Cancellation policy.

At Western Exercise Physiology, we value your time and are committed to providing the highest level of care. To ensure fairness and availability for all clients, including those supported through NDIS, Medicare, and Workcover, we have established the following cancellation policy.

1. Appointment Cancellations

We kindly request a minimum of 24 hours notice for all appointment cancellations or rescheduling. This allows us to offer your session to another client in need of care.

2. Late Cancellations

Cancellations made less than 24 hours before the scheduled appointment time will incur a cancellation fee of 50% of the appointment fee.

Note: This applies regardless of funding source, unless otherwise stipulated by your plan or case manager.

3. No-Shows

Clients who do not attend their appointment without prior notice ("no-shows") will be charged 100% of the session fee.

4. NDIS Participants

Western Exercise Physiology complies with the NDIS Pricing Arrangements and Price Limits.

  • A 100% cancellation fee may apply for non-attendance or late cancellations, as per NDIS guidelines.

  • This policy applies to both self-managed and plan-managed participants.

  • All charges will be clearly documented in service agreements and invoiced in line with NDIS requirements.

5. Medicare Appointments

Medicare-subsidised appointments under a GP Management Plan:

  • A cancellation or no-show may result in a private fee, as Medicare rebates cannot be claimed for missed appointments.

  • Continued missed appointments will impose a referral review and cancellation of treatment.

6. Workcover/Insurance

For clients attending under Workcover or other compensable schemes:

  • Missed appointments or cancellations without 24 hours’ notice will be notified to your case manager.

  • Continued missed appointments will impose a referral review and cancellation of treatment.

7. How to Cancel

Please contact us via:

  • Phone: 0459 399 994

  • Email: admin@westernexercisephysiology.com.au

If cancelling outside business hours, please leave a voicemail or send an email.

8. Exceptions

We understand that emergencies, illness, or unforeseen circumstances can arise. Please notify us as soon as possible. Discretion may be applied in genuine cases, especially for medical or family emergencies.

9. Repeated Cancellations

Clients who cancel or fail to attend multiple sessions may have their appointment availability limited or treatment cancelled.