Terms & Conditions
Policy and Procedures
Appointment and Cancellation Policy
Our goal is to provide high quality Speech Pathology services. In order to do so, Explore My Voice has in place an appointment and cancellation policy. The policy enables us to better utilise available appointments for our clients.
We, like many professional services, have a cancellation policy that reflects the time that the clinician sets aside for your appointment. We also generally run waiting lists, so if we are given reasonable notice then we can offer another client a time that is suitable.
We offer consultations in our clinic, at local schools, at client homes and via Telehealth. These policies and procedures apply to all appointments, regardless of location or style of service delivery.
Making an Appointment
Appointments can be made via phone or email. You will receive email/text notifications for initial appointments and text/email confirmation for all subsequent appointments. We require you confirm appointments in response to our reminders in a timely manner. Regular clients are prioritised to keep the same weekly/fortnightly appointment slot wherever possible.
Cancellation of an Appointment
If it is necessary to cancel your scheduled appointment we require that you call us 48 hours prior to your appointment time.
Cancellation Policy
Cancellations with less than 48 hours of session where a session can be rescheduled within the week, will not incur a cancellation fee. However, cancellations with less that 48 hours notice where the appointment cannot be rescheduled will incur a fee of 100% of session fee.
Another option we offer clients when they cannot attend their appointment is to have a Telehealth appointment instead or the option for the clinician to conduct some non-face to face therapy in their scheduled appointment time, the purpose of these tasks would be to continue to work towards the current treatment goals. This may include creating visuals, developing social stories, contacting team members (e.g. GP, OT, teacher), providing at home activities/resources, etc.
Consistent with NDIS policy, in the event of a cancellation of an NDIS session with less than 48 hours notice, the NDIS cancellation fee will apply (100% of session fee, charged against your plan). This provision is built into all NDIS plans to ensure the viability of the NDIS program – if businesses who offer NDIS services become unviable, then the entire NDIS suffers and risks failure. We do our best to ensure client attendance by sending reminder emails and SMS and confirming all appointments prior to the session. We rely on our clients to do their bit in this process by trying to give us as much notice as possible for a cancellation and doing their best to avoid ‘no-shows’.
Last minute cancellations can occur for many reasons including illness, an accident, power outage or extreme weather event. These situations are stressful and challenging for everyone involved and we understand that these instances are more often than not unavoidable. We do our best to be understanding and try to give our clients as many options to make use of the time set aside for their appointment as possible.
Please let us know if you have any questions or concerns regarding this policy.
Cancellations with at least 48 hours notice will not incur a cancellation fee.
Cancellations with less than 48 hours of session where a session can be rescheduled within the week, will not incur a cancellation fee.
Cancellations with less than 48 hours notice where the appointment cannot be rescheduled will incur a fee of 100% of session fee.
Consistent with NDIS policy, in the event of a cancellation of an NDIS session with less than 48 hours notice, the NDIS cancellation fee will apply (100% of session fee, charged against your plan).
Provider Travel
Travel to schools, nursing homes, child care centres, schools or client homes will incur a travel fee in addition to our therapy session fee. We will discuss this with you at the time of your booking. For NDIS clients, specific travel fees apply, consistent with NDIS Price Guides.
Direct and Indirect Therapy
At Explore My Voice, we work hard to help our clients reach their goals. We know that one of the best ways to achieve this is by providing education and support or collaborating closely with those in our clients’ lives such as carers, teachers and other professionals. These activities enable us work as holistically as possible towards our clients’ goals. We spend time planning and preparing for our sessions and we are obligated to ensure that all our activities are thoroughly documented. All of these tasks take time and our fees reflect the time that we spend both directly with the client and indirectly on tasks after the session.
We always inform our clients about any tasks that need to be conducted toward client care including the associated fee and ensure we have approval before proceeding.
Privacy and Health Information Collection
Explore My Voice is an independent practice under the ownership of Explore My Voice Pty Ltd.
Explore My Voice needs to collect information about you for the primary purpose of providing quality treatment. In order to fully assess, diagnose and treat you, we need to collect some personal information from you. This information will also be used for the administrative purposes of running the practice such as billing you or through an insurer or compensation agency. Information will be used within the practice for handover when another speech pathologist will be providing you with ongoing assistance.
Explore My Voice may disclose information regarding diagnosis or treatment to your Doctor or other treatment providers only with your consent. In the case of insurance or compensation claims, it may be necessary to disclose information and/or collect information that affects your treatment and return to work.
Explore My Voice will not disclose your information to commercial companies, however specific service or product information as deemed suitable for your speech pathology management, may be forwarded to you by us, unless you instruct Explore My Voice not to forward this type of information. Your written consent will obtained at the start of your treatment in order to carry out the above activities.
Information at Explore My Voice is stored securely and only practice staff have access to it. Explore My Voice takes all reasonable steps to ensure that information collected about you is accurate, complete and up to date.
You may have access to your information on request and if you believe that any of the information is inaccurate we may be able to amend it accordingly. If you do not provide relevant personal or health information, in part or in full, to Explore My Voice it may result in incomplete assessment. This may impact on the diagnosis and the following therapy that is provided. Any concerns that you may have about this policy or about your management can be directed to Explore My Voice – info@exploremyvoice.com.au
Speech Pathology Australia Code of Ethics
It is fundamental to the professional responsibilities of speech pathologists that we observe the highest standards of integrity and ethical practice. You can read the Speech Pathology Australia Code of Conduct here.
Client Rights and Responsibilities
Explore My voice respects and fully commits to upholding the rights of all people, including those with disabilities.
Explore My voice is committed to ensuring its clients are made aware of their rights and responsibilities and supported to exercise them.
Explore My voice acknowledges that people with disability have the same human rights as other members of the community and that the community has a responsibility to facilitate the exercise of those rights.
Statement of Rights
Clients have the right to:
· fair treatment – regardless of gender, religion, disability, cultural and linguistic background or age.
· honesty, respect, dignity and a regard for privacy and individuality.
· information and support to access services in the community.
· to be an active partner in the services provided.
· make informed decisions and choices about the services they receive.
· a safe, secure and comfortable environment whilst using the service.
· quality services, appropriate to their needs and age.
· support that takes into account lifestyle and cultural differences
· pursue a grievance about the service and to have that grievance resolved in a timely and appropriate manner.
· have a support person/advocate/ally of their choice to represent them in matters relating to their support.
· use their own money and property as they determine and have their choices respected by others
Statement of Responsibilities
Clients have a responsibility to:
· respect other people’s rights to a safe, secure and comfortable environment.
· treat other clients, staff and volunteers with fairness, honesty and respect.
· respect other people’s rights to privacy and confidentiality.
· follow the programs’ policies and procedures as they relate to clients and access to support.
· Maximise disclosure of information required for goal setting and effective therapy.
· Partner with Allied Health therapists for best outcomes.
If you feel your rights are violated, you can:
Speak directly to a staff member, or send them an email:
– Phone: 0413 556 822
– Email: info@exploremyvoice.com.au