Organisational Regulations

1. These Regulations define the rules for using medical services provided by ELMAR SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ with its registered office in Opole, in particular the objectives and tasks of the Service Provider, the organisational structure, the scope, organisation and course of providing health services, the basic scope of duties of personnel employed by the Service Provider at the Practice, the rights and obligations of Patients, the rules of payment for health services provided at the Practice, and the procedure for filing complaints and requests by Patients.

2. Patients of the Practice are required to familiarise themselves with these Regulations before making a reservation for any Service. Making a reservation at the Practice is tantamount to the Patient's acceptance of these Regulations.

3. The place of providing health services, in accordance with these Regulations, is the Service Provider's registered office: ul. Centralna 33a, 45-940 Opole/Chmielowice, Opolskie Province, Poland

4. A complete ban on smoking and using tobacco, tobacco and nicotine products, including electronic cigarettes, as well as a complete ban on consuming alcoholic beverages and other intoxicants and narcotics, applies throughout the entire Practice.

Terms and definitions used in these Regulations shall have the following meanings:

• Patient – means any adult person, a minor over 16 years of age with written consent of their legal guardian, or a minor under 16 years of age present at the Practice under the care of their legal guardian or a person designated by them, who accepts these Regulations and uses the Service;
• Regulations – means these Organisational Regulations, established and applied by the Service Provider;
• Practice – means the place where the Service Provider provides health services, i.e. the premises in which the Service Provider performs Service/Treatment within the meaning of these Regulations (MIKROSTOMART Practice – Microscopic Artistic Dentistry, ul. Centralna 33a, 45-940 Opole/Chmielowice, managed by the Service Provider, tel: 570 270 470, e-mail: gabinet@mikrostomart.pl);
• Staff – means every employee of the Service Provider performing Services/Treatments for Patients at the Practice. Staff consists of medical and non-medical personnel;
• Service/Treatment – means a service provided by the Service Provider to the Patient, as defined in § 5 para. 1 of these Regulations;
• Service Provider – means the Medical Entity, i.e. ELMAR SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ with its registered office in Opole, ul. Centralna nr 33A, 45-940 Opole, NIP: 7543251709.

1. The primary objective of the Service Provider is to provide health services by persons authorised under applicable law. Staff employed by the Service Provider is divided into medical and non-medical personnel.

2. The basic tasks of the Service Provider include providing dental services described in § 5 para. 1 below. These include:

• providing individual dental consultations and advice to Patients,
• diagnostics and treatment of dental conditions of Patients, including X-ray diagnostics,
• performing surgical dental procedures on Patients,
• cooperating with other entities conducting medical activities based on separate agreements,
• educational activities, health promotion and health prevention activities,
• managing administrative, economic and technical support matters of the Practice.

1. The Service Provider, as a Medical Entity, conducts its activities within the Practice.

2. The Service Provider is ELMAR SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ with its registered office in Opole, ul. Centralna nr 33A, 45-940 Opole, NIP: 7543251709, KRS: 0000815074, represented by the Management Board consisting of Marcin Nowosielski and Elżbieta Nowosielska.

3. Organisational units of the Service Provider within the Practice:

• reception, operated by non-medical staff;
• implantology, prosthetics, endodontics, paedodontics, anaesthesia, periodontology, orthodontics, surgery department,
• X-ray department.

4. The task of the reception is to fulfil the duties of non-medical staff in accordance with the provisions of these Regulations.

5. The task of the specialist departments is to provide specialised dental health services, maintain medical documentation, and inform about the scope and rules of health services provided by the Service Provider.

6. The task of the X-ray department is to conduct specialised diagnostics using X-ray radiation.

1. The Service Provider provides dental services in the fields of:

• implantology,
• prosthetics,
• endodontics,
• paedodontics,
• anaesthesia,
• periodontology,
• surgery,
• orthodontics,
• X-ray diagnostics.

2. The basic duties of medical staff employed by the Service Provider include:

• conducting medical and dental interviews with the Patient,
• providing health services reliably and in accordance with the latest medical knowledge at the highest level,
• respecting Patient rights,
• continuously improving professional qualifications,
• reliably and systematically maintaining comprehensive medical documentation,
• maintaining confidentiality of all information related to health services,
• supervising the work of the assistant,
• ensuring Patient privacy during Treatment,
• sterilising instruments,
• maintaining order and sterility of the Practice,
• supplying the Practice with dental materials,
• caring for the good image of the Service Provider,
• complying with applicable law, OHS and fire safety regulations,
• complying with the provisions of these Regulations.

3. The basic duties of non-medical staff employed at the Practice include:

• scheduling Patients and managing appointment reservations,
• archiving documents, including Patient medical documentation,
• billing Patients for completed Services,
• maintaining confidentiality of all information related to Patient Services,
• complying with applicable law, OHS and fire safety regulations,
• complying with the provisions of these Regulations.

1. The Service Provider offers dental services on a fully paid basis. Mikrostomart Dental Practice operates as a private practice and does not provide services under the National Health Fund.

2. Health services are provided on the basis of the Patient's voluntary choice of paid treatment and with their written consent.

3. Admitting a Patient to the Practice requires maintaining their medical documentation and statistical documentation. Documentation is also maintained electronically.

4. Each Patient is assigned a registration card before their first visit. Every Patient visit must be recorded in the medical documentation.

5. During the first visit, Staff conducts a Basic Medical Interview and Dental Interview with the Patient. The interview requires updating at subsequent visits.

6. A Patient with full legal capacity, a legal representative, or a legal guardian provides written consent for health services (applicable to surgical procedures, all other invasive procedures, and administration of anaesthesia).

7. Verbal consent is permitted only in situations requiring immediate medical action within basic or conservative treatment.

8. A Patient's refusal of treatment, when immediate treatment is deemed necessary by Staff, shall be entered in the Patient's record and should be confirmed by the Patient.

9. Medical documentation is maintained in accordance with the rules set out in separate regulations.

10. The Service Provider records the course of each visit audiovisually, to which the Patient gives consent.

11. The Patient acknowledges that due to unforeseen circumstances beyond the Service Provider's control, the scheduled appointment time may change (be delayed).

12. If a planned Service cannot be performed by the assigned medical staff member, it may be performed by another medical staff member, with the Patient's prior consent.

13. Patient consent to change medical staff is not required in cases of emergency medical action.

1. Staff employed by the Service Provider strictly observes sanitary requirements regarding maintaining order and the obligation to disinfect surfaces in the Practice.

2. Employees use disposable gloves during procedures, and disposable masks when required.

3. Instruments used during Treatments are disposable. When reusable instruments must be used, they are sterilised in an autoclave after each use.

4. Only products approved for use in dental practices are used for sterilisation, disinfection and cleaning.

1. Every Patient has the right to:

• receive accessible information about their dental health status, proposed treatment (treatment plan) and prognosis,
• health services meeting the latest requirements of medical knowledge provided by specialised and competent medical staff,
• give consent to or refuse a specific Treatment after receiving appropriate information,
• access their medical documentation and obtain copies personally or through an authorised person,
• respect for their dignity and courteous treatment by Staff,
• telephone and online registration,
• decide who the attending physician may provide information to about the Patient's health status,
• designate a person or institution to be notified in case of a life-threatening condition or death.

2. Patient rights listed above may be limited only to the extent and in situations arising from universally applicable law.

3. Every Patient is obliged to:

• follow the recommendations of doctors or other medical staff. Failure to follow medical recommendations, particularly regarding pre- and post-treatment procedures, means the Patient bears all associated risks,
• observe OHS and fire safety rules on the premises of the Practice,
• inform Staff at least one day in advance if cancelling a scheduled appointment.

4. Equipment at the Practice may only be operated by Staff. The Service Provider may seek compensation from Patients for any unauthorised use of equipment.

5. Patients are prohibited from entering areas designated exclusively for Staff.

6. Patients must maintain cleanliness at the Practice and its immediate surroundings.

1. All Treatments performed at the Practice are subject to payment in accordance with the current Price List. The Price List is available for viewing at the Practice and on the website.

2. Patients may pay by cash, bank transfer, card, Blik, or a special voucher purchased at the Practice.

3. Upon registration, Staff collects a deposit from the Patient in accordance with the Price List. The deposit is credited towards the completed Service.

4. If a Patient fails to attend a scheduled appointment, the Service Provider retains the deposit. If the Patient reschedules within 3 months, the deposit is transferred to the new appointment date.

5. If the deposit is not paid and the Patient fails to attend or reschedule, the deposit will be added to the Patient's next invoice.

6. If the Service Provider cannot accept the Patient on the scheduled appointment day, Staff informs the Patient by phone or SMS, proposing the nearest alternative date.

1. The Patient has the right to file a complaint about a Service.

2. Complaints must be submitted in writing by email, in person at the Practice, or by registered mail, within a maximum of 3 days from the Service or the occurrence of complications.

3. The Service Provider has 14 calendar days to process the complaint.

4. The Patient may request a full or partial refund or free corrections if the complaint is considered justified.

5. In case of a negative response, the Patient may appeal within 14 calendar days.

6. The Patient may not refuse to pay for a completed Service.

7. The Service Provider and Staff are not liable for complications that occur after a properly performed Service preceded by a properly conducted interview with no contraindications found.

The Patient's personal data is processed in accordance with the information clause, which the Patient reviews during their first visit at the Practice.

1. To ensure the correctness of Patient treatment and continuity of health services, the Service Provider cooperates with other entities conducting medical activities, including the right to request medical certificates.

2. Every Patient has the right to review the Regulations, price list and certificates referenced by the Service Provider.

3. Patients are fully liable for any damage to the Service Provider's equipment in accordance with Article 415 of the Civil Code.

4. The Service Provider reserves the right to amend these Regulations with due notice to Patients.

5. Information about changes to the Regulations will be published on the Practice's website and social media profiles at least 14 calendar days before they take effect.

6. Services/Treatments ordered before amendments take effect are governed by the Regulations in force at the time of scheduling.

7. All disputes arising from Services shall first be resolved amicably. If no agreement is reached, disputes shall be resolved by the competent court under Polish law.

8. If any provision of these Regulations is deemed invalid, it shall be excluded while the remaining provisions continue to apply to the fullest extent permitted by Polish law.

9. Matters not regulated by these Regulations shall be governed by Polish law.

10. These Regulations are effective from 01.01.2025.