Cancellation & No-Show Policy
Last Updated: November 2025
If you need to cancel or reschedule your appointment, please provide at least 48 hours’ notice. This allows us to offer the appointment to other patients and ensures effective use of clinician time and clinic resources. You may cancel by phone, email, or by replying to your confirmation SMS.
Cancellations with less than 48 hours’ notice are considered late cancellations. Patients acknowledge and agree to this policy when scheduling of their initial appointment, signing our consent forms, and verbal discussion during their initial appointment.
Late Cancellation Fees
- Less than 48 hours’ notice: $200 fee (non-Medicare rebatable)
- Less than 24 hours’ notice: $285 fee (non-Medicare rebatable)
For patients funded by CTP, WorkCover QLD, Moblink or other third-party payers, please note that late cancellation fees cannot be billed to these organisations and will remain your personal responsibility.
Repeated Non-Attendance
Two or more consecutive late cancellations or no-show appointments may result in discharge from treatment. Your clinician will attempt to contact you to discuss the pattern of missed appointments and consider whether continued care remains appropriate. If discharge is required, you will be referred back to your GP or original referrer within 2 business days to support continuity of care.
Emergencies and Unforeseen Circumstances
We understand that genuine emergencies occur, including sudden illness, accidents, severe weather, or unexpected family crises. If your absence is due to an emergency, please contact our Administration Team. Each situation will be reviewed on a case-by-case basis.
Clinician-Initiated Cancellations
Conscious Mind Centre clinicians are committed to maintaining all scheduled appointments. However, rare and unforeseen circumstances may require appointment cancellations.
In the event a clinician needs to cancel an appointment due to emergencies, illness, or other unforeseen circumstances, Conscious Mind Centre will:
- Notify you promptly via phone and SMS.
- Offer to reschedule your appointment at your clinicians next earliest available appointment.
Where circumstances allow, Conscious Mind Centre will provide at least 24 hours’ notice for any clinician cancellations, with the exception of emergencies. Please note, Conscious Mind Centre will not reimburse or financially compensate patients for any inconvenience caused by clinician cancellations.
Appointment Reminders
Appointment reminders are sent by SMS 72 hours before your appointment. If no reply is received, a second reminder is sent at 48 hours. Please reply “YES” to confirm.
If we do not receive confirmation within 2 hours of the 48-hour reminder being sent, your appointment will be considered cancelled and the cancellation policy applies.
This means that cancellations made after this point will incur the late-cancellation fee.
If you have concerns about keeping regular appointments or responding to reminders, please speak with your clinician or our Administration Team so we can explore suitable arrangements.