Terms & Conditions
This document outlines the Terms & Conditions of service provided by Gynaecology and Menopause Specialists. By continuing to use our website and services, you acknowledge and accept these terms.
1- About Our Services
Gynaecology and Menopause Specialists provides expert consultations and tailored treatment plans for women experiencing symptoms related to menopause and perimenopause as well as Gynaecology Consultations. Additionally, we offer adjunct treatments for hormone-related conditions, including:
• Osteoporosis
• Pre-Menstrual Syndrome (PMS)
• Polycystic Ovary Syndrome (PCOS)
• Endometriosis
Our services are delivered through our website (www.gynacare.co.uk) in collaboration with MidexPRO (www.midexpro.com), our trusted medical software provider.
2- Terms of Use
By accessing and using our services, you agree to be bound by these Terms and Conditions (“Terms”). If you do not understand or accept these Terms in full, you are not authorised to use our services.
These Terms constitute a legal agreement (“Agreement”) between you and Gynaecology and Menopause Specialists. We recommend printing a copy for your records.
3- Emergency Notice
WE WILL NOT BE ABLE TO PROVIDE EMERGENCY TREATMENT. Our services are not designed for emergency medical situations. If you require urgent or emergency treatment or believe your condition may escalate into an emergency, please seek immediate medical attention. Call 999, 111 or contact your GP or nearest urgent care centre or A&E.
4- Definitions
For the purposes of these Terms:
• “Advice” refers to any medical guidance or information provided via voice, video, or electronic communication.
• “Clinician/Doctor/Consultant” refers to medical practitioners employed or engaged by Gynaecology and Menopause Specialists to develop and implement Treatment Plans.
• “Services” includes (but is not limited to) medical advice, access to doctors, treatment plans, prescriptions, referrals, and the sale of products.
• “Treatment” encompasses consultations, procedures, tests, and medications prescribed in accordance with your Treatment Plan.
• “Treatment Plan” is a personalised medical plan created based on your test results, medical reports, and consultation with a doctor.
5- Our Services
Gynaecology and Menopause Specialists provides:
• Online video consultations with doctors on a private, self-funded basis. Conducted remotely via secure video connection.
• Face-to-Face consultations with doctors on a private, self-funded basis. Conducted in person.
• Hormone replacement therapy (HRT) prescriptions, with the option to collect from any pharmacy or receive compounded BHRT prescriptions from our partner pharmacy.
• Treatment for women aged 16 and over.
6- Important Notice
Our services are not a substitute for the NHS or in-person GP consultations. If your condition requires a physical examination, urgent medical attention, or is unsuitable for remote consultation, please contact your GP or emergency services.
7- Contact & Complaints
For any enquiries or assistance, please reach out to us:
• Email: drsamina@javaid.co.uk
• Phone: 07780 698989
Complaints Procedure
If you wish to make a complaint:
1. Please submit your complaint in writing via email as soon as possible after the incident.
2. A senior team member will be assigned to investigate your concern.
3. We will acknowledge your complaint and keep you informed of any delays.
4. Once the investigation is complete, you will receive a written response detailing our findings and any necessary corrective actions.
8- Registration Requirements
When registering for our services, you must provide:
• Your full name, including any previous names.
• Date of birth.
• Full postal address (including postcode).
• Your GP’s name and address.
• A valid photo ID (Passport or Driving Licence).
• A selfie holding your ID clearly visible for verification.
By registering, you confirm that:
• All provided information is complete, true, and accurate to the best of your knowledge.
• You consent to storage of your details using secure, GDPR compliant cloud based patient notes, communication with your GP using secure encrypted email, and request for feedback using secure email. Your identification details will be securely stored within MidexPRO, our GDPR-compliant medical software, for future verification.
• You agree to maintain accurate and up-to-date information in your account at all times.
9- Booking Policy
At Gynaecology and Menopause Specialists, we are committed to providing patients with the best possible care. To ensure smooth operations and to avoid disruption to other patients, it is very important that you select the correct consultation type when making your booking.
9.1 Booking Types
We currently offer two types of consultations:
• Face-to-Face Appointments – conducted in person.
• Online Appointments – conducted remotely via secure video consultation.
It is your responsibility to ensure that you select the correct consultation type when making your booking.
9.2 Incorrect Booking Type
If you book the incorrect consultation type (for example, booking an online consultation when you intended to be seen face-to-face, or vice versa):
• We will do our best to accommodate your consultation at the scheduled time.
• However, if it is not possible to provide the consultation in the incorrect format booked, we reserve the right to reschedule your appointment to the correct format at a later time.
• We will endeavour to see you at the time you have booked; however, if any unforeseen reason arises that it is not possible to see you at the time you have booked, we will offer you an appointment as close to the time you have booked as possible or refund you.
• In some cases, we may need to cancel the booking if we are unable to provide the service as booked.
9.3 Responsibility of the Patient
• It is the patient’s responsibility to check and confirm that the correct consultation type (Face-to-Face or Online) has been booked.
• Incorrect booking may lead to inconvenience, delay in being seen, or cancellation of your appointment.
9.4 Our Commitment
While we will always try to accommodate you where possible, correct booking ensures:
• You are seen in a timely manner.
• Other patients’ appointments are not disrupted.
• The consultation is delivered in the most appropriate setting for your needs.
Please ensure you double-check your booking type (Face-to-Face or Online) before confirming your appointment.
10- Consultations
Preparing for Your Consultation:
• Ensure you know how to log in a few days before your appointment. If you experience difficulties, our admin team is available to guide you through the process.
• UK Guidelines insist on us verifying patient identity with Photo ID. PLEASE DO NOT MAKE A BOOKING IF YOU CAN NOT SHOW PHOTO ID TO YOUR DOCTOR AT YOUR CONSULTATION. Have a valid photo ID (e.g., Passport or Driving Licence) ready to present at the start of your consultation. If your identity cannot be verified, the Doctor may cancel the consultation or be unable to issue a prescription. Please ensure all personal details provided are accurate.
• At the beginning of the consultation, the Doctor will confirm the address from which you are attending. This is to ensure emergency services can be notified of your location if needed.
Conducting the Consultation:
• Gynaecology and Menopause Specialists provides secure video consultations via our medical software, MidexPRO.
• You must always provide accurate and complete medical information to the Doctor during your consultation.
• The Doctor will document the consultation in accordance with legal and regulatory requirements. You must review this information and inform us if you identify any inaccuracies.
Requirements at the Time of Your Consultation:
• Ensure you have a stable internet connection.
• The consultation must take place in a private setting. It cannot be conducted if you are driving, in a public space, or in any non-private environment (e.g., a café or park).
• If the consultation is conducted in an inappropriate setting, the Doctor will terminate the session, and you will be required to rebook and pay for a new consultation.
11- Prescriptions
Pharmacy Regulations:
• All partner pharmacies are registered with the General Pharmaceutical Council (GPhC). You can verify a pharmacy at www.pharmacyregulation.org/registers/pharmacy.
• For further information about a specific pharmacy, please contact them directly using the details listed on the register.
• Gynaecology and Menopause Specialists is not responsible for the dispensing, supply, or delivery of any medication prescribed to you. These services are managed by the pharmacy under their own terms and conditions.
Prescription Approval & Restrictions:
• The Doctor will assess your suitability for treatment. A prescription is not guaranteed and is issued at the Doctor’s discretion.
• If deemed appropriate, the Doctor may issue a private prescription, which will be dispensed by a nominated pharmacy.
• The only controlled drugs we are authorised to prescribe are Testosterone and DHEA, which are classified under Controlled Drugs Schedule 4 Part 2.
• We do not prescribe strong painkillers, benzodiazepines, opioids (e.g., morphine), or any restricted substances under the Misuse of Drugs Regulations 2001. If you require these medications, please do not book an appointment, as they will not be provided, and you will still be charged for the consultation.
Prescription Scope & Processing:
• Prescriptions will only cover hormone replacement therapy (HRT) or other approved treatments for managing menopausal symptoms.
• By using our service, you consent to Gynaecology and Menopause Specialists sharing basic identification data with the nominated pharmacy to verify your identity when collecting your prescription.
• The pharmacy will contact you directly to process your prescription, confirm details, and arrange delivery if applicable.
Pharmacy Policies & Liability:
• All prescriptions issued by our Doctors are only valid at approved UK pharmacies.
• Gynaecology and Menopause Specialists does not control or influence pharmacy policies, including acceptance or processing of prescriptions, dispensing of medication, delivery services, or opening hours.
• If your prescription is not processed, dispensed, or delivered correctly, we recommend that you contact the nominated pharmacy directly. In such cases, you may be eligible for a refund from the pharmacy. However, consultation fees are non-refundable, even if your prescription is not fulfilled.
12- Fees
• Consultation fees are listed on our website.
• Payment for all licensed medications prescribed must be made directly to the pharmacy where you obtain the medication upon presentation of the prescription. For compounded BHRT medication prescribed via the nominated Compounding Pharmacy, payment must be made through our online portal. Once payment is completed, the prescription will be sent to the pharmacy, and the medication will be dispatched to you.
• If you prefer to have licensed medication sent to you via the Compounding Pharmacy, payment must be made through our online portal.
13- Video Consultations
• To book a video consultation, you must schedule an appointment online and select a time slot. All appointment times are based on UK local time.
• Upon booking your consultation, you will receive an email confirmation with the appointment details and a link to join the secure video consultation. If you do not receive this email, please check your junk/spam folder. If you still have not received it, contact us at drsamina@javaid.co.uk.
• In the event of medical emergencies or other unforeseen circumstances, we may need to reschedule your appointment. We reserve the right to do so at any time before the confirmed start of your appointment and will notify you to arrange an alternative time.
• On the scheduled date and time, you must click the provided link to start your video consultation.
• After the consultation, if a prescription is required, the doctor will issue it based on the information you provide. This prescription will be sent to you via email.
• You may cancel your appointment up to two working days before the scheduled start time without incurring any charges.
14- Cancellation Policy
• PLEASE DO NOT MAKE A BOOKING IF YOU WILL NOT BE IN THE UK FOR YOUR APPOINTMENT. Please make sure that you will be in the UK for your appointment. No refund will be offered if, on the day of your appointment you are not in the UK and you attempt to access your appointment.
General Follow Up Appointment Policy:
• If it has been longer than twelve calendar months since your last appointment with us, you will need to book a new patient appointment. This is because should such time elapse, a more detailed consultation is often required. In this instance, feel free to book with a doctor that you did not see originally.
New Online Appointments:
• If you cancel within 24 hours of booking, you will receive a full refund.
• If you cancel up to 48 business hours before your appointment, you will receive a full refund minus a £25 administration fee.
• If you cancel within 48 business hours of your appointment, no refund will be issued.
• Rescheduling policy: If you request a reschedule within 48 business hours of your appointment, no refund will be given, regardless of the reason.
• If you are late or fail to attend your appointment, no refund will be provided.
Follow Up Online Appointments:
• Cancellation of your appointment up until 48 business hours before your appointment time, fees are fully refundable.
• Cancellation of your appointment within 48 business hours, fees are non-refundable.
• Rescheduling policy: If you request a reschedule within 48 business hours of your appointment, no refund will be given, regardless of the reason.
Face to Face New and Follow Up Appointments:
• If you cancel within 24 hours of booking, you will receive a full refund.
• If you cancel up to 48 business hours before your appointment, you will receive a full refund minus a £25 administration fee.
• If you cancel within 48 business hours of your appointment, no refund will be issued.
• Rescheduling policy: If you request a reschedule within 24 hours of making the appointment booking, there is no rearrangement fee. If you request a reschedule within 48 business hours of your appointment, no refund will be given, regardless of the reason.
• If you are late or fail to attend your appointment, no refund will be provided.
To cancel, contact us at 07780698989 or email drsamina@javaid.co.uk with your name, date of birth, and appointment time.
All registration documents must be submitted before your initial consultation. If not, your appointment will be cancelled, and you will be charged for the full session.
15- Accessing the MidexPRO System
To use our services, you must have access to the Internet via Wi-Fi or a mobile data connection using a PC, mobile device, or tablet. You are responsible for arranging and paying for internet access, as well as ensuring you have the necessary hardware and software.
To join a video consultation through MidexPRO, your device must meet the following requirements:
• Operating System: Windows 10 or macOS X 10.11.6 (or newer)
• Browser: Google Chrome
• Internet Connection: A minimum bandwidth of 1MB/s is required, while 3MB/s is recommended for optimal connection.
• We strongly recommend checking your system compatibility before your appointment, as we cannot offer refunds due to connection issues, outdated operating systems, or browser incompatibility.
• If your connection drops during the consultation, the doctor will attempt to reconnect or contact you by phone.
We are not responsible for:
• The availability of the internet or any network issues.
• Errors caused by telecommunication failures or poor connectivity.
16- Service Availability
While we strive to ensure uninterrupted service, we cannot guarantee it due to the nature of the internet. Occasionally, access may be restricted for maintenance or upgrades. We will aim to minimise disruptions.
If there is a service issue:
• We will make reasonable efforts to restore functionality.
• We will attempt to contact you to continue your consultation.
• If we are unable to provide the service due to our fault, you will be entitled to a refund.
17- Payment
• To use our services, you must provide valid payment card details and have the authority to use the card.
• Your card will be charged at the time of booking.
• By providing payment details, you authorise us to charge your card for services and products purchased. If payment authorisation fails, the services will not be provided, and your booking will be cancelled.
• For payment-related inquiries, please contact drsamina@javaid.co.uk.
18- Agreement to Terms
By using Gynaecology and Menopause Specialists, you agree to the following:
• You must truthfully disclose all relevant information during consultations and other communications.
• The advice and prescriptions provided are based on the information you supply. Failure to provide accurate details may impact the guidance given and the medications prescribed, for which we cannot be held responsible.
• We are not liable for any harm resulting from failure to follow medical advice or from not informing your regular healthcare provider about your treatment.
• Our services do not replace consultations with your usual doctor. You are responsible for informing your GP about any treatments or medications prescribed.
• We share your data with pathology labs, pharmacies, and diagnostic clinics as necessary. We also notify your GP about your treatment, as required by the General Medical Council.
• At the time of your booking, please provide your GP email details, or take responsibility for forwarding your clinic letter to them (should you wish for them to be kept informed). We aim to be environmentally friendly and this reduces paper use. If you decline GP notification, it is your responsibility to inform them.
• The doctor will provide a consultation summary and prescription details, which will be emailed to you and your GP unless you request otherwise.
• In some cases, we may need to share your personal data with health authorities, legal bodies, or emergency services without your consent. Please note that if any safety or safeguarding concerns are noted, these will be shared with you and we may also share this information with your GP or other relevant agencies after informing yourself.
• If you receive medication, you must check that it is correct and undamaged. If unsure, contact the pharmacy before taking it.
19- Registration and Use of Services
By registering and placing an order, you confirm that:
• You are legally capable of entering into a contract.
• You are at least 16 years old.
• You have only registered once and for yourself.
• Your provided details, including name and address, are accurate.
• You will not use the service on behalf of anyone else.
• You will follow all prescription instructions and report any side effects.
• You will not use expired medication.
• You will notify us of any incorrect or outdated information in your records.
• You will not record or share consultation recordings.
20- Limitation of Liability
• We exclude liability for all implied warranties and conditions to the fullest extent permitted by law.
• We are not responsible for delays or failures caused by factors beyond our control.
• Our maximum liability is limited to £1,000 and excludes loss of business or indirect damages.
• We are not responsible for medication supply or delivery—this falls under the relevant provider’s responsibility.
• Our doctors are independent specialists registered with the General Medical Council (GMC) and carry professional indemnity insurance.
• The advice given by a doctor is their sole responsibility.
We are not liable for any losses resulting from:
• Service interruptions
• Emergency situations requiring in-person care
• Incorrect use of advice, medication, or treatments
21- Website Use
• Links to third-party websites are provided for information only. We do not control these sites and are not responsible for their content.
• Communication will primarily be electronic, and by using our services, you agree to receive important notices in this format.
22- Policy Changes
• We reserve the right to modify our services, website content, and these terms at any time. If significant changes occur, you may be required to accept updated terms before continuing use.
23- Use of Personal Data
• Your personal data will be handled as outlined in our Privacy Policy.
• We may share your data for service provision, payment processing, compliance, and fraud prevention.
For concerns about data use, contact info@onlinemenopausecentre.com.
24- Governing Law
• These terms are governed by English law, and disputes will be resolved in the courts of England and Wales.
