Complaints procedure

Code of Practice for Patient Complaints

In our practice, we take complaints very seriously and ensure that all our patients are pleased with their experience of our service. When patients complain, they are dealt with courteously and promptly to resolve the matter as quickly as possible. This procedure is based on these objectives.

We aim to react to complaints in the way we would want our complaint about a service to be handled. We learn from every mistake that we make, and we respond to customers’ concerns in a caring and sensitive way.

1. The person responsible for dealing with any complaint about our service is the Practice Manager.
2. If a patient complains on the telephone or in person, we will listen to their complaint and offer to refer him or her to the Practice Manager immediately. If the Practice Manager is unavailable at the time, then the patient will be informed when they can talk to the Practice Manager, and arrangements will be made for this to happen. The staff member will take brief details of the complaint and pass them on to the Practice Manager. If we cannot arrange this within a reasonable period or if the patient does not wish to wait to discuss the matter, arrangements will be made for someone else to deal with it.
3. If the patient complains in writing or by email, it will be passed on immediately to the Practice Manager. If a complaint is about any aspect of clinical care or associated charges, it will normally be referred to the dentist concerned, unless the patient does not want this to happen.
4. We will acknowledge the patient’s complaint in writing and enclose a copy of this code of practice within three working days.
5. We will seek to investigate the complaint within ten working days of receipt to explain the circumstances that led to the complaint. If the patient does not wish to meet us, then we will attempt to talk to them on the telephone. If we cannot investigate the complaint within ten working days, we will notify the patient, giving reasons for the delay and a likely period within which the investigation will be completed.
6. We will confirm the decision about the complaint in writing immediately after completing our investigation.
7. Proper and comprehensive records are kept of any complaint received as well as any actions taken to improve services as a consequence of a complaint.
8. If patients are not satisfied with the result of our procedure, then a complaint may be made to:

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

The Dental Complaints Service, The Lansdowne Building, 2 Lansdowne Road, Croydon, Greater London, CR9 2ER. Telephone: 08456 120 540 https://dcs.gdc-uk.org/

The General Dental Council, 37 Wimpole Street, London. W1N 8DQ. Telephone: 0845 222 4141, the dentists’ regulatory body for complaints about professional misconduct