Order No. 1 / 14.02.2024

of the governing body of NOWA Sp. z o.o. (Warsaw)
regarding the implementation of Standards for the Protection of Minors in the medical facilities of NOWA Dental & Beauty Clinic

§ 1. General Provisions

1. This Order regulates the rules and standards of care for minor patients (individuals under the age of 18) in medical facilities operated by NOWA Sp. z o.o., with its registered office in Warsaw, ul. Puławska 111A/5/3, 02-707 Warsaw, KRS 0001048792, NIP 7011157594.
2. The purpose of this Order is to ensure the safety, dignity, and protection of children’s rights during the provision of medical services, in accordance with applicable legal provisions, ethical principles, and best medical practices.
3. The Order applies to all facilities and staff members providing healthcare services on behalf of NOWA Sp. z o.o.

§ 2. Legal Basis

1. Act of 6 November 2008 on the Rights of the Patient and the Patient Ombudsman (Dz.U. 2017, item 1318 as amended).
2. Act of 5 December 1996 on the Profession of Doctor and Dentist (Dz.U. 2017, item 125 as amended).
3. Act of 15 July 2011 on the Professions of Nurse and Midwife (Dz.U. 2017, item 123 as amended).
4. Act of 19 August 1994 on Mental Health Protection (Dz.U. 2017, item 882 as amended).
5. Regulations of the Minister of Health concerning standards of pediatric patient care, if applicable.
6. Constitution of the Republic of Poland – the principle of human dignity and the special protection of children’s rights.

§ 3. Scope of Application

1. These standards apply to all minor patients receiving medical services (outpatient, dental, diagnostic, etc.) in the facilities of NOWA Sp. z o.o.
2. They cover, among others:
   – patient registration and admission procedures;
   – information and consent processes;
   – communication with children and their legal guardians;
   – medical documentation and confidentiality;
   – privacy and safety conditions;
   – response procedures in emergency or exceptional situations.

§ 4. Principles of Care for Minors

1. Informed consent:
   a) The child should be informed, as far as their age and maturity allow, about their health condition, planned examinations, and treatment in an understandable and age-appropriate manner.
   b) Consent for medical procedures or treatment shall be given by a parent or legal guardian. If the minor has partial legal capacity, their opinion shall be taken into account.
2. Presence of a guardian:
   a) During consultations, examinations, or treatments, the presence of one legal guardian is recommended, unless it compromises the safety of the patient or medical staff.
3. Physical and organizational conditions:
   a) Rooms intended for minors must be safe and child-friendly (no sharp edges, appropriate furniture, child seats, etc.).
   b) Whenever possible, separate waiting areas or appointment hours should be arranged for children to minimize stress and contact with adult patients.
4. Qualified personnel:
   a) Doctors, assistants, and administrative staff must possess appropriate training and communication skills for working with children.
5. Privacy and confidentiality:
   a) Curtains, screens, or partitions must be provided to ensure the child’s privacy during examinations.
   b) Discussions with parents and children must take place privately, away from third parties.
6. Medical documentation:
   a) All medical actions concerning a minor shall be properly documented, including any consents, refusals, or objections.
   b) Access to medical records shall be granted only to legal guardians, in accordance with applicable law.
7. Emergency situations:
   a) In life-threatening cases, medical assistance must be provided immediately, even without prior consent, with full documentation recorded afterward.
   b) In case of disputes with guardians, the matter should be reviewed collectively by the medical team and, if necessary, referred to a court or child protection authority.

§ 5. Duties of Management

1. Facility managers are responsible for the implementation and enforcement of these standards in their respective units.
2. Each facility must appoint a Coordinator for the Protection of Minors, responsible for monitoring compliance.
3. Internal audits must be conducted at least once a year, including staff interviews and review of complaints.
4. All employees must complete annual training in child protection, communication, and emergency management.

§ 6. Responsibility and Disciplinary Measures

1. Any violation of these standards shall be treated as a disciplinary offense.
2. In cases of gross negligence or harm to a minor, the case shall be referred to the appropriate supervisory or medical authority.
3. All incidents or conflicts involving minors shall be reviewed by the facility’s Ethics Committee.

§ 7. Final Provisions

1. This Order enters into force on 14.02.2024.
2. Previous rules remain in effect until full implementation of these standards.
3. Any amendments to this Order must be made in writing and approved by the governing body of NOWA Sp. z o.o.
4. A copy of this Order shall be made available in each facility and published on the official website of NOWA Dental & Beauty Clinic.