist and treat clients exactly the same as you would normally eg. Putting their health and safety first. We have medical consultation forms which must be completed by the client prior to receiving treatments this will be completed on line by each cleint. It is the therapists responsibility to ensure a consent form is complete prior to receiving treatments. We ask that the clients highlight any contra-indications to the therapists and that the therapist applies their usual professional discretion. Please do not be afraid of turning clients away if you are not comfortable about treating them if necessary we can provide refunds to clients who can not receive treatments. The contact at the office would have seen the contra-indications in advance and should alert clients to potential problems:
Contra indications to therapies
Certain therapies on people with the following conditions may be harmful for affected areas or may require gp approval before treatment commences:
Allergies. Low/high blood pressure, history of thrombosis, heart problems, phlebitis, varicose veins, epilepsy, diabetes, problem of the nervous system, skin disorders or infections, haemophilia, fever, pregnancy, asthma, viral infection, bruising, swelling, cuts, burns, recent fractures, recent operations, recent scar tissue, cancer, undiagnosed pain or lumps, acute injuries, circulatory problems, first few days of menstruation, treatment is also not advisable for anyone who has been consuming large quantities of alcohol.
Payment to therapist
You will be told how much you will be paid before every engagement; this is usually £20 per hour. In london we will pay the conjestion charge if you need to travel by car, and if the booking is outside your discussed area we will contribute to your travel expenses which will be agreed between both parties, otherwise all travel costs are down to the therapist.
The therapist will issue an invoice to ow for their work carried out on a weekly basis and we will pay within 30 days, we do endeavour to pay our therapists before the 30 days nearer 14 days. If you are not used to issuing an invoice then all you do is send us a letter with your name, address, the invoice date, an invoice number for reference, details of the booking engagement, the agreed sum and details of whome we make the cheque payable to.
Payments to ow
All payments for the treatments are paid in advance through the ow web site using pay-pal, we do not allow the therapists to handle payment as it can take too much time and interfere with the therapists schedule. There may be a situation where we will require the therapist to take payment but it is very rare, if that was the case all cheques must be payable to “ office wellbeing ltd “
Handing out of business cards.
Therapists are not permitted to promote their individual businesses to ow clients, they are their to represent ow and it is most important that the ow corporate image is protected, anyone found to be touting their own business will be taken off the ow therapist database imediately. You should of course bring and display any client aftercare and health and safety material relating to the treatments you are providung to the appointment.
Additional on site treatment appointment
If you find that other people at the appointment require a treatment the same day, first you will have to see if it fits in with your schedule and then call ow to confirm, the client will then have to go on line and book and pay.
Dress code
It is very important that all our therapists look smart and presentable, we require all therapists to wear a black tunic or other black therapy clothing appropriate for the treatments offered. Ow will send you 2 corporate badges ( one spare ) that must be worn at all times, our corporate image must be protected. There is a charge of £4 to the therapsit if the therapist loses both badges.
Products and equipment
The therapist provides all products ( e.g. oils, beauty products ) and equipment ( massage couches, chairs etc.) The customer is often asked to provide standard tables and chairs for manicures etc. If there are any special requirements the therapist will be notified in advance.
Treatment times
We offer a 15 minute or a 30 minute treatment with every service. If however the client wants to make the treatment longer we will oblige and charge accordingly at point of booking. The therapist will be paid on treatments booked not included is the in between time so for example if you are booked in for 4 hours work we will make sure that there will be a 5/7 minute break bewteen each booking for you to get ready for the next one, unfortunately it is not an exact science but we will make sure you do have enough breaks, we will also discuss details with the therapist to make sure everyone is happy and confident about the booking.
Punctuality
As we are servicing businesses and time is at a premium, it therefore is important that the therapist is punctual to all appointments. We suggest that the therapist arrives 15 minutes before each appointment so as to familiarise themselves with the location. Some of the buidings are vast and it can take 15 minutes just to sign in through security, if the therapist is late and ow consequently looses the appointment we will deduct £40 from the therapists invoice.
Therapist unable to attend an appointment
If for what ever reason a therapist is unable to attend the booking they must inform ow by either email or telephone at least 48 hours before to give ow a chance to contract another therapist to complete the booking. If the therapist forgets to inform ow they will not be contracted for future bookings as the reputation of the company will be damaged and could result in the customer cancelling their contract with ow.
Customer feedback
After the appointment we will be emailing the client for feedback on the treatment they recieved, which will include questions about the therapists profesionalism, dress, conduct, punctuality, and results.
Customer booking cancelation
In our terms and conditions to the customer we ask them to give us at least 48 hours cancelation notice otherwise we will not refund. We will pay the therapist 50% of their fee if the customer is not entitled to the refund.