Clinic Terms & Conditions 2026
For Dental Practices Using Temporary or Locum Staff
Key Terms (Clinic Summary)
This is a quick guide only. Please read the full Terms & Conditions below.
- Peace of Mind Dental Recruitment supplies locum dental staff to your clinic on agreed hourly rates.
- All enquiries, bookings, changes and cancellations for Workers introduced by Peace of Mind must go through Peace of Mind, not directly with the Worker.
- You must not bypass Peace of Mind by paying Workers directly, offering them shifts, or hiring them without our involvement. Our No-Circumvention and Transfer Fee clauses will apply.
- If you hire or engage a Worker directly within 12 months of a Peace of Mind booking or introduction, a Transfer Fee will be payable as set out in these Terms.
- Cancellations and changes to bookings must be made within the notice periods stated in these Terms, or charges may apply.
- You are responsible for paying Peace of Mind’s invoices in full and on time for all hours worked by Workers supplied to you.
- Peace of Mind may suspend or stop supplying Workers if invoices are not paid, or if our Terms are breached.
1. Introduction
These provisions establish the framework for the provision of temporary and locum dental specialists (“Staff”) by Peace of Mind Dental Recruitment (“Peace of Mind”) to the Client (“the Facility”). Engaging our services constitutes an acceptance of these legal conditions.
2. Definitions
• Firm: Peace of Mind Dental Recruitment
• Facility: The dental surgery requesting Staff
• Staff: Any clinical professional provided by Peace of Mind
• Placement: A temporary role facilitated by Peace of Mind
• AWR: Agency Workers Regulations 2010
• GDPR: UK Data Protection Standards
3. Engagement Confirmation
An agreement is formalized when: The Facility submits a request; Peace of Mind assigns a compatible Staff member; Notification is delivered via digital or verbal communication. Following confirmation, the Facility is committed to the scheduled duration, subject to the cancellation policy.
4. Urgent & Same-Day Requests
Peace of Mind specializes in emergency staffing, accommodating requests made on the morning of a shift. For verified same-day placements: Compensation begins from the originally agreed time, regardless of when the request was finalized. Staff are entitled to full remuneration for the confirmed shift window.
5. Cancellation Protocols
Facility Cancellations: Notice under 24 hours results in 50% of total shift fee; Notice exceeding 24 hours has no obligation. Attendance constitutes chargeable time. If a nurse arrives as scheduled and the clinic cancels, the full shift fee plus travel costs applies.
Staff Cancellations: Peace of Mind will endeavor to source a substitute but is not liable for indirect losses.
6. Punctuality & Facility Duties
The Facility must ensure settings are ready at the designated time. Remuneration is calculated from the scheduled start time. Persistent delays may lead to suspension of service.
6A. Guaranteed Minimum Booking Hours
When Staff is reserved, they must be compensated for the entire duration, even if released early. This maintains professional equity and service reliability.
7. Workplace Conduct
The Facility must uphold a secure clinical environment, maintain professional courtesy, prohibit harassment, and disclose safety protocols.
8. Vetting & Credentialing
Staff undergo screening for eligibility, GDC status, Enhanced DBS, indemnity coverage, Hepatitis B immunizations, and references.
9. Independent Practitioners
Hygienists and therapists typically operate as independent contractors. Hourly rates are finalized directly between Facility and Practitioner.
10. Operational Records
The Facility must authorize hours via timesheets. Non-authorization does not waive payment; Peace of Mind may rely on Staff logs.
11. Financial Terms
Invoices are distributed weekly. Payments are due within 7 days. Interest for late settlement may be applied under commercial debt legislation.
12. Permanent Placement Fees
If a Staff member is hired permanently within 12 months, a fee of 12.5% of annual gross salary applies (typically £3,000–£3,250).
13. No-Circumvention
All communication and payments must go through Peace of Mind. Direct engagement within 12 months triggers a Transfer Fee (min £3,000).
14. Transition Fees
Fees for converting temporary Staff to permanent are due upon formal acceptance of the contract.
15. Limitation of Liability
Facility supervises all clinical activities. Peace of Mind is not responsible for clinical outcomes or property damage.
16. Mandatory Insurance
The Facility must maintain valid Indemnity, Public Liability, and Employer’s Liability insurance.
17. Privacy Policy
Data processing is managed in accordance with UK GDPR for recruitment functions.
18. Termination of Service
Service may cease if payment terms are ignored, environments are hazardous, or unprofessional conduct is reported.