This policy sets out the terms that apply to bookings made through the Book a Scan platform.
Please read it carefully before completing your booking.
Bookings are subject to provider availability, clinical suitability checks and any applicable provider rules.
1. How Bookings Work
Book a Scan is a booking intermediary.
When you submit a booking enquiry through our platform, you are requesting an appointment with an independent imaging provider.
Your booking is not confirmed until you receive written confirmation from us or the provider.
All bookings are subject to:
- Completion of a medical information form
- Clinical review and suitability assessment
- Referral checks where required by the scan type or provider
- Provider approval and availability
We will guide you through the correct pathway.
This will depend on your scan type, symptoms, location and provider requirements.
2. Booking Confirmation
You will receive a booking confirmation by email once your appointment has been approved and confirmed by the provider.
Please check your confirmation carefully.
You should contact us promptly if any details are incorrect.
A payment or enquiry does not always confirm an appointment.
Some scans require clinical review, referral checks or provider approval before confirmation.
3. Cancellation by the Patient
If you need to cancel or reschedule your appointment, please contact us as soon as possible.
The following cancellation terms apply unless different provider-specific terms are given to you.
More than 48 hours before appointment
Full refund, less any non-refundable booking or administration fee where applicable.
24 to 48 hours before appointment
A cancellation fee may apply depending on the provider. We will advise you of any applicable fee.
Less than 24 hours before appointment
The full booking fee may be retained. The provider may charge a late cancellation fee.
Non-attendance
No refund will be issued where the patient does not attend without prior notice.
Cancellation terms may vary by provider.
Any provider-specific cancellation terms will be communicated to you at the time of booking confirmation.
4. Rescheduling
If you wish to reschedule your appointment, please contact us as soon as possible.
Rescheduling is subject to provider availability.
A rescheduling fee may apply if the request is made within 24 hours of the appointment.
Some providers may treat short-notice rescheduling as a late cancellation.
5. Cancellation by the Provider
In the event that your appointment is cancelled by the imaging provider, we will contact you as soon as possible.
We will aim to arrange an alternative appointment or issue a full refund where appropriate.
Book a Scan is not liable for any costs incurred as a result of a provider cancellation.
This includes travel, accommodation, parking, childcare, time off work, or other associated costs.
6. Bookings Declined on Clinical Grounds
If your booking is declined following clinical review or suitability assessment, you will be notified.
A full refund will be issued where payment has already been taken.
We may advise you on alternative pathways where appropriate.
This may include speaking to your GP, consultant, or another qualified clinician.
Clinical safety comes first.
A booking may be declined if the scan is unsuitable, unsafe, incomplete, or not accepted by the provider.
7. Refunds
Refunds are processed to the original payment method.
Refunds are usually processed within 5 to 10 working days.
The exact timing may depend on your bank, card provider, payment method or payment processor.
We will notify you by email when a refund has been issued.
8. How to Cancel or Reschedule
To cancel or reschedule your appointment, please contact us using the contact details provided on our website.
Please quote your booking reference number.
We recommend contacting us by email.
This gives you a written record of your request.
9. Late Arrival
You should arrive at the time stated in your booking confirmation.
If you arrive late, the imaging provider may be unable to perform your scan.
Late arrival may be treated as non-attendance.
In these circumstances, a refund may not be available.
10. Preparation Instructions
Some scans require preparation before the appointment.
Preparation may include fasting, drinking water, avoiding certain medication, or bringing previous scan results.
You are responsible for reading and following any preparation instructions provided.
If preparation instructions are not followed, the scan may be delayed, changed or cancelled.
11. Provider-Specific Rules
Different imaging providers may apply different booking, cancellation and refund rules.
Provider-specific rules may override the general terms set out in this policy.
Where this applies, we will aim to make these rules clear before or at booking confirmation.
12. Changes to This Policy
We may update this Booking and Cancellation Policy from time to time.
The current version will always be available on our website.
The updated policy will apply from the date it is published.
13. Contact
If you need to cancel, reschedule, or ask a booking question, please contact us through the contact details provided on our website.
AIS Health Ltd
Trading as Book a Scan
4th Floor, Silverstream House
45 Fitzroy Street
Fitzrovia
London
England
W1T 6EB
Website: https://www.bookascan.co.uk