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Terms & Conditions

This document provides important information about the services provided by KIT Psychology, including our approach to treatment, our business practices, and information relating to confidentiality. Please take a few moments to read through this document, You will be asked to indicate acceptance of these Terms and Conditions and any additional information relevant to your individual circumstances by signing our Informed Consent form, which will be provided to you upon booking an appointment.  If you have any questions in relation to any information contained here, please let us know.

Session Structure and Professional Fees

Our standard sessions are scheduled for 60 minutes, allowing a dedicated 50 minutes of one-on-one time focused solely on your needs. Alongside this, we allocate 10 minutes for essential administrative tasks, such as consolidating session notes and planning for future sessions. This structured approach ensures that you receive an effective and personalized therapeutic experience.

We continually strive to make our services as affordable as possible for our clients.  Our current fees are published on our web site.

You are responsible for paying the applicable fee at the time of your session unless prior arrangements have been made. Payment must be made by cash or card if in person, or by card if your consultation is to be conducted by telehealth.

Automatic Payments

If you opt in for us to automatically process payment of our fees, your credit/debit card information will be securely stored, and the agreed fee will be charged automatically at the end of your scheduled session, as will any fees for missed appointments or late cancellations. Our Practice Management Software Power Diary integrates securely with a third party called Stripe. Stripe encrypts all card numbers to the highest certification level available according to the Payment Card Industry Data Security Standard. If you would like to review the full terms and conditions relating to Stripe please contact us and we will provide a copy.

Missed / Late Cancelled Appointments

Providing at least 48 hours notice to cancel an appointment helps us to keep your session costs down, maximises our availability to clients in need of our services, and minimises lost clinical time. Appointments missed or rescheduled within 24 hours of your appointment will incur the full fee which must be paid prior to your next scheduled appointment. Appointments cancelled between 24-48 hours prior to the appointment time will incur a 50% cancellation fee. In situations of genuine hardship, please contact us to discuss your situation. This allows us to consider a reduction or waiver of the cancellation fee.

If you are late for an appointment, your session may be less than 50 minutes in duration. Please note you will need to pay the full amount in these circumstances,

If you provide us with a mobile number, or email address, a reminder message will be sent two days before your appointment.  This is a courtesy reminder only. If for any reason you do not receive a reminder message and miss your appointment you will still need to pay the late cancellation/missed appointment fee. 

If ever in doubt please contact us to confirm the details of your appointment.

KIT Psychology reserves the right to reschedule appointments at any time without compensation if it is deemed necessary due to staff illness or other unforeseen circumstances.

Frequency of Appointments

The number and frequency of appointments will be discussed with you by your practitioner.  This will be based on their professional opinion once they have had an opportunity to understand your treatment needs and goals.  In many circumstances it can be difficult to predict a person's response to therapy and therefore the number of sessions they may require.  Your practitioner will discuss this with you prior to commencing therapy.

Confidentiality, Privacy and Record Management

Your treatment with KIT Psychology is confidential and private.  This means we will not disclose the information you provide to us to third parties unless you consent for us to do so. It is important to note that there are limits to confidentiality in exceptional circumstances.

All personal information gathered by the practitioner during the provision of the counselling service will remain confidential and secure, except when:

  • It is subpoenaed by a court; or

  • Failure to disclose the information would place you or another person at risk; or

  • Your prior approval has been obtained to (for example):

    • provide a written report to another professional or agency (e.g., a GP or a lawyer); or

    • discuss the material with another person (e.g., a parent or employer)

As part of good professional practice, Counsellors engage in peer and individual supervision. If your practitioner was to ever discuss anything about the treatment they are providing to you with a supervisor, they would do so in a way that ensures that you cannot be identified as the person that they are talking about ensuring that your privacy is respected and protected.

Health Record Management

Where appropriate, KIT Psychology creates and keeps health records for our clients which records all relevant information relating to the treatment provided to them. We may also collect and store health information about you from third parties such as your doctor.  Your health records are managed and protected in accordance with the applicable state and federal laws. Health records are legally required to be stored for a number of years following the conclusion of your treatment with us.

You may access the material recorded in your file upon request, subject to the exceptions in National Privacy Principle 6. Please discuss this with your practitioner or our practice manager should you wish to do this at any time.  A fee may be charged to cover scanning and photocopying expenses incurred by our practice for the reproduction of your records which are held by us.

Nature of Services Provided and Emergencies

We use a combination of contemporary evidence-based therapies. During therapy your practitioner will discuss their proposed treatment approach with you and ensure you understand the rationale for the approach, including any identified risks.

Limitation to Services

KIT Psychology is a private provider of psychology and counselling services.  Therapy is provided via prearranged, scheduled appointments. Practitioners have limited availability for contact outside of schedule appointments.  Practitioners may not have an opportunity to respond to between session contact prior to your next appointment so this should not be relied upon for emergency matters. For emergency matters please contact the appropriate agencies using the details below and listed on our website https://www.kitpsychology.com.au/helpful-links

KIT Psychology practitioners will only provide services that are within their professional capabilities, competence and role as a private provider of psychology and/or counselling services.  If treatment needs are identified that are outside of this scope your counsellor will endeavour to locate alternative suitable providers and provide a referral.

Emergency Contacts

KIT Psychology is not an emergency service. We are not able to respond to urgent or emergency matters and our communication channels (phone, SMS, fax and email) are not monitored outside of standard business hours.

For urgent concerns relating the mental health or other emergencies please contact the appropriate emergency services operating 24 hours / 7 days a week:

Your Local Emergency Room: Ballarat Base Hospital: 03 5320 4274

Police, Fire, Ambulance (Emergency): 000

Lifeline: 13 11 14 

Beyond Blue: 1300 22 4636 

Suicide Call Back Line: 1300 659 467

1800 RESPECT: 1800 737 732

Kid's Helpline: 1800 55 1800

Additional Ballarat region specific services are listed on our listed on our website here: https://www.kitpsychology.com.au/helpful-links

Consent

Prior to engaging in counselling, you will be required to sign our Informed Consent form (which contains the above information), to indicate you have read, understood and accept the information contained there-in. You may withdraw this consent at anytime in the future, however please note that some components are irrevocable; for example, we are legally required to keep a copy of your health record even if you withdraw consent and cease counselling.

 

Signing the consent form does not lock you in to future session, nor does it obligate you to continue engaging in the service, but reassures and confirms for us that you have read, understand and agree to these Terms and Conditions. if you have any questions at all please ask prior to signing the form or seek clarification in your first session.

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