Payment Policy
Evolve Psychology Group Pty Ltd is a private practice and does not receive funding from any other sources than clients receiving our services and third-party payers where applicable (ie NDIS, Work Cover). A payment policy will help our practice operate more smoothly and professionally while ensuring that we receive payment for our services.
Aim:
The aim of this policy is:
To support us to manage cash flow, reduce late payments and ensure that our practice remains financially viable.
To help ensure that our clients understand our payment expectations and processes. This will prevent confusion or misunderstandings that can arise during the course of treatment.
To help us maintain consistency in our payment expectations and processes across all clients. This will help prevent any perceived preferential treatment or discrimination among clients.
To demonstrate our professionalism and commitment to providing quality care. It will also help build trust with our clients and promote positive relationships.
To help ensure the financial stability of our private practice by reducing the risk of unpaid bills or uncollected fees. This will help us plan and budget for our practice and reduce the financial stress of unpaid bills.
To help protect our practice legally by defining the terms and conditions of payment, including any late payment fees or interest charges. This will help us pursue legal action if necessary to collect unpaid bills or fees.
This policy will ensure there is a clear understanding of payment expectations and processes.
Procedure
New Clients
Upon booking their first appointment, clients will be sent an online intake form. Credit card or debit card details will be mandatorily requested when the client is registering online. Upon booking an appointment over the phone, our administration team will request client credit card details to seucre their first appointment. When a client’s card details are entered into our practice management software, they are stored and tokenised by the practice management software payments partner gateway, meaning that once initially entered and captured, they are not visible to anybody within the clinic or at the practice management software company. If card details need to be altered or updated, this required the card to be completely re-entered, as a tokenised card is unable to be edited for security.
A 100% deposit (non-refundable) is required to secure a new client booking. Payment is required at the time of the booking. There may be a processing fee for payment.
All Clients follow on Sessions
** All fees are payable upon completion of the session by cash, debit card or credit card. The fee is payable on the day of the service. **
No session fees will be invoiced under any circumstances unless approved by the director/s.
Medicare Rebates
The Medicare rebate process in Australia is a system where the government provides a partial reimbursement for medical services that are provided by eligible healthcare professionals to patients who hold a Medicare card. Evolve Psychology Group's practice management software allows us to provide a service to submit a claim on our client's behalf online after payment for our service has been completed.
The Medicare rebate process is as follows:
The client attends an eligible appointment with our registered psychologist.
Evolve Psychology Group submits a claim for payment to Medicare on behalf of the client through our practice management software online. This claim includes details of the services provided, such as the date, duration, and cost of the appointment.
Medicare reviews the claim to determine if it meets the eligibility criteria, such as the type of service provided and the client's Medicare status.
If the claim is approved, Medicare pays a portion of the fee directly to the client's bank account registered with Medicare. The client is responsible for paying any remaining out-of-pocket expenses.
Private Health Rebates
Evolve Psychology Group's practice management software allows us to provide a service to submit a claim on our client's behalf online after payment for our service has been completed. The Private Health rebate process is as follows:
The client attends an eligible appointment with our registered psychologist.
Evolve Psychology Group submits a claim for payment to the private health insurance provider on behalf of the client through Halaxy online. This claim includes details of the services provided, such as the date, duration, and cost of the appointment.
The client's private health insurance provider reviews the claim to determine if it meets the eligibility criteria, such as the type of service provided and the client's level of cover.
If the claim is approved, the client's private health insurance provider pays a portion of the fee directly to the client's bank account registered with the private health insurance provider. The client is responsible for paying any remaining out-of-pocket expenses.
Cancellation Policy
Our cancellation policy is explained, and clients agree to our cancellation policy at the time of intake as part of the registration process. The policy can be found at https://www.evolvepsychologygroup.com.au/cancellation-policy
As our payment policy includes charges for no-shows and late-cancellation fees, we will use our practice management software to enforce such policies by charging the client's credit card for the late fee.
While Evolve Psychology Group endeavours to remind clients of their appointments through SMS reminders, in addition to reminding them of the cancellation fee, clients are clearly informed that these should not be relied upon and it is the client's responsibility to remember the appointments they have made.
Third Party Payer
If payment is covered by a third-party payer, then Evolve Psychology Group will provide an invoice to the payer. (ie Plan Managed NDIS or Work Cover). Terms of payment = Strictly 7 days. Please note that payment is required on the day for self-managed NDIS clients.
Outstanding accounts
Outstanding accounts (maximum terms = Strictly 7 days) will be referred to BCA Debt for debt collection and will incur an 18% debt collection fee. No further appointments will be booked if the client has an outstanding account. Upon payment of the outstanding account, appointment scheduling can resume.
