Booking and Cancellation Policy
First-Time Bookings
Phone Bookings:
A $20 deposit is required to confirm your first appointment. This will be credited towards your session fee. The remaining balance is payable after your session.
Online Bookings:
Full payment is required upfront to secure your booking.
Please note: Booking fees are non-refundable. However, if you reschedule with more than 48 hours' notice, the amount can be credited to your next appointment.
Subsequent Bookings
Phone Bookings:
No deposit is required. Full payment is processed after your session.
Online Bookings:
Full payment is required upfront to confirm the booking.
Assessments & Reports
Bookings for assessments and reports are made by inquiry only.
Upfront payment for the initial session is required to confirm your booking.
Referral & Mental Health Care Plan
To claim a Medicare rebate, we must receive a valid referral and Mental Health Care Plan from your GP.
You can upload these when completing your client intake form.
Alternatively, your GP can fax them directly to us at 02 7234 7509.
For private health insurance claims, we’ll provide a tax receipt at the end of each session for you to submit to your provider.
Cancellation Policy
We require a minimum of 48 hours’ notice for all cancellations or reschedules.
This policy is in place to respect the time of our psychologists and other clients. Advanced notice allows us to offer your appointment time to someone on the waiting list and maintain a consistent standard of care.
How to Cancel or Reschedule
All cancellations or reschedules must be made via:
The Scheduling Page link provided
Or directly through our website
Your clinician will assist in planning your next session during appointments, but it is your responsibility to confirm all bookings.
For Monday appointments, please provide notice by the Friday prior.
Repeated cancellations can delay your treatment and impact your recovery.
Late Cancellations & No-Shows
If notice is not provided or you miss your appointment, cancellation fees may apply:
Fees:
More than 48 hours: No fee
Less than 48 hours: 50% of the session fee
Less than 24 hours: 100% of the session fee
No Notice/No show: 100% of the session fee
If you arrive significantly late without prior notice, the session may need to be rescheduled. In these cases, the full session fee may still apply.
CBW will use discretion when determining cancellation fees, especially in exceptional circumstances.
If we need to cancel your appointment, we will provide as much notice as possible and reschedule at our earliest convenience.
We do not accept cancellations or rescheduling via:
Text message
Email
Website enquiry form
Direct contact with your psychologist
All changes must be made through the official Scheduling Page or our website.
Medicare Rebate
You may be eligible to claim a rebate for up to ten 50-minute consultations within a calendar year. These sessions can be conducted online.
A Referral Letter and a Mental Health Treatment Plan is completed by your GP and provides access to Medicare rebates for up to 10 sessions per calendar year.
Your referring GP will schedule a return visit to review your progress after the first six sessions. At this point, your GP will provide a re-referral for an additional four sessions, if required.
As of 1 July 2024, Medicare will rebate $96.65 per standard consultation with a Psychologist. Please contact us for further information regarding the gap payment.
Medicare rebates may be claimed on the day of your session.
When referred by a Psychiatrist or Paediatrician only a referral letter is required.
Health Fund Rebates
Your private health insurer may also offer coverage for psychology services. Please contact your insurer for information regarding rebates.
Third Party
You can book an appointment where a third party is involved (i.e. workers compensation and Motor Vehicle Accident Authority Claims) and the insurer has accepted the liability.
NDIS
We accept NDIS funded patients if you are Plan-Managed or Self-Managed. We are not a registered NDIS Provider.
All psychological intervention services are exempt from GST. Payments are made on the day of consultation by Direct Debit or Credit Card.
All psychological assessment services attract GST. Assessment fees must be paid prior to the initial clinical interview.
GST & Payment Terms
When you engage in therapy it is assumed that you have made a commitment to attend those appointments reserved for you. If you are unable to attend your reserved appointment it is important to give at least 48 hours notice so that your scheduled appointment can be offered to another client.
100% of the full fee is payable in those instances where less than 48 business hours is given for cancelled or rescheduled appointments or where clients fail to show for booked appointments. Medicare Rebates or approved WorkCover sessions are not available for payments on late cancellations. Please contact us for further information regarding fee schedule for cancellations, no shows and rescheduling.