Complaints Policy and Procedure

In our practice, we take complaints very seriously indeed and try to ensure that all our patients are pleased with their experience of our service.

We try to ensure that all our patients are pleased with their experience of our services. we welcome
feedback from patients and take any complaints seriously. We aim to deal with any complaints
courteously and efficiently so that they can be resolved as quickly as possible.

Our complaints procedure outlines how we deal with any complaints.

The person responsible for dealing with any complaints in the practice is Donna Winters.

How to complain
We hope that most issues can be resolved easily and quickly, often at the time they arise and with
the person concerned. If your issues cannot be sorted out this way and you wish to make a
complaint, you can do so verbally by speaking to one of our team members, who will direct you to
our complaints lead, or you can write to us by letter or email.

Complaints made verbally
If you wish to make a complaint over the phone or in person, we will listen to your complaint and
offer to refer you to our complaints lead. If they are unavailable, the staff member will take your
details and a brief explanation of the complaint to pass on. your complaint will be acknowledged
within 3 working days.

Complaints made via email or letter
Any letters or emails regarding a complaint will be immediately passed to our complaints lead. Your
complaint will be acknowledged within 3 working days.

Investigations
We will contact you to discuss your complaint unless it can be resolved easily. Any complaints
involving clinical care will be referred to the treating dentist unless you request this not to happen.
we will then investigate your complaint and will aim to have a response for you within 10 working
days. If it is not possible to resolve this within that timeframe, we will inform you and let you know
when it is likely to be resolved.

Once we have made a decision regarding your complaint we will inform you by your preferred
contact method.

It is possible that if a complaint regards clinical care or is complex, we may need to seek advice
from our insurers, indemnifiers or legal advisors and, therefore, may need to share some of your
information for this purpose.

Complaining on behalf of someone else
Please note that we strictly adhere to the rules of clinical confidentiality. If you are complaining on
behalf of someone else, we must know that you have their permission to do so. A note signed by
the person concerned will be needed unless they are incapable (because of physical and mental
illness) of providing this.

Time limits for opening complaints
Complaints should be made within 12 months of the incident or when the complainant first
discovered the problem.

Complaints to external bodies
We hope that if you have a concern, you will use our practice complaints procedure. we believe this
will give us the best chance of putting right whatever has gone wrong and an opportunity to
improve our practice. This does not affect your right to approach the ICB if you feel you cannot
raise your complaint with us. However, this does not affect your right to complain to an external
body, if you feel you cannot raise your complaint with us, or you are dissatisfied with the result of
our investigation.

The CQC: the CQC don’t get involved with complaints made to the practice. They do, however,
encourage giving feedback on service providers.

To send feedback to the CQC please go to:https://www.cqc.org.uk/give-feedback-on-care

Telephone: 03000 616161 (Mon to Fri, 8.30am – 5.30pm excluding bank holidays)

The NHS: if you would rather not go directly to your practice and your treatment is provided by the
NHS, you can contact your local ICB, which is responsible for NHS dental services.

https://www.cpics.org.uk/

If you feel unable to raise your concerns with the practice, you can contact the ICB.
however, the ICB cannot re-investigate complaints already made to the practice, so if you
feel unhappy with how the practice or the ICB has handled a complaint, you should contact
the Parliamentary and Health Service Ombudsman.

The Parliamentary and Health Service Ombudsman
Telephone: 0345 015 4033
Website: https://www.ombudsman.org.uk

Private Patients: The Dental Complaints Service handles complaints made by private
patients.
Telephone: 0208 253 0800 (Mon-Fri, 9am-5pm)
Website: https://dcs.gdc-uk.org/

The GDC
Telephone: 0854 222 4141 or 0207 887 3800
Website: https://contactus.gdc-uk.org/Complaint/Process/13