Billing Policy

To ensure a smooth and transparent billing process, the following payment policy applies to all clients of Felicity Psychology.

  1. Therapy Payment Processing
    Payment for therapy sessions is due in full and will be processed on the day of your session via Halaxy’s automated billing system. All clients are required to provide valid credit or debit card details prior to their first appointment. Halaxy will securely collect and store these details through their encrypted system. You can manage or update your payment information at any time through Halaxy’s patient portal.
  2. Assessment Payment Processing
    Payment for therapy sessions is due in full and will be processed on the day of your session via Halaxy’s automated billing system. All clients are required to provide valid credit or debit card details prior to their first appointment. Halaxy will securely collect and store these details through their encrypted system. You can manage or update your payment information at any time through Halaxy’s patient portal.
    • Assessment fees over $500 are paid via bank transfer to the business account, with payment details provided on the invoice.
    • Please note that final assessment reports will only be released once all related invoices have been paid in full. This includes charges for assessment sessions, scoring, interpretation, and report writing. As reports form part of a comprehensive clinical service, they are issued solely upon receipt of full payment.
  3. Outstanding Invoices
    All previous therapy invoices must be paid in full before any future therapy appointments can proceed. If an account remains unpaid, future sessions may be placed on hold until the balance is settled.
  4. Authority to Charge Stored Card
    By providing your card details, you authorise Felicity Psychology to securely store and charge your card for any unpaid fees, including session costs, assessments, cancellation fees, or other agreed services. If a balance remains unpaid after 14 days, and we have made reasonable attempts to contact you (via email, SMS, or phone), we may process the outstanding amount using your stored card, where prior consent has been provided.
  5. Debt Recovery
    If fees remain unpaid and we are unable to resolve the matter with you directly, Felicity Psychology may refer the outstanding account to a debt recovery service. In such cases, you will be responsible for any additional costs incurred, including administrative fees, legal charges, and fees charged by the recovery agency.

Receipts will be issued for all payments processed. You may update or revoke your stored payment method at any time by contacting us in writing. Please be aware that removing your card on file does not remove your responsibility to settle any outstanding or future charges.

Cancellation Policy

A minimum of 48 hours’ notice is required for any cancellation or rescheduling of appointments. This allows enough time for the appointment to be offered to another client and helps ensure continued access to care for others in the community.

All cancellations made with less than 48 hours’ notice and non-attendances (no-shows) will be charged the full session fee, as this time has been reserved specifically for you and cannot be rebooked at short notice.

Please note: Rebates from third-party funders such as Medicare, WorkSafe, and TAC cannot be claimed for late cancellations or missed appointments.

You will receive an automated SMS reminder of your appointment time and date. This is a courtesy only, and it is not intended to be relied upon to avoid cancellation fees.

Appointment Holding and Continuity of Care:
To support consistent therapeutic care, each client is allocated a recurring appointment slot that is held exclusively for them. This promotes continuity and allows progress to be made in a structured and reliable manner.

If a client cancels multiple appointments without notice or has more than two consecutive cancellations, this may indicate a disruption to their engagement in therapy. In such cases, and in fairness to others seeking support, all future appointments may be cancelled and the slot offered to clients on the waiting list or others in the community.

We understand that unexpected circumstances may arise, and we encourage you to contact us as early as possible to discuss your situation. Our priority is to work with you respectfully and supportively wherever possible.