TERMS AND CONDITIONS

Please take the time to read the following terms and conditions of Psychological Treatment at our clinic before ticking this box, as operational updates will apply from time to time.

Clinical Engagement & Information Sharing

Provision of Information: I agree to provide all relevant information regarding my physical, social, or emotional circumstances to enable my Psychologist to provide the highest quality of professional counselling and psychotherapeutic intervention.

Privacy & Access: I understand that my personal information is accessed only by my Psychologist or Administration Personnel for operational contact, or when I have provided formal, written permission for this information to be shared with an external party (such as a Legal Representative, Insurer, School/University coordinator, Medical Specialist, or family member).

GP Referrals: If I am attending under a Mental Health Care Plan referral from my GP, I understand this includes explicit permission for my therapist to consult with my referring GP regarding my care as required.

Record Keeping: I am aware that my personal and clinical information is securely stored on an encrypted, compliant electronic database or in a locked filing cabinet for a minimum of 7 years as required by law, and is accessible by myself at any time with reasonable notice given (administrative fees apply).

Confidentiality Boundaries: I understand that under no circumstances will my personal information be disclosed to any person or organisation except when I have provided formal permission, where the client is a minor requiring guardian oversight, where it is strictly required by law, or if mine or someone else’s safety is at immediate risk.

Fee, Invoicing & Two-Stage Automated Payment Policy

No Bulk Billing: I understand and am fully aware that South Perth Counselling & Psychological Services operates strictly as a private billing practice. It does not provide Bulk Billing services or maintain the capacity to reduce fees for clients seeking low-cost care.

Two-Stage Payment Model: I agree to provide a valid credit card (Visa or Mastercard only) to be securely stored on my file with available funds attached. I explicitly authorise the practice to process payments automatically under the following structure:

Upon Booking: A 50% deposit is processed automatically via Halaxy at the time of booking to secure my appointment.

48 Hours Prior: The remaining 50% balance is automatically charged to my saved card at 4:00 PM, two business days prior to my scheduled appointment.

Failed Payments & Cancellation Deadline: In the event that my automated balance payment declines at 4:00 PM, I acknowledge that I will receive an immediate SMS notification containing a secure payment link. I agree to finalise the outstanding invoice via this link before 7:00 PM that same evening. Clinic reception will make reasonable efforts to contact me regarding failed payments, but cannot guarantee manual follow-up or hold unconfirmed bookings. If payment is not received by 7:00 PM, the system will automatically cancel my booking to allow waitlist clients access to care, and a standard cancellation fee will apply to my account for policy non-compliance.

Debt Collection: For any outstanding accounts or unpaid cancellation fees remaining unresolved following 14 days, I am aware this will result in the engagement of a debt collection agency, which will incur additional collection costs and may affect my future credit rating.

Financial Strain Discretion: I am aware that fees are charged at the clinic's standard full rate unless it is mutually determined over the course of treatment that I am experiencing significant, acute financial strain. Any temporary adjustments are made strictly at the discretion of the practice management and within clinic capacity, and I agree to update my therapist immediately should my financial circumstances improve.

Attendance & Strict Cancellation Policies

Notice Requirements: Should I need to reschedule or cancel my scheduled appointment for any reason, I agree to provide South Perth Counselling & Psychological Services with more than 48 hours' notice via email or telephone so that the hour can be offered to waitlist clients.

Cancellation Fees: I agree that if I fail to attend a booked session or cancel/reschedule with less than 48 hours' notice, my card on file will be charged the flat full-session cancellation fee of $265.00, covered by retaining my deposit or processing the balance on file.

Policy Compliance: I understand that regular late cancellations, failure to maintain available funds on my card, or non-compliance with the pre-payment and deposit policy will result in the immediate instigation of a pre-session payment arrangement or formal discharge and referral to an alternative external agency.

Practice Scope, Boundaries & Referrals

Service Exclusion Criteria: I acknowledge that South Perth Counselling & Psychological Services is a specialised outpatient clinic and does not provide treatment or administrative handling for the following:

Department of Veterans' Affairs (DVA) claims

National Disability Insurance Scheme (NDIS) managed cases

Chronically suicidal presentations (unless actively managed by an external Psychiatrist and a formalised crisis program)

Borderline Personality Disorder (BPD) requiring intensive group therapy (clients will be directed to specialised dialectical behaviour therapy programs, such as the Perth Clinic DBT program)

Clinical Referrals & Handovers: I agree that the practice retains the right to refer my case back to my GP or to an alternative specialised agency if my presenting situation is deemed outside the clinician's specialised skillset, scope of practice, or if new clinical information surfaces during treatment showing that my needs require a higher level of care. In these circumstances, the therapist will provide handover support sessions (standard fees apply) to ensure a safe transition of care.

Court & Legal Proceedings: I agree that should my circumstances change and I become involved in Family Court, civil, or criminal legal proceedings, South Perth Counselling & Psychological Services does not provide legal reporting. If my therapist is subpoenaed to appear, produce documents, or testify in any court, I agree to pay the therapist's professional legal hourly rate in full, including all preparation, waiting, and travel costs.

Zero Tolerance Workplace Safety: I agree that any hostile, aggressive, or abusive behaviour directed toward any practitioner, staff member, or administrator will not be tolerated. Any such behavior will result in the immediate termination of services, cancellation of future bookings, and a formal discharge to my GP.

Minor & Separated Parent Policy

Treatment of Minors: I consent to the therapist providing psychological intervention to my child if they are attending as a minor.

Separated Parents: For separated parents, I acknowledge that formal written approval (via email) from the co-parent is strictly required before treatment can commence, unless court orders dictate sole medical responsibility or there are documented safety/absence exemptions verified by the practice.

Emergency & Crisis Limitations

No Emergency Coverage: I am aware that South Perth Counselling & Psychological Services does not provide an emergency or crisis mental health service. If I am feeling physically or psychologically unsafe, I agree to immediately contact my local hospital mental health emergency department, emergency services (000), or Lifeline (13 11 14).

Third-Party & Insurer Billings (MVA, WorkCover, EAP)

Pre-Approval Requirements: If my sessions are funded via a Motor Vehicle Accident (MVA) claim, Workplace Compensation, Criminal Injuries case, or an Employer EAP Service, I understand my bookings will not be confirmed until formal written approval is received by the clinic from my caseworker or HR department detailing the approved session allocation and claim number.

Personal Liability for Cancellations: I explicitly acknowledge that third-party insurers and corporate organisations will not cover cancellation fees or non-attendance charges. I accept full personal financial responsibility for paying any late cancellation or non-attendance fees within 24 hours of the missed slot.

Telehealth & Digital Security

Platform Security: When engaging in Telehealth sessions (video or telephone), I acknowledge that while the practice utilises secure, encrypted, AHPRA-compliant platforms to protect data privacy, digital online platforms retain a nominal security risk beyond the clinic's absolute control.

Client Environment Responsibilities: I agree to ensure that during my Telehealth sessions, I am located in a private, completely confidential, and quiet space free from interruptions by family, children, or colleagues. I agree that South Perth Counselling & Psychological Services is not responsible for privacy breaches occurring within my own physical environment.

Use of AI Clinical Note-Taking Technology

Purpose of Technology: Some clinicians at South Perth Counselling & Psychological Services utilise secure AI clinical tools to assist with note-taking during consultations. This technology allows clinicians to focus entirely on face-to-face communication, therapeutic engagement, and clinical treatment during my session rather than being distracted by manual typing.

Consent & Withdrawal: Before using AI note-taking tools, my clinician will seek my verbal or written consent. I retain the absolute right to decline or withdraw my consent at any time without impacting my care.

Compliance & Data Privacy: All utilized AI clinical tools fully comply with the Australian Privacy Principles, AHPRA guidelines, and relevant security standards.

Data Handling & Deletion: To ensure complete privacy, audio recordings from sessions are processed securely into encrypted text summaries and are instantly discarded and deleted. Audio files are never stored, saved, or used to train AI models. The final written clinical summary is stored securely inside my confidential, password-protected client file, and the temporary text transcript is permanently deleted.

Opt-Out: If I do not wish for AI-assisted note-taking to be used during my care, I will formally advise my therapist or the administration team via email.

By ticking this box, I acknowledge that I have read, understood, and accept the above Terms and Conditions of Treatment at South Perth Counselling & Psychological Services.

Service Item

Duration

Price