Booking terms and conditions

Last reviewed: September 2026 – These terms apply to appointments booked and paid for online at medwynoh.co.uk

1. Who we are

Medwyn Occupational Health provides occupational health services from the Medwyn Centre, Reigate Road, Dorking, Surrey RH4 1SD. We are a SEQOHS-accredited occupational health service, registered with the Information Commissioner's Office (registration ZB185290).

Medwyn Occupational Health is the trading name of Medwyn Occupational Health Limited, a company registered in England and Wales (company number 12465471), whose registered office is at the Medwyn Centre, Reigate Road, Dorking, Surrey RH4 1SD.

You can contact us on 01306 873936 or at admin@medwynoh.co.uk. Our clinic is open Monday to Friday, 8.30am to 4.30pm, excluding bank holidays.

2. What these terms cover

These terms apply when you book and pay for any medical appointment through our website – including offshore (OEUK) medicals, wind turbine medicals, safety-critical medicals (including confined space), HGV/LGV/PCV driver medicals and taxi & private hire medicals – together with any optional add-ons you select at booking. By completing an online booking you agree to these terms. They sit alongside our privacy notice, which explains how we handle your personal information.

3. Booking and payment

Appointment times shown during booking are the times we currently have available. Your booking is confirmed once payment has been made in full and you receive a confirmation email containing your booking reference. Online bookings need at least 1 working day's notice – for an appointment sooner than that, call us on 01306 873936 and we will help if we can. Working days are Monday to Friday, excluding bank holidays and any published clinic closure days. Payment is taken securely at the time of booking by debit or credit card. Card payments are processed by Stripe; we do not see or store your card details.

The price shown for each medical is the price for that assessment. Some medicals offer optional add-ons that you can select and pay for at the time of booking if your role requires them – for example, CA-EBS certification (+£40) or the Chester Step test (+£50) with an OEUK offshore medical. The Chester Step test is included in the standard price of a wind turbine medical. If your role does not require it you can remove it at booking, reducing the price to £260.

4. Cancellations and refunds

We understand that plans change. If you cancel your appointment giving us at least 2 working days' notice, we will refund your payment minus a £20 administration fee, which covers the non-returnable card processing costs and the administration of your booking. One fee applies per booking, whatever the medical and whichever add-ons were selected – the rest of your payment is refunded to your original payment card.

If you cancel with less than 2 working days' notice, or do not attend your appointment, your payment is non-refundable, except at our discretion in exceptional circumstances.

To cancel with 2 or more working days' notice, use the Manage booking link in your confirmation or reminder email – your booking is cancelled and the refund issued immediately. Otherwise, or if you prefer, contact us on 01306 873936 or at admin@medwynoh.co.uk, quoting your booking reference. Notice is measured to the start time of your appointment.

5. Rescheduling

If you ask to move your appointment giving us at least 2 working days' notice, we will rearrange it to another available time free of charge – call us on 01306 873936. If you ask to move it with less than 2 working days' notice, we will do our best to accommodate you, but this may not always be possible, and in these circumstances your booking may be treated as a cancellation under section 4.

6. What to bring and how to prepare

To carry out your medical we need you to bring:

Photo identification (a passport or driving licence)
For a taxi or private hire medical, the medical form issued by your licensing council
For an HGV, LGV or PCV medical, your DVLA D4 form if you have one – if not, we can print one at the clinic
Any glasses or contact lenses you wear, and a list of any medication you take
For offshore and wind turbine medicals, your completed health questionnaire – the link is emailed to you by our team within one working day of booking, so please complete it and either bring it with you or email it to admin@medwynoh.co.uk in advance

If you arrive without photo identification, or without your council form for a taxi or private hire medical, we may be unable to complete your medical, and the appointment may be treated as non-attendance under section 4. If you are running late, call us – we will make every reasonable effort to see you, but if too little time remains to complete the assessment your appointment may need to be rebooked.

7. The assessment and your certificate

Your fee covers a professional medical assessment against the relevant standard, carried out by an appropriately qualified clinician. Certificates and forms are issued where the clinician is satisfied that you meet the applicable standard. Where a standard cannot be certified on the day – for example because further information from your GP or a specialist is needed – we will explain clearly what is required. The fee is not a guarantee of a particular outcome, certificate or form, and remains payable where the clinician is unable to certify you as meeting the standard.

8. If we need to change your appointment

Occasionally we may need to rearrange an appointment, for example due to clinician illness. If this happens we will contact you as soon as possible to offer alternative times, and if none are suitable we will refund your payment in full.

9. Your information

The personal details you provide when booking are used to administer your appointment, take payment and communicate with you about your booking, as described in our privacy notice. Health information you provide in a questionnaire is handled in medical confidence by our clinical team.

10. Complaints

If you are unhappy with any aspect of our service, please tell us on 01306 873936 or at admin@medwynoh.co.uk. We acknowledge complaints within 2 working days and provide a full written response within 20 working days. Our complaints page sets out the process in full.

11. Events outside our control

We are not liable for failure to provide an appointment where that failure results from events beyond our reasonable control. In such cases we will rearrange your appointment or refund your payment in full.

12. General

Nothing in these terms affects your statutory rights. These terms are governed by the law of England and Wales, and any disputes are subject to the jurisdiction of the courts of England and Wales. If any part of these terms is found to be unenforceable, the remaining parts continue to apply.