Fees, Payments, Cancellations & Refunds Policy

Brain Sprout Clinic is committed to providing clear and transparent information about the fees and payment arrangements associated with our services.

This policy explains how fees, payments, deposits, cancellations, rescheduling and refunds are managed. It should be read alongside our Terms of Service, Consent to Services and Privacy Policy.

Fees

Fees vary depending on the type and scope of service. You will be advised of the total fee before agreeing to proceed.

Assessment fees may include interviews, direct assessment, standardised assessment measures, scoring and interpretation, review of relevant information, clinical consultation, feedback and report preparation.

If additional services are recommended or requested, any additional fees will be discussed with you before proceeding.

Assessment Deposit

A $250 booking deposit is required to secure an assessment booking. The deposit forms part of the total assessment fee and will be credited towards the first assessment component.

If you reschedule with at least two business days' notice, your deposit will be transferred to your new appointment.

If you cancel or reschedule with less than two business days' notice, or do not attend your appointment, the $250 deposit will be retained as a late cancellation or non-attendance fee, subject to applicable law.

Exceptional circumstances may be considered on an individual basis.

Assessment Payments

Assessment fees can be divided across the individual components of the assessment or as a whole assessment. You will be provided with the total assessment fee and applicable component fees before your assessment commences.

You may choose to pay:

each component on or before the day it is provided
progressively in advance to spread the cost over time
the full assessment fee in advance.

Progressive payments can be made even if your assessment is scheduled to occur in a single day.

The $250 booking deposit is credited towards your first assessment component. The full assessment fee must be paid before your final assessment appointment. Where the assessment is completed in a single day, any remaining balance is due on or before that day.

Alternative payment arrangements may be considered where agreed with Brain Sprout Clinic in advance.

Therapy and Other Services

Payment for therapy and other services is due on the day the service is provided unless an alternative arrangement has been agreed in advance.

Payment Methods and Processing Fees

Payment can be made by card or direct bank transfer.

Card payments are processed securely through Stripe. Brain Sprout Clinic absorbs card processing fees; however, if you prefer to pay by bank transfer, this helps us reduce transaction costs. Please use your invoice number as the payment reference.

Medicare, NDIS and Other Funding

Some services may be eligible for Medicare rebates, private health insurance, NDIS funding or other third-party funding.

Eligibility depends on the service and individual funding arrangements. Clients are responsible for confirming their eligibility and remain responsible for any fees not covered by a funding body, insurer, plan manager or other third party.

Cancellations and Rescheduling

Please contact Brain Sprout Clinic as soon as possible if you need to cancel or reschedule an appointment.

Assessment appointments may be rescheduled with at least two business days' notice, and your deposit will be transferred to the new appointment.

For cancellations or rescheduling with less than two business days' notice, or non-attendance, the $250 booking deposit will be retained as the applicable late cancellation or non-attendance fee, subject to applicable law.

If your assessment has already commenced, fees for components already provided or completed remain payable.

Discontinuing an Assessment and Refunds

You may choose to discontinue an assessment at any time.

You remain responsible for assessment components that have already been provided or completed. If you have prepaid for components that have not been provided or completed, those amounts will generally be refunded, less any applicable cancellation or non-attendance fee.

Depending on when an assessment is discontinued, there may be insufficient information to provide a diagnostic conclusion, feedback or comprehensive written report.

Nothing in this policy excludes, restricts or modifies any consumer guarantee, right or remedy that cannot lawfully be excluded under the Australian Consumer Law.

Cancellations by Brain Sprout Clinic

If Brain Sprout Clinic needs to cancel or reschedule an appointment, you will not be charged a cancellation fee.

Payments already made can be transferred to a rescheduled service. If we are unable to provide a prepaid service, amounts paid for services that have not been provided will be refunded where appropriate.

Outstanding Accounts

Clients are responsible for keeping their account up to date.

Where fees are overdue, Brain Sprout Clinic may pause further appointments, assessment activities, report preparation or other services until the account is resolved.

The full assessment fee must be paid before the final assessment appointment unless an alternative arrangement has been agreed in advance.

If you have questions about fees, payments, cancellations or refunds, please contact:

Brain Sprout Clinic

Email: admin@brainsproutclinic.com.au

Phone: (08) 7123 2997