Terms and Conditions of Service

Introduction

Thank you for choosing Quirky Kid as a service provider. Here we set out the terms on which we provide our services. Please read this carefully and let us know if you have any questions.  

When you schedule an appointment with the Clinic, and if you continue to schedule appointments with the Clinic and use our services, you will be deemed to have accepted these Terms.

These terms will be binding on the referring parent(s), carer, agency, or representative named in the intake form.

Appointments & Cancellations

While we may send reminders, it remains your responsibility to attend your appointment at the agreed time. Please arrive at least 10 minutes early. Due to the nature of our work, sessions may occasionally start up to 20 minutes late. If you choose not to wait for a delayed session, you agree that no refund will be provided.

Fees, Expenses and Billing

We charge professional fees as per our Schedule of Fees, unless you're an NDIS participant and have completed the required NDIS intake, in which case the NDIS Schedule of Fees applies.

Please note that our Schedule of Fees is reviewed occasionally, at least every financial year. You are responsible for informing yourself of the current and relevant fees before making and confirming your appointment. Links to our Schedule of Fees are included in your appointment reminder emails.

• Bulk Billing

  We do not offer bulk billing arrangements under Medicare.

  
  

• Fee Estimates

  In some scenarios, we can offer indicative estimates for a course of consultations, a report, or an assessment. Nonetheless, please understand that these are indicative only and not binding.

  Our primary commitment is towards delivering effective and appropriate care for our clients, and in some situations, this may mean deviating from an initially projected plan or cost. This is particularly the case when addressing the risk of harm, child safety, and protection issues. By their very nature, these areas are often fraught with unforeseen circumstances and require swift, responsive action that may not align with the original estimate.

  
  

• Expenses and Emergency Billing

  We may incur expenses that may be charged to you as described in the schedule of fees. Your approval will be sought before incurring any expense above $250.

  
  

  In addition, please note that in cases related to child safety matters or urgent situations, we reserve the right to bill up to two hours of professional time without explicit consent. This is to ensure that we can promptly and effectively respond to these critical situations and fulfil our duty of care. While we will make every effort to communicate with you as soon as possible, our primary concern in these instances is to tend to your child’s safety and comply with our child safety requirements and duty of care. 

  
  

• Affordability

  You should make an assessment of the affordability of our services. If you cannot afford our services and request a referral, we may refer you to an alternative service or to an agency that can assist you in locating other services. 

  
  

• Billing

  We require you to provide us with your Credit Dard details before booking with us unless we agree otherwise. You agree to maintain your Credit Card Details updated while requesting our services. Generally, services require upfront payment at least two business days before the appointment. Telehealth consultations require payment upon booking. 

  
  

• Credit Card Authority

  By providing us with your credit card details, you authorise us to store and use your card to bill you for services scheduled and rendered and any relevant cancellation charges. You renew this authorisation each time you make a booking or request a service. You can request this authorisation to be cancelled, but only after all due fees are paid in full.

  
  

• Financial Responsibility

  Unless we agree otherwise in writing, the referring parent, carer, or agency is liable for paying all fees and expenses, including consultation with third parties (e.g. schools, other parents or carers). 

  
  

• Payment Method Alternative

  If you do not have a valid credit card, you can prepay a holding deposit equivalent to six billable hours of your respective psychologists' time via direct debit.

  
  

• Account Keeping, Dishonour fees  and Collection

  If you provide us with incorrect details or present a card with insufficient funds, we may also charge an administration fee of up to $20 to cover the additional work this creates for our staff. Cancellation of multiple appointments resulting in refunds may also incur a $15 fee. Interest at the rate of 10% p.a will be charged on any amounts unpaid after the expiry of 30 days after a tax invoice has been given to you. If it is necessary to commence proceedings to recover payment, we will be entitled to charge legal and any debt recovery costs in addition to interest and the original amount. 

Provision of Services

We provide services in accordance with relevant health legislation and other requirements under Medicare, NDIS and private health funds or other schemes.  There is a charter that explains your rights as a client of a psychologist.

• Use of electronic communications

  Quirky Kid uses email for administrative purposes such as setting up appointments. Invoices and receipts may be emailed as a document attached to an email and may be subject to password protection. Please ensure that you provide us with a secure and private email address. Email will not be used to send reports or other sensitive documents as it is not sufficiently secure. If you elect to send Quirky Kid confidential information by email, you accept all risks and release Quirky Kid from any claim or action relating to accidental or unauthorised disclosure of such information.

  
  

• Services funded or co-funded by state, federal or private schemes

  Please note that if the services to be provided are funded or partially funded under Medicare, the NDIS or private health insurance (or other schemes), they may be subject to external policies which specify which services we can provide and the basis on which we must provide them. Our staff will use their best endeavours to explain these policies as and when applicable. However, it is your responsibility to inform yourself of those requirements.

  
  

• Provision of a telehealth service

  To access telehealth consultations, you will need access to a quiet, private space; and the appropriate device, i.e. smartphone, laptop, iPad, or computer, with a camera, microphone and speakers, and a reliable broadband internet connection.  The privacy of any form of communication via the Internet is potentially vulnerable and limited by the security of the technology used. To support the security of your personal information, this practice utilises business-grade technology platforms that comply with Australian standards, based on the information currently available to us regarding online security and encryption. 

  
  

• Limitations of telehealth

  A telehealth consultation may be subject to limitations such as an unstable network connection, which may affect the quality of the psychology session. Additionally, there may be certain services for which telehealth is not suitable or effective. Your psychologist will consider and discuss the appropriateness of ongoing telehealth sessions. Where appropriate, the service may be provided by telephone or videoconferencing. You are responsible for the costs associated with setting up the necessary technology to access telehealth services. We will be responsible for the cost of the call to you and the associated costs of the platform used to conduct telehealth services. 

  
  

• High Needs and Complex Case Fees

  A one-off Establishment Fee and higher hourly rates apply to cases identified by Quirky Kid as high-conflict, high-risk, or legally complex. These cases often involve multiple stakeholders and increased clinical oversight. The details and current fees are set out in our Schedule of Fees. We reserve the right to determine when a case meets these criteria, which may occur at any point during the treatment process.

  
  

• Referrals and Legal Restrictions

  By engaging our services, you confirm that there are no legal restrictions, such as court orders or custody arrangements, preventing you from referring the child or young person to Quirky Kid Clinic. It is your responsibility to ensure that any necessary permissions are obtained before commencing services.

Client Files

Quirky Kid retains all rights (including copyright) on all client files we hold, including (without limitation) consultation notes and any reports or examinations we may commission from third parties.

You can request access to your files in accordance with the Privacy Policy. There may be fees and charges associated with file access and retrieval, and we provide you with a guide to help you manage your expectations. 

Children’s files are stored until the latter of seven years from the last consultation or until the child turns 25. After this date, they may be destroyed unless legislation requires otherwise. Your acceptance of these terms constitutes your authority for us to destroy the file after the above period.

Termination of Services

Our services terminate when you instruct us or upon the successful completion of treatment. 

Your compliance with our Code of Conduct allows us to provide optimal service and fosters an environment conducive to the best outcomes for your child or dependent. Rude, disrespectful, aggressive and intimidating behaviour will not be tolerated and can result in us ceasing or refusing to provide services. Fees will not be waived when an appointment is terminated on this basis.

Quirky Kids may also cease or refuse to provide services where:

1. Fees or expenses payable by you are outstanding or
2. you fail to provide us with clear or timely instructions or information to enable us to advise on your child’s treatment; or
3. you indicate to your psychologist, or they form the view that you have lost confidence in their work; or 
4. If any ethical concerns arise or your psychologist determines that it is in the best interest to cease treating your child (e.g., a conflict of interest or there is a better-suited professional to continue intervention).
5. Your financial consent is withdrawn.

Amendments

We may, at any time and at our discretion, vary these Terms and Conditions by publishing the amended Terms and Conditions on our website. We recommend you check our website regularly to ensure you are aware of our current Code of Conduct.