Terms and Conditions

1. Products and Services

   PsychAdmin services for which charges apply, are as follows:
   • Telephone answering between 9am and 6pm Monday to Friday (Eastern Standard Time and Eastern Daylight Saving Time), excluding National Public Holidays (New Years Day, Australia Day, Good Friday, Easter Monday, ANZAC Day, Queens Birthday, Christmas Day, Boxing Day).
   • Calls received outside operating hours will be diverted to your personalised message bank and retrieved the following business day
   • Appointment book management
   • Client waiting list management
   • SMS appointment confirmation (included in package charge)
   • Email of next day’s appointments (included in package charge)
   • Email of information pack to new clients (included in package charge)
   • Use of our customised web-site and appointment book
   • Outgoing calls/fax/SMS/emails (extra charges apply)
   • Audio typing (extra charges apply)
   • Drafting, printing, sending of correspondence (extra charges apply)
   In keeping with our commitment to provide up to date products and services there may be changes in the above-mentioned products and services. PsychAdmin reserves the right to introduce or change products and services at any time, without prior notice. We are dedicated to providing you with a professional and reliable service and have systems and procedures in place to do this. If you require services outside the scope of our standard packages we will be happy to tailor a package to suit your needs. Any requests that fall outside our standard packages attract extra charges.

2. Telephone Number

   The telephone number assigned by PsychAdmin to Customer shall not be used for any illegal or illegitimate purpose. Customer agrees that any telephone number that is assigned to Customer by PsychAdmin is and shall remain the property of PsychAdmin. The Customer will not advertise Assigned Number.

3. Computer Storage and Internet, ADSL or Broad Band Link, Power Outage

   PsychAdmin shall store customer information on PsychAdmin computers and web-site. All customer information and data is hosted in a secure environment with SSL Certificate. Customer acknowledges and agrees that computers, internet servers, equipment, and telecommunications links are susceptible to down-time. PsychAdmin shall use its best endeavours to maintain the functionality of its Services at all times; however, PsychAdmin expressly disclaims any representation or warranty that it shall maintain continuous and uninterrupted data or computer services.

4. Appointment Book

   There are two types of calendar entries that can be made using your online appointment book:- 1. Appointments that are linked to client files and automatic functions such as SMS confirmations, and calendar entries that are not appointments, rather notes or reminders that indicate lunch breaks etc. As any appointment in your calendar (entered as appointment or calendar note) will generate incoming phone calls, it is deemed an available appointment and is therefore included in your appointment limit. We answer and manage all calls pertaining to all your appointments, so all your appointments, even those made as calendar notes, we consider appointments for billing services.

5. Disclaimer of Liability

   While PsychAdmin will endeavour to receive and pass on information verbally or by mail, facsimile, telephone, SMS, email or data entry to the intended recipient(s) as promptly and as accurately as possible, we give no specific warranty or representation to that effect. PsychAdmin shall take no responsibility and shall not be liable for any cost or damage to the customer(s), sender(s) or the intended recipient(s) or any other person, company or organisation or third party arising directly or indirectly for errors or inaccuracies or misdirection of information, transaction or service or failure to pass on any particular information, transaction or service within a specified time period or at all. Customer shall fully release and indemnify PsychAdmin against any actions, claims, demands, suits (and any appeal there from) indirectly or directly related to this Agreement or the subject matter hereof. PsychAdmin shall also be indemnified in respect of any and all loss or damage suffered by Customer arising from computer-based vandalism, cybercrime or hacking, however described and howsoever arising.

6. Privacy

   We recognise your right to privacy and are committed to protecting it. Therefore, we treat all information, including your personal details, as private and confidential, and we will not disclose this information to other individuals or organisations without your knowledge and prior consent, unless such disclosure is required by law. PsychAdmin will not divulge any appointment or accounting information to others other than the practitioner concerned.

7. Scheduled Fees

   Scheduled fees are charged monthly in advance as per schedule below. Add ons charges in arrears unless purchased in bundles in advance. Fees are automatically renewed monthly unless cancelled in writing thirty (30) days prior. Basic package costs: (excludes outgoing calls/SMS/email, excludes drafting/printing/sending of correspondence, excludes audio typing). Charges remain the same regardless of your do not book instructions, time when you are unavailable, your practice is closed, you are on leave, or you are otherwise not working/open/available. Please contact PsychAdmin for full Information Pack and Scheduled Fees.

8. Fees Generally Incurred

   Customer hereby authorises PsychAdmin to charge the credit card account provided on the Joining Customer Agreement Application (or other credit cards or facilities provided) for invoiced amounts monthly or for any amounts owed under this Agreement including but not limited to, past due balances, re-establish/activate fee, dishonour fee, or as a result of any other fee incurred due to the termination of this Agreement. Charges for monthly services are billed and payable in advance. Should there be any calls received post termination date PsychAdmin will continue to invoice the customer for the full monthly rate. An administration charge of $150 will be incurred by any Customer who changes the name of the company or business or who ceases then recommences the service to re-establish / activate the Customer / new name in the systems. A charge of $30 will apply due to inadequate funds on the credit card at the time of debiting monthly services.

9. Incentive Scheme

   The two week discount you receive is equivalent to the cost of the new psychologist’s package. Any discount the new psychologist receives will be deducted from the Incentive Scheme discount you receive. You will receive your discount when PsychAdmin have received the new psychologist’s payment.

10. Termination

    Either party may cancel this Agreement without any reason in writing upon thirty (30) days prior notice to the other party. The minimum service period shall be one month. PsychAdmin reserves the right and the Customer agrees that PsychAdmin may cancel and terminate any and all services to Customer immediately and without prior notice in the event that Customer fails to fulfill any material obligation contained hereunder. In the event PsychAdmin decides to reactivate any cancelled services, PsychAdmin may first require Customer to pay a reactivation fee. All Customer data will be deleted at the end of service period.

11. Disputes

    The legal relations of the parties hereunder, and all other matters hereunder, shall be governed by the laws of the State of Victoria. Unresolved disputes shall be resolved in a court of competent jurisdiction in Melbourne and all parties hereto consent to the jurisdiction of such court. These terms and conditions of services and the joining customer agreement sets forth the entire and final agreement between the parties hereto with respect to the subject matter hereof. Modifications or additions to this Agreement shall be considered valid only when mutually agreed upon in writing. This Agreement shall be binding upon the parties.

12. Miscellaneous

    Customer shall be solely responsible for providing PsychAdmin in writing with any changes or revisions to Customer information. Additionally, the Customer is solely responsible for maintaining accurate appointment availability in personal appointment book.

ABN 86 111 533 058 Trading as PsychAdmin