Equine Veterinary Dentist  

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Rushwood, Ellerton upon Swale, Richmond, North Yorkshire, DL10 6BG Tel: 01748 463025 | Email: admin@equineveterinarydentist.com | Website: www.equineveterinarydentist.com  

 

Terms and Conditions of Business 

1. Provision of Veterinary Services 

We provide dedicated equine veterinary dental services including preventative, diagnostic, medical, and surgical care. All services are carried out by qualified veterinary surgeons registered with the RCVS, in accordance with the Code of Professional Conduct. Where appropriate, we will collaborate with your primary veterinary surgeon or other specialists to ensure the best outcome for your horse.  

 

2. Veterinary Care and Client Responsibilities 

 You are responsible for: • Providing accurate and up-to-date details about your horse, including ownership and relevant medical history. • Ensuring safe access, handling, and restraint for examination and treatment. • Following professional advice and aftercare instructions. • Ensuring that a person aged 18 or over, authorised to make decisions on your behalf, is present at the appointment. 

 

 3. Consent for Treatment  

We require informed written consent before carrying out any treatment or procedure. For sedation, extractions, or surgical interventions, written consent will be obtained via email. In emergencies, where immediate treatment is necessary to prevent suffering, we may proceed without prior consent if reasonable efforts to contact you have been made. You will be informed of the proposed treatment, associated risks, and likely costs before proceeding whenever possible.  

 

4. Fees, Estimates, and Payment  

All fees, drugs, and materials are subject to VAT at the prevailing rate. We will always provide a realistic estimate before any treatment and we are happy to provide a written estimate upon request, The estimate price should be included on any consent form completed, however, estimates are approximate as cases may vary once treatment has begun. Our fees are determined by the time, expertise, equipment, and materials involved in your horse’s care. A call-out charge applies to all visits of £1.50 per mile plus vat and may vary according to distance and time of day. Payment terms: • Payment is due at the time of treatment unless an account facility has been pre-approved. 

 • Account holders: settlement is required within 7 days of invoice date. • Interest and administrative charges may be applied to overdue balances. • We reserve the right to suspend non-urgent services until outstanding invoices are cleared.  

 

5. Emergency and Out-of-Hours Cover 

In compliance with RCVS requirements, 24-hour emergency first aid and pain relief is available to you. Out of hours care may be provided directly by us or by another equine service provider which we have a written agreement with. Full details of our out of hours will be available on our website, consent forms, client appointment emails and upon request. You will be informed by email if there are any changes to the provision in place.  

 

6. Communications with other practices 

Before treating your horse, we require your consent to inform any other Veterinary surgeon/practice that you are registered with and to obtain a clinical history from them, this is in the interests of your horse’s welfare to reduce risk of conflicting advice/unsuitable medicine combinations. We also require your consent to share relevant clinical information with them on an ongoing basis, including letting them know of any planned surgery. 

 

  7. Insurance 

If your horse is insured, please advise us prior to treatment with your insurance company name and policy number. You remain responsible for all fees, regardless of insurance coverage. We are happy to assist with claim forms and provide clinical histories to insurers. Direct claims may be accepted only by prior agreement and subject to insurer approval. We make a charge of £20.00 plus vat for time taken to complete insurance forms, which will be added to your account balance.  

 

 8. Prescriptions and Medicines 

Prescription-only veterinary medicines (POM-Vs) may only be supplied for horses under our care. Repeat prescriptions require periodic re-examination, typically at intervals determined by the prescribing veterinary surgeon. A written prescription is available on request (a reasonable fee applies of £13.80 plus vat). Medicines must be used and stored according to the directions provided. This policy complies with the Veterinary Medicines Regulations and RCVS guidelines.  

 

9. Ownership of Records and Radiographs 

Clinical and diagnostic records, including radiographs, remain the property of the Practice even when the cost has been charged to you. Copies of relevant records or images can be supplied to you or another veterinary surgeon on written request.  

 

10. Liability  

While every reasonable care is taken, the Practice shall not be held responsible for loss, injury, or death of any animal under treatment unless due to proven negligence. We are not liable for consequential losses such as transport, or stabling costs. Nothing in these terms limits liability for death or personal injury caused by negligence. 

 

  

11. Data Protection and Confidentiality  

We handle all client and patient information in accordance with the Data Protection Act 2018 and UK GDPR. Information will only be shared with other veterinary professionals, laboratories, or insurers with your written consent or when required by law. We may use anonymised data for clinical audit or research purposes. 

 

  12. Cancellations and Missed Appointments  

 Cancelled with less than 48 hours’ notice may be subject to a cancellation fee of £80.00 plus vat. Missed appointments without notice may be charged at the full consultation rate, please see our prices on the website.  

 

  13. Complaints Procedure  

We aim to always provide a high standard of care and client service. If you are dissatisfied, please contact James Roxburgh in writing to james@equineveterinarydentist.com within 14 days of the event. Your complaint will be reviewed in accordance with our formal complaints’ procedure, and a written response provided within 10 working days. If you remain dissatisfied, you may refer your concerns to the RCVS Professional Conduct Department.  

 

14. Variation and Termination of Service  

You may request the transfer of your horse’s records to another veterinary surgeon at any time by writing. We reserve the right to terminate services where there is breakdown of trust, non-payment, or abusive behaviour towards staff. These Terms may be updated periodically; the most current version is always available on request or on our website.  

 

15. Governing Law 

These Terms and Conditions are governed by and construed in accordance with the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the English courts. Client Declaration I confirm that I have read and agree to abide by the Terms and Conditions of Equine