Fees & Billing Policy

Introduction

This policy explains how fees for services provided by Mind-Care are billed and managed. 

It outlines important information about: 

• Billing and payment requirements 
• Medicare and other funding arrangements 
• Cancellation fees 
• Telehealth billing 
• Additional service fees 

This policy should be read together with our Fees & Funding page, which provides a summary of current service fees. 

Fee Transparency

We aim to provide clear and transparent information about service fees. 

Fees vary depending on the clinician, service type and appointment length. 

Current consultation fees are published on our Fees & Funding page. Clients are welcome to confirm fees with our administrative team before booking an appointment. 

Fees may change from time to time, and the most current fees will always be published on our website. 

Medicare Rebates

Medicare rebates are only available when a valid referral has been provided by a GP or medical specialist. 

Examples include: 

• Mental Health Care Plans 
• Chronic Disease Management (CDM) referrals 
• Specialist referrals 

Without a valid referral, the full private fee applies. 

Clients are responsible for paying the gap fee, which is the difference between the consultation fee and the Medicare rebate. 

Medicare also requires clinicians to provide progress reports to the referring GP or doctor. 

NDIS Funding

Mind-Care accepts self-managed, plan-managed and NDIA-managed NDIS participants. 

NDIS services are billed in line with the NDIS Pricing Arrangements. 

NDIS services can only be provided when the participant has confirmed, active funding for the relevant supports. 

If NDIS funding does not cover a service or cancellation fee, the client may be responsible for payment. 

Third-Party Funding

In some circumstances, services may be funded by external organisations, including: 

• Workers’ compensation schemes
• CTP insurers
• Government agencies
• Employers or other third-party funders

Where a third-party funder does not cover the full cost of services or cancellation fees, the client may be responsible for the remaining balance. 

Payment Terms

Payment for services is generally due on the day of your appointment unless otherwise arranged. 

Telehealth appointments must be paid for before the session begins. 

We accept payment via: 

• Card payments 
• Bank transfer 
• Third-party invoicing, where applicable 

Invoices must be paid by the due date. Unpaid accounts may result in services being paused until payment arrangements are resolved. 

Credit Card Storage

Clients may choose to securely store a credit card for convenience when paying for appointments and other agreed-upon fees. 

Card information is securely stored through our payment provider and can be updated or removed at any time. 

Stored cards may be used for agreed appointment fees, cancellation fees or outstanding balances where appropriate. 

Cancellation Fees

Appointments require sufficient notice if you need to cancel or reschedule. 

Cancellation fees may apply when appointments are cancelled with insufficient notice. 

• Private clients may incur a 50% cancellation fee 
• NDIS and third-party funded appointments may incur a 100% cancellation fee 

Cancellation fee rules are outlined in our Scheduling & Attendance Policy. 

Telehealth Billing

Telehealth appointments are billed at the same rate as in-person appointments. 

Medicare and NDIS eligibility rules apply to telehealth sessions in the same way as in-clinic appointments. 

Payment must be received prior to the scheduled appointment time for telehealth consultations. 

If payment has not been received before the appointment start time, the session may not proceed and may be treated as a late cancellation. 

Additional Clinical Services

Some services provided outside standard consultation appointments may incur additional fees. 

Examples may include: 

• Reports and letters 
• Case management 
• Liaison with other health professionals 
• Documentation completed outside scheduled sessions 

Where applicable, these services may be billed at the clinician’s hourly rate. 

Clients will be informed before additional charges are applied. 

Changes to Fees

Fees may change from time to time. 

Where possible, notice will be provided in advance, and updated fees will be published on our website. 

Questions About Billing

If you have questions about fees or billing, please contact our administrative team. 

Updated March 2026