Policies

CLOSED CIRCUIT TELEVISION CAMERAS

Camera surveillance operates within our premises for work-related health and safety purposes and for the investigation and prosecution of criminal offences. Footage will only be accessed by authorised personnel and may be provided to law enforcement or for civil/criminal proceedings when required.

CCTV footage is retained for 365 days, with extensions possible for incident investigation or when requested by authorised personnel. Surveillance information will not be disclosed to unauthorised persons or agencies except as required by law.

For enquiries regarding CCTV operations, contact our practise Manager: +61 433 448 988

Medicare Rebates

Individuals may claim rebates for a maximum of ten psychology sessions per calendar year.

With a Mental Health Care Plan and referral from your medical practitioner, you are entitled to Medicare rebates for up to six psychology sessions. Additional sessions (up to the ten-session annual maximum) require a new referral from your medical practitioner.

Treatment Reports

Following each treatment set, your psychologist will provide a written report to your referring medical practitioner. This report may include assessment results, treatment details, and future recommendations. Please inform your psychologist before signing consent forms if you have any objections to these reporting requirements.

COMMUNICATION WITH OTHER HEALTH PROFESSIONALS

Collaborative care relies on effective communication between healthcare professionals. By providing a referral and signing our consent form, you authorise your psychologist to communicate with your referring medical practitioner about your treatment.

Standard Communications Include:

Initial treatment commencement letter after your first appointment

Ongoing updates regarding assessments, case formulations, and treatment progress

Recommendations for future treatment

You may specify additional professionals you consent to your psychologist contacting. Please inform your psychologist of any objections before signing consent forms.

SESSIONS

Session Duration: 20 to 60 minutes

Frequency: Weekly to fortnightly basis (as clinically appropriate)

Punctuality: Late arrivals may not extend beyond the originally allocated session time

Booking: Pre-booking recommended to ensure availability

MEDICAL, LEGAL, WORKPLACE REPORTING AND ASSESSMENT

Forensic Assessments: Not provided

Reports and Treatment Summaries: Available at individual psychologist's discretion and subject to additional fees

Workplace Reports: Subject to individual assessment and additional charges

PARENTS/GUARDIANS OF CHILDREN

Mandatory Supervision Policy: A child's parent/guardian must remain on the premises for the duration of each counselling session. This policy applies to all child clients without exception.

SESSION FEES

Fimmano Psychology Clinic operates as a private billing clinic. Payment is required on the day of consultation via EFTPOS or pre-arranged bank transfer.

Standard Session Fees

Service Fee Medicare Rebate (if eligible)

General Psychologist $180.00 $89.65

Clinical Psychologist $220.00 $131.65

Medicare Eligibility Requirements:

Valid referral and Mental Health Care Plan

Within annual ten-session limit

Private health fund rebates may also be available (contact your provider directly)

Specialised Session Fees

icare Workers Insurance (formerly WorkCover NSW), CTP Insurance, and Victims Services NSW:

Gap payment: $40.00 per session

Remaining fee billed directly to third party

Letter from case manager required prior to treatment commencement

All processes comply with Workers Compensation Act 1987 (NSW)

NDIS Sessions:

Available for self-managed or plan-managed clients

No out-of-pocket expenses

Department of Veterans' Affairs (DVA):

No out-of-pocket expenses

DVA number and GP referral required prior to treatment

NON-ATTENDANCE AND LATE CANCELLATION POLICY

STRICT 48-HOUR CANCELLATION REQUIREMENT

Fimmano Psychology Clinic enforces a mandatory 48-hour cancellation policy without exception. Our practitioners reserve dedicated time exclusively for your appointment, declining other clients during this period.

By confirming your appointment, you acknowledge and agree that:

48-Hour Minimum Notice: You MUST provide

When a psychology telehealth clinic uses Zoom as its communication platform, the client must agree to several key obligations and terms:

ZOOM TERMS OF SERVICE COMPLIANCE

Mandatory Platform Agreement

By participating in telehealth sessions via Zoom, clients must:

1. Accept Zoom's Terms of Service

Comply with all current Zoom Terms of Service (https://www.zoom.com/en/trust/terms/)

Acknowledge that these terms may be updated by Zoom without notice

Understand that violations may result in immediate session termination

2. Privacy Policy Acknowledgement

Accept Zoom's Privacy Policy regarding data collection and processing

Understand how personal information is handled by Zoom's platform

Consent to data transmission through Zoom's servers

3. Acceptable Use Policy

Refrain from using Zoom services for illegal activities

Not engage in harassment, abuse, or inappropriate behaviour

Avoid sharing copyrighted material without permission

Not attempt to disrupt or interfere with Zoom's services

4. Technical Compliance

Use only legitimate, licenced versions of Zoom software

Maintain updated software versions for security purposes

Not attempt to reverse engineer or modify Zoom's platform

Report technical issues through appropriate channels

5. Recording and Content Restrictions

Acknowledge Zoom's policies on session recording

Understand that unauthorised recording may violate platform terms

Comply with content sharing limitations

Respect intellectual property rights within the platform

6. Account Responsibility

Maintain confidentiality of meeting access credentials

Not share meeting links or passwords with unauthorised parties

Take responsibility for all activity under their access

Immediately report any security breaches or unauthorised access

7. Geographic and Legal Compliance

Acknowledge that Zoom services may not be available in all jurisdictions

Comply with local laws regarding telehealth and video communications

Understand export control and international usage restrictions

8. Service Limitations and Disclaimers

Accept that Zoom provides the platform "as is" without guarantees

Understand potential service interruptions or technical failures

Acknowledge limitations in Zoom's liability for service issues

Accept that the clinic, not Zoom, is responsible for clinical care

CLINICAL DISCLAIMER REGARDING ZOOM USAGE

IMPORTANT NOTICE: Fimmano Psychology Clinic utilises Zoom as a third-party platform for telehealth delivery. By participating in our telehealth services:

You acknowledge that you are bound by Zoom's Terms of Service, Privacy Policy, and Acceptable Use Policy

You understand that Zoom may update these terms without direct notice to you

You accept that violations of Zoom's policies may result in immediate termination of platform access

You agree to regularly review Zoom's current terms at https://www.zoom.com/en/trust/terms/

You consent to data processing by Zoom in accordance with their privacy policies

You acknowledge that fpclinic cannot control or guarantee Zoom's service availability or security measures

You understand that any disputes with Zoom regarding platform usage are separate from your therapeutic relationship with fpclinic

Failure to comply with Zoom's terms may result in:

• Immediate loss of telehealth access

• Termination of video conferencing capabilities

• Potential suspension of therapeutic services

Legal consequences as outlined in Zoom's Terms of Service

This dual compliance requirement ensures both clinical and platform obligations are met for secure, effective telehealth delivery.

ADMINISTRATION RECORDS

Information required for administration purposes is stored securely and accessed only by authorised personnel.

Administrative Information Includes:

• Client Intake Form details

• Referral information and dates

• Doctor's name and contact details

Security Measures:

• Stored on a secure health professional diary system

• Access restricted to administration staff and fpclinic psychologists only

• Full compliance with privacy legislation requirements

CLINICAL RECORDS

Your psychologist maintains detailed records of information provided during sessions to ensure the highest quality therapeutic intervention tailored to your needs.

Record Security:

• Stored on secure health professional diary system or in locked filing cabinets

• Access restricted to your treating psychologist only

• Full compliance with current healthcare legislation

Record Retention Periods:

• Adult Clients: Records retained for seven years

• Child Clients: Records retained until the child reaches a minimum age of 25 years

All record keeping practises adhere to Australian Privacy Principles and relevant state and federal legislation governing healthcare records management.

Confidentiality Commitment

Information disclosed during psychology sessions is strictly confidential and maintained in accordance with current legislation and the Australian Psychological Society Code of Ethics.

EXCEPTIONS TO CONFIDENTIALITY

Under certain circumstances, relevant authorities may be informed without your consent. These exceptional circumstances include:

Mandatory Reporting Requirements

• Child abuse: Suspected or reported child abuse cases

• Criminal acts: Where legislation requires certain criminal acts to be reported

• Court orders: When records are subpoenaed by court order

• Missing persons: If you are reported as a missing person

Safety and Risk Management

• Risk of harm: Where your behaviour may present a risk of harm to yourself or others

• Serious risk to life: Behaviour relating to serious risk to life (such as attempting suicide)

PROFESSIONAL CONSULTATION AND COMMUNICATION

When necessary, your psychologist may contact various professionals and individuals on your behalf. In such cases:

Information Sharing Principles:

• Only information pertinent to your needs will be discussed

• Your psychologist will speak with you directly about this need

• Written or verbal permission will be obtained before any contact (except in mandatory reporting circumstances outlined above)

• Verbal permissions will be documented in your file

Your Rights:

• You will be informed of any proposed professional communications

• Your consent will be sought before information is shared

• You maintain control over your information except in legally mandated circumstances

This policy ensures your privacy is protected whilst allowing for appropriate professional care and legal compliance.

TELEHEALTH SERVICES AUTHORISATION AND CONSENT

I, the undersigned client, hereby authorise and consent to receive psychological services via telehealth platforms from Fimmano Psychology Clinic ("fpclinic") when mutually determined appropriate by myself and my treating clinician.

ACKNOWLEDGEMENT AND CERTIFICATION

By accepting this agreement, I acknowledge and certify that:

Information and Understanding

✓ I have been fully informed about the nature and limitations of telehealth service delivery
✓ I understand telehealth involves electronic transmission of my confidential health information

Risk Acceptance

I accept all potential risks associated with telehealth, including but not limited to:

• Technology failures or interruptions during sessions

• Possible security breaches despite fpclinic's compliance with industry-standard safeguards

• Limitations in clinical observation compared to in-person services

CLIENT RESPONSIBILITIES

Session Requirements

• Private Environment: I will ensure I am in a private, secure location during all telehealth sessions

• Reliable Connection: I will maintain adequate internet connection throughout sessions

• Location Disclosure: I will provide my current physical address and emergency contact at the beginning of each telehealth session

Recording Policy

• No Recording: I will not record any telehealth sessions without explicit written permission from my clinician

CLINIC RIGHTS AND POLICIES

Service Discontinuation

fpclinic reserves the right to discontinue telehealth services if determined clinically inappropriate for my treatment needs.

Consent Duration

This consent remains in full effect throughout the entire duration of my treatment with fpclinic unless explicitly revoked by me in writing.

By proceeding with telehealth services, you confirm your understanding and acceptance of these terms and conditions.

CREDIT CARD AUTHORISATION AND SECURITY

PAYMENT SECURITY

To protect your financial information, we operate in accordance with PCI Data Security Standards and the Fimmano Psychology Clinic Credit Card Management Policy.

CREDIT CARD AUTHORISATION

Authorisation Terms

Your card authorisation remains in effect until you advise us in writing to cancel it

You may revoke permission at any time by contacting us:

Phone: +61 433 448 988

Email: admin@fpclinic.com.au

Charging Schedule

Your credit card will be charged in the following circumstances:

Standard Services:

Following the conclusion of your appointment or service as per our Credit Card Management Policy

Late Cancellations and No-Shows:

If you cancel with less than 48 hours' notice or fail to attend your appointment as per our Cancellation Policy

All session fees and services as outlined in our Credit Card Management Policy

POLICY REFERENCES

Complete details of our payment and cancellation policies are available on our website:

Documents: Credit Card Management Policy and Cancellation Policy

CONSENT AND AUTHORISATION

By proceeding with this authorisation, I confirm that:

✓ I authorise Fimmano Psychology Clinic to securely store my credit card details

✓ I authorise charges to my credit card as outlined above

✓ I understand the terms of the Credit Card Management Policy

✓ I understand the 48-hour cancellation policy and associated charges

✓ I acknowledge I can revoke this authorisation in writing at any time

Your financial security is our priority. All credit card information is stored and processed in compliance with industry-standard security protocols.

FEES AND PAYMENT TERMS

1. PAYMENT OBLIGATIONS

Fee Structure

Payment Due: Fees are payable at the time of consultation unless otherwise agreed in writing

Fee Schedules: Current fee schedules are available upon request and subject to periodic review

Full Payment: Clients agree to pay all fees in full for services rendered

Cancellation Fees: Apply as per our Cancellation Policy

2. PAYMENT METHODS

Accepted Payment Options

Credit card

EFTPOS

Direct bank transfer

Payment Arrangements

Payment Plans: Must be approved in writing by the practise

Insurance Rebates: Medicare or private health insurance rebates do not affect the client's obligation to pay fees in full

3. LATE PAYMENT POLICY

Overdue Accounts

Overdue Period: Accounts unpaid after 7 days from the date of service are considered overdue

Administrative Fee: 10% administrative fee applies to overdue accounts

practise Rights for Overdue Accounts

The practise reserves the right to:

Charge interest at 10% per annum on overdue amounts

Suspend ongoing services until payment is received

Require prepayment for future services

4. DEFAULT AND DEBT COLLECTION

Default Status

Accounts unpaid after 30 days will be considered in default.

Collection Actions

The practise may, without further notice:

Refer the debt to a collection agency

Report the default to credit reporting agencies

Commence legal proceedings for recovery

Client Liability

The client shall be liable for:

All reasonable costs of debt collection

Legal fees incurred in debt recovery

Collection agency commissions (up to 25% of the debt value)

Administrative costs associated with debt recovery

5. FINANCIAL HARDSHIP

Communication Requirements

Clients experiencing financial hardship must communicate this to the practise promptly

Alternative payment arrangements must be documented and agreed to in writing

Support Available

We understand that financial circumstances can change. Please contact us early if you're experiencing difficulties so we can work together on a suitable arrangement.

Contact Us:

Phone: +61 433 448 988

Email: admin@fpclinic.com.au

These terms ensure fair and transparent financial arrangements whilst supporting clients who may experience temporary financial difficulties.

LIABILITY EXCLUSIONS

To the maximum extent permitted by law, Fimmano Psychology Clinic shall not be liable to the client for any indirect, incidental, special, consequential, or punitive damages, including but not limited to:

Excluded Damages

Financial Losses: Loss of profits, revenue, or business opportunities

Anticipated Benefits: Loss of anticipated savings

Reputation: Loss of goodwill or reputation

Data and Operations: Loss of data or business interruption

Other Consequential Losses: Any other form of consequential or indirect loss or damage

These exclusions apply whether arising in contract, tort (including negligence), under statute or otherwise, even if fpclinic has been advised of the possibility of such damages.

AGGREGATE LIABILITY CAP

In any event, Fimmano Psychology Clinic's total aggregate liability under or in connection with this agreement, whether arising in contract, tort (including negligence), under statute or otherwise, shall not exceed:

The total amount paid by the client to fpclinic in the 12 months immediately preceding the event giving rise to the claim.

EXCEPTIONS TO LIABILITY LIMITATIONS

Nothing in this agreement excludes or limits liability for:

Non-Excludable Liabilities

✓ Death or personal injury caused by negligence

✓ Fraud or fraudulent misrepresentation

✓ Any other liability that cannot be excluded or limited by applicable law

IMPORTANT NOTICE

These liability limitations are designed to provide clarity about our respective responsibilities while ensuring compliance with Australian consumer protection laws.

Your statutory rights as a consumer are not affected by these terms to the extent that they cannot be lawfully excluded.

This limitation of liability clause operates within the bounds of Australian law and does not affect your rights under the Australian Consumer Law or other applicable consumer protection legislation.

Medicare and health insurance. MANDATORY

The client remains responsible for full payment regardless of

Medicare rebate status.

Private insurance coverage.

Third party payment arrangements.

The practise does not accept responsibility for tracking or following up insurance claims.

1. Recovery costs: The client acknowledges that they will be liable for all reasonable

expenses insured in recovering any unpaid amounts, including but not limited to.

a. Debt collection agency fees.

b. Legal costs on an indemnity basis.

c. Administrative costs.

d. Skip tracing fees.

e. Process server fees.

f. Service suspension

2. The practise reserves the right to suspend or terminate services where:

a. Accounts remain unpaid beyond 30 days.

b. Payment arrangements are not honoured.

c. There is a history of nonpayment.

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PRIVACY POLICY

By engaging fpclinic's services, you explicitly authorise the collection, secure storage, and appropriate utilisation of your personal and health information in accordance with:

Legislative Compliance

✓ Privacy Act 1988

✓ Health Records legislation

✓ Australian Psychological Society Code of Ethics

✓ Medicare compliance requirements

Information Handling

Your information will be handled with the strictest confidentiality and used solely for the purposes of:

Providing psychological services

Processing Medicare claims

Fulfilling legal and professional obligations

CLIENT LEGAL OBLIGATIONS

As a client of Fimmano Psychology Clinic (fpclinic), you are legally required to:

Mandatory Disclosure Requirements

Fully disclose all previous psychological consultations claimed through Medicare during the current calendar year

Provide Mental Health Treatment Plan before your initial consultation

CONSEQUENCES OF NON-DISCLOSURE

Financial Liability

You will be personally liable for all fees Medicare refuses to reimburse due to your non-disclosure

fpclinic reserves the right to charge you the full fee for any session where Medicare eligibility was misrepresented

Medicare Implications

Medicare may reject all future claims if previous sessions were not properly disclosed

Deliberate non-disclosure may constitute Medicare fraud, which carries significant penalties

PRIVACY PROTECTION COMMITMENT

Our Promise to You

Secure Storage: All personal and health information is stored securely

Confidential Handling: Information is treated with the highest level of confidentiality

Purpose Limitation: Information is used only for authorised purposes

Professional Standards: We adhere to all relevant professional and legal requirements

Your Rights

You have the right to:

Access your personal information

Request corrections to your records

Understand how your information is used

Withdraw consent where legally permissible

QUESTIONS OR CONCERNS

If you have any questions regarding:

Medicare eligibility

Privacy practises

Information handling procedures

Please contact our office immediately before your appointment:

Phone: +61 433 448 988

Email: admin@fpclinic.com.au

Your privacy is paramount. We are committed to protecting your personal and health information in accordance with Australian privacy laws and professional ethical standards.

Overview

This policy outlines the mandatory requirements regarding recording and privacy during psychological consultations and therapy sessions.

1. Recording Restrictions

MANDATORY PROHIBITION

Clients expressly agree that they shall NOT:

✗ Make any audio recordings

✗ Create any video recordings

✗ Take any photographs

✗ Make any digital recordings

✗ Use any transcription devices or software

✗ Capture any part of the consultation or interaction with the Psychologist

This applies to ALL consultations, therapy sessions, or interactions with the psychology practice, whether conducted in person, online, or through any other medium.

2. Third Party Restrictions

2.1 Unauthorized Presence

Clients must NOT:

Allow any other person to be present during consultations without the psychologist's prior knowledge and express consent

Permit others to listen to or observe sessions remotely

Conduct sessions in the presence of unauthorized third parties

3. Electronic Device Requirements

3.1 Device Management

All electronic devices capable of recording must be switched off or placed in silent mode during sessions

Devices must be stored in the client's bag in a designated area as directed by the psychologist

Mobile phones may only be used in emergencies with prior notification to the psychologist

4. Telehealth Specific Requirements

For online consultations, clients must:

✓ Be alone in a private space

✓ Inform the psychologist if anyone else enters the room

✓ Not share session access details with others

5. Consequences of Breach

Violation of this policy shall constitute grounds for:

Immediate termination of the therapeutic relationship

Legal action for breach of confidentiality

Reporting to relevant regulatory authorities

6. Purpose of This Policy

This prohibition is essential for:

🔒 Maintaining therapeutic trust

🛡️ Ensuring privacy and confidentiality

💙 Protecting the therapeutic relationship

By proceeding with services, clients acknowledge understanding and agreement to comply with all recording prohibition requirements.

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