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Faqs / Policies

Frequently Asked Questions


Our fully qualified team of Sonographers at The Scanning Room are all accredited by the Fetal Medicine Foundation and are either registered with the Health and Care Professionals Council (HCPC) or the Nursing Midwifery Council (NMC) and all currently work within the NHS.

We cannot stress enough about the importance of having a fully trained sonographer to perform your scan. The promotion of a ‘bonding scan’ can only be backed up with the reassurance your baby is developing normally and this can only be achieved by a sonographer who is fully trained to at least a Post grad Diploma (PgD) in obstetric ultrasound and gynaecology.

We don’t need a referral from a health care professional for any of the scans we perform. Our scans are available to you when you feel you need them for reassurance and bonding. If we feel for whatever reason we need to refer you to a health care professional, we will complete the necessary report and dependant on the urgency make the referral for you.
The majority of our scans are non-diagnostic, however we have a duty of care to you and your baby to inform you if an abnormality is found or concern raised. We will discuss with you our concerns but may not be able to necessarily diagnose the problem, this will often require specialist input (as you would find with any NHS scan). We will complete a report with our findings and refer you to your local hospital for further review and follow up and give you any support you need.

Family and friends are more than welcome to come and share this amazing experience with you; the images are projected to a TV screen for everyone to see. For comfort a maximum of 4 (including the person having the scan) people in the room, however we can discuss any particular needs you have. Children are more than welcome to attend but must be supervised at all times.

With our early scans we like you to have a fullish bladder (go to the toilet about an hour before the scan then drink 400-500mls) to improve views. Otherwise an empty bladder is fine for all the other scans we perform. If any specific prep is needed before a scan we will confirm that at the time of booking.
Where possible it is best to book in advance to ensure you have the appointment that fits in with you. Our online diary opens up 4 weeks in advance for booking. We are really flexible, so always give us a call to find out what we have available or be added to the cancellation waiting list!
You should bring your maternity notes with you if you have them.
We like you to be at least 7 weeks pregnant for an early scan to be performed to ensure the fetal heart pulsations can be seen and everything is developing as it should be and be in the correct place. Any earlier the scan findings can leave you in an inconclusive status (which is not nice!) as we need to clearly see the baby’s heart beating to confirm viability. With that being said we can perform these scans earlier (from 5+4 weeks) if there is a particular clinical concern such as an ectopic pregnancy.
We perform our gender scans from 16 weeks gestation with very high accuracy (we check the gender in a few different views). We like to be sure and not guess at what we think so we stick to 16 weeks. If the baby is not in a great position we will do all we can to get your little one to move and be patient as they usually move! If in the rare event we cannot clearly see the gender we will arrange another scan for you free of charge.
A 4D scan enables you to see your baby in a 3 dimensional view, so being able to see the smiles, frowns and yawns are all possible. The 4th dimension adds real time so the 3D images are turned into a real time video so you can see what your baby is up to at that moment!
We can perform 4D scans between 26-32 weeks gestation, we find the best time is 27-29 weeks due to the size of the baby and optimum amount of amniotic fluid present. Prior to 26 weeks the baby may appear more skeletal due to its size, after 32 weeks the natural reduction in amniotic fluid and baby’s cosy position may not allow clear images. If you are outside of the suggested range, we will try everything we can get the best possible images, however this may not always be possible. For a multiple pregnancy the best gestation is between 22-26 weeks.
We work to strict safety guidelines suggested by BMUS with all of our scans and have adopted the A.L.A.R.A protocol when scanning: As Low as Reasonably Achievable. Research has shown that ultrasound has not been found to pose any adverse effect to you or your baby. The same frequency is used for a 2D scan performed within the hospital setting.

During a 4D scan the ideal position for your baby is to be lying on its back looking at the ceiling, from your previous scans I am sure you have experienced a naughty baby that does not want to help! If this is the case we will try a variety of techniques to try to get your baby moving into the optimum position. It could be going for a brief walk, drinking something cold/fizzy or eating a small snack. We may try a number of times during the scan session to give the baby the best chance to move. If despite our best efforts on the first attempt your baby does not move we will book a further 20 minute one off scan free of charge.


The preferred method of scanning is a transvaginal scan as this allows us to get closer to the uterus and asses the ovaries.

We will need you to undress below the waist and we will position you on the couch with your knees bent, whilst maintaining your dignity at all times. A thin probe is inserted into the vagina; you will experience cold gel and gentle pressure whilst the probe is moved side to side. First and foremost we take great care to perform this scan and reduce any discomfort where we can.

Yes you can, we do not need a referral from a healthcare professional, we will ask you reason for needing the scan so that we can ensure we are offering you the right service.

We will talk through what we see during the scan and then create a report with our findings which will be fully discussed with you once we are finished. If any follow up is required we will document this on the report and discuss with you.

Follow up will most likely involve seeing your GP.

If we find any problems during the scan these will be discussed with you and pictures provided to show your healthcare professional. We will create a report with our findings for you to take to your GP for further follow up as required.

We strive to provide the highest possible standards of care and pride ourselves on our high quality and customer service. However there may be times where you feel that our service has fallen below the standard you expect. We will do our best to resolve the issue, seek to understand why things went wrong and ensure that appropriate action is taken to reduce the risk of them being repeated.

Initially a phone call or email made to our office explaining the problem and giving some basic information to a member of our office team. The next step will be the sonographer that carried out the examination will be asked to review the report and images. We would then like you to put the complaint in writing for the attention of the Lindsay Grisbrook.

A thorough investigation will be carried out and a written response returned to you within 4 weeks. We do ask that the patient initiates the complaint. We can only correspond with the patient, and not family members. In exceptional circumstances we can discuss the complaint with a nominated person but only with the express written consent by the patient. This is to comply with data protection.

If you feel in any way that your examination was not satisfactory, or you are unhappy with any part of the process, we must receive your comments, within Seven days from your examination date. The Scanning Room is committed to excellent customer care and would welcome any comments from you that can be used to improve our services.

A non-diagnostic scan should be avoided, it suggests a number of things from the person scanning not having a formal training/education in ultrasound or being a health care professional. As a health care professional we have professional duty of care to both the woman and the baby to be able to identify and report any incidental findings or problems seen during the scan – a non-diagnostic scan will ignore these because they are not able to identify any problems. They may also not be professionally insured and not up to date with fundamental safety guidelines. The ultrasound equipment (diagnostic) is not being used as per manufacturer’s guidelines.

All of our scans are performed by fully qualified health care professionals with either a midwifery, nursing or radiography background. Our team act upon their duty of care when any problems or incidental findings are identified, they will fully discuss their findings, write a clinical report and refer you to the appropriate department for follow up.

Our ultrasound machines are set up and operated to the manufacturer’s guidelines with settings in keeping with safety guidelines for ultrasound scanning.

The Care Quality Commission (CQC) who regulate both the public and private sector of healthcare want the public to be aware about the safety guidelines for 4D scanning/ souvenir scanning.

The British Medical Ultrasound Society (BMUS) in their statement about the safety of souvenir scanning and ‘keepsake’ scanning which can be read in full at . In short the person performing the scan must be fully qualified and scans should not be performed solely for souvenir images. Souvenir images or recordings for parents to keep are reasonable if they are produced during a diagnostic scan – provided it does not require ultrasound exposure to be greater in time or magnitude than that necessary to produce the required diagnostic information.

All of our sonographers are fully qualified with many years of experience both within the private sector and the NHS. We work closely within a clinical framework with the wellbeing of your baby being our priority. At each scan we will assess the growth of your baby and give you a report with our findings, we have excellent working relationships with local hospitals and robust referral processes if we need to refer you on. We operate within strict safety guidelines and use the As Low As Reasonably Achievable (ALARA) principle when scanning for thermal exposure times and mechanical index values.

There are no contraindications for first line ultrasound scans when operated within the required guidelines. The safety of diagnostic ultrasound continues to be reviewed by various professional bodies.

PRIVACY POLICY OUR COMMITMENT TO PRIVACY At The Scanning Room we respect the privacy and confidentiality of your personal information provided and are committed to safeguarding the privacy of our website and service users. We are committed to keeping the personal information shared with us confidential. The use of such information will only be for the purpose for which it was collected. This Privacy Policy explains how we collect, use, disclose and protect the personal information we obtain. WHAT INFORMATION DO WE COLLECT? We collect and store the information which is provided to complete the booking form submitted either through our website or completed from email, telephone or social media conversations. The information we collect is your name, Date of birth, email address and contact number and is classed as your ‘Personal Information’.

WHAT DO WE DO WITH YOUR PERSONAL INFORMATION? The Scanning Room will only use your information for the purposes stated and for which you have given us your consent. Either before or when we collect personal information, we will explain how we intend to use it. We will limit the personal information we collect to what we need for those purposes, and we will use it only for those purposes. If in the rare event we wish to use your personal information for any other purpose we will seek your consent. • We only use your personal data to help us communicate with you effectively should you try to contact us via our site or we need to contact you. • We may use cookies, IP addresses or personal data to recognise you when you visit or return to our site, to track anonymised traffic and usage patterns, to prevent or detect fraud or abuses or to help us improve our site. • We retain personal data within our booking system (completed permanent appointments) in order to comply with legal obligations, enforce our terms and conditions, prevent fraud, collect any fees owed, resolve disputes, troubleshoot problems, assist with any investigations and take other actions as permitted by law. We may access, remove, alter or store or otherwise use any personal data if we think you have or may have breached our terms and conditions or to enforce our rights or protect the public or where if we are required to do so by law or appropriate authority. We will not pass your personal data to anyone outside of The Scanning Room for marketing purposes.

WHAT IS ‘PROCESSING’? ‘Processing’ includes the obtaining, recording or holding of information or data or carrying out any operation or set of operations on the information or data, including organising, altering, retrieving, consulting, using, disclosing, combining, or destroying the information or data. WHO DO WE GIVE YOUR PERSONAL INFORMATION TO? We only ever disclose your personal information if we need to refer you onto other healthcare practitioners. This will only ever be done with your prior consent. We do not rent or sell your personal information to anyone under any circumstances. We may process your personal information for our legitimate business interests e.g. direct marketing, data analytics. We do not transfer any information, personal or otherwise, outside of the EU. Under certain circumstances we may be required to disclose your personal information in response to valid requests by public authorities such as the Police or security services as required by law. HOW DO WE PROTECT YOUR INFORMATION? We use appropriate technical, organisational and administrative security measures to protect any information we hold from loss, misuse, unauthorised access, disclosure, alteration and destruction. Unfortunately, no company or service can guarantee complete security. HOW CAN YOU ACCESS THE PERSONAL INFORMATION WE HOLD ABOUT YOU? We will give you access to the personal information we retain about you and will provide you with the opportunity to update the personal information we retain to ensure it is accurate. You can request a copy of the personal information we hold about you and to have inaccuracies corrected. Please address requests with proof of identity to If you would like us to remove the date we hold about you please email us at