Practitioner Room Hire Agreement & Operational Guide
Last updated: 07 May 2026
Clinic Suites provides treatment rooms and shared facilities for hire by independent practitioners.
The booking of a session grants practitioners a temporary licence to use a treatment room and associated shared facilities for the duration of the booked session. This agreement explains how the premises operate and the responsibilities of practitioners using Clinic Suites.
Clinic Suites provides premises and facilities only. Clinic Suites does not provide medical services, clinical supervision, patient management, or reception services. Practitioners remain fully responsible for the professional services they provide.
1.0 Room Hire and Session Structure
Room bookings grant practitioners access to the specific treatment room they have booked for the duration of their session.
Sessions operate within fixed time slots. Practitioners may access their room at the start of the booked session and must vacate the room by the end of that session.
Practitioners should plan their appointments to ensure patients have departed and the room is ready for the next practitioner before the session end time.
Clinic Suites reserves the right to reassign practitioners to an alternative treatment room where reasonably necessary due to operational requirements, maintenance, safety concerns, building issues, or scheduling conflicts.
Practitioners do not obtain exclusive possession of any treatment room and must allow reasonable access where required for safety, maintenance, inspections, emergencies, or operational management.
Bookings provide a temporary licence to use facilities during the booked session only and do not create tenancy rights or permanent entitlement to any particular room.
Where a suitable alternative room cannot reasonably be provided, Clinic Suites may offer a refund, credit, or rescheduling option.
2.0 Facilities Included in Room Hire
During a booked session practitioners may use the treatment room they have reserved and the standard furnishings and equipment provided in that room.
Typical equipment may include:
Practitioners may also make reasonable use of shared facilities including:
Shared areas must be used respectfully and must not obstruct other practitioners, patients, or visitors.
3.0 Access to the Building
Clinical areas of the premises are accessed using keypad entry systems.
Access codes are provided for practitioners attending their booked sessions and are intended to prevent unauthorised public access to practitioner areas.
Practitioners should not share access codes with patients or members of the public. Patients should be collected from the waiting room and accompanied into practitioner areas.
Access codes may be changed periodically. Practitioners should confirm they have the current access code before attending their session.
4.0 Waiting Room and Patient Management
The waiting room is provided as a shared space for patients attending appointments at Clinic Suites.
Practitioners are responsible for managing their own appointments and collecting their patients from the waiting room.
The waiting room must not be used for consultations, treatments, or group sessions.
5.0 Use of Treatment Rooms
Treatment rooms must be used respectfully and only for lawful professional activities within the practitioner’s qualifications and insurance.
Practitioners must ensure that the facilities provided are suitable for the services they intend to offer. Clinic Suites does not assess or guarantee that rooms meet regulatory requirements for specific procedures.
Practitioners must not move major equipment or alter the layout of the room without permission.
Practitioners remain solely responsible for ensuring that the premises, facilities, room setup, and environment are suitable for the procedures and regulatory obligations relevant to their profession or services.
6.0 Equipment Brought by Practitioners
Practitioners may bring and use their own equipment required for their professional services.
Practitioners are responsible for ensuring their equipment is safe, properly maintained, and suitable for use.
Specialist machinery or equipment that places additional demands on the building or electrical systems must be approved by Clinic Suites before use.
7.0 Cleaning and Infection Control
Practitioners are responsible for maintaining appropriate hygiene and infection control standards for the services they provide.
Practitioners must clean and disinfect any surfaces or equipment used during their session and ensure the room is left in a suitable condition for the next practitioner.
Practitioners remain responsible for ensuring their activities comply with national guidelines, professional standards, and regulatory requirements relevant to their profession.
8.0 Waste and Clinical Materials
Clinic Suites provides general waste facilities for ordinary non‑clinical waste.
Clinical waste, sharps, or hazardous materials must not be placed in general waste bins. Practitioners are responsible for arranging appropriate disposal of specialist or clinical waste generated through their services.
Clinic Suites may introduce additional waste disposal services in the future which may be subject to separate terms.
Practitioners must not leave sharps, medications, hazardous substances, or clinical materials unattended within treatment rooms or shared areas.
9.0 Consumables
Clinic Suites provides a reasonable supply of basic consumables such as treatment couch roll and hand sanitiser.
Practitioners are responsible for providing any specialist equipment, materials, or unusually large quantities of consumables required for their services.
10.0 Practitioner Equipment and Personal Items
Practitioners must remove all equipment, materials, and personal belongings from the treatment room at the end of their session.
Items must not be stored in treatment rooms or shared areas between sessions.
Clinic Suites may introduce secure storage options such as practitioner lockers in the future.
Any equipment, consumables, stock, records, valuables, or personal belongings left at the premises are left entirely at the practitioner’s own risk.
Clinic Suites accepts no responsibility for the loss, theft, damage, deterioration, contamination, or disposal of unattended items.
Clinic Suites reserves the right to remove or dispose of items left in treatment rooms or shared areas where reasonably necessary for cleaning, operational use, safety, maintenance, or room turnover.
Prescription medicines, controlled substances, injectable products, or temperature-sensitive clinical products must not be stored at Clinic Suites unless expressly authorised in writing.
11.0 Clinician Kitchen
A small kitchen area is available for practitioners for light usage.
Practitioners must clean up after themselves and keep the kitchen tidy.
A refrigerator is available for practitioner use. Any food or drink stored in the refrigerator is left entirely at the practitioner’s own risk. Clinic Suites accepts no responsibility for loss, spoilage, or removal of items.
Use of kitchen appliances is at the practitioner’s own risk.
12.0 Wi‑Fi Access
Wi‑Fi access is provided for the convenience of practitioners.
Clinic Suites does not guarantee internet availability or speed and accepts no responsibility for connectivity interruptions.
Practitioners remain responsible for the security of their devices and any personal or patient data accessed through the network.
13.0 Noise and Music
Treatment rooms should maintain a quiet professional environment.
Quiet background music may be used within a room provided it cannot be heard outside the room or disturb other practitioners.
If music is reported as disruptive it must be reduced or switched off when requested.
The Fylde Suite may be used for meetings, training, or group sessions provided reasonable consideration is given to other users of the premises.
14.0 Flames and Smoke‑Producing Items
Open flames and smoke‑producing items are not permitted within the premises.
This includes candles, incense, oil burners, smudge sticks, or similar items that may present a fire risk or interfere with building safety systems.
15.0 Heating and Building Systems
Heating and ventilation are centrally managed by Clinic Suites.
Practitioners must not interfere with heating, ventilation, or air‑conditioning systems and must not introduce portable heaters or electrical appliances without permission.
16.0 Reporting Issues
Practitioners must report any damage, faults, or safety concerns affecting the premises or equipment as soon as reasonably possible.
Prompt reporting helps ensure that issues can be addressed before they affect other practitioners or patients.
17.0 Safeguarding and Children
Children are welcome when attending appointments with practitioners.
Practitioners are responsible for the supervision and welfare of any children attending their sessions.
A practitioner must not be alone in a treatment room with a child. A parent, guardian, or responsible adult must be present during appointments involving a minor.
18.0 Practitioner Conduct
Practitioners remain responsible for the conduct of their patients, visitors, assistants, or trainees.
Activities must not obstruct shared areas or interfere with other practitioners using the premises.
Rooms must not be shared between multiple practitioners providing separate services to different paying clients during the same session.
Animals are not permitted within the premises, treatment rooms, or shared areas except for legally recognised assistance animals.
Practitioners are responsible for ensuring that patients, visitors, assistants, or trainees attending their sessions comply with this requirement.
Practitioners must not transfer, resell, sub-license, or allow third parties to use booked rooms under their booking without prior written permission from Clinic Suites.
Photography, filming, or recording within shared areas or involving other practitioners, patients, or visitors must not take place without appropriate consent.
19.0 Patient Check‑In Kiosk
Clinic Suites may provide a patient check‑in kiosk as a convenience system.
Practitioners remain responsible for managing their own appointments and collecting patients from the waiting room and should not rely solely on electronic notifications.
20.0 Concerns and Safety
Practitioners should report any concerns relating to the safety or condition of the premises to Clinic Suites.
If behaviour at the premises appears unsafe or unlawful practitioners should inform Clinic Suites so that appropriate action can be considered.
Clinic Suites is not responsible for investigating or enforcing criminal or regulatory matters but may take steps to protect the premises and its users.
21.0 Breach of Agreement
Clinic Suites may suspend or remove practitioner booking privileges where these rules are repeatedly breached or where behaviour disrupts the safe and proper use of the premises.
Clinic Suites reserves the right to require immediate cessation of activities or immediate departure from the premises where behaviour, activities, equipment, or circumstances are reasonably believed to present a safety, legal, regulatory, reputational, or operational risk.
22.0 Branding, Representation and Advertising
Practitioners operate as independent professionals and must not represent themselves as employees, agents, partners, or representatives of Clinic Suites.
Practitioners must not state, imply, or suggest in any advertising, marketing materials, online listings, social media, or patient communications that they:
Permitted wording is limited to factual location-based descriptions such as:
Any branding, logos, or imagery associated with Clinic Suites must not be used without written consent.
If Clinic Suites reasonably determines that a practitioner is misrepresenting their relationship with Clinic Suites, the practitioner must, upon request:
Failure to comply may be treated as a breach of this agreement and may result in suspension or termination of booking privileges in accordance with Clause 21.
23.0 Strong Odours
Strong odours, vapours, or products likely to disturb other users of the premises must not be used.
Acknowledgement
By booking or using rooms at Clinic Suites, practitioners confirm that they have read and agree to this Room Hire Agreement and Operational Guide.