Cancellation Policy

This page is an excerpt from our Terms and Conditions page.

Summary of Our Cancellation Policy

You should inform us as soon as you can if you think you are unable to attend a course. We understand that plans can change and we will always try our hardest to accommodate your request. To make booking easy we offer a 48-hour guarantee. If your plans change within 48 hours of booking and your course is more than 2 weeks away you can receive a full refund or transfer to another course at no charge.

Please note: We’ve responded to the challenges you are currently facing by temporarily amending our transfer policy until the end of December 2023. If you are unable to attend a course for any work related reason before the end of December 2023, then we will transfer your booking to another date free of charge. Our policy will revert to the description below from 1st January  2024. Click here for the explanation.

  • You can transfer to another course at any time up to 4 weeks before the start date of a scheduled course (subject to availability) at no charge.
  • You can cancel any time up to 4 weeks before your course and receive a full refund minus a £50 administration fee.
  • Partial refunds are available right up to 2 weeks before the start date of a scheduled course.
  • Online courses and digital books provide instant access to materials. Refunds and transfers will not normally be offered for online courses or digital books bought individually, as part of a an online collection or as part of a Virtual Classroom course package after they have been accessed or downloaded.
  • If you are unable to attend a course due to illness and providing you notify us in advance, we will offer you a full or partial refund or transfer to another course depending on the individual circumstances.
  • You can transfer your booking to a colleague at any time up to 24 hours before the start of the course. We charge a £50 administration fee for this service if you swap with less than 2 weeks’ notice.
  • You have 7 days to return books you have purchased from us for a full refund. You need to pay for the return postage yourself and the book must be in its original (unused) condition.

Cancellation Policy

Refunds on course cancellation

  1. Cancellations made within 48 hours of booking for a course starting more than 2 weeks in the future at the time of cancellation are eligible for a full refund of all course fees, with no administration fee.
  2. Cancellations made more than 4 weeks before the start of a scheduled course are eligible for a full refund of all course fees, minus an administration fee* of £50.
  3. Cancellations made less than 4 weeks but more than 2 weeks before the start date of a scheduled course are eligible for a full refund of all course fees less an administration fee* of £100.
  4. Cancellations made less than 2 weeks before the start date of a scheduled course are not eligible for a refund.
  5. We reserve the right to deduct from any refund the full value of digital books and online courses provided with a Virtual Classroom course package if you have already downloaded or accessed them before cancelling your course. In this case you will retain full access to those materials.

Transferring to another course

Please note: We’ve responded to the challenges you are currently facing by temporarily amending our transfer policy until the end of December 2023. If you are unable to attend a course for any work related reason before the end of December 2023, then we will transfer your booking to another date free of charge. Points 6-9 below do not apply until 1st January 2024. Click here for the explanation.

  1. Requests to transfer to a different date, course or location made up to 4 weeks before the start date of a scheduled course are allowed (subject to availability) at no charge. If the course you are transferring to costs more than your original booking, you will be charged the difference. If the course you are transferring to costs less than your original booking we will refund the difference. Any refund will be subject to deduction of an administration fee* of up to £50 (but never more than the value of your refund).
  2. Requests to transfer made less than 4 weeks but more than 2 weeks before the start date of a scheduled course are allowed (subject to availability) on payment of an administration fee* of £50.
  3. Requests to transfer made less than 2 weeks before the start date of a scheduled course are not allowed.
  4. If you transfer your course booking to a different date, the date of the scheduled course for the purposes of a refund or further transfer will be taken as the earlier of the two course dates associated with your booking.

Illness and failure to attend a course

  1. Oxford Medical reserves the right to offer a full or partial refund or offer a transfer to another course if you are unable to attend the course due to illness; providing that:
    • we receive notice of cancellation in advance and
    • you are able to produce, on request, a valid medical certificate stating that you are unfit for work.
  1. Delegates who fail to attend the course on the date booked without giving notice or who give notice after the course has started are not eligible for a refund or a transfer to another course regardless of the reason for non-attendance.

Course Substitution

  1. Requests to change the name on a booking made up to 2 weeks before the start date of a scheduled course will be allowed at no charge.
  2. Requests to change the name on a booking made less than 2 weeks before the start date of a scheduled course will be allowed subject to payment of a £50 administration fee*.

* Administration fees

We charge an administration fee of £50 to cover the time and expense of processing your refund/transfer. If your course is less than 4 weeks away we may make an additional charge of £50  to cover the additional administration of cancelling with tutors, venues and making changes to Virtual Classroom invitation lists. Administration fees are always capped so that they will never be more than the total value of your refund. 

Requesting Course Cancellation

To cancel a course please telephone our customer service department on 0131 526 3700. We are open from 08:30 to 17:00 Monday to Friday plus 08:30 to 12:00 on Saturday and operate an out-of-hours telephone service outside those hours. You may be required to leave a message

Cancellation by Oxford Medical

In the very unusual event that we have to cancel a course we will offer you the choice of a full refund or a free transfer to an alternative course date. We will try to give you at least 1 weeks’ notice but sometimes (for example when a course is cancelled due to bad weather) this is not possible. We recommend that you book fully refundable travel & accommodation for your course. Oxford Medical accepts no liability for non-refundable costs in the event that a course is cancelled. We reserve the right to cancel a course where we believe the weather conditions are so bad that it would be unreasonable to expect delegates and/or tutors to travel to the venue. If we make the decision that it is reasonable to run the course and it goes ahead as planned, failure to attend the course may result in the loss of the course fee. It is up to you to research alternative methods of transportation before a course to ensure you can attend. We reserve the right to alter any advertised course tutor (to cover for sickness or late unavailability) to enable an advertised course to run.

Online courses and digital books

Subscriptions to online courses on our website give instant access to distance learning material. We also provide digital books, guides and other documents produced by Oxford Medical. All of these materials are controlled by copyright. Products are purchased for your sole personal use. Any copying, distribution or resale, either physically or digitally, is prohibited without advance written permission from Oxford Medical. Refunds will not normally be offered for digital books and online courses after they have been downloaded or accessed. We reserve the right to deduct from any refund the full value of digital books and online courses provided with a Virtual Classroom course package if you have already downloaded or accessed them before cancelling your course. In this case you will retain full access to those materials.

If you experience problems accessing your online course or downloading your digital book, please contact our customer services department on 0131 526 3700 or [email protected] who will be able to assist or provide materials by email.

Books and guides

Books and guides ordered for delivery by post will be dispatched on the next working day following your purchase. Please allow 2-3 days for delivery. If you are not entirely happy you can return the book/guide (in original condition) to us within 7 days for a full refund. Unless the book is faulty, you will need to pay the return postage.

All our books and guides are subject to copyright and may not be copied, reproduced, stored or transmitted without the prior written permission of Oxford Medical.

Your statutory rights

Our terms and conditions do not affect your statutory rights. If you believe the products or services you received from us are faulty, not as described, or not of a satisfactory standard please contact our customer services department on 0131 526 3700 or [email protected].