Cancellation and Non-Attendance Policy
Our Commitment to Providing Timely Care
At Ballarat Women's Psychology, appointment times are reserved exclusively for each client. Providing adequate notice when cancelling or rescheduling an appointment allows us to offer that appointment time to another client who may be waiting for support.
We understand that unforeseen circumstances can arise and will always aim to approach cancellations with fairness and understanding.
Notice Required
We require a minimum of 48 business hours' notice if you need to cancel or reschedule an appointment.
Business hours are Monday to Friday and do not include weekends or public holidays.
Examples:
A Monday appointment must be cancelled by the preceding Thursday.
A Tuesday appointment must be cancelled by the preceding Friday.
A Wednesday appointment must be cancelled by the preceding Monday.
Late Cancellation Fee
A cancellation fee of $149.00 will apply where:
An appointment is cancelled with less than 48 business hours' notice; or
An appointment is rescheduled with less than 48 business hours' notice.
This fee reflects the costs associated with holding the appointment time and the lost opportunity to offer that appointment to another client.
Cancellation fees are not claimable through Medicare, private health insurance, WorkSafe, TAC or other funding bodies.
Non-Attendance (No Show)
A cancellation fee of $149.00 will also apply where:
A client does not attend their scheduled appointment; or
A client is unavailable or unable to be contacted at the scheduled appointment time for a telehealth appointment.
If you are running late, we encourage you to contact us as soon as possible.
Appointments that commence late due to client lateness may need to finish at the originally scheduled time to avoid impacting subsequent appointments.
Repeated Cancellations or Non-Attendance
Repeated late cancellations, non-attendance or failure to engage with treatment may impact our ability to provide ongoing services.
In these circumstances, Ballarat Women's Psychology reserves the right to:
Review the suitability of ongoing appointments;
Require future appointments to be confirmed in advance;
Limit advance bookings; or
Discontinue services where appropriate.
Where possible, these decisions will be discussed with the client beforehand.
Payment of Cancellation Fees
Cancellation fees must be paid before further appointments can be booked.
Where payment details have been provided through Halaxy, cancellation fees may be processed using the card nominated by the client in accordance with the Client Consent & Service Agreement.
Exceptional Circumstances
We understand that emergencies and unforeseen events can occur.
Requests for cancellation fees to be reviewed due to exceptional circumstances may be considered on a case-by-case basis at the discretion of Ballarat Women's Psychology.
Examples may include:
Medical emergencies
Hospital admissions
Serious accidents
Bereavement
Other significant unforeseen circumstances
Supporting documentation may be requested where appropriate.
Contacting Us
If you need to cancel or reschedule an appointment, please contact us as soon as possible.
📧 admin@ballaratwomenspsychology.com.au
Early notice allows us to support other clients who may be waiting for an appointment and helps ensure the ongoing availability of psychological services within our community.