Clinic Policies

At Mind Oasis Clinic, our policies are designed to ensure safe, ethical, and high-quality care for all patients. By booking an appointment with our clinic, you agree to comply with the policies outlined below.

Appointment Booking Policy

Patients are responsible for booking follow-up appointments well in advance to ensure continuity of care and to minimise delays due to clinician availability.

When transferring to a different psychiatrist within the clinic, patients may be required to attend a new initial assessment appointment. This is because each psychiatrist conducts an independent clinical assessment and develops their own treatment plan. A new referral may be required when transferring to another psychiatrist to ensure Medicare eligibility, continuity of care, and compliance with clinic requirements.

Patients who have not attended an appointment with their treating psychiatrist for two years or longer may be required to undergo an extended reassessment consultation. In these circumstances, a 50-minute appointment may be required to allow for a comprehensive review of their current clinical presentation, treatment history, and ongoing care needs.

Appointment Reminder Policy

Mind Oasis Clinic offers appointment reminders as a courtesy service.

While we endeavour to provide appointment reminders where possible, receipt of a reminder cannot be guaranteed. Patients remain responsible for attending their scheduled appointment regardless of whether a reminder has been received.

Cancellation Policy

To help us provide timely access to care for all patients, we require a minimum of 48 hours' notice, excluding weekends and public holidays, to cancel or reschedule an appointment.

Appointments cancelled with less than 48 hours' notice will incur a cancellation fee equal to 50% of the consultation fee.

Example:

A Monday 10:00am appointment must be cancelled by the preceding Thursday at 10:00am.

Please note:

Failure to attend an appointment may result in a non-attendance fee equal to 50% of the consultation fee.
Cancellation and non-attendance fees do not attract a Medicare rebate.

Clinic-Initiated Appointment Changes Policy

Mind Oasis Clinic endeavours to provide all appointments as scheduled. However, appointments may occasionally need to be cancelled or rescheduled due to clinician illness, unforeseen circumstances, technical issues, or operational requirements.

Where possible, patients will be notified as early as possible.

If an appointment is cancelled by the clinic:

Any fees paid will be refunded in full; and/or
An alternative appointment will be offered at the earliest suitable opportunity.

Mind Oasis Clinic will take reasonable steps to minimise disruptions but, to the extent permitted by law, is not liable for indirect or consequential losses arising from appointment changes.

Late Arrival Policy

To assist us in providing timely care to all patients, we ask that patients arrive at least 10 minutes before their scheduled appointment time.

Arrivals Up to 15 Minutes Late

The consultation may be shortened to the remaining available time, and the full consultation fee may still apply.

Arrivals More Than 15 Minutes Late

Due to time constraints, the appointment may be cancelled and treated as a non-attendance. In such cases, a non-attendance fee equal to 50% of the scheduled consultation fee may be charged.

Doctor Communication Policy

To minimise disruption to clinical services, doctors are generally unable to provide clinical advice outside of scheduled appointments.

This includes enquiries relating to:

Medications
Prescriptions
Symptoms
Side effects
Medical certificates
Medical reports
Forms and applications

Patients are required to book an appointment to discuss these matters.

Requests for reports, forms, letters, or other administrative work completed outside of a consultation may attract a separate fee.

Prescription Policy

Patient safety is our highest priority.

Patients are required to attend regular review appointments before prescriptions can be issued or renewed.

As a general policy:

Prescriptions are issued only following a consultation. Requests for prescriptions by phone or email will not be actioned without an appointment.
Patients should arrange follow-up appointments before running out of medication.
Expired prescriptions cannot be renewed without review.
Lost or stolen prescriptions or medications will generally not be replaced.
Early replacement prescriptions will generally not be provided.

Treatment and prescribing decisions remain at the discretion of the treating clinician and will be based on clinical assessment and applicable regulations.

Referral Requirements Policy

To be eligible for Medicare rebates, patients are responsible for ensuring they have a valid GP referral or specialist referral where applicable at the time of their appointment.

Psychiatry and Paediatrics

GP referrals are generally valid for 12 months from the patient's first appointment with the specialist, unless otherwise stated by the referring doctor.
Specialist-to-specialist referrals are generally valid for 3 months.

ADHD and Psychiatric Assessment Policy

Comprehensive psychiatric assessments are designed to ensure accurate diagnosis and safe treatment planning.

Most ADHD and psychiatric assessments require more than one appointment and may involve:

Detailed clinical history
Standardised screening tools
Review of previous records
Collateral information from family members, carers, schools, or other healthcare providers
Additional investigations where clinically indicated

Completion of an assessment does not guarantee a specific diagnosis or the prescription of medication.

Treatment recommendations are based on individual clinical needs and may include psychological, behavioural, lifestyle, and medication-based interventions where appropriate.

Schedule 8 Medication Policy

Some psychiatric medications, including stimulant medications used in ADHD treatment, are classified as Schedule 8 (Controlled Drug) medications and are subject to additional regulatory requirements. These requirements may vary depending on the patient's state or territory of residence.

Patients prescribed Schedule 8 medications may be required to:

Attend regular follow-up appointments.
Participate in ongoing clinical monitoring.
Comply with medication safety requirements.
Provide relevant clinical information when requested.

Patients must:

Use medications only as prescribed.
Keep medications secure.
Not share, sell, or supply medications to others.
Inform their treating clinician of all prescribed medications and relevant changes to their health.

Evidence of unsafe medication use, medication diversion, fraudulent behaviour, substance misuse, non-compliance with regulatory requirements, or significant clinical risks may result in modification, suspension, or discontinuation of treatment at the psychiatrist's discretion.

Collateral Information Policy

A comprehensive mental health assessment may require information from individuals other than the patient.

This may include:

Family members
Carers
Teachers
Other healthcare professionals

Collateral information is obtained with the patient's consent, or as otherwise permitted by law.

Collateral interviews may occur during a consultation or separately and may attract additional Medicare or private fees depending on the circumstances.

Privacy Policy

Mind Oasis Clinic is committed to protecting patient privacy and handling personal information in accordance with applicable privacy legislation, including:

Privacy Act 1988 (Cth)
Australian Privacy Principles
Relevant health privacy legislation

Personal information is collected for the primary purpose of providing healthcare services, managing appointments, processing payments, communicating with healthcare providers involved in patient care, and satisfying legal and regulatory obligations.

Patient information may be accessed by authorised administrative and support personnel located outside Australia for operational and support purposes, subject to appropriate privacy and confidentiality safeguards

Crisis and Emergency Policy

Mind Oasis Clinic is not an emergency service and cannot provide crisis intervention.

If you are experiencing a medical or psychiatric emergency, you should:

Call 000 immediately; or
Attend your nearest hospital emergency department.

Medico-Legal Policy

Mind Oasis Clinic generally does not accept patients seeking assessment or treatment primarily for court proceedings, litigation matters, compensation claims, or medico-legal reporting.

Clinicians reserve the right to decline requests for medico-legal assessments or reports.

Conflict of Interest Policy

Patients who are related to each other, including family members, partners, or individuals with significant personal relationships, must disclose this information at the time of booking.

Where a conflict of interest is identified, the clinician may determine that it is not clinically appropriate to proceed and may recommend care with another practitioner.

Patients are responsible for informing the clinic of any potential conflicts so appropriate arrangements can be made.

Zero Tolerance Policy

Mind Oasis Clinic maintains a zero-tolerance approach to:

Abusive behaviour
Aggressive behaviour
Harassment
Threats
Discrimination
Intimidation

towards staff, clinicians, contractors, and other patients.

Patients who engage in such behaviour may be asked to leave the premises and may be discharged from the clinic. Serious incidents may be reported to relevant authorities where appropriate.

Right to Terminate Care Policy

Mind Oasis Clinic reserves the right to discontinue a provider-patient relationship where appropriate, including but not limited to:

Repeated non-attendance
Repeated late cancellations
Non-payment of fees
Failure to comply with agreed treatment plans
Conduct that places staff or others at risk
Threatening, violent, fraudulent, medication diversion, or other unlawful behaviour
Situations where another healthcare provider may be better suited to the patient's needs

Where clinically appropriate, reasonable steps will be taken to facilitate continuity of care and transfer of records in accordance with applicable professional obligations.

Last Updated: 14 October 2026