We are committed to making your experience as smooth as possible, as we understand all families undergo their own difficult times. Our client-centred approach ensures you receive the support you need.

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Preparing for Your First Session

To ensure a smooth start, you would have already completed our Client Registration Form before your first session. This form gathers essential information, including:

• Client Information

• Payment Type (e.g., Medicare, NDIS)

• Consent Form (which includes our Confidentiality Agreement and Cancellation Policy acknowledgment)

• Emergency Contact details

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Additionally, providing the following relevant paperwork before your initial meeting helps our allocation team and psychologist get a better overview of your concerns and needs:

• Referral Letters from healthcare professionals (e.g., GP, Paediatrician, Psychiatrist) or schools.

• Treatment Plans, such as:

  • GP Mental Healthcare Plan (MHCP)

  • GP Chronic Condition Management Plan (GPCCMP)

  • Psychiatrist or Paediatrician Complex Neurodevelopmental Disorder Treatment & Management Plan (for individuals under 25 years old)

• Any reports from other health professionals or previous therapists.

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NDIS Participants

If you or your child is an NDIS participant, we require you to:

• Complete an NDIS Service Agreement.

• Provide your NDIS plan with funding allocation and goals.

• Provide your Plan Manager's details (if applicable).

This information allows your psychologist to effectively plan your support, manage logistical timeframes, and address your specific goals.

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Telehealth Consultations

For Telehealth consultations, full payment is required two days prior to your scheduled appointment.

 

Privacy

You can review our comprehensive Privacy Policy, detailing how we securely store your confidential information, at: https://www.sprout-psychology.com.au/privacy.​

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Referrals & Medicare Rebates

A referral from your GP is not a requirement to engage with our service. However, if you wish to claim a rebate under the Medicare Benefits Scheme, you must obtain a relevant treatment plan from your GP, Paediatrician, or Psychiatrist and provide us with correct Medicare Card details.

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Important: You must obtain your referral and treatment plan(s) prior to attending your psychology appointment. Rebates cannot be backdated to cover sessions conducted before the plan was in place.

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Applicable Treatment Plans

1. Mental Healthcare Plan (MHCP): This plan is available to individuals diagnosed with a mental health condition. With an MHCP, you can receive rebates for up to 10 psychology sessions per calendar year.

2. GP Chronic Condition Management Plan (GPCCMP): Your GP completes this management plan for ongoing health conditions (present or likely to be present for 6 months or longer) to help improve health outcomes. With a GPCCMP, you can receive rebates for up to 5 individual services across one or more disciplines each calendar year.

3. Complex Neurodevelopmental Disorder Treatment & Management Plan (Previously HCWA Plan): If you are under the care of a paediatrician or psychiatrist and are under 25 years of age, you may be eligible for a Medicare rebate through this plan. To qualify, you will need a consultation with the specialist and a referral letter specifically requesting an assessment for a complex neurodevelopmental disorder (e.g., Autism). You may be eligible for a lifetime total of:

   • 4 assessment sessions – Please note that for a rebate to be provided, the service must be provided to the patient individually and in person; parent-only sessions are not claimable under this item.

   • Up to 20 therapy sessions across disciplines.

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As of 2025, the current Medicare rebate is $98.95 per consultation under an MHCP or Complex Neurodevelopmental Disorder Treatment & Management Plan, and $61.80 per consultation under a GPCCMP.

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Rebates can only be processed from the date specified on the referral letter. We can typically process these rebates on your behalf; please indicate your preference on the Client Registration Form.

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Please Note:

• Assessments are not eligible for Medicare rebates under the MHCP or GPCCMP.

• Medicare requires the individual receiving the service to be present for their sessions. You cannot claim under another person's Mental Healthcare Plan or Chronic Diseases Management Plan.

• Parents of children are eligible for 2 parent-only sessions per calendar year under an MHCP. You can find more information here: https://www.health.gov.au/sites/default/files/2024-07/better-access-involving-family-or-carers-in-my-mental-health-treatment.pdf

• You cannot claim rebates from two different insurance providers for the same service.

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Private Health Insurance

If you intend to claim through your Private Health Insurance, please verify your eligibility and coverage limits directly with your insurer prior to your appointment. Common service codes are P100 for initial therapy sessions and P200 for subsequent sessions.

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Understanding Your Rebates

We know that managing healthcare costs is important, and we want to help you make the most of any available rebates. Please note that it is your responsibility to ensure you have a valid and current referral and treatment plan, and to confirm your eligibility for Medicare rebates or Private Health Insurance claims. As these benefits are managed by external providers, we do not have control over your individual eligibility. We encourage you to verify all necessary details with Medicare or your private health insurer prior to your appointment to avoid any unexpected out-of-pocket costs.

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Fees & Payments

The Australian Association of Psychologists Inc (AAPi) recommends a fee of $330 for a 45 to 60-minute consultation. Our current consultation fee ranges from $260 to $290 for a 50-minute session. You will receive a confirmation email with the exact fee schedule upon booking your first appointment.

Hourly rates apply for sessions running overtime (e.g., an additional 15 minutes incurs a charge for 0.25 hours). Services included in the standard consultation fee are outlined in the "Services Included in Consultation Fees" section below.

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Available payment options include: EFTPOS, MasterCard, VISA, Direct Deposit, or Cash. Payments made with debit or credit cards will incur a small percentage surcharge, which is automatically deducted by the EFTPOS machine. This surcharge is non-refundable.

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Clients are required to make full payment on the day of service, and no later than 14 days after the appointment.

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For NDIS clients: We will provide you with an invoice to claim through your NDIS portal. If your plan is "Plan Managed," please ensure you provide us with your Plan Manager's email address so we can direct invoices to them.

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Services Included in Consultation Fees

To ensure best practice and comprehensive care, the following services are included in your consultation fees:

• Brief emails and short phone calls to other health professionals or teachers (under 10 minutes).

• Preparation and planning time for each session.

• Clinical notes documentation for each session.

• Medicare reporting (MHCP reports back to your GP).

• Resource development for sessions.

• Research related to your care.

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Additional Services (Incurring Extra Costs)

The following services are offered at an additional hourly rate, as they fall outside of standard consultation inclusions:

• Reports for Funding & Applications:

  • Preparation and completion of funding application forms or reports (e.g., Disability Support Pension Form, Carer Allowance Form, NDIS Access Request Form, School funding applications like KIS, DIP).

• Assessment Reports:

  • Preparation and completion of reports for Cognitive, Academic, Autism, ADHD, and other psychological assessments (e.g., for TAC, WorkCover).

• Formal Correspondence:

  • Preparation and completion of letters to NDIA, ART, other specialists, allied health professionals, or GPs.

• School-Related Services:

  • Preparation of classroom strategies, recommendations, or Individualized Education/Learning Plans (IEP/ILP).

  • School visits and school IEP/ILP meetings.

• Extended Professional Consultations:

  • Phone consultations and discussions with teachers or other professionals exceeding 15 minutes in length.

• Off-Site Consultation Costs:

  • For off-site services (e.g., home visits, school visits), additional costs will apply. You will receive a quotation for the off-site service before proceeding. These costs include:

    • The psychologist's labour time spent travelling to and from off-site services (e.g., home visits, school visits), and

    • The non-labour costs associated with off-site services, such as road tolls, fuel, and parking fees.

• Extra Documentation and Administrative Tasks:

  • This covers additional documentation and administrative efforts specifically for disability access purposes (e.g., to meet NDIS).

• Off-Site Consultation Costs:

  • For off-site services (e.g., home visits, school visits), additional costs will apply. You will receive a quotation for the off-site service before proceeding. These costs include:

    • The psychologist's labour time spent travelling to and from off-site services (e.g., home visits, school visits), and

    • The non-labour costs associated with off-site services, such as road tolls, fuel, and parking fees.

• Extra Documentation and Administrative Tasks:

  • This covers additional documentation and administrative efforts specifically for disability access purposes (e.g., to meet NDIS).

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Appointment Punctuality

Please aim to arrive 5 minutes before your scheduled appointment. Late attendance will shorten your consultation time. Sessions extended by more than 10 minutes past the scheduled end time may incur additional charges based on our hourly rate. All appointment charges are based on the initial rates quoted.

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Late Payments

Future appointments may be suspended until outstanding fees are settled. We reserve the right to engage third-party debt collectors to recover unpaid bills overdue by 30 days or more.

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Cancellations

By registering for our services, you consent to our comprehensive Appointment and Cancellation Policies, which can be viewed at: https://www.sprout-psychology.com.au/cancellation-policy

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​When you first engaged with Sprout Psychology Melbourne, you have read and accepted our:

• Appointment Policy

• Cancellation Policy

• Illnesses & Infectious Disease Policy (See Below)

• Privacy Policy

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