Terms of Business

TERMS & CONDITIONS

By accepting our services and/or purchase of goods you are contractually agreeing to GVG Brooks Equine Veterinary Practice Terms of Business as printed below.

Company Name

GVG Brooks Equine Veterinary Practice is the trading name of Stephen Brooks Ltd. A company incorporated in England. Registration Number 04772618. Registered office: B1-2 The Courtyard, Dovers Farm, Lonesome Lane, Reigate, Surrey, RH2 7QT.

VAT Registration Number 724 96 56 04.

Recording of Calls

We may record calls for the purposes of training and monitoring. We may use this to confirm details of our conversation with clients or members of the public.

Fees

All fees are subject to VAT at the current rate. Professional fee levels are determined by the time spent on a case and according to the drugs, resources, expertise required, materials and consumables used.  Details of our fees are available on request and a detailed invoice is provided for every consultation.

Out-of-hours fees are charged when a veterinary surgeon is called to attend to your horse outside of the normal office hours 8.00 am – 5.30 pm Monday to Friday.

There are occasions when we incur costs on your behalf, such as tests performed at specialist laboratories and these may be invoiced to you at a later date.

Estimates

You will understand that quite often the investigation and treatment of accident, illness and injury does not follow a predictable “standard” course, and therefore costs may vary. Where complex or costly investigation and treatment is anticipated, we will endeavour to discuss this with you. If specifically requested, we will provide you with a written estimate. We will also endeavour to inform you of significant changes from those first estimated throughout the progress of each case investigation/treatment. Please be aware that where unexpected problems and complications occur, costs are likely to increase.

Invoicing & Payment Terms

Payment of invoices is due within 30 days of the date of the invoice for established clients. For clients new to the practice we request payment is made on the day of treatment. We will invoice by email as standard, clients can request paper copies are posted if required.

We reserve the right to charge interest on unpaid accounts. The current rate is 5% per month, for outstanding balances over 30 days.

Non-payment after 60 days may result in a block placed on the client account, meaning we will not provide veterinary care to clients until debts are settled. We may initiate legal action, incurring debt collection fees which will be added to the total debt.

 

For non-insured horses we reserve the right to request a deposit is paid before commencing investigations and/or treatment. Where direct insurance claims are initiated and the insurer refuses to pay, the client will be responsible for settling the account in full as per our usual payment terms.

 

In giving instructions, either in person or by your agent, for an animal to be treated, you will be responsible for our charges.

 

Failure to comply with payment terms may result in you no longer being able to have credit facilities with the Practice so all treatments will then have to be paid for at every supply of goods and services or the complete withdrawal of our services.

 

Methods of Payment

The following methods are acceptable:

  • Credit / Debit card – Visa, Mastercard, American Express
  • BACS / Bank Transfer – details of client receiving account are listed on invoices, or available at request
  • Cash

 

Inability to Pay

If, for any reason, you are unable to settle your account please call the office straight away to make us aware. Please be advised that installments or part-payments of any accounts can only sanctioned with the express permission of the Directors. Late payment interest charges will still be levied onto your account each month until the account is paid off in full.

Insurance

It is your responsibility to submit claims to your insurer and to be reimbursed by them.

To defer this requirement, this will only be considered on the basis that the insurance form is signed so payment is made direct to the Practice and that your insurance company has agreed to the claim in principle.  You will be required to pay the excess and any costs not covered by insurance i.e. livery fees and any part of the claim that has been rejected by your insurance company for whatever reason. Such costs must be paid within 30 days of invoice per our usual payment terms.

We are unable to liaise or negotiate with the insurance company on your behalf but we are happy to answer any veterinary queries where necessary free of charge. Please be aware that your insurance company will request the clinical history from us so do make sure you have answered all questions on the claim or renewal forms correctly with regard to any previous claims, investigations or treatments concerning the horse you are making the claim for.  Any discrepancies may cause a delay or rejection of your claim.  GVG Brooks Equine Veterinary Practice accepts no liability if your claim should be rejected, either in part or full and will ask that any outstanding invoices be settled in full for any veterinary treatment we have given to your horse.

It is the responsibility of the client, to ensure that your insurance company settle your account promptly and please be aware that you will be liable for any late payment surcharges on your account.  Should the account remain unpaid for more than 60 days, we will ask you for full settlement to prevent any debt recovery action being taken.

Instructions
In certain situations we understand that requests will be made by persons acting as your agent, such as a stable manager or stable owner. We will assume, unless advised in writing by yourself, that they have your authority and are acting in your interest and on your behalf.

 

We cannot accept instructions from anybody under the age of 18 years.

It is the client’s responsibility to keep their account updated with current contact details.

New clients

We welcome new clients who have completed our registration form and are able for settlement of all invoices in the first 3 months and/or until an acceptable credit rating have been established.

If the horse(s) have been previously treated by another veterinary practice we ask that you arrange the clinical history be sent to us at the time of registration. We politely ask you contact your previous practice requesting they provide this via email to admin@gvgbrooksequine.co.uk.

Termination of Service

You can ask us to stop treatment of your horse at any time, likewise we can stop treatment if you do not accept our advice, fail to pay your account within the 30 day period or if we are prohibited by law from doing any further work.  Also we will stop treatment, if sadly; the relationship between you and us breaks down.  On termination of work we will invoice you for any work already done and we reserve the right to hold your horses records, xrays,etc.

Pre-purchase examinations (Vettings)
It is our policy not to carry out pre-purchase examinations (vettings) on horses owned by current clients.

Information pertaining to pre-purchase examinations remains the property of the individual instructing the Practice. If the horse being vetted is known to the Practice, should the prospective purchaser ask, we have to disclose the clinical history to them. Should this request be refused by you, the Vendor, then we will decline to carry out the vetting for the prospective purchaser.

Medication

We can only prescribe medications for animals that are registered with our Practice and have already been treated and/or inspected by one of the Practices Veterinary Surgeons for the condition that the medication is required.  To comply with current regulations we cannot supply medication or prescription without first seeing the animal.

An animal requiring repeat prescription must be re-assessed by a GVG Brooks Equine veterinary surgeon every six months, incurring a visit fee and examination charge.

We ask that you give us 48 hours notice when ordering repeat prescription drugs either for collection from the office or to be posted.  All drugs must be approved by one of the Veterinary Surgeons before our Reception staff are authorized to issue them to you and in some cases, we may have to order the drugs into stock so please do allow enough time.  All drugs must be paid for at time of collection or before being posted.  Drugs posted out are sent by recorded delivery and there will be a charge to cover post/packing at current Royal Mail rates based on size and weight.

 

Treatment

Subject to our professional duties as Veterinary surgeons, we reserve the right to make final decisions on treatment.

We retain the responsibility for radiographs and ultrasound scans, but at your request these can be forwarded to another Veterinary surgeon.

‘Out of hours’ visits are charged when a Veterinary surgeon visits out of normal office hours, which are: 8.30 am – 5.30 pm Monday to Friday.

Vaccinations

Once horses have had their 3rd vaccination within a primary course, we will send out text alerts for annual vaccination reminders as a courtesy but it is the Owner’s responsibility to ensure that their horses are kept up to date with vaccinations before the expiry date, as marked in the horse’s passport. Please have the passport with you when the Vet attends to do the annual booster.  It is the client’s responsibility to ensure we have the correct mobile number to send the text alert to.

 

Zone Visits

  • A request for a zone visit must be made by 5.30pm on the Monday prior to a Wednesday visit or 5.30pm Tuesday prior to a Thursday visit
  • We will contact you the day prior to the visit with a 20 minute approximate window the vet will arrive with you
  • A specific vet or appointment time cannot be requested
  • Availability is limited, and on a first come, first served basis
  • All procedural, consultation and medication fees are at the normal price, reduced fee is applicable to the visit fee only
  • Payment must be made in full either by leaving payment details with the office prior to the appointment, or cash on the day of the zone visit. Failure to do so will result in an invoice with the full visit fee charge payable.
  • Procedures and consultations are limited to those listed above, and are at the discretion of GVG Brooks Equine. The following list includes procedures and consultations not available at the reduced visit fee: lameness or poor performance investigation, emergency attendance, pre-purchase examination (vettings), insurance examination, radiography (x-ray), ultrasound, endoscopy, gastroscopy, shockwave, laser therapy, reproductive procedures.

 

Healthcheck Visits

  • A specific vet cannot be requested
  • Consult time is limited to 30 minutes for the Health Visit, and 45 minutes for Health Visit Plus & Extra
  • Health Care Visit cannot serve as a replacement for a vetting/pre-purchase examination or vetting for insurance
  • Health Visit Geriatric is for horses aged 20 or over
  • Geriatric blood profile can be used for horses over 15 years
  • If issues are identified, further investigation and diagnostic procedures may be recommended, at an additional cost to the client

 

Feedback

We always aim to provide a high standard of care, and at GVG Brooks our mission is to provide excellence in equine veterinary care.

Our customers’ views are important to us and help to ensure our services are consistently meeting people’s needs. If you are unhappy with any of our services it is important that you let us know.

Please see our complaints policy on our website.

 

Data Protection 
We will only use client details in connection with providing you veterinary services. We will not pass any details on to 3rd parties without your permission, unless specifically detailed below. We may, from time to time, send you information on veterinary topics, GVG Brooks Equine news and promotions that would be relevant to you. Having completed a registration form you have opted in to receive such contact via e-mail, post and SMS. Should you wish to opt-out you can do this at anytime by using the link on e-mail, or if you wish to opt-out of post or SMS contact please inform us by email to admin@gvgbrooksequine.co.uk. We will aim to maintain your details correct on our databases. You, the client, will provide us with correct and updated personal information to allow us to provide our services to you. Please see the separate privacy statement on our website for further detail and with regards to how we process data from our website.

Terms & Conditions may be revised from time to time and will be posted on the website (www.gvgbrooksequine.co.uk). No variation to these terms and conditions will bind GVG Brooks Ltd unless specifically agreed in writing.