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Billing Policy

ExpertMinds Billing Policy

At ExpertMinds, the goal is to provide high-quality mental health support while minimizing financial stress. This policy outlines the charges, payment methods, and financial assistance options to ensure transparency and clarity. ExpertMinds clinicians generally do not offer bulk billing, except for one initial adult appointment. Please refer to the Bulk Billing Eligibility section below for more details.

Service Fees

  • Types of Services: ExpertMinds clinicians offer individual therapy sessions and specialized treatment programs for conditions such as ADHD, anxiety, depression, PTSD, and more.
  • Fee Structure: Fees are determined based on the type of service, clinician qualifications, and session duration. Please refer to our Fee Page for detailed information.

Payment Methods

  • Advance Payment Required: All payments must be made in advance.
  • Accepted Methods: Credit/debit cards and direct bank transfers (EFT). 
  • Booking Deposits: A deposit of a minimum of $200 is required at the time of booking for psychiatry appointments. Full payment is needed for psychology/therapy appointments at the time of booking.
  • Remaining Payments: Any outstanding balance may be charged to the card provided at the time of booking. By proceeding with a booking, you authorise the practice to process any remaining fees using this card unless you notify our team prior to the appointment that you prefer an alternative payment method. Confirmation provided verbally or in writing will be accepted as consent for payment processing.
  • Payment Deadlines: Remaining payments must be completed at least three business days before the session to ensure funds are cleared. Failure to finalize payments by this deadline will result in appointment cancellation, with no refunds provided for any fees already paid.

Medicare Rebates and Eligibility

  • Rebates: Rebates are approximate and may vary based on appointment type and individual circumstances. For example, Medicare provides a rebate of $444.90 for item 92435 only once per year. If claimed, no further rebate is available for the same item within the year.
  • Eligibility Check: Patients are responsible for checking eligibility for item numbers and rebates online or by contacting Medicare at 13 21 50.
  • Appointment Duration: Can affect the applicable Medicare item number and rebate.
  • Fees: Clinician fees are set individually and may vary. Figures provided are indicative only and subject to change based on client needs, item numbers, and the Medicare Safety Net.

Bulk Billing Policy

  • Eligibility: Bulk billing is available for adult patients residing in rural and remote areas (MM2 and above) for an initial comprehensive assessment (item 291), provided it has not been claimed in the past 12 months. This applies to non-complex, non-ADHD/ASD appointments at the discretion of ExpertMinds clinicians.
  • Rural Location Check: Use the Health Workforce Locator map here, select “2019” for the Modified Monash Model, and enter your address to verify if you qualify as rural (MM2-MM7).
  • Previous Consultations: If a patient has seen a psychiatrist in the last 12 months and claimed item 92435 or 291, they should check for updated availability as costs may be higher.
  • Ineligible Appointments: Bulk billing does not apply to ADHD/ASD appointments or other specific types of appointments.
  • Medicare Safety Net: Familiarize yourself with the Medicare Safety Net to potentially reduce out-of-pocket costs. For details, visit the Medicare Safety Nets website here.

Appointments, Cancellations, and Reminders

  • Reminders: An SMS and email reminder with your secure video link will be sent one day prior to your appointment.
  • Cancellations & Rescheduling:
    • A $25 administrative fee applies if changes or cancellations are made more than 3 business days before your appointment.
    • Cancellations or changes within 3 business days of the appointment are non-refundable.
  • Priority Appointments: For urgent bookings (within 3 business days), deposits or full fees are non-refundable. This is because our clinical team immediately allocates resources and secures urgent psychiatrist availability on your behalf.
  • No-Shows & Non-Attendance: If you do not attend your appointment, whether due to forgetting, technical issues, or any other reason, the full session fee will apply. No Medicare rebate is available for unattended sessions.
  • Unsuitable Locations: Appointments must be attended from a private, quiet, and appropriate setting. If you connect from an unsuitable location (e.g., while driving, on public transport, or in a noisy environment), this will be treated as a no-show, and the full fee will apply.
  • Late Late Arrival: If you arrive or join more than 15 minutes after the scheduled start time, the session will be considered a no-show, and the full fee will apply.

Refunds and Outstanding Debts

  • Refunds: No refunds will be given for attended or partly attended appointments, regardless of the assessment outcome.
  • Outstanding Debts: Unpaid debts are recorded and reported. ExpertMinds reserves the right to initiate debt recovery, which may include additional costs. These fees will be added to the total amount owed.

Correspondence and Admin Fees

  • Report Distribution: For psychiatric assessments, a comprehensive report is generally sent to the referring doctor within about two weeks of the appointment. If multiple appointments are required for the assessment, the report may be delayed until all appointments are completed.
  • Psychological Assessments: Report timelines for psychological assessments may vary. Your psychologist will provide you with specific details regarding the timing of your report.
  • Admin Fee: Requests to send reports to practitioners other than the referring GP incur a $40 administration fee. Prior to transferring the report, patients will need to complete the Consent to Transfer Form and authorize the $40 fee, which will be charged to the debit/credit card or via EFT.

Note: Medicare rebates do not apply to admin fees, cancellation fees, or non-attendance charges.

Contact Information

For more information or to discuss payment and insurance options, please contact the support team at admin@expertminds.com.au or call 1300 410 777.

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