Appointment Policies & Information

On this page you can find all of the information you need to know about how your data is stored if you book an appointment in the Dietetically Speaking Online Clinic, as well as further information about the clinic.

These policies are kept under regular review and places any updates on this web page. Questions, comments and requests related to this privacy policy are welcomed and should be sent to maeve@dieteticallyspeaking.com

Preparing For Your Initial Consultation

  • Try to find a quiet and comfortable place to sit for your appointment. You might like to have a glass of water or a hot drink with you as well.
  • Make sure your device (laptop/tablet/phone) is charged for the video call.
  • It can be useful to have a pen and paper (or a document to type into) to hand during your appointment, as well as relevant information such as recent blood tests, medication list, doctor’s letters etc.
  • To improve video quality during the appointment please minimise internet use and ask others in your house to do the same e.g. close other tabs on your computer and avoid downloading large files and streaming videos (e.g. on Netflix or Youtube).
  • You can check your internet speed by following this link 0 – 2 Mbps for upload and download is a minimum requirement for a video call.
  • Headphones can help to avoid issues with audio feedback, although this isn’t always necessary.
  • If you would like to book your a follow-up appointment at the end of this appointment, please have your debit or credit card nearby. Otherwise, you can book this in yourself using our booking page.

Using Zoom

When you click the zoom link that takes you to your appointment, it will give you the following options:

  1. Launch the meeting – this is the option to use if you have already downloaded Zoom.
  2. Download Zoom – if choosing this option, make sure to download Zoom before your appointment.
  3. Join the video call from your browser (e.g. Google Chrome) – use this option if you don’t want to download Zoom.

If you are not familiar with Zoom, here is some useful information about How to join the video call and Testing your audio and video

Clinic Cancellation Policy

  • We ask for 24 hours notice for appointment cancellation in order to avoid a late cancellation fee of 50% of the consultation price.
  • Those who do not attend an appointment without providing any notice may be charged the full consultation fee for the missed appointment.

Privacy Policy For Online Clinic Appointments

We are committed to ensuring that your privacy is protected. This section outlines how your personal data is used, stored and protected, in line with the General Data Protection Regulation (GDPR), in relation to accessing dietetic treatment from the Dietetically Speaking Online Clinic.

For information about how your data is processed in relation to accessing this website (IP address, use of cookies, mailing list etc.), please see the privacy policy section of our website disclosure policy.

Use of Personal Data:

  • As outlined in the consent section below, by entering or providing us with your personal data, you are allowing staff at the Dietetically Speaking Online Clinic to access and store your data for the purpose of dealing with your enquiry and providing dietetic services to you, in accordance with our data protection, privacy and cookies policy.
  • To comply with GDPR, your data will be kept for no longer than one year after your last correspondence.
  • By instructing us to provide clinical services to you, your data will be stored for eight years in accordance with the HCPC and CORU Standards for Records and Record-Keeping. For clients under the age of 18, records will be kept until your 21st birthday.
  • Your details will be held by staff at the Dietetically Speaking Online Clinic in line with General Data Protection Regulations (GDPR).
  • You can change your preferences (including unsubscribing from communications) at any point by contacting us on maeve@dieteticallyspeaking.com

Security and Where Your Information is Stored:

  • We are committed to ensuring that all personal information is secure. We will not distribute, sell or lease personal information to third parties unless we have explicit permission or are required by law to do so.
  • Service providers used to store and process information related to carrying out dietetic services for clients all have robust security procedures in place and are GDPR compliant. These service providers include:  Cloud Storage Services (for record-keeping), email hosting via Krystal, 10to8 booking software and Zoom video conferencing software (doxy.me is also used as a back-up option for video conferencing if indicated). All personal, business and consultancy information is handled confidentially; and sensitive information is encrypted for additional security. BDA and HCPC record-keeping guidelines are strictly adhered to for one to one consultation.
  • The contact details of clients who avail of services from Dietetically Speaking (usually in the form of names and email addresses) will be stored for no longer than one year following our last correspondence, or until a company or individual requests that they are deleted.
  • Any personal information documented from telephone contact related to the services we provide will be destroyed once the telephone conversation is completed, unless there is a valid reason to retain this as part of service provision. In which case we will retain this information until you the client asks that we remove it, but for no longer than a year after the last telephone conversation.
  • Any contact we receive on social media is also handled securely and confidentially in line with the GDPR. We will delete any social media messages upon request from the individual concerned (where possible).

Controlling Your Personal Information:

  • We will not distribute, sell or lease your personal information to third parties unless we have your explicit permission or are required by law to do so.
  • Under the General Data Protection Regulation (GDPR), you may request details of personal information which Dietetically Speaking Ltd. holds about you, request to have your information updated or withdraw consent and request to have your information deleted.
  • Please note that there is a legal duty to maintain health records for 8 years from final contact for adult clients, and until the 21st birthday for those under 18. Therefore, the removal of data requests from clients who have received one to one nutrition advice will be handled on an individual basis and in accordance with EU guidelines.
  • If you believe that any information we are holding on you is incorrect or incomplete, please contact me as soon as possible, and we will promptly correct any information found to be incorrect.
  • Maeve Hanan is the data controller and Data Protection Officer (DPO) at Dietetically Speaking, so please contact me on maeve@dieteticallyspeaking.com with any queries or requests related to your personal data and she will respond promptly. 

Information about Telehealth Consultations:

  • Telehealth is the use of video call or video conferencing software in order to carry out dietetic consultations remotely. This differs from face-to-face consultation as we will not be in the same room as each other during the consultation.
  • Some parts of the consultation involving physical examinations (i.e. body weight) may be conducted at your location, and we can discuss these measurements during the consultation.
  • The main benefits of telehealth consultations are increased flexibility for both parties in terms of the timing and location of consultations.
  • The main risks related to telehealth consultations include technical difficulties, interruptions, unauthorised access or communication difficulties.
  • We will ensure that your privacy is protected by ensuring nobody else can hear the consultation and using secure and encrypted software.
  • If an issue arises with technology which we can not fix during the consultation, we can revert to a phone consultation or rearrange the consultation if needed.

Communication Policy

  • We endeavour to communicate effectively with all of her clients and to answer all genuine messages and emails in a timely manner. Response times will depend on capacity.
  • In the event of any technical difficulties during consultations, we may suggest restarting devices, trying a different device or using doxy.me or a phonecall as a secure back-up option.
  • Our Dietitians have a duty of care to contact relevant authorities if you disclose information which suggests that you may be at risk of harming others.
  • We not respond to offensive, attacking or irrelevant messages, or to comments messages with no connection to nutrition or dietetics treatment.  
  • Inappropriate communication may lead to termination of your access to dietetic services from the Dietetically Speaking Online Clinic. If deemed necessary, the police may also be contacted (for example in cases of threatening or inappropriate communication).
  • Where appropriate, we may continue a conversation via email or private message rather than on a social media platform. We do not provide personal dietary advice to anybody via social media, including current clients.

Disclaimer:

  • The Dietetically Speaking Online Clinic is a service provided by Dietetically Speaking Ltd.
  • Maeve Hanan is the Director of Dietetically Speaking Ltd and a Registered Dietitian with the Health and Care Professions Council (HCPC) in the UK (membership number: DT27185) and Social Care Professionals Council in Ireland (CORU, membership number:  DI037648), and a member of the British Dietetic Association.
  • At Dietetically speaking we aim to use our scientific knowledge, clinical skills and expertise in an accurate and professional manner.
  • Individual participation: You will receive an individualised nutrition plan based on your consultation.  You are responsible for the implementation of this advice.
  • We adhere to the HCPC and CORU standards, which stipulate that any advertising must be accurate and done in a responsible way. She will not make or support unjustifiable statements relating to products or services (as per HCPC, CORU and BDA guidelines, and food industry regulations). Any potential financial rewards will not play a part in the advice or recommendations of products or services offered.
  • Clients are entitled to partial reimbursement from health insurance companies based in Ireland. Appointment receipts can also be used to claim for health expense relief via the Med 1 tax form in Ireland.
  • We ask for 24 hours notice for appointment cancellation in order to avoid a late cancellation fee of 50% of the consultation price.
  • Those who do not attend an appointment without providing any notice will be charged the full consultation fee and will be asked to pay for their next appointment in advance.
  • See our full disclosure policy for further information about Dietetically Speaking Ltd.

This policy was last updated on 2/3/2021


Testimonials

Maeve has been consulting on The Food Medic Educational Hub for 12 months now and has been a huge asset to the team. Her ability to translate some very nuanced topics in nutrition into easy-to-follow, informative articles and infographics is really admirable.

Dr Hazel Wallace

Founder of The Food Medic

Maeve is incredibly talented at sharing scientific information in an easy to understand way. The content she shares with us is always really interesting, clear, and of very high quality. She’s one of our favourite writers to work with!

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Senior UX Writer at Thriva Health

Maeve has written extensively for NHD magazine over the last few years, producing a wealth of dietetic and nutritional articles. Always evidence based and factual, Maeve creates material that is relevant and very readable. She provides high quality work with a professional and friendly approach. Maeve is a beacon of high quality knowledge and work within the nutrition writing community; and someone NHD magazine is proud to work with.

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Editor of Network Health Digest

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