MY BODY CLINIC POLICIES

Cancellation Policy

• Sick and Unable to Attend: If you are unwell and unable to attend your appointment for the first time, there will be no charge. However, you will need to reschedule your appointment.
• No-Show on Rescheduled Appointment: If you miss your rescheduled appointment without notifying us, you will be charged up to 80% of the consultation fee.
• Cancellations within 2 Hours: Cancellations made within 2 hours of your scheduled appointment will incur a 50% charge of the full fee.
• Cancellations within 24 Hours: Cancellations made within 24 hours of your appointment will incur a charge of 50% of the consultation fee.

Late Arrival Policy

Whilst we understand that life happens! If you arrive late to your appointment we’ll do our best to accommodate you. However, if you are more than 10 minutes late, we may need to shorten your session or reschedule if your practitioner’s schedule does not allow for an adjustment. This ensures that we stay on time for all clients.

To get the most out of your session, please arrive a few minutes early if time permits.

Zero Tolerance Policy – Violent or Abusive Behaviour

At My Body Clinic, we are committed to providing a safe and respectful environment for our staff and clients. We have a zero-tolerance policy for any form of violent, aggressive, or abusive behaviour, including:

– Physical violence or threats
– Verbal abuse, yelling or offensive language
– Intimidation or harassment of any kind

Any patient who engages in such behaviour will be asked to leave immediately, and future appointments may be cancelled at our discretion. In serious cases, we reserve the right to involve law enforcement.

We pride ourselves on maintaining a positive, professional and safe environment for everyone.

Payment Policy

Payments for your appointment is required in full at the time of your visit or, in some cases, prior to your session.

We accept the following payment methods:

– Eftpos
– Credit Card
– Cash

For clients with private health insurance, we have HICAPS available on-site, allowing you to claim your rebate instantly and pay only the gap. Unfortunately we cannot advise how much your health insurance will cover as it varies between health funds and is also dependant on your level of coverage. If you would like to know your coverage amount prior to attending please contact our reception staff and they can provide the private health code used, at the time of claiming, and the associated cost for you to follow-up with you health fund.

Medicare & Care Plan Policy

If you have an Enhanced Primary Care (EPC) Plan or Chronic Disease Management (CDM) Plan, it can be used for eligible allied health services listed on your care plan. At My Body Clinic, care plan appointments are available with our osteopath or chiropractor only.

Our care plan appointments are partially subsidised through Medicare. The full consultation fee is payable at the time of your appointment, and we will submit your Medicare claim on your behalf so you can receive the applicable Medicare benefit directly into the account linked to your Medicare card.

The current Medicare benefit is $63.40 per eligible consultation (as of July 2026).

To receive the Medicare benefit, you will need to provide a valid EPC or CDM plan with available sessions either prior to or at the time of your appointment. Without the required care plan documentation, we are unable to submit the Medicare claim.

Once the allocated sessions on your care plan have been used, our standard consultation fees will apply.

Communication Policy

At My Body Clinic, we prioritise clear and timely communication to ensure the best experience for our clients. We may contact you via:

– Email: Appointment confirmation, important updates and for obtaining feedback
– SMS: Appointment reminders and quick notifications
– Phone Calls: Booking assistance and urgent matters. Also matters relating too rescheduling, cancelling or rebooking appointments.
– Patient Check-Ins: Follow-ups after appointments when necessary

If you have any communication preferences, please let us know. Your privacy is important to us, and we will only contact you regarding your care and clinic-related matters.

Patient Information & Consent: Use of AI for Clinical Documentation

At My Body Clinic, we are committed to providing high-quality, patient-centred care while protecting the privacy and security of your personal information.

To support our practitioners and improve the efficiency of clinical documentation, we may use secure artificial intelligence (AI) technology to assist with preparing clinical notes and correspondence.

How AI Assists Your Practitioner

During your consultation, your practitioner may use handwritten notes, voice-to-text transcription, or, with your knowledge, a secure audio recording of the consultation to assist with documenting your appointment.

The AI technology converts this information into a draft clinical note or letter. This allows your practitioner to spend more time focusing on you and your treatment, while reducing the administrative time required after your appointment.

All clinical documentation generated with the assistance of AI is carefully reviewed, edited where required, and approved by your treating practitioner before being saved to your medical record.

Protecting Your Privacy

Your privacy and confidentiality remain our highest priority. We take appropriate measures to ensure your information is handled securely.

This includes:

• Any audio recordings used to assist with documentation are permanently deleted once the clinical notes have been finalised.
• The AI platform we use is securely hosted within Australia.
• Your personal information is not retained by the AI provider or used to train, develop, or improve AI models.
• Only the minimum information necessary to prepare your clinical documentation is processed through the AI system, and appropriate safeguards are in place to protect sensitive health information.

Your Consent

By attending an appointment at My Body Clinic, you acknowledge and consent to the use of secure AI technology to assist your practitioner with preparing clinical documentation and correspondence.

The use of AI is solely to support documentation and does not replace the clinical judgement, assessment, or decision-making of your treating practitioner.

If you have any questions about how AI is used, or if you would prefer that AI not be used as part of your consultation documentation, please let your practitioner or our reception team know prior to your appointment. We will discuss the available alternatives and do our best to accommodate your preferences.