WCW Appointment and Cancellation Policy
Includes Day Spa Packages, Gift Voucher Bookings, Group bookings, Workshop & Special Event Cancellation policies & memberships (see below)
In the consideration of other patients who may miss out on the opportunity of a session they may need, we will now be enforcing a strict 4 hour cancellation policy for all appointments. This policy is being updated & effective from 15th January 2016 and is in place to improve the standard of our service to you and other clients. Making an appointment at the Wellness Centre Wollongong is acknowledgement of this cancellation policy.
Pay on the Day
The Wellness Centre Wollongong has a strict “pay on the day” policy, including all initial appointments for private consultations with or without referrals(with a valid GP referral and approval from your insurer you should be able to claim this visit back through your insurance). If a payment is not made on the day a $15 administration fee will apply.
Gift Voucher Bookings
When making an appointment using a Gift Voucher the voucher number needs to be quoted at the time of booking on the phone or noted when making an online booking request. Gift Vouchers must be used within the validity date.
The Wellness Centre Wollongong has HICAPS facilities, which allows you to use your participating health insurance card (e.g. Medibank, HBF MBF etc) with most practitioners and obtain an instant rebate. Gap payments can then be made with EFTPOS facilities or cash only. The Wellness Centre accepts Visa, Mastercard, Amex & EFTPOS. Cheque payments are not accepted.
All Wellness Centre Practitioners are registered with Private Health Funds. Please ensure that you have checked with your health fund to ensure coverage for the applicable service prior to your appointment. Some practitioners are only covered with specific funds. The WCW takes no responsibility for any errors or misunderstanding between patients and health funds regarding rebates.
Late Arrival Policy
Late arrivals may not receive an extension of their scheduled appointment and will be charged in accordance with their scheduled appointment. This time has been allocated to you. In special cases, and when our schedule will allow, we may be able to accommodate a partial or full appointment. This will be at our discretion and will only occur with proper, advanced notification of your late arrival. If your therapist is running late, due to unforeseen circumstances, you will receive your full scheduled appointment allocation.
Cancellation and Failure to Attend Policy (Day Spa & Group Booking Conditions here)
We prefer 24hours notice for rescheduling or cancelling appointments. The Wellness Centre Wollongong enforces the following cancellation policy:
- More than 4 hrs notice given - no fee payable, we appreciate your advanced notice;
- 1-4 hrs notice given - 75% of the consultation fee will be applied against your account; and
- Failure to attend a scheduled appointment or less than 1 hours notice - 100% of the consultation fee will be applied against your account plus GST
Cancellation can be by phone, reply to your confirmation email or via our Contact Us page HERE.
Making an appointment at the Wellness Centre Wollongong is acknowledgement of this cancellation policy.
It will be necessary to clear all fees owing prior to receiving further appointments at our practice.
Workshops & Events
If you have booked for a workshop and are unable to attend a workshop for any reason, please let us know as soon as possible in order your place can be offered to someone else.
If you are registered for a workshop you must cancel at least 1 week prior to the workshop to receive a full refund (a 5% admin fee will be deducted). Cancellations up to 48 hours prior to workshop will be liable for a 25% cancellation fee. Unfortunately refunds cannot be issued for cancellations made less than 48 hours prior to the workshop.
In some circumstances, you may be able to transfer the payment to an alternative future workshop or course. This option is offered at the discretion of the event organizer. In the event that a transfer is agreed between both parties no further refunds or tranfers will be allowed.
In the event of the cancellation of an event by the organizer, you will receive a full refund of the course fee. If an event is moved from its advertised venue and/or the date is changed, your payment will remain valid if you wish to attend the rescheduled event. If not, we will issue a full refund.
Unfortunately the Wellness Centre Wollongong cannot be held responsible for unforeseen circumstances (such as weather or transport problems) that lead to the participant being unable to attend the scheduled course or workshop.
Direct Debit Studio Memberships
We just request 4 weeks minimum for direct debit passes and 7 days written notice to cancel or put your membership on hold.
Memberships (6mths, 12mths) require a commitment to yourself and to the Wellness Centre. If circumstances change and you find yourself in financial please discuss your situation with us directly.
If you need to cancel your membership 5 day written notice (email) is required.
A fee of 35% of the unused portion of the membership is required. You can cancel your Membership in the Minimum Term if you contract a serious illness or a permanent physical incapacity which is confirmed by a medical practitioner that we reasonably agree to and you pay the Administration Fee of $50
Remembering your Appointment
All appointments with all practitioners are to be written on a card. It is the patient’s responsibility to keep their appointment card safe, and arrive at the time stated on the card. Unfortunately we cannot be held responsible if you lose your appointment card.
The WCW offers a courtesy email/text reminder system, however this is not intended to substitute the card written appointment.
The Wellness Centre Wollongong has the right to refuse entry at anytime.