Our Policies
Fees and Rebates
Medicare clients
Medicare clients are clients who have a current Mental Health Treatment Plan or Chronic Disease Management Plan, a valid referral from their GP, psychiatrist, or paediatrician, and sessions remaining on their most recent referral.
Please note that Mind & Body Psychology does not hold responsibility for your eligibility for a rebate; while we try to help you keep track of your session numbers, we do not have access to your full Medicare record and your use of other services, and expect clients to track their session numbers and contact Medicare if they are in doubt.
There are other types of Medicare referrals too, such as Eating Disorders Management Plan and Non-directive Pregnancy-Related Support. Please contact your GP if you wish to know more about these other Medicare referrals.
We offer on-site processing of your Medicare claims. You may also be eligible for higher Medicare rebates if you meet the threshold for the Medicare Safety Net during the calendar year. You can find out more about the Medicare safety net here.
What are Medicare rebates?
Medicare rebates are designed to make mental health services more affordable to you. Once you have paid the full fee for your session, we can submit a Medicare claim for you. Medicare will check that you have sessions remaining on your referral and then provide you with your rebate (money back) by transferring it directly to your bank account; please ensure Medicare have your current bank details.
How much are the Medicare rebates?
As of 1 July 2025, the Medicare rebate you receive for Mental Health Treatment Plan sessions depends on whether you see a clinical psychologist ($145.25 per 50min session) or psychologist ($98.95 per 50min session).
Clinical psychologists have 6+ years of university training, which includes specialised training and endorsement in the area of clinical psychology.
Non-clinical Psychologists, like those at Mind & Body Psychology, can also have 6+ years of university training, which can include extra specialised training and endorsement in areas important to Medicare clients, too, such as counselling psychology, health psychology, or educational and developmental psychology. Essentially, your non-clinical psychologist may be very qualified and experienced in delivering psychological therapy to private practice clients, which is the case with all of our non-clinical psychologists at Mind & Body Psychology. The difference in rebates was determined by Medicare and has attracted much debate; for this reason, several psychologist professional associations have petitioned for the rebates to be equalised.
Rebates also differ for other types of Medicare referrals. Please contact Medicare, our reception staff, or your psychologist to learn more.
Private clients
If you are not on a current mental health treatment plan, you can continue to pay as a private client and claim session rebates through your private healthcare fund, if eligible. Please contact your private health insurer to check your eligibility. Some funds cover the entire session fee, while some funds provide part- or limited-coverage. We do not process private health fund rebates on-site. You will be emailed a receipt after payment that you can use to make a claim with your health fund.
interested in a mental health treatment plan?
Please see your GP, psychiatrist, or paediatrician to learn more. Your doctor will assess suitability and treatment options with you, such as mental health treatment plans, non-directive pregnancy-related counselling, and enhanced primary care programs (for chronic health conditions), all of which can attract Medicare rebates.
Your doctor can also consider referring you to a Psychological Therapies Program (Brisbane North area and Brisbane South area), which are government-subsidised psychology sessions managed through your local primary health network. These programs are often low-cost or sometimes free, and reserved for people who are vulnerable and at risk.
Do you have any further questions?
Please feel free to discuss further with your psychologist.
Appointment cancellation and non-attendance
The Australian Psychological Society recommends psychologists charge cancellation and non-attendance fees to promote client attendance and cover running costs. Cancellation fees also help us reduce waiting lists and ensure those most in need of appointments can access mental health services sooner. If we are able to fill your cancelled appointment, you will not be charged a cancellation fee; earlier notification of your cancellation gives us a greater chance of achieving this.
Late cancellations: “late cancellations” are appointments that are cancelled between 24 hours and 2 hours of the appointment. If you cancel with between 24 hours and 2 hours’ notice, and we are unable to fill your appointment, a fee may be applied. Fees increase with continued late cancellations and non-attendance (see below in Cancellation and Non-attendance Fees). Unlike your session fees, these fees cannot be claimed through your private health fund or Medicare and they also attract a GST.
Non-attendance: a “non-attendance” has occurred when you cancel with less than 2 hours before your appointment and/or you do not show for your appointment. We cannot fill appointments at such late notice; clients can find it difficult to organise their lives at such short notice, and psychologists require time to prepare for sessions, plan interventions, access resources, read referrals and other forms, and consider new referrals.
Cancellation and Non-Attendance Fees*
First late cancellation (24hrs-2hrs notice): 1/4 of your usual session fee (plus GST)
Second late cancellation (24hrs-2hrs notice): 1/2 of your usual session fee (plus GST)
Third and subsequent late cancellation (24hrs-2hrs notice): your full usual session fee (plus GST)
Non-attendance (2hrs-0hrs notice): your full usual session fee (plus GST).
* Application of a fee is always at the discretion of the psychologist.
*Late cancellation and non-attendance fees will only be charged if the appointment is not filled by another client.
The Australian Psychological Society (APS) recommends a stricter schedule of fees, e.g., the full fee for less than 24 hours’ notice; 50% of the fee for 48-24 hours’ notice. We have chosen a more lenient cancellation policy that allows for compassion and understanding but also encourages attendance and early notification of cancelled appointments. Late cancellations drive up our costs and can make it hard to sustain a practice, without raising standard fees. Therefore, we ask that you provide us with us much notice as possible, to that we can keep costs low and you can avoid a cancellation fee.
If you have any questions about the policy, please do not hesitate to ask.
We require your agreement to this policy before we can provide a service to you. Your agreement on the intake form and your ongoing booking of appointments are taken as your agreement to this policy.
APS Charter for Clients
At Mind & Body Psychology, we take the Charter for Clients of APS Psychologists seriously. We want you to be aware of the standards you should expect from your psychologist and for you to let us know if you have any feedback on the service you are receiving, so we can improve the service for you — and future clients.
The charter covers concepts such as clear explanations of fees, confidentiality, and informed consent. You can view the charter here.
Mind & Body Psychology - Privacy Policy
1. Mind & Body Psychology’s commitment to privacy:
1.1. Mind & Body Psychology (“us”, “we” or “our”) is committed to safeguarding the privacy of our clients, staff, and visitors of Mind & Body Psychology, as well as those who visit our website.
1.2. Mind & Body Psychology is bound by the Privacy and Other Legislation Amendment Act 2024 (Cth) (Act), the Australian Privacy Principles (APP), and other laws governing how health service providers handle your Personal Information and Sensitive Information (including information about your health).
1.3. This Privacy Policy (Policy) sets out how we collect and treat your Personal Information and Sensitive Information. The Policy applies to our website www.mindbodypsychology.com.au, which is operated by us, and to the products and services provided by us.
2. Definitions In this Policy:
2.1. “Personal Information” is categorised as information held by Mind & Body Psychology, that may identify you, or by which your identity might be reasonably determined. The information you provide us may include, amongst other things, your name, address, email address and phone number. It does not include “Sensitive Information”.
2.2. “Sensitive Information” means any information about an individual’s racial or ethnic origin, political opinions, membership of a political organisation, religious beliefs or affiliation, philosophical beliefs, membership of a professional or trade association, membership of a trade union, gender, sexual preference or practices, criminal record or health information.
3. Collection of Your Data
3.1. To provide our services to you, Mind & Body Psychology may receive and store Personal Information and Sensitive Information (together, ‘your Data’) that you enter onto our website, that you enter into our Halaxy forms, provide to us directly or give to us in other forms, including our Waiver & Release Form, Registration Form, Informed consent, Safety Audit, and NDIS Service Agreement, and that our staff may enter into our information systems (Halaxy) and your practitioner may enter into our information system (Halaxy, such as case notes, treatment planning, treatment progress, and letters to your referrers).
3.2. Please note our current information system is Halaxy and is subject to change. Please note Halaxy is Australian-based, subject to the Privacy and Other Legislation Amendment Act 2024 (Cth) (Act), meets Medicare’s standards, and meets the Australian Privacy Principles (APP). Please note that we regularly review Halaxy’s privacy and data security policy. You can read about Halaxy’s privacy and data security policy here: https://www.halaxy.com/article/privacy
3.3. Please note that we use AI medical scribe Heidi Health, which is integrated with Halaxy. You can choose to consent or decline to your practitioner’s use of Heidi Health (AI medical scribe) at any time. Please note Heidi Health is Australian-based, subject to the Privacy and Other Legislation Amendment Act 2024 (Cth) (Act), and meets the Australian Privacy Principles (APP). Please note that we regularly review Heidi Health’s privacy and data security policy. You can read about Heidi Health’s privacy and data security policy here: https://www.heidihealth.com/au/legal/privacy-policy
3.4. Your Data may include your:
3.4.1. Contact details including name, phone number, address and email address;
3.4.2. Payment and billing information, which we may use to bill you for our services and to process your payments (including credit card details);
3.4.3. Health information (both physical and mental health) including information relating to injuries past or present, or whether you are pregnant;
3.4.4. Personal history and family history; and
3.4.5. Other information voluntarily provided by you.
3.5. Your Data is collected to ensure your safety and wellbeing, and that of other participants and facilitators at Mind & Body Psychology, to send information, provide updates and process purchases of services and products provided by Mind & Body Psychology.
3.6. Sensitive Information, which includes the definition of your Data relating to your health, will not be collected unless you consent to the collection of that information.
3.7. Mind & Body Psychology collects your Data from you in a variety of ways, including in-person, via our website and when our service is provided to you.
3.8. We may collect additional personal Data at other times, including but not limited to, when you provide feedback, when you provide information about your personal or business affairs, change your contact or email preference, respond to surveys and/or promotions, provide financial or credit card information, or communicate with us in any other way.
3.9. We may receive your Data from third parties. Those third parties may include your medical practitioners, hospitals, clinics, lawyers and/or family members. If we do, we will protect and use this information as set out in this Policy.
4. Use and disclosure of Your Data
4.1. As part of your participation in Mind & Body Psychology services, we will gather, store and utilise relevant personal information from you for the purpose of providing therapeutic services in accordance with the relevant privacy legislation and any other legal requirements that may apply.
4.2. Subject to the remainder of clause 4 below:
4.2.1. all communications between you and Mind & Body Psychology will be held in strict confidence unless you provide written permission to release information about services provided;
4.2.2. Personal Information collected by us will only be used and disclosed for the purpose for which it was collected as set out below. This includes maintaining your account and contact details, providing you with our products and services, and processing payments; and
4.2.3. Sensitive information will only be used and disclosed for the purpose for which it was disclosed, or another purpose where it is required by law or where it is necessary to ensure your safety and health, or the safety and health of others.
4.3. Mind & Body Psychology may use Personal Information collected from you to provide you with information and updates on our services, additional products, or opportunities available to you.
4.4. We may use your Personal Information to improve our products and services and better understand your needs.
4.5. We may from time to time use your Personal Information for another purpose where it would be reasonably expected by you or if permitted by the Privacy and Other Legislation Amendment Act 2024 (Cth) (Act). This includes to effect or enforce a transaction, or procure advice from legal and accounting firms, auditors and other consultants.
4.6. There are, however, limits to confidentiality in exceptional circumstances. For example, therapists are required to report instances of suspected child or elder abuse. Therapists may be required or permitted to break confidentiality when they have determined that a person presents a serious danger of physical violence to another person or when a client is a danger to themself. In most situations and where possible, this will be done in collaboration with the client.
4.7. Confidentiality is not guaranteed in the event of a court subpoena or warrant, or other compulsory process (in which case all notes and communication may be subpoenaed).
4.8. From the beginning of the service, your Mind & Body Psychology practitioners will ask if there are any other treatment providers they should consult with in order to have open communication and provide excellent care.
4.9. You are not obligated to provide this release, and this can be discussed with us at any time. You also can revoke any release of information at any time as well. We will also ask for contact details of two people in the event of an emergency.
4.10. The nature of the outdoor nature-based sessions and any group-based programs, also may mean that confidentiality cannot be maintained as it might be in a more private setting.
4.11. Mind & Body Psychology will take all reasonable steps to minimise disclosure by Mind & Body Psychology of personal or sensitive information about you, but by agreeing to participate in Mind & Body Psychology’s outdoor, nature-based sessions or any group-based sessions, you are consenting to Mind & Body Psychology discussing your personal and sensitive information with you in a setting where others may hear details.
4.12. While we will be very respectful and sensitive, and careful in terms of what we discuss with you in these settings, we recognise that there are some matters that you may not want discussed at all. Where there is anything that you do not wish for us to discuss in these settings, please inform us prior to these sessions or at the commencement of these sessions so that we can avoid that.
4.13. Mind & Body Psychology may disclose your Personal Information (but not Sensitive Information) to any of our employees, officers, insurers, professional advisers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this policy.
4.14. Personal Information is only supplied to a third party when it is required for the delivery of our services.
4.15. We may from time to time need to disclose Your Data to comply with a legal requirement, such as a law, regulation, court order, subpoena, warrant, in the course of a legal proceeding or in response to a law enforcement agency request.
4.16. We may use Your Data to protect the copyright, trademarks, legal rights, property or safety of Mind & Body Psychology, www.mindbodypsychology.com.au, its clients or third parties.
4.17. We may also use and share aggregate or non-personally identifying information about clients for market analysis, research, marketing or other purposes.
4.18. We will not disclose, sell, share or trade your Personal Information to any third parties unless we first receive your consent, except as set out in this Policy.
4.19. Information that we collect may from time to time be stored, processed in or transferred between parties located in countries outside of Australia.
4.20. If there is a change of control in our business or a sale or transfer of business assets, we reserve the right to transfer, to the extent permissible at law, our user databases together with any Personal Information, Sensitive Information and non-personal information contained in those databases. This information may be disclosed to a potential purchaser under an agreement to maintain confidentiality. We would seek to only disclose information in good faith and where required by any of the above circumstances.
4.21. By providing us with your Data, you consent to the terms of this privacy policy and the types of disclosure covered by this policy. Where we disclose your Personal Information to third parties, we will request that the third party follow this policy regarding handling your personal information.
5. Security of your Data
5.1. Mind & Body Psychology is committed to ensuring that your Data is secure.
5.2. Mind & Body Psychology will take reasonable steps to protect your Data from misuse, loss, unauthorised access and modification or disclosure.
5.3. Despite taking appropriate measures to protect your Data used and collected by us, please be aware that no data security measures can guarantee 100% security all of the time. The transmission and exchange of information is carried out at your own risk.
5.4. We cannot guarantee the security of your Data that you transmit to us, or receive from us. Although we take measures to safeguard against unauthorised disclosures of your Data, we cannot assure you that your Data we collect will not be disclosed in a manner that is inconsistent with this privacy policy.
5.5. You are solely responsible for maintaining the secrecy of any passwords and other account information pertaining to our platforms, apps or services.
6. 6.1. You may request details of your Data that we hold about you in accordance with the Privacy and Other Legislation Amendment Act 2024 (Cth) (Act).
7. 6.2. An administrative fee may be payable for the provision of your Data. If you would like a copy of your Data which we hold about you or believe that any of your Data we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please email us at info@mindbodypsychology.com.au
8. 6.3. We reserve the right to refuse to provide you with your Data that we hold about you, in certain circumstances set out in the Privacy and Other Legislation Amendment Act 2024 (Cth) (Act).
9. Website
10. 7.1. When you visit the website of Mind & Body Psychology www.mindbodypsychology.com.au, we may collect certain information such as browser type, operating system, website visited immediately before coming to our site, etc.
11. 7.2. This information is used in an aggregated manner to analyse how people use our site, such that we can improve our service.
12. Marketing Emails
13. 8.1. We may send you direct marketing emails and information about products and services that we consider may be of interest to you.
14. 8.2. If, at any time, you would like to stop receiving these promotional emails, you may follow the opt-out instructions contained in any such email. Please note that it may take up to 5 business days for us to process opt-out requests. If you optout of receiving emails or promotions from us, we still may send you emails about your account, any services you have requested or received from us, or for other customer service purposes. We do not provide your personal information to other organisations for the purposes of direct marketing.
15. 8.3. If you receive communications from us that you believe have been sent to you other than in accordance with this Privacy Policy, or in breach of any law, please contact us using the details provided below.
16. Complaints about Privacy
16.1. If you have any complaints about our privacy practices, please feel free to send in details of your complaints to: info@mindbodypsychology.com.au
16.2. We take complaints very seriously and will respond shortly after receiving written notice of your complaint.
17. Changes to Privacy Policy
17.1. Our Privacy Policy is subject to change.
17.2. Mind & Body Psychology may modify this policy at any time, in our sole discretion and all modifications will be effective immediately upon our posting of the modifications on our website, or through distribution by email. Please check back from time to time to review our privacy policy.
