Organizational Regulations of Warsaw Dental Center Sp.k. as a Healthcare Entity

1. These regulations have been adopted for the entity providing medical services and conducting business activity under the name Warsaw Dental Center Sp.k., located at ul. Topiel 11, 00-342 Warsaw, entered into the National Court Register under number 0000749308, maintained by the District Court for the Capital City of Warsaw, XIII Commercial Division, REGON: 381328171, NIP: 1182180875, hereinafter referred to as "WDC".

2. The legal basis of the regulations is Article 24 in connection with Article 23 of the Act of April 15, 2011 on Medical Activity.

3. WDC is entered into the Register of Entities Performing Medical Activities, maintained by the Governor of the Mazowieckie Voivodeship under record number 000000207499, registration authority code: W-14.

4. WDC operates based on applicable legal acts, in particular:

4.1) the Act of April 15, 2011 on Medical Activity and its implementing acts;

4.2) the Act of November 6, 2008 on Patients’ Rights and the Ombudsman for Patients’ Rights.

1. The objective of WDC is to provide paid outpatient healthcare services in the field of dentistry aimed at restoring and improving health, as well as other medical activities resulting from the treatment process or separate regulations governing their provision.

2. The primary tasks of WDC include in particular:

2.1) providing dental healthcare services within the competencies of a dentist and a dental hygienist;

2.2) providing healthcare services in the fields of conservative dentistry with endodontics, pediatric dentistry, prosthodontics, periodontology, oral surgery, and orthodontics;

2.3) conducting broadly understood educational and preventive activities;

2.4) cooperating with other healthcare entities and units of the healthcare system.

The following organizational units operate within WDC:

3.1) Dental Clinic;

3.2) Orthodontic Clinic;

3.3) Prosthetic Dentistry Clinic;

3.4) Oral Surgery Clinic (minor procedures under local and general anesthesia);

3.5) Oral Oncology Diagnostics Clinic;

3.6) Dental Prosthetics Laboratory;

3.7) Computed Tomography Laboratory.

The registered office and location where healthcare services are provided is Warsaw (00-342), ul. Topiel 11.

1. Healthcare services are provided exclusively by medical personnel with appropriate qualifications, confirmed by diplomas and certificates, and who meet health requirements.

2. Patient registration is carried out upon:

2.1) personal request or by a third party – at the service location;

2.2) telephone registration at: 22 542 18 04.

3. The provision process begins at the Reception, where the patient must present an identity document for verification.

4. At the Reception, the patient is required to submit a written statement regarding:

4.1) authorization of a designated person to access their medical records during life and after death (or lack of such authorization);

4.2) consent to receive healthcare services.

5. Consent must be obtained from the patient prior to performing procedures in the fields of endodontics, prosthetics, surgery, periodontics, orthodontics, teeth whitening, and other treatments offered by WDC.

6. After registration, the patient attends the appointment at the scheduled time and place. For the first visit, patients should arrive 15 minutes early to complete their medical documentation.

7. During the service, the patient has the right to receive complete information regarding diagnosis, proposed treatment, and costs.

8. At any stage, the patient has the right to submit a complaint regarding the behavior or actions of the staff. Complaints are handled by the facility manager.

1. The main organizational responsibilities of all WDC units include:

1.1) fulfilling the objectives for which the entity was established, as defined by applicable laws and this Regulation;

1.2) competent and timely execution of assigned duties;

1.3) maintaining the appropriate public image of the medical entity;

1.4) ensuring the efficient operation of the facility;

1.5) respecting professional secrecy, codes of professional ethics, and the Patient Rights Charter;

1.6) performing other duties specified in internal orders or directives from superiors.

2. The basic tasks of all WDC organizational units include:

2.1) medical examinations and consultations;

2.2) diagnostic procedures;

2.3) providing emergency medical assistance;

2.4) dental prevention and prophylaxis;

2.5) conservative dentistry services;

2.6) prosthetic dentistry services;

2.7) dental surgery services;

2.8) pediatric dentistry services;

2.9) periodontics services;

2.10) orthodontic services;

2.11) dental implantology services;

2.12) maintaining medical documentation.

3. The specific scope of responsibilities, rights, and duties of employees employed within the medical entity is governed by separate internal regulations established by the healthcare provider.

4. Cooperation between individual units and departments must ensure smooth operations, comprehensive and accessible care, and high-quality healthcare service delivery.

5. A designated physician is entrusted with supervision over the accuracy and quality of healthcare services, coordination of the medical team’s work, and oversight of proper medical documentation and data processing.

6. While carrying out its mission, WDC may cooperate with other healthcare entities, social organizations, foundations, scientific associations, and other institutions whose statutory goal is to promote public health.

In situations where the healthcare provider is unable to ensure the necessary scope of services or a specialist consultation is required, the healthcare professional shall inform the patient about other entities that may provide the required services.

In medically justified cases, the physician shall issue referrals for diagnostic tests, consultations at specialist clinics, or inpatient treatment.

Medical records are provided free of charge upon request by the patient, their legal representative, or a person authorized by the patient.

6.1.1. In the event of a patient's death, the medical staff is obligated to immediately call a physician authorized to certify death, who shall examine the deceased, confirm death, record the cause, date, and time of death, and issue a death certificate.

6.1.2. The physician shall promptly notify the family, legal representative, or guardian of the patient’s death and issue the death certificate to them.

WDC does not have a contract with the National Health Fund (NFZ); therefore, all services are provided on a paid basis. The price list of services is publicly available at the WDC premises.

1. The WDC is managed by the clinic director.

2. In the director's absence, one of the deputies assumes their duties.

3. The responsibilities and powers of the director include:

1) organizing and supervising the work of subordinate employees;

2) ensuring efficient use of working time and overseeing adherence to work discipline;

3) making decisions regarding employment, remuneration, bonuses, and termination of civil law contracts;

4) monitoring compliance with health and safety (OHS) and fire safety regulations by employees and contracted personnel;

5) receiving complaints and grievances and handling related correspondence;

6) issuing internal orders regulating the day-to-day operations of WDC;

7) supervising the quality of medical services provided;

8) approving work schedules of medical personnel;

9) supporting professional development of employees;

10) overseeing pharmaceutical management;

11) supervising the maintenance of equipment, medical devices, and premises in proper technical condition, ensuring fire safety and OHS compliance;

12) ensuring that medical services are provided only by personnel with the necessary professional qualifications.

1. While receiving medical services at WDC, the patient has the right to:

1) respect for personal dignity and courteous treatment by medical staff;

2) receive healthcare services from qualified personnel, in accordance with current medical knowledge;

3) receive reliable information about their health condition;

4) give informed consent or refusal for specific medical services after being informed about the proposed diagnostic and treatment methods.

2. The patient's responsibilities include:

1) complying with the WDC's rules and regulations;

2) refraining from smoking and consuming alcohol on the premises;

3) maintaining personal hygiene;

4) following safety and fire protection rules;

5) adhering to the doctor's recommendations;

6) cancelling appointments with sufficient notice (at least 24 hours in advance).

3. The patient has the right to immediate access to medical services in cases of health or life-threatening conditions.

4. Services are provided by personnel with appropriate qualifications and authorizations as defined by applicable regulations.

5. Medical services are delivered in accordance with current medical knowledge.

6. Services are provided with due care and in conditions that meet the required professional and sanitary standards.

7. Medical personnel providing care follow the ethical standards set by their respective professional medical bodies.

8. Medical services are organized in a way that ensures the most convenient access for patients.

9. Medical certificates concerning patients’ health are issued in accordance with the Act of December 5, 1996, on the profession of physician and dentist.

10. If a patient is unable to attend a scheduled appointment, it should be cancelled or rescheduled in advance so another patient may take that slot.

11. Appointments should be cancelled at least 24 hours before the scheduled time by replying to the reminder SMS, calling +48 22 542 18 04, or sending an email to kontakt@warsawdentalcenter.pl.

12. WDC may charge a reservation fee of PLN 350.00 in cases specified in section 13. The fee secures the doctor’s time and may apply to appointments for the following treatments:

1) endodontic treatment;

2) prosthetic treatment;

3) surgical treatment;

4) implantological treatment;

5) periodontological treatment;

6) conservative treatment;

7) dental treatment under general anesthesia.

13. The reservation fee is charged if a patient has failed to attend two prior appointments without cancellation, or for appointments scheduled for two hours or longer.

1. The organizational regulations are established by the manager.

2. In matters not regulated by these organizational regulations, separate legal provisions shall apply.

3. The regulations are made available to patients upon request at the Registration desk.

4. The provisions of the regulations are communicated to all individuals employed or cooperating with WDC.

5. These regulations enter into force on April 12, 2019.