Terms & Conditions
These terms govern the instruction of Experts through Medical Expert Chambers. Please read them carefully before submitting an instruction.
Effective Date: March 2024
1. Definitions & Basis of Contract
1.1 “The Agency” means Medical Expert Chambers Ltd (MEC).
1.2 “The Instructor” means the Solicitor, Insurer, or other party instructing the Agency.
1.3 “The Expert” means the medical specialist or expert witness nominated by the Agency to undertake the work.
1.4 “The Instruction” means the written request for medical evidence, reports, or expert services.
1.5 These Terms and Conditions constitute the entire agreement between the Agency and the Instructor. Acceptance of an appointment or the submission of medical records constitutes acceptance of these Terms.
2. The Services
2.1 The Agency acts as an disclosed agent for the Expert. The primary duty of the Expert is to the Court.
2.2 The Agency will use reasonable endeavours to nominate an Expert suitable for the case based on the information provided by the Instructor. It is the Instructor’s responsibility to verify that the Expert’s CV and expertise meet the specific requirements of the case before confirming the instruction.
2.3 Timescales provided for report delivery are estimates. While we strive to meet all deadlines, the Agency is not liable for delays caused by the Expert, the Client, or third parties (e.g., delay in medical records).
3. Payment Terms & Funding
3.1 Private & Insurance Funded Cases
Payment is due within 30 to 60 days of the invoice date, or upon settlement of the case, whichever is sooner.
Deferred Payment Terms: Extended payment terms (up to a maximum of 3 months) are available exclusively for Insurance Companies and approved Solicitors, subject to prior written agreement by a Director of the Agency.
3.2 Legal Aid Agency (LAA) Funded Cases
Where the case is funded by the LAA, the Instructor is responsible for securing Prior Authority where the fees exceed codified rates. The Agency will accept payment upon the Instructor receiving funds from the LAA (“Pay when Paid”), provided the Instructor submits their claim to the LAA within 30 days of case conclusion.
Shortfalls: The Instructor is liable for any shortfall between the Agency’s fee and the amount allowed by the LAA upon assessment, unless the Agency agreed in writing to limit fees to the assessed amount.
3.3 Joint Instructions
In Single Joint Expert (SJE) instructions, the Instructing Parties are jointly and severally liable for the payment of the Expert’s fees.
4. Cancellation & DNA Fees
To compensate Experts for lost clinic time, the following cancellation charges apply if an appointment is cancelled by the Instructor or Client, or if the Client fails to attend (DNA):
| Notice Period | Fee Payable |
|---|---|
| 7 working days or more | No Charge |
| 3 – 6 working days | 50% of agreed fee |
| 48 hours or less / DNA | 100% of agreed fee |
Note: Specific experts may have their own cancellation terms which supersede the above. These will be communicated at the time of booking.
5. Liability
5.1 The Agency acts as an intermediary. While we vet experts for registration and insurance, the Agency is not liable for the content, accuracy, or opinions expressed in the Expert’s report.
5.2 The Expert is an independent professional. Any claim regarding professional negligence in the preparation of the report or conduct of the assessment must be brought against the Expert directly.
6. Data Protection
6.1 Both parties agree to comply with the Data Protection Act 2018 and UK GDPR.
6.2 The Instructor warrants that they have the necessary consent or legal basis to share the Client’s medical records and sensitive personal data with the Agency and the Expert.
6.3 The Agency shall only process data for the purpose of fulfilling the Instruction.
Contacting Accounts
For queries regarding invoices, remittance advice, or fee notes, please contact our accounts team directly.
Accounts Email: accounts@medicalexpertchambers.co.uk
Remittance Advice: remittance@medicalexpertchambers.co.uk
Telephone: 0121 752 6065 (Option 2)