Clinic Scheduling, Payments & Cancellation Policies

To ensure a smooth and efficient booking process, please review our policies regarding payments, scheduling, cancellations, and rebates. By booking an appointment, you agree to these terms.

  1. Payment Policy

  • Consultations are charged upon completion of the session using the stored credit card unless an alternative payment method is arranged.

  • Packages require full payment upfront and are non-refundable.

  • A valid credit card must be stored on file, regardless of the payment method, to secure bookings and comply with the cancellation policy.

  • A payment processing fee applies to all transactions. Please note that processing fees are subject to change, and any updates will be communicated in advance.

4. Failure to Attend Policy

  • If you fail to attend an appointment without prior notice, you will be charged the full consultation fee.

  • Missed appointments impact the availability of services for other clients and the dietitians' time to be able to accommodate those appointments

7. Refund Policy

9. Medicare Rebates

  • Medicare rebates are available for clients with a Chronic Disease Management Plan (CDM) referral from their GP.

  • Eligible clients can receive up to 5 rebates per calendar year, each valued at $60.35 per session.

  • The Medicare Item Number for Online Consultations is 93000 – Dietitian Video Consultation.

  • If eligible, we will process your Medicare claim after your session, and the rebate will be deposited into your nominated account.

  • If you are not registered with Medicare online or prefer to claim manually, you can submit your invoice through the Medicare Express Plus app, online via myGov, or at a Medicare service centre.

  • Bulk billing is not available. Any out-of-pocket costs must be covered by the client.

  • Please note that rebate amounts and eligibility are subject to government policy changes; clients should verify their entitlements with their respective funds.

12. Final Disclaimer

  • Tailored Dietetics reserves the right to apply fees for cancellations, rescheduling, late attendance, and failure to attend, as outlined in this policy.

  • This policy is subject to periodic review and may be updated; any changes will be communicated to clients in advance.

  • Clients will be provided with sufficient notice before any charges are processed.

2. Cancellation Policy

  • At least 24 hours’ notice is required for cancellations or rescheduling.

  • Cancellations made within 24 hours of the appointment will be charged the full consultation fee unless agreed otherwise.

  • Multiple cancellations or rescheduling requests may result in full fees being charged.

  • If you fail to attend without notice, the full consultation fee will apply.

  • Tailored Dietetics reserves the right to apply cancellation and rescheduling fees as required, with sufficient notice provided before any charges are processed.

5. Rescheduling Policy

  • Appointments can be rescheduled with at least 24 hours’ notice at no charge.

  • If an appointment is rescheduled with less than 24 hours’ notice, it will be treated as a cancellation, and the full fee will apply unless agreed otherwise.

  • Multiple rescheduling or cancellations may result in the full fee being charged.

  • A new appointment will not be scheduled until the outstanding fee is paid.

8. Payment Receipts & Invoicing

  • A tax invoice will be issued upon payment for all consultations.

  • For packages, an invoice will be issued upon receiving funds and booking appointments.

  • Any invoices related to cancellations that fall under our failure-to-attend policy will also be issued accordingly.

10. Private Health Insurance Rebates

  • Most private health funds offer rebates for dietitian consultations, depending on your level of extras cover.

  • Clients are responsible for checking their entitlements with their private health fund.

  • If eligible, an invoice will be provided after your session for you to submit for reimbursement.

3. Late Attendance Policy

  • If you are running late, please notify your dietitian as soon as possible.

  • Arriving more than 10–15 minutes past your scheduled time may result in forfeiting the appointment, with the full fee still applying.

  • In genuine emergency situations or extenuating circumstances, please contact us as soon as possible to discuss your situation; however, standard policy will apply unless an alternative arrangement is agreed.

  • If it is agreed that the consultation will still proceed after being 15 minutes late, the session will end at the original scheduled time, and the full consultation fee will still apply. No extra time will be added due to other scheduled bookings.

6. Package Appointments

  • All package payments are required in full at the time of purchase and are non-refundable.

  • The first consultation must be booked within 3 months of purchase.

  • All package sessions must be used within 16 weeks of the first booking.

  • Missed or unused sessions cannot be rescheduled beyond the 16-week period. We will endeavour to notify clients prior to the expiry of their sessions; however, no exceptions can be made unless special circumstances are discussed and agreed upon in advance.

  • Package appointments are subject to the same cancellation and rescheduling policy as standard consultations.

  • Refunds are not available for consultations once they have taken place.

  • Packages are non-refundable once purchased.

  • If you cancel a package appointment with at least 24 hours’ notice, the session can be rescheduled within the 16-week period.

11. Payment Processing & Alternative Payment Methods

  • Credit and debit card payments processed through Halaxy Payments will incur a small processing fee of 1.90% + $1.00 per transaction; this fee is automatically applied at checkout.

  • To avoid this fee, you may choose to pay via bank transfer before your appointment. Please allow a turnaround time of up to 48 hours for bank transfer payments to be processed.

  • Clients who wish to pay via bank transfer must email us at bookings@tailoreddietetics.com.au to request bank details.

  • Important: A valid credit card must be stored on file to secure the booking and comply with the cancellation policy. If a bank transfer payment is not received by the specified time, the stored card will be used to process the consultation fee.