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Drafting General Terms and Conditions for Healthcare Providers

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Mr. Jaime Boogaers
Mr. Jaime Boogaers
Corporate Law
Attorney, 16 years of experience

For healthcare providers, general terms and conditions must carefully align with mandatory patient rights and healthcare legislation. You cannot contract everything away, but you can clearly regulate how appointments, payment, no-shows, complaints, privacy, and practice rules work

  • For independent healthcare providers, practices, and paramedical service providers
  • Attention to treatment appointments, no-shows, rates, and practice rules
  • Privacy, medical records, complaints procedure, and liability carefully arranged
  • Aligned with care-specific points of attention such as the Wgbo and Wkkgz

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About us

Our expertise in general terms and conditions for healthcare providers

Our lawyers and in-house counsel assist healthcare providers, practices, paramedics, independent healthcare professionals, and healthcare entrepreneurs with general terms and conditions, treatment agreements, privacy documents, complaints procedures, and cooperation agreements. We examine the Wgbo, Wkkgz, privacy, patient records, no-shows, rates, complaints, payment, and liability.

Custom solutions for your healthcare practice

A physiotherapist, psychologist, dietitian, home care provider, cosmetic clinic, or independent healthcare professional does not need the same terms and conditions. Therefore, we tailor the terms and conditions to your type of care, patients, rates, privacy risks, and legal obligations.

Our facts

  • Active since 2001
  • Lawyers and in-house counsel
  • Experience with care, privacy, service provision, and liability
  • Attention to Wgbo, Wkkgz, file, privacy, and no-show
  • Fixed rates in advance where possible
  • Customization
  • About us
from 99.- per document

Do you already have a document, but are unsure if it is still correct? We check content, risks, and practical usability.

  • Our legal expert spends 0.5 to 1.5 hours on the check
  • Telephone intake with a lawyer
  • Checks on content, risks, and practical usability
  • Attention to liability, payment, and termination
  • Concrete points for improvement and legal advice
  • Delivered within 3 working days, express delivery possible
from 199.- per document

Is your document outdated, copied, generated with AI, or no longer suitable? We check and adjust the document.

  • Our legal expert spends 1.5 to 2.5 hours checking and making adjustments
  • Telephone intake with a lawyer
  • Verification of the existing document
  • Adaptation to your business and working methods
  • Suitable for new services, customers, or risks
  • Delivered within 5 working days, express delivery possible

About us

Our expertise in general terms and conditions for healthcare providers

Our lawyers and in-house counsel assist healthcare providers, practices, paramedics, independent healthcare professionals, and healthcare entrepreneurs with general terms and conditions, treatment agreements, privacy documents, complaints procedures, and cooperation agreements. We examine the Wgbo, Wkkgz, privacy, patient records, no-shows, rates, complaints, payment, and liability.

Custom solutions for your healthcare practice

A physiotherapist, psychologist, dietitian, home care provider, cosmetic clinic, or independent healthcare professional does not need the same terms and conditions. Therefore, we tailor the terms and conditions to your type of care, patients, rates, privacy risks, and legal obligations.

Our facts

  • Active since 2001
  • Lawyers and in-house counsel
  • Experience with care, privacy, service provision, and liability
  • Attention to Wgbo, Wkkgz, file, privacy, and no-show
  • Fixed rates in advance where possible

Reviews (21)

Hajar

The lawyer's sharp questions immediately got us thinking. The draft was delivered faster than promised in the quotation. Fantastic value for money for this level of expertise.

Cas

The start of the process immediately made a professional impression. Every adjustment we wanted was incorporated seamlessly and legally correctly. The service was professional and personal.

Levi

The decisiveness during the first meeting was very pleasant. Communication via email and phone was clear. It is evident that they have a passion for entrepreneurship.

Amina

It was nice that we knew immediately who would be helping us. The process was organized in such a way that we got maximum output with minimal effort. Fantastic value for money for this level of expertise.

Sofiane

We were given the space to tell our entire story without being interrupted. The proactive approach went beyond just the legal framework; the business side was also addressed. Our business partners were impressed by the professionalism of the contracts.

Bass

The lawyer took a practical approach with our company. They flawlessly exposed the pain points in our current contract. The document was accepted flawlessly by our investors.

Monique

The communication was smooth and professional. The advice regarding the collection terms in the terms and conditions was particularly useful for our cash flow. Fantastic value for money for this level of expertise.

Yahya

The commitment to our case was palpable from the very first minute. Even outside regular hours, we received a quick response to an urgent question. A party that delivers on what it promises on its website.

Yassine

The accessibility of the office is excellent. We greatly appreciated the pragmatic approach taken in resolving the bottlenecks. The service was professional and personal.

Koen

Quick response and clear explanation. It was nice that they didn't charge by the hour for a simple extra question. Our business partners were impressed by the professionalism of the contracts.

Rayan

The speed of action pleasantly surprised us. The review gave us more certainty before using the document. These documents will undoubtedly save us a lot of headaches in the future.

Caroline

From the very first moment, we felt heard. The guidance during the drafting of the general terms and conditions was invaluable. It is clear that they have a passion for entrepreneurship.

Stefan

The communication was friendly and professional. The lawyer always maintained an overview, even when the wish list changed in the meantime. The service was professional and personal.

Joost

We urgently needed a lawyer and were helped immediately. We appreciated the honesty when it turned out that a specific request of ours was legally unfeasible. A party that delivers on what it promises on its website.

Patrick

From the intake, it was clear what we could expect. The lawyer's patience in explaining the liability clauses was admirable. Everything was delivered neatly and on time.

Sabine

I was spoken to very kindly on the phone. Our industry was taken into account. Our customers respond positively to the clear general terms and conditions.

Ibrahim

We really appreciated the transparency regarding the costs upfront. The aftercare and the opportunity to ask brief questions were perfectly arranged. A reliable partner that strives for perfection in their documents.

Marco

I couldn't see the wood for the trees, but the first meeting immediately provided clarity. The documents were neatly formatted and delivered directly in our house style. Everything was delivered properly and on time.

Ilham

The document aligned well with our wishes. They flawlessly managed to expose the pain points in our current contract. The quality fully met our expectations.

Quinten

It was immediately apparent that the lawyer had extensive experience in our sector. We didn't have to figure out much ourselves. Fantastic value for money for this level of expertise.

Nina

The promises on the website were fulfilled immediately during the first contact. The process was clear from start to finish. It is clear that they have a passion for entrepreneurship.

Meet our office

Our ContractCheck, simply explained what can all go wrong.

Why MKB Juristen?

Since 2001, we have been active as a no-nonsense legal firm for entrepreneurs. We quickly get to the heart of the matter: with a thorough assessment, clear answers, and a document that works practically.

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What you can expect from us

We translate your situation into a legal document that you can actually use. You won't receive a loose template, but a document tailored to your business, agreements, and risks.

  • A clear roadmap: intake, concept, revision round, and final version
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Are you unsure whether you should have the document drafted, checked, or amended?
During the initial consultation, we will determine the sensible course of action together. Afterward, you will know exactly where you stand.

Why customization?

A legal document only works well if it aligns with your business, agreements, risks, and industry. That is why we do not work with a standard generator, but with legal experts who assess your situation.

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What do you get?

You will receive a legal document that is practical and aligns with the agreements you wish to make.

  • Draft document or legal review
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The founders of MKB Juristen

Our organization consists of several small teams working within various legal fields. Each legal field has its own senior in-house counsel and/or lawyers.

Denian Wielhouwer

Corporate lawyer in corporate law & business expert

Denian Wielhouwer

Annelore Hendriks

Corporate lawyer, corporate law, administrative law

Annelore Hendriks

Ilja van Driel

Corporate law attorney, employment law

Ilja van Driel

Jaime Boogaers

Corporate law, ICT & privacy law, energy law attorney

Jaime Boogaers
Custom choices

Which choices determine the content?

The following choices determine the format of your terms and conditions. Answer them in advance so the document aligns with your practice.

Choice or question Why this matters legally
Do you supply directly to clients or to healthcare institutions? Consumer protection rules apply to private clients; with business clients, you have more contractual freedom.
What form of care or service do you provide? The nature of the service determines which liability and quality provisions are required.
How and when do you invoice? The payment and cancellation terms are determined in advance, monthly, or upon completion.
Do you process special personal data? Healthcare providers almost always process health data, which requires additional GDPR safeguards in the terms and conditions.
Would you like to be able to charge for cancellations and no-shows? This must be explicitly documented in order to actually invoice the costs.
Clauses and provisions

Which elements belong in general terms and conditions for healthcare providers?

The components below form the basis of complete and usable terms and conditions for a healthcare provider. For each component, it is stated when it is relevant and what it regulates.

Provision Relevant to Legal point of attention
Applicability and definitions Always Determines to which agreements the conditions apply and what terms such as client, care, and contracting party mean.
Description of the services Always Document which care or services you provide and which you explicitly do not, so that expectations are clear.
Establishment and amendment Always Regulates when an agreement comes into effect and how agreements or care plans are adjusted.
Client obligations Often Describes the cooperation, correct information, and house rules necessary to provide responsible care.
Rates and payment Always Includes prices, payment terms, consequences of late payment, and any collection costs.
Cancellation and no-show Often Regulates costs and conditions for cancelling or failing to show up for appointments.
Liability Always Limit your liability within the limits of the law and exclude indirect damages where possible.
Privacy and data protection Always Refers to your processing of health data in accordance with the GDPR and the manner in which records are kept.
Use in practice

How do you use this document correctly?

Terms and conditions only take effect if they are properly declared applicable and made known. Follow the steps below.

Situation What should you do? Point of attention
For the agreement Refer to the terms and conditions in your quotation or registration form Conditions apply only if they have been offered in a timely manner before or at the conclusion of the agreement.
Upon closing Provide or make available the terms and conditions in advance The opposing party must have had a reasonable opportunity to take notice of them, otherwise they are voidable.
During the service provision Trade in accordance with the agreed terms Applying it consistently prevents you from being unable to rely on it later.
In case of changes Communicate adjustments and record them in writing This ensures the terms and conditions remain up-to-date and enforceable.
Common mistakes

Common mistakes

You frequently see these errors in practice. Avoid them to keep your terms and conditions enforceable and usable.

Wrong Consequence Better approach
Do not provide conditions in advance The terms and conditions may be annulled and will then not apply Offer them before or at the conclusion of the agreement, in writing or digitally.
Standard terms and conditions without care-specific provisions No alignment with privacy and quality requirements in healthcare Use terms and conditions tailored to your type of care and clients.
Allow unlimited liability Unnecessarily high financial risk in the event of an error Limit liability within legal limits and exclude indirect damages.
No policy for cancellation or no-show Lost revenue that you cannot pass on Include clear cancellation and no-show policies.
mention privacy only in a separate sentence Insufficient compliance with GDPR obligations regarding health data Refer to your privacy statement and specifically regulate retention periods and processing.
Risk profile

What is your situation and what do you pay attention to?

Depending on your situation, the points of attention differ. Recognize your situation and pay attention to the corresponding focus point.

Risk profile Example Focus in the document
Care for private clients You supply directly to consumers Take consumer protection into account and avoid clauses that are considered unreasonably burdensome.
Subcontractor for an institution You work on behalf of a larger healthcare organization Align your terms and conditions with the main contract and establish clear responsibilities.
Many appointments and planning Your practice runs on scheduled appointments Strictly define cancellation, no-show, and payment terms.
Processing of medical records You store sensitive health data Ensure GDPR legal bases, retention periods, and security in your terms and conditions and privacy policy.
Additional documents

When is this document not enough?

General terms and conditions govern your standard relationship with clients and customers. You require additional documents in the following situations.

Situation Supplementary document Why
Situation Data Processing Agreement If you process personal data on behalf of another party, this document sets out the GDPR agreements between the processor and the controller.
Situation Cooperation Agreement If you collaborate on a structural basis with another healthcare provider or party, this document regulates the mutual rights and obligations.
Situation Confidentiality Agreement If you share confidential information with a partner or supplier, this document protects that data independently of your terms and conditions.
Explanation of this document

Drafting General Terms and Conditions for Healthcare Providers, why?

Not every entrepreneur knows exactly what general terms and conditions for healthcare providers are, when you need them, and which risks they must cover. That is why we explain below what this document entails, what you should look out for, and why customized legal frameworks are important.

What are the general terms and conditions for a healthcare provider?
General terms and conditions for a healthcare provider are the standard clauses that a healthcare institution, healthcare practice, self-employed healthcare provider, or other provider of healthcare and welfare services applies to the treatment agreement with patients or clients. They regulate the rights and obligations of the healthcare provider and the patient that are not exhaustively set out in the individual treatment agreement: the payment terms, the cancellation policy for missed appointments, the information obligations, the complaints procedure, liability for treatment errors, the handling of personal data, and applicable law. Healthcare general terms and conditions are situated at the intersection of health law, consumer law, and the GDPR: they must comply with the Medical Treatment Agreement Act (WGBO), the Healthcare Quality, Complaints and Disputes Act (Wkkgz), the Healthcare Institutions Admission Act (WTZi), and the privacy requirements for special categories of personal data. Our lawyers draft general terms and conditions for healthcare providers that comply with the WGBO and the Wkkgz, correctly establish the payment and cancellation policy, correctly limit liability for treatment errors, and correctly integrate GDPR obligations regarding health data.
Which legal obligations apply to healthcare providers that must not be missing from your terms and conditions?
Healthcare providers are bound by an extensive legal framework that directly impacts their general terms and conditions. The WGBO — the Medical Treatment Agreement Act, Articles 7:446 to 7:468 of the Dutch Civil Code — governs the treatment agreement between healthcare provider and patient and is largely mandatory law. Core patient rights that your terms and conditions may not restrict include: the right to information regarding the diagnosis, treatment, and risks; the right to consent prior to any treatment (informed consent); the right to access and obtain a copy of the medical record; and the right to protection of the privacy of the medical record. The Wkkgz obligates healthcare providers to maintain an accessible complaints procedure and to be affiliated with a recognized dispute resolution body. Your general terms and conditions must include a reference to the complaints officer and the dispute resolution body. The Healthcare-wide Governance Code and the sector-specific codes of conduct of professional associations — KNMG, NIP, KNGF, NVZ — impose additional requirements that must be reflected in the terms and conditions. Our lawyers ensure that the general terms and conditions correctly address the entire legal framework.
How do you arrange the payment and cancellation policy in the healthcare general terms and conditions?
the payment arrangement is a source of revenue loss if it is not properly documented. Your terms and conditions must describe how and when the patient pays: directly to the healthcare provider, via the health insurer, or a combination. For uninsured care—such as cosmetic treatments, non-contracted mental healthcare, or private physiotherapy exceeding the reimbursed limit—the patient's own payment obligation must be unambiguously established. The cancellation policy for missed or late-cancelled appointments is a particularly sensitive issue in the healthcare sector. Under the WGBO (Dutch Healthcare Agreement), healthcare providers are bound by a duty of care towards the patient—but this does not mean they may not charge no-show fees for appointments cancelled in a timely manner but not rescheduled. Your cancellation policy must stipulate a reasonable cancellation period—typically 24 to 48 hours—and clearly describe the compensation for no-shows. A particular point of attention: for patients with a health insurance agreement, no-show fees may generally not be billed to the insurer but may be billed to the patient themselves, provided this is stipulated in the general terms and conditions. Our lawyers draft a payment and cancellation policy that protects your practice.
How do you regulate liability for handling errors in the general terms and conditions?
The liability of a healthcare provider for treatment errors — also known as medical liability or professional liability in healthcare — is a particularly sensitive area. Under the WGBO (Dutch Healthcare Agreement), the healthcare provider has a duty of care: they commit to the care of a competent professional, not to guaranteeing a specific treatment outcome. A treatment outcome that the patient had not hoped for, but which is medically correct, does not give rise to liability. Liability arises when the healthcare provider fails to act in accordance with the professional standard — the guidelines and protocols of their professional group. Your general terms and conditions can limit liability for treatment errors in business contracts to the amount of the professional liability insurance. For consumer patients, the possibilities for limitation are more restricted: liability for death or injury cannot be excluded towards consumers. Your terms and conditions must also include a reference to the professional liability insurance and describe the procedure for filing a liability claim. Our lawyers draft a liability clause that is legally sound and aligns with your insurance coverage.
How do you integrate the GDPR obligations regarding health data into the general terms and conditions?
Health data constitute special categories of personal data within the meaning of Article 9 of the GDPR and enjoy additional protection. The processing of health data is prohibited in principle, unless one of the limited exceptions in Article 9(2) of the GDPR applies. The most relevant exceptions for the healthcare sector are processing necessary for the provision of healthcare — Article 9(2)(h) of the GDPR — and processing with the explicit consent of the patient. Your general terms and conditions must inform the patient about the processing of their health data: which data are processed, for what purpose, on what legal basis, how long they are retained, and who has access? The retention obligation for the medical record amounts to twenty years after the last treatment pursuant to Article 7:454 of the Dutch Civil Code — one of the longest statutory retention periods under Dutch law. A particular point of attention: the exchange of medical data with other healthcare providers requires the patient's consent in principle, unless the exchange is necessary for the treatment and the patient has no objection. Our lawyers correctly integrate the GDPR obligations regarding health data into your general terms and conditions.
Which complaints and disputes procedure must you include in the general terms and conditions?
The Wkkgz obligates every healthcare provider to have an effective and accessible complaints handling procedure. Your general terms and conditions must contain the following elements: A reference to the complaints officer whom the patient can contact for informal mediation regarding complaints about the provision of care; the time limit within which you respond to a complaint; a reference to the recognized dispute resolution body with which you are affiliated for binding rulings on unresolved complaints — every healthcare provider is required under the Wkkgz to be affiliated with a recognized dispute resolution body; a reference to disciplinary law as an additional route for patients wishing to lodge a complaint with the healthcare provider's professional association; and information regarding the statute of limitations for claims for damages due to treatment errors — three years after knowledge of the damage and the liable person, with an absolute limitation period of twenty years. Our lawyers draft a complaints and dispute resolution procedure that complies with Wkkgz requirements and aligns with your sector-specific dispute resolution body.
How does it work at MKBjuristen?
After a brief intake regarding your healthcare sector, your patient profile, your financing structure — contracted or uncontracted, Health Insurance Act, Long-Term Care Act, or private — and your professional association, our lawyers draft general terms and conditions for your healthcare practice or institution that fully comply with the WGBO, the Wkkgz, and the GDPR, correctly establish the payment and cancellation policy, legally limit liability for treatment errors, and describe the complaints and disputes procedure in accordance with statutory requirements.
Are you unsure whether your document is legally correct? We would be happy to assess the sensible course of action: drafting, reviewing, or amending.
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Why not use a standard document?

A standard document often seems like a quick solution, but usually does not fully align with your company, agreements, risks, and way of working. Our legal experts draft documents that fit your situation.

Standard document
SME Lawyers
Not tailored to your business
Tailored to your company, industry, and working methods
No control over your specific situation
Consultation with a lawyer and assessment of your risks
Possibly outdated or incomplete
Verification of current and practical provisions
No personal explanation
Explanation regarding the use of the document

A standard document seems cheap, until it doesn't fit your situation properly. That is why we provide custom legal solutions tailored to your business.

Customization per care provider

Not every healthcare provider faces the same legal risks. Therefore, we do not draft terms and conditions generically, but tailor them to the type of care, patient relationship, privacy, complaints, and payment.

Paramedical practice

Attention to treatment plan, no-show, file, insurer, complaints, and privacy.

Psychological care

Attention to confidentiality, file, crisis, referral, consent, and termination.

Home care

Attention to care plan, planning, access, safety, changes, and liability.

Cosmetic care

Attention to informed consent, risks, aftercare, expected results, and complaints.

Independent healthcare professional

Attention to practice rules, Wkkgz, privacy, patient files, rates, and liability.

E-health and online care

Attention to identification, technology, privacy, emergencies, and limitations.


General terms and conditions for healthcare providers must carefully align with patient rights and healthcare legislation. Therefore, we examine the Wgbo, Wkkgz, privacy, patient records, no-shows, payment, complaints, and liability.

Common mistakes in general terms and conditions for healthcare providers

Healthcare providers often go wrong because standard commercial terms and conditions are used without regard for patient rights, privacy, and complaints procedures.

  • Use standard terms of service without care-specific adaptation
  • Failure to clearly communicate no-shows, cancellations, and rates in advance
  • Insufficiently defines reimbursement by health insurer
  • Privacy statement for forgotten medical data
  • Failure to clearly state complaints procedure or dispute resolution body
  • Do not specify medical record, access, and retention periods
  • Excluding liability too broadly or negligently
  • Formulating the termination of the therapeutic relationship too easily

Draft general terms and conditions for your healthcare practice properly and prevent unnecessary problems in the future. Good terms and conditions prevent disputes regarding appointments, no-shows, payment, privacy, patient records, complaints, and liability.

Are general terms and conditions mandatory for healthcare providers?

Not always as a separate document, but clear terms and conditions of practice are highly recommended regarding agreements, rates, no-shows, privacy, complaints, and liability.

Can I charge no-show fees in healthcare?

That is often possible, provided the regulation has been communicated in advance in a clear, reasonable, and easily accessible manner.

Can I exclude liability as a healthcare provider?

Only limited and careful. Patients' rights and standards of care set limits on limitations of liability.

Do I need a privacy statement in addition to general terms and conditions?

Yes, healthcare providers generally process medical personal data and must clearly explain this separately.

Can MKB Juristen review existing healthcare terms and conditions?

Yes. We check, among other things, the Wgbo, Wkkgz, no-shows, rates, privacy, files, complaints procedures, and liability.

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Annelore Hendriks

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SME Lawyers at the Chamber of Commerce Source: Chamber of Commerce 2019
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