Complaints Procedure

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White House Dental Practice Complaints Policy

We want our service to meet your expectations. If you have a concern or complaint about any aspect of our service, we want to know what mistakes we made and identify how we can improve to ensure that we meet your expectations in future. Our aim is to learn from any feedback we receive and improve the service we provide to our patients. 

We will deal with complaints courteously and promptly and aim to resolve the matter as quickly as possible. 

If you wish to make a complaint or simply let us know how we could have done better, please contact Dayan Jesuthasan our Complaints’ Manager:

· By telephone on 01483 473850

· By email at whitehouse.dental@outlook.com

· By letter to 45 High Street Knaphill Woking GU21 2PX

· In person

The Complaints’ Manager usually works at the practice on Monday – Friday and will endeavour to be available during these times. You may find it more convenient to make an appointment with the Complaints’ Manager to ensure that he can dedicate sufficient time to meet with you.

If you contact the practice to make a complaint and the Complaints’ Manager is not available, we will arrange a convenient time for them to contact you. We will ask you for brief details of your complaint so that the Complaints’ Manager can gather any useful information before contacting you. You will be given a copy of the notes made for the Complaints’ Manager. 

If the matter requires a more immediate response, we will arrange for a senior member of the dental team to deal with it – Practice Co-ordinator. 

If your complaint is about your dental treatment or the fee charged, we will usually ask the dentist concerned to contact you, unless you do not want this.

We acknowledge all complaints in writing and enclose a copy of this code of practice as soon as possible, normally within 3 working days. 

We will offer to discuss the complaint with you and will ask how you would like to be kept informed of developments – by letters or e-mail or by face-to-face meetings. We will let you know how we will deal with your complaint and the likely time that the investigation will take to complete. If you do not wish to discuss the complaint further, we will still let you know the expected timescale for completing the investigation.

We will investigate your complaint promptly within 10 working days or, if the issue is complex, within 6 months and as far as reasonably practicable, will let you know how our investigation is progressing. 

When we have completed our investigation, we will provide you with a full written report, unless you have told us that you do not wish for further communication. The report will explain how we considered the complaint, the conclusions we reached for each part of your complaint, details of any remedial action we have taken and whether further action is needed. 

We keep proper and comprehensive records of any complaints that we receive and the action we have taken following investigation. We review these records regularly to ensure that we recognise our mistakes and take every opportunity to improve our service.

If your complaint was about your dental treatment and you are not satisfied with the result of our investigation, you can take up the matter with a relevant external organisation.

The Parliamentary and Health Service Ombudsman, Millbank Tower, Millbank London SW1P 4QP (0345 015 4033 or www.ombudsman.org.uk).

Dental Complaints Service, 37 Wimpole Street, London W1G 8DQ 

(020 8253 0800 or online at https://contactus.gdc-uk.org/dcs/Complaint/PrivatePatients).

Financial Ombudsman - https://www.financial-ombudsman.org.uk , complaint.info@financial-ombudsman.org.uk, Call the helpline on 0800 023 4567. If you are dissatisfied with our response and your agreement is regulated by the Financial Conduct Authority, you have the right to refer your complaint to the Financial Ombudsman Service, free of charge, but you must do so within six months of the date of the final response or 8 week holding letter. Further information and contact details can be found on www.financial-ombudsman.org.uk.