Complaints handling policy (NHS treatment) Code of practice for patient complaints

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

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

• The person responsible for dealing with any complaint about the service which we provide is the Practice Manager.
• If a patient complains by 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 not available at the time, then the patient will be told when they will be able to talk to them Practice Manager and arrangements will be made for this to happen. The member of staff will make a written record of your complaint and provide the patient with a copy as well as passing it onto the Practice Manager. If we cannot arrange 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.
• If the patient complaints in writing or by email it will be passed on immediately to the Practice Manager. Please send your email to [email protected]
• 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.
• We will acknowledge the patients complaint in writing and enclose a copy of this code of practice as soon as possible, normally within three working days. We will offer to discuss the complaint at a time agreed with the patient, asking how the patient would like to be kept informed of developments, for example, by telephone, face to face meetings, letters or e-mail. We will inform the patient about how the complaint will be handled and the likely time that the investigation will take to be completed. If the patient does not wish to discuss the complaint, we will still inform them of the expected timescale for completing the process.
• We will seek to investigate the complaint speedily and efficiently and we will keep the patient regularly informed, as far as reasonably practicable, as to the progress of the investigation. Investigations will normally be completed within 28 days.
• When we have completed our investigation, we will provide the patient with a full written report. The report will include an explanation of how the complaint has been considered, the conclusions reached in respect of each specific part of the complaint, details of any necessary remedial action and whether the practice is satisfied with any action it has already taken or will be taking as a result of the complaints.
• 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.
• If patients are not satisfied with the result of our procedure then a complaint may be referred to:

England (Insert name and address of board) or the Parliamentary and Health Service Ombudsman, Millbank Tower, Millbank, London, SW1P 4QP.
Telephone: 0345 015 4033 or www.ombudsman.org.uk for complaints about NHS treatment.

Scotland (Insert name and address of board) or the Scottish Public Services Ombudsman, Freepost, EH3 0BR.
Telephone: 0800 377 7330 or www.scottishhombudsman.org.uk for complaints about NHS treatment.

Wales (Insert name and address of board) Public services Ombudsman for Wales, 1 Ffordd yr Hen Gae, Pencoed, CF35 5LJ.
Telephone: 0845 601 0987 or www.ombudsman-wales.org.uk for complaints about NHS treatment.

Northern Ireland (Insert name and address of board) Northern Ireland Ombudsman, Freepost, BEL 1478, Belfast, BT1 6BR
Telephone: 0800 3434 24 or www.ni-ombudsman.org.uk for complaints about NHS treatment.

The dental complaints service, The Lansdowne Building, 2 Lansdowne Road, Croydon, Greater London, CR9 2ER, 0845 6120 540 or www.dentalcomplaints.org.uk for complaints about private treatment.

The general Dental Council, 37 Wimpole Street, London, W1M 8DQ the dentist’s registration body.