Regulations for patients using the services of Stomo Clinic in Wroclaw

We are committed to offering patients the highest standards of service. That’s why we’ve written down a little, and in our regulations we try to clarify all doubts and rules for providing medical services. We know from experience that the so-called “fine print” provisions seem boring until they start to affect us. We do not use fine print and explain everything step by step. If something is still unclear to you and we should add it here – please let us know by emailing kontakt@stomo.pl We would be very grateful!

Making an appointment with the dentist

Getting started with STOMO Clinic means you want to make an appointment. We are mobile and flexible, so you can book a place at STOMO Clinic in several ways:

By phone: 71 880 90 50
e-mail: kontakt@stomo.pl
Online:www.stomo.pl/umow-wizyte
For payment prior to your visit, please use the following account number for payment in Zloty currencies
- Stomo Clinic Ltd.
- Powstańców Śląskich Street 53-333 Wrocław
- NIP: 8992956667
- SANTANDER BANK PL: 41 1090 2398 0000 0001 4912 8487
- Titled: patient’s name + day of visit

Remember that appointments booked through the Known Doctor portal last half an hour and in this time we are able to perform, for example, consultation with diagnostic examination, orthodontic consultation, conservative treatment of a tooth, etc. For more time-consuming treatments, make an appointment by phone or schedule a consultation and diagnostic visit first, after which we will jointly arrange a treatment plan with a schedule. Want to make an appointment with a dentist? Enter your phone number When making an appointment, we ask you to provide a phone number to confirm the appointment at the appointed time. We confirm appointments by phone or via SMS, which we send 1-2 days in advance (Monday appointments are confirmed on Friday). Complicated and longer procedures, e.g. surgical, implant or endodontic, are confirmed in advance by phone a few days in advance, because in case of cancellation or postponement of an appointment we need to have time to reschedule the work. This is always an opportunity for other patients who have distant appointments and are waiting in line. In case of non-attendance at two scheduled appointments, we may ask you to pay a deposit to our bank account number. Missing appointments vs. agreed treatment plans We make every effort to ensure that the treatment plans we present are carried out as soon as possible. However, we ask you very much to remember that we are a medical facility that is open to all patients from all over the world, and there are periods in the calendar when, due to, for example, holidays, other patients book their appointments well (2-3 months) in advance. Therefore, it may happen that our treatment plan presented and confirmed by you cannot be implemented overnight.

First visit to STOMO Clinic

Are you coming to STOMO Clinic for the first time? Then, of course, we are very happy that you have chosen us. You take the elevator to the 1st floor and after a while you are in our waiting room. We will offer you coffee, tea or water and ask you to fill out the documents. Do you want to be comfortable? So come to your first appointment at least 10 minutes early to complete all the paperwork in peace. This is because before you go to the dental office, we will ask you to fill out forms and questionnaires related primarily to your health condition, contact information and RODO consents. We are legally obliged to do this, but it’s also a very useful thing to do. After all, without information about your phone number or email address, we won’t be able to contact you in an urgent or important matter for you (test results, change of appointment, etc.) In turn, information about your health condition, diseases, allergies, etc. has an impact on how you are treated. With us, there are no traps, so all voluntary consents are marked and left to your discretion. You can prepare in advance for your visit. List, if possible, the names of medications you are taking, list the types of diseases you have had, hospitalizations, etc. If you have x-rays or other diagnostic materials, such as models of your teeth, also bring them to the first visit. One more important thing that involves our favorite patients: children! So, children come to visit the dentist with their parents or with a factual guardian, then it can also be a grandmother, an aunt or an adult sibling.

Cancellation and postponement of dental appointments

We need to touch on a topic that is very rarely, but nevertheless sometimes uncomfortable.

There is nothing wrong with the fact that sometimes plans change and you have to postpone or cancel an appointment for various reasons.
As a rule, however, you know in advance and let us know as soon as possible. This allows us to schedule another patient waiting for an earlier appointment. Such situations are as excusable as possible when the appointment is postponed 1-2 weeks in advance.

Please, however, keep in mind that cancelling appointments only when we contact you to confirm the appointment, on the same day as the appointment is scheduled, or simply not coming to the appointment, is very inconvenient and a very big problem for our entire facility.
That is, we make a financial and personal commitment: the position and the entire treatment team is prepared to treat the patient, and the patient is not there.
In 2022, nearly 600 patients did not attend their appointment.
Therefore, in line with other facilities, we have decided to introduce a booking fee for making another appointment in the following cases.
– if the patient does not attend his/her appointment
– if the patient confirms and then cancels his/her appointment

How it works in practice.
1. Patients who book their appointments and attend them – 100% payment is made at the appointment.
2. Patients who cancel and do not attend their appointments will be asked for a booking fee towards the appointment. Upon payment, the appointment will be scheduled. The reservation fee is towards the final payment for the appointment.
3. If the patient pays the reservation fee and does not show up for the appointment, the fee does not go towards the next appointment.

The patient pays the fee on the basis of a document that is sent electronically, or can be handed in at our facility.

Patient “in pain,” or urgent dental visits

A patient with a severe toothache is admitted to us on an urgent basis, as soon as possible. This means that we will do our best to admit you in this situation between scheduled patients. We realize that this can be difficult to endure. Our intervention, therefore, will be primarily to relieve the pain and prepare your dentition for the actual visit. As a rule, we spend about 15 minutes with “pain” patients. If there is no gap in the schedule, we cannot afford to start the actual treatment. Then we also have to rely on the forbearance of other patients who had scheduled appointments for specific dates and often waited several weeks for a place. After an emergency appointment, we will invite you for proper treatment on the scheduled date.

Comprehensive treatment

At STOMO Clinic, we provide comprehensive dental treatment, which means you don’t have to run between different offices to have your teeth diagnosed and treated. Comprehensive therapy begins with a consultation, during which your dentist proposes, discusses and sets up a treatment plan with you. You then make appointments with doctors of the various dental disciplines. In this way, a schedule of activities is created. At our clinic you have the opportunity to receive treatment under one roof for conservative dentistry, orthodontics, implantology, surgery, endodontics and prosthodontics. We also perform full diagnostic X-ray examinations (2D panoramic, 3D CBCT computed tomography).

Continuation of treatment started in dental offices

We understand that for various reasons patients come to us to continue treatment started at other offices. Sometimes the reason is a move, and sometimes… let’s not get into that. We don’t judge the competence of other doctors, that’s what appraisers and the District Medical Board are for. If you want to move to us with your dental treatment, we welcome you. At STOMO Clinic we perform all the diagnostic X-ray examinations needed to start the treatment plan proposed later, we treat teeth surgically, endodontically, orthodontically, perform prosthetic and aesthetic services (composite veneers, all-ceramic veneers, aesthetic restorations). However, patients who come to us during treatment at other clinics must take into account that we cannot always take responsibility for the entire treatment. This is the case, for example, when a patient comes to us for repeated root canal treatment, or what is known as reendo. Re-treatment of a root canal is fraught with risk, and we make no guarantees that the tooth can be saved. In orthodontics, on the other hand: we can’t take responsibility for curing the bite without replacing the braces with one that allows us to implement our proprietary treatment methods. Therefore, in the case of orthodontic patients, the condition for taking over orthodontic treatment from another doctor is the removal of the current braces, followed by our installation of the Damon or Insignia system on which we work.

Principles of orthodontic treatment at STOMO CLINIC

This is the most difficult to explain! Patients often compare the prices of braces out of ignorance and choose a clinic based on this. They go where it’s cheaper, although there are also those who choose a doctor because the braces are more expensive with him. Meanwhile, orthodontic treatment at STOMO Clinic is a process in which braces are an important, but nevertheless only a tool with which we create a correct bite. Braces alone do not cure! If it did, anyone could fit brackets with orthodontics. – It’s as if the mere purchase of a piano makes someone a virtuoso,” explains Dr. Anna Duda, orthodontist at Stomo Clinic. Orthodontics is a medical field, and curing an occlusion depends primarily on the competence of the treating doctor – his experience, knowledge and skills. Orthodontic treatment is always proprietary in nature – each orthodontist has his own style, developed techniques and ways of treatment. Orthodontics carried out at STOMO Clinic is popular because of the results and fast pace of treatment. We understand that patients who started orthodontic treatment at other clinics, for various reasons, want to change orthodontist and come to us. Everyone has the right to do so. Nevertheless, we are not able to continue treatment with someone else’s techniques. Therefore, in such situations, we propose to remove the braces fitted at another clinic and start treatment in our system. Only then can we implement our proprietary techniques and be responsible for the results of bite therapy. After completing the treatment, which we have conducted from start to finish at our clinic, we expect the patient to use the prescribed retention and come in for follow-up appointments every 6 months or at another agreed-upon time. This is a condition of the orthodontic treatment guarantee.

Dental warranty

At Stomo Clinic, we care about high quality dental procedures. Therefore, we provide patients with a guarantee for the services performed.

The warranty covers

Composite fillings of adult teeth – 12 months – from the time when all the patient’s cavities are removed according to the proposed individual appointment schedule for the patient.
Fixed prosthetic restorations, fixed prosthetic works (bridges, crowns) – 2 years, out of warranty (mechanical damage is excluded)
Removable prosthetic restorations (partial dentures, full dentures, skeletal dentures) – 12 months
Implant-supported dentures – 2 years
Implants – 10 years

If the patient suffers from bruxism, the guarantee time is determined individually.

Warranty conditions for dental services

To take advantage of the dental guarantee, several rules must be followed. After treatments, every dentist requires patients to practice proper oral hygiene and regular preventive care. Dental treatment is not simply a service or product sale. Dental health is also affected by many other factors, such as general health, daily habits, etc.

Maintain good oral hygiene as recommended by your doctor or dental hygienist.
Visit us every six months ( 6 months) for a check-up, during which we perform a dental review. In special cases (periodontal disease, bruxism, diabetes, etc.) we may require more frequent follow-up visits.
Have regular (at least once a year) hygienization (tartar removal) performed at our office. In justified cases, we may require more frequent scaling (individual tendencies to accumulate tartar faster).
In the case of a treatment plan consisting of more than one type of dental treatment, carry out the plan approved by us to completion. Partial treatment, performed with large gaps, postponed visits, cannot be covered.

The dental warranty does not cover:

Temporary prosthetic work, so-called immediate dentures, temporary crowns, temporary fillings (used most often in children during the treatment of deciduous teeth).
Prosthodontic works unclaimed by the deadline set by the dentist.
Root canal re-treatment if the primary root canal treatment was performed outside our clinic.
Primary root canal treatment in the presence of periapical lesions and other factors that pose a risk to the success of endodontic treatment. The patient is informed of this and it is noted in the file.
Prosthetic work that was performed at the patient’s request, which was noted and confirmed by a signature in the file.
Prosthetic work was performed as a step in the comprehensive prosthetic treatment, but the patient did not continue with further dental restorations and did not report to Stomo Clinic according to the established appointment schedule.
Self-repairing prosthetic work.
Corrections, repairs and alterations at other dental offices.
Orthodontic treatment, when the patient changes the practitioner during orthodontic therapy and activation visits are made at a facility other than Stomo Clinic, and when the patient does not follow the schedule of activation visits.
Fillings of deciduous teeth in children.

We do not provide a guarantee in case of the following events:

When there has been damage to teeth or prosthetic work due to mechanical trauma, due to accidents, etc.
Situations in which the patient inadequately observes oral hygiene.
When natural bone loss and periodontal changes have occurred.
When the patient does not follow the doctor’s instructions and does not attend follow-up appointments.
When a root canal-treated tooth was not restored prosthetically (as recommended) and a tooth fracture occurred.
When a tooth needs root canal treatment
When there is or has been a condition that adversely affects the patient’s mouth and teeth (e.g., diabetes, osteoporosis, epilepsy, chemotherapy, radiation therapy).

If you notice an abnormality or develop an ailment as a result of dental treatment, immediately report to STOMO Clinic for an appointment no later than 7 days after the above situation.

Implant Passport

The term passport is commonly used in implantology. This means that each implant has its own international document, which facilitates treatment in other dental clinics, and all over the world. This is especially useful outside of Poland – thanks to this document, every doctor immediately knows which implant has been placed and can help both in emergencies, such as on vacation, and when you permanently change places of residence. The implant passport also makes it easier to find an authorized practice working with the system. It should be noted, however, that all costs of treatment outside the office where the implant was placed are borne by the patient. The guarantee for implant treatment is in force at our clinic, and it is to us that you should report in case of any complications.

Payment

You can pay for treatment at STOMO Clinic:

Cash
By ATM card, credit card, payment card
By bank transfer – please write in the title of the transfer the account number received from us, in case of prepayment before the visit, the Patient’s Name and the date of the visit.
Installments – it is possible to pay for our services by installments – please ask our staff for details

REGULATIONS FOR PREPAYMENT OF BOOKED SERVICES

§ 1 [Definitions].

“FELG Application/Application” means software that is used to manage private dental and other private clinical practices, including managing patient and treatment information, managing patient visits, processing payments, preparing and generating reports, available on devices and on PC, MAC, Linux computers via web browsers (www.) and on mobile devices, including smartphones and tablets, when downloaded from the App Store or Google Play.
“Cabinet” means
Stomo Clinic Sp. z o.o.
Powstańców Śląskich 60, 53-333 Wrocław
NIP: 899 295 66 67
“Customer” means an adult person who intends to use the Services offered by the Cabinet by entering into a contract for services with the Cabinet, including as a legal representative of a minor, making online payments for this purpose.
“Terms and Conditions” means these Terms and Conditions for Prepayment of Reserved Services.
“Services” means dental or other clinical services offered by the Cabinet.

§ 2 [General provisions].

The Cabinet allows appointments to be booked by phone, through the registration form and calendar provided on the Cabinet’s Website or through the FELG Application.
When booking an appointment, the customer is required to provide truthful data each time.
Prior to booking an appointment, the Client is required to read and accept these Terms and Conditions.
The Customer may access the Terms and Conditions by clicking on the Terms and Conditions link, which will be available in the SMS message containing the link to make the payment, or through the FELG Application when the Customer uses it.
In order to use the electronic booking of appointments, it is necessary to have access to a computer or phone with Internet access with a web browser (www.) updated to the latest version, with the use of the FELG Application being necessary for making bookings through the FELG Application.

§ 3 [Subject of the Regulations].

These Regulations set out the rules for making prepayments for Services booked by Customers, which are offered by the Cabinet.

§ 4 [Rules for prepayment and appointment booking].

If you intend to book an appointment, it is necessary to make a prepayment in the form of a deposit, and failure by the Client to make a prepayment is tantamount to no reservation.
The deposit paid by the Client, referred to in § 4 paragraph 1 of the Regulations, shall be credited against the price to be paid by the Client in connection with the appointment at the Cabinet.
When booking a visit by phone or via the Cabinet’s Website, after completing the relevant data required for registration, the Customer receives an SMS message containing a link to make payment with one of the available online payment methods. When booking a visit through the FELG Application, the Customer uses the online payment methods available in the FELG Application.
After the Cabinet receives payment, the Customer will immediately receive confirmation of the reservation made in the form of an SMS message, in the case of making a reservation through the FELG Application, the reservation made will be visible in the FELG Application in the “List of appointments” tab.
The amount of the deposit is determined by the Cabinet and is a fixed amount, with the Cabinet being entitled to determine different amounts of the deposit in proportion to the price of the Service selected by the Client. Prior to acceptance of the Terms and Conditions, the Customer will be provided with information about the amount of the deposit in the SMS message referred to in § 4.3 of the Terms and Conditions or in the FELG Application.
If you make a reservation through the FELG App, the amount of the deposit flows into the Wallet under the “Patient Card” tab, where it will then be visible to the Cabinet.
When the Cabinet receives the amount of the down payment, the Cabinet Employees are required to issue a receipt for the amount of the down payment collected as a prepayment, with the payment history additionally available to the Client in the FELG Application if the Client books an appointment through the FELG Application.
The paper receipt is kept by the Cabinet until the day on which the visit booked by the Client takes place. On the day of the visit, after the Services have been performed, the paper receipt is issued to the Client along with the final receipt, although the Client may request to collect the paper receipt in advance at the place where the Cabinet provides the Services.

§ 5 [Cancellation of visit].

We would like to inform you that the deposit is not refundable under any circumstances.
In the event of cancellation of the appointment booked by the Client not less than 48 hours prior to the time of the booked appointment, the deposit paid is not refundable, but shall be transferred to the next appointment, with the amount paid as deposit additionally remaining visible on the Client’s balance in the Wallet if the Client’s reservation is made through the FELG Application.
In the event that the Client fails to show up for the booked appointment and fails to cancel the booked appointment not less than 48 hours prior to the time of the booked appointment, the deposit paid is non-refundable, additionally, in the case of booking through the FELG Application, it disappears from the Client’s balance in the Wallet, and cannot be credited towards the deposit for an appointment booked at another time. It is a compensation for the time reserved by the Cabinet for an appointment, which, due to a no-show and failure to cancel the appointment or cancellation within the time limit referred to in the first sentence, is not used for the benefit of another Client.
The Customer may cancel the visit either by clicking on the link for cancelling the visit received in the SMS message referred to in § 4(5) of the Regulations, or, if the visit was booked via the FELG Application , by entering the “List of visits” tab and then the specific visit that the Customer wishes to cancel and clicking on the available “Cancel” option. The Cabinet does not provide other options for cancelling a visit.
In the case referred to in § 5 paragraphs 2 and 3 of the Regulations, the Client may request a paper receipt to be issued at the place where the Cabinet provides services. If the deposit is transferred to the next visit, the paper receipt is issued to the Client together with the final receipt, on the day on which this visit took place.

§ 6 [Data Protection Policy].

Stomo | Indywidualna Praktyka Lekarska Anna Duda has a Security Policy for the Protection and Processing of Personal Data.
The administrator of the personal data is Stomo Clinic Ltd.
The Administrator will share the Customer’s personal data with entities that cooperate with the Administrator in the process of booking appointments, including payment collection.
Detailed information on how and for what purpose the Client’s Personal Data is processed, as well as the Client’s rights related to data protection, is contained in the Privacy Policy available at the stationary office/at stomo.com/regulations.

§ 7 [Final provisions].

The Regulations shall come into force on the date of publication.
The Terms and Conditions are subject to change, of which Customers will be immediately informed by the Cabinet via SMS, including those sent via the FELG Application.
The titles of each paragraph are for informational purposes only.