Terms and Conditions – Emma Bevan Psychology (2025)

The following information contains:

  • Our Services

  • Fees and Timeframes

  • Payment Details

  • Medicare, Private Health Rebates, and Third-Party Funding

  • Communication and Clinic Hours

  • Emergency and Crisis Support

  • Privacy and Data Collection/Security

Please read the full document carefully to understand all terms and conditions. If you have any questions, do not hesitate to ask.

1. Services

Session Arrangements

Standard appointments are 50 minutes in duration. Longer appointments are available upon request and must be arranged in advance. We do not offer shorter appointments.

Services may be delivered:

  • In-person at our clinic

  • Via telehealth (video consultation)

  • By telephone

2. Fees and Timeframes

Session Fees

The current fee for a 50-minute session is $260.00.
We recommend booking ahead, as short-notice sessions are difficult to accommodate due to high demand.

Parent, School, Allied Health, and Medical Specialist Consultation or Meetings

  • Charged at the current standard session fee, pro-rated in 15-minute increments.

  • Can only be requested after attending two or more sessions.

  • Requests must be sent to reception@emmabevan.com.au (Attn: Practice Manager, Tammy).

  • Minimum of two weeks’ notice required – we cannot always accommodate short-notice requests.

Support Letters, Completion of Forms, and Reports

  • Charged at the current standard session fee, pro-rated in 15-minute increments.

  • Can only be requested after attending two or more sessions.

  • Requests must be sent to reception@emmabevan.com.au (Attn: Practice Manager, Tammy)

  • Minimum of two weeks’ notice required – we cannot always accommodate short-notice requests.

  • Medicare rebates are not available for reports or letters.

  • Payment is required prior to document release and will be managed by Tammy

3. Payments

To Proceed with Service

For services to proceed we require payment at the time of service. Accepted payment methods:

  • Direct bank transfer (no additional fees)

  • Credit/debit card payments (via Stripe or EFTPOS)

Card Requirements and Storage Security

  • A valid credit or debit card is required to access our services.

  • Card details are securely stored by Stripe – we cannot access full card details once entered.

  • Your card details will be collected when booking your initial appointment via phone.

For services to proceed you authorise us to process payments using your stored card details for:

  • Session fees not paid on the day of service

  • Telehealth/telephone appointment fees

  • Late cancellation or non-attendance fees

  • Reports and letters (after prior discussion)

  • Any other agreed-upon fees

4. Cancellation Policy

Cancelling Appointments

To cancel an appointment, you can:

  • Email: reception@emmabevan.com.au

  • Send an SMS (via the appointment reminder service)

  • Call and leave a message on (03) 9430 1188

Notice Requirements

We request at least 24 hours’ notice if you cannot attend your scheduled appointment.

Cancellation Fees

  • Appointments cancelled with less than 24 hours’ notice or non-attendance will incur a 100% cancellation fee.

  • This policy helps us offer appointments to clients in need and ensures the sustainability of our services.

5. Medicare, Private Health Insurance Rebates, and Third-Party Funding

Medicare Benefits

  • A valid referral from a GP, psychiatrist, or paediatrician is required.

  • The Better Access Mental Health Care Plan allows a maximum of 10 individual sessions per calendar year (split across two referrals).

  • Medicare rejections remain the client's responsibility.

  • Clients are responsible for tracking their available Medicare sessions.

Private Health Insurance

  • Clients must check eligibility and claim rebates independently.

  • Receipts will be provided for reimbursement claims.

Third-Party Funding

  • We do not directly invoice third-party providers.

  • Clients are responsible for the full session fee at the time of the session.

  • Any applicable gap fees are detailed upon booking.

6. Communication and Clinic Hours

Clinic Administration Hours

  • Monday – Thursday, 8:30 am – 3:30 pm

  • Contact: reception@emmabevan.com.au, SMS (appointment reminder service), or call (03) 9430 1188.

  • Phone calls may not be answered immediately due to high demand.

Session Hours

  • Monday – Thursday, from 11:00 am to 6pm

  • Clinical sessions, phone consultations, reports, and correspondence are all scheduled within these hours.

Response Times

  • The clinic operates part-time, and responses may take up to 48 hours during operating days.

  • Immediate responses are not possible.

7. Emergency and Crisis Support

Emma Bevan Psychology is not a crisis service. In an emergency, please contact:

  • Emergency Services (000)

  • Eastern Health Psychiatric Triage: 1300 721 927 (Option 2 for young people)

  • Lifeline: 13 11 14

  • Kids Helpline: 1800 55 1800

For safety reasons, do not use email, voicemail, or SMS for emergencies, as we cannot guarantee timely responses.

8. Privacy and Data Protection

Collection of Personal Information

  • We only collect necessary information to provide psychological services.

  • Anonymous or pseudonym-based services cannot be provided due to Medicare requirements.

Impact of Not Providing Information

Failure to provide information may result in:

  • Inability to provide services

  • Compromised clinical decisions

  • Inability to process Medicare claims

Quality and Security of Information

We take reasonable steps to ensure information is:

  • Accurate and up to date

  • Secure from misuse or unauthorised access

If we receive unsolicited information, we will assess, destroy, or de-identify it as necessary.

Use and Disclosure

Personal and health information may be used or disclosed for:

  • Providing psychological services

  • Processing payments, invoices, and Medicare claims

  • Maintaining clinical records

  • Legal obligations (e.g., court subpoenas)

  • Preventing serious risks to life, health, or safety

  • Clinical supervision purposes

  • With your consent to liaise with doctors, specialists, or allied health professionals

Your personal information will never be sold for marketing purposes.

For a full summary of our Privacy & Data Security Policy, visit our FAQ page:
www.emmabevan.com.au