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Payment and Cancellations

Payment Questions

What is the cost of an intensive session?

Your intensive sessions cost will be dependant on how many hours per day your child is doing therapy. The rate for all individual intensive therapy session is $193 per hour. To calculate the total cost of an intensive, simply multiply the above rate by the number of days (typically 15) and the number of sessions per day.

For example, a 3-hour daily program will have a total cost of $8,685 ($193 x 3 x 15). Each intensive will also have an additional charge of $289.50 to cover the end of Intensive Summary Report that will be written for your child.

For our full fee schedule, please click here.

Additional Charges

There may be some additional charges for your intensive if your child is deemed suitable for Neuromuscular Electrical Stimulation (NMES), including Vital Stim and Task-Specific Electrical Stimulation (TASES). As these therapy styles are optional, this will be discussed up front with you with your therapist.

Pop up Intensives also have an additional travel and resource preparation fee. You can find details here.

  • Occasionally your child’s sessions may require the creation of specific resources or prior preparation for specialised or child-specific AAC. If this work is to be completed outside of or prior to your pre-arranged session times, it will be charged out at $193 per hour. Once we are fully aware of your child’s needs, we will provide you with an estimate for these services.

What is the cost of weekly therapy?

Weekly therapy sessions at NAPA are currently $193 per session.


Additional Charges

There may be some additional charges if your child is deemed suitable for Neuromuscular Electrical Stimulation (NMES), including Vital Stim and Task-Specific Electrical Stimulation (TASES). As these therapy styles are optional, this will be discussed up front with you with your therapist.

Do I need to pay a deposit for intensives?

To confirm your intensive, the following must be completed:

  • If Self-Managed (or paying privately), a $1000 deposit (payable within 7 days of receipt of tax invoice) will be required to secure the participant’s place. All intensives must be fully paid 30 days in advance of the session start date OR
  • If NDIA-Managed, a signed NAPA Service Agreement must be returned on behalf of the participant and a valid NDIS service booking must have been successfully made OR
  • If Plan-managed, a signed NAPA Service Agreement must be returned on behalf of the participant and NAPA Centre must have received acknowledgment in writing from the plan manager that the participant has sufficient funds to cover the intensive.

Please note that NDIA or plan managed funds will not be able to be used to secure or pay for an intensive that falls outside of a participant’s current plan dates, and therefore a full deposit of $1000 will be required.

Once the above is completed, your child’s place is confirmed, meaning you have made a commitment to attend all scheduled appointments in the agreed intensive program. Your child’s full intensive schedule will be allocated specifically over the intensive period with therapy hours prepared in advance for the session. It is not possible to opt out of specific weeks or days within the scheduled intensive without being charged the full fee for sessions missed. For any illness that occurs during the session our general cancellation policy (below) will apply.

 

When do I need to pay the balance of my child’s intensive?

All intensives must be fully paid 30 days in advance of the session start date. Alternatively, a valid NDIS service booking must have been successfully made on your behalf or NAPA Centre must have received acknowledgment in writing from your plan manager that you have sufficient funds to cover your intensive.

You cannot use NDIS or plan managed funds to secure or pay for an intensive that falls outside of your current plan dates, and therefore a deposit or payment may be required from you.

How do I pay for weekly sessions?

  • If Self-Managed (or paying privately), weekly therapy sessions must be fully paid on the date of treatment.
  • If NDIA-Managed, a signed NAPA Service Agreement must be returned on behalf of the participant that covers the treatment dates and a NDIS claim will be made on the participant’s behalf.
  • If Plan-managed, a signed NAPA Service Agreement must be returned on behalf of the participant & NAPA will email all invoices for payment to the participant’s plan manager.
  • In all instances, NAPA reserves the right to cease the provision of ongoing services if outstanding balances are in excess of $600.

Payment of Reports

  • Once a requested report has been completed, you will receive a notification and invoice for the report fees. This invoice must be paid in full prior to release of the report.
  • Should your child’s report require amendments, these may be charged at a later date (dependant on the amendments required).

What are NAPA’s terms and conditions of service?

NAPA Centre’s terms and conditions are all outlined here. Our Terms and conditions must be signed and returned to NAPA prior to the commencement of treatment. You must have completed our terms and conditions prior to commencement of services at NAPA. You can complete the terms and conditions document online here.

NAPA Centre Pty Ltd reserves the right to make changes to these terms and conditions from time to time to reflect its own updates, or those of the NDIS.

Cancellation Policy & Schedule Changes

What is NAPA's Cancellation Policy?

Here at NAPA, we value both your time and our therapists’ time. Your child’s appointment time has been allocated for your needs with therapy being prepared in advance for the session. However, we understand that sometimes you may need to cancel or reschedule appointments. We ask that if you need to cancel or reschedule, you do so 48 hours prior to the appointment, so we can best manage our team’s time and our waitlist demand.

  • Any cancellations within 48-hours of the appointment (or by Friday if the appointment is on Monday) is considered a short-notice cancellation and will incur the full session fee per session missed.
  • The cancellation fee may be reduced by 50% of the full session fee if a medical certificate is provided within 24 hours of the missed appointment/s. Medical certificates must be in your child’s name.
  • If you fail to attend any scheduled appointment (with no notice), the full session fee will be applicable regardless of the reason.
  • Before cancelling an appointment, please consider other options such as converting the session to a telehealth (online session) or the creation of resources for your child. Subject to availability, rescheduling to another time may also be an option.
  • ​Repeated cancellations, regardless of the reason, reduces our ability to achieve your child’s treatment outcomes. When a client demonstrates a pattern of poor attendance or poor follow-through of recommendations, we reserve the right to offer that appointment to someone else on our waitlist who may be better placed at that time to receive our help.
  • Our cancellation policy falls within the guidelines set out by the NDIA, and is in fact, more generous that what is allowable. We thank you for your understanding and compliance with the above cancellation policy, which enables us to continue to operate in this sector.

Are there costs to change or cancel an intensive?

To change the date of your child’s intensive following confirmation OR change significant components of the intensive (such as treatment hours/therapy type), a $250 service fee will apply. All changes are strictly subject to availability. Requests must be in writing and received no less than 30 days prior to the intensive start date. 

If you need to cancel your child’s confirmed intensive you must do so by notifying NAPA in writing. Please note the following charges apply:

  • If the cancellation is advised more than 30 Days prior to the session start date: A cancellation fee of $500 will be charged – which will be taken from your deposit or charged through to your plan manager/NDIA plan.
  • If the cancellation is advised within 30 days of the session start date: A cancellation fee of $1000 will be charged – which will be taken from your deposit or charged through to your plan manager/NDIA plan.

What if I need to pause or take a break in my weekly sessions?

  • If completing an intensive with NAPA, your child’s weekly schedule will automatically be placed on hold during this time at no cost.
  • If a break in your child’s weekly program is required, NAPA can put sessions on hold for a maximum of 2-weeks, up to twice a calendar year (but not within 3 months of each other).
  • If a longer break is required but you still wish to hold onto your child’s appointment times/therapist, a holding fee of 50% per session fee missed is required to keep your child’s place.
  • Alternatively, you can release your child’s appointment times and restart them once they are ready to resume therapy. Please note that your child will likely return to the waitlist and the same session time/day/therapist may not be available.

Fees are subject to change: Please note, NAPA reserve the right to update service fees, cancellation policy, and cancellation fees at any time. Notice is given if NAPA do make updates and the current terms and fee charges at the time of the cancellation will always apply.

How to cancel a therapy appointment or intensive?

If you need to cancel or amend a therapy appointment with us then we suggest calling the clinic as soon as you know you will be unable to attend.

You can also email info@napacentre.com.au (Sydney) or melbourne@napacentre.com.au (Melbourne) or brisbane@napacentre.com.au (Brisbane).

Please note that cancellation fees may apply as above.

What happens with my remaining credit?

  • Unused Credit – If you have prepaid therapy and have remaining credit at the end of an intensive, any unused money may be transferred onto future sessions or simply held on your child’s account with no further charge (unless a cancellation fee applies as per above).
  • Refunds – A refund may be requested for any unused credit at any time following the completion of an intensive. A refund fee of 3% (of the amount to be refunded) will charged to cover admin and processing fees. For example, if you have $1000 in remaining credit that you would like refunded, a refund fee of $30 will apply. Refunds may take up to 30 days to be approved and applied. Please note that NAPA is only able to return funds to the source from where it was paid.
  • Being a registered NDIS Provider, NAPA is routinely audited by the NDIS. If you have had money returned to you by NAPA, that you had originally claimed or obtained from your child’s NDIS plan then we strongly suggest that you return these amounts to the NDIS to avoid action on their behalf.

Pricing and Cancellation Policy Disclaimer

NAPA reserves the right to update service fees, cancellation policy, and cancellation fees at any time and in line with NDIA guidelines. Fees, payment and cancellation terms will be applied as currently displayed on the website www.napacentre.com.au. As an NDIS Registered Provider, all NAPA pricing and cancellation terms are compliant with the current NDIS Pricing Arrangements and Price Limits stipulations which can be found at www.ndis.gov.au.

Payment Methods

Private payment – EFTPOS, Credit Card, and bank transfer

NAPA has various options available for payment including EFTPOS, Credit Card, and bank transfer. This can be paid in person when in clinic or over the phone via Visa, Mastercard or Amex.

NAPA’s preferred method of payment is via Bank Transfer.

Your intensive invoice will include all bank transfer payment details, and an online link to make payment via Credit Card (for MasterCard, Visa, Amex).

National Disability Insurance Scheme (NDIS)

NAPA is a registered NDIS provider for Early Intervention and Therapeutic Supports, so you are able to use your child’s NDIS funding to pay for therapy appointments at NAPA whether you are self managed, plan managed or NDIA Managed. NDIS funding can be used towards all NAPA services including weekly appointments and intensive therapy, as well as reports, evaluations and other services.

Your child will need to have allocated hours in their current NDIS plan within Capacity Building/Improved Daily Living. Parents/Guardians are responsible to ensure the child’s plan is valid for the time of the intensive or weekly therapy service, and that you have adequate funds allocated for therapy. Parents/Guardians will be responsible to pay for any amount that is not covered by your child’s funding. Please note there are cancellation and administration fees for changes to bookings.

  • SELF MANAGED If you are privately funding or self-managing NDIS funding for the intensive, you are required to place the deposit amount of $1,000 within seven (7) business days of your intensive invoice arriving. This amount will go towards the total of the Intensive. Receipts will be emailed to you following the completion of all payments. Please note, we are unable to amend dates, therapist names, therapy disciplines on any invoices after the appointment has been completed. You are not able to use multiple Government or private health funding sources to pay for an individual therapy session if you are claiming via the NDIS. While we do not require you to supply a Service Agreement, please ensure you are familiar with NAPA’s services and all Terms and Conditions.
  • PLAN MANAGED If your child has a Plan Management company administering their NDIS plan, you must complete and return a Service Agreement within seven (7) business days of receiving your invoice or in advance of your service, supplying in writing your Plan Management company’s full details and direct contact. Your Plan Manager will need to email NAPA to confirm that funding is available and secured to cover the intensive/planned sessions and a then deposit will NOT be required. NAPA will work with your Plan Management company to confirm terms of payment at the end of the intensive or following your service. If we do not receive Plan Manager information or confirmation of funds within seven (7) days of receipt of the invoice, your child may be moved back on to the waitlist.
  • NDIS MANAGED If your child has a current NDIS Agency Managed plan that will cover the therapy session dates of the invoice, you must complete and return a Service Agreement within seven (7) business days of receiving your invoice or ahead of your weekly services. A service booking will then be made by NAPA on your behalf and a deposit will NOT be required. If for any reason NAPA is unable to make a service booking, we will be in touch and you may have to find another way to secure your intensive.
  • SESSIONS OUTSIDE OF A VALID NDIS PLAN DATE If your child is a NDIS participant but does not have a current NDIS plan that covers the dates of the booked intensive, then you will still be required to place a $1,000 deposit within seven (7) business days of receiving your invoice to secure the place until their plan is active. Once your child has an active plan, this deposit can be returned to you once upon meeting the conditions of any of the above NDIS funding methods.

In all cases, you will be responsible for any remaining outstanding balance if your child’s NDIS funding does not cover all the hours of this intensive.

For the latest information on the NDIS please visit the following website:
https://www.ndis.gov.au/participants/how-planning-process-works

Private Health Insurance

NAPA Centre therapists are registered providers with most of the leading private health care insurers. Allied health services tend to be an added extras option on your policy and coverage and rebates between providers can vary. Please check your child’s policy with your private health insurance provider to ensure they are covered for services such as Physiotherapy, Occupational Therapy, or Speech Therapy.

How to Claim with Private Health:
HICAPS is available payment made on the day of service weekly therapy services.

For Intensive therapy blocks, full payment of the therapy sessions is required before the start of an intensive. NAPA is able to email you itemised receipts after the intensive is completed for you to claim refunds directly with your private health insurer. You will be required to inform the administration staff at NAPA prior to beginning an intensive if you intend on claiming private health insurance, so they can ensure invoices are correctly coded.

Better Start Initiative

Better Start is a funding scheme that allows children with developmental disabilities to access funding for early intervention services. Better Start is currently being phased out by the Australian Government, and children are being transitioned to the NDIS scheme.

Parents or carers of eligible children will need to register their child for the Better Start initiative before they turn six in order to access the early intervention funding.

The Better Start initiative includes the following components:

  • Funding for early intervention services and treatments for eligible children under the age of six
  • Medicare items for the development of a treatment and management plan for eligible children under the age of 13
  • Medicare items for up to four allied health diagnostic services and for 20 relevant allied health services in total for eligible children up to the age of 15 (provided the treatment and management plan is in place before the age of 13)

Who Is Eligible for This Plan?
Eligible children are those diagnosed with Down Syndrome, Cerebral Palsy, Fragile X syndrome, or a moderate or greater vision or hearing impairment, including deaf-blindness, Prader Willi Syndrome, Williams Syndrome, Angelman Syndrome, Kabuki Syndrome, Smith-Magenis Syndrome, CHARGE Syndrome, Cornelia De Lange Syndrome, Cri du Chat Syndrome, Microcephaly, or Rett Syndrome will have access to funding and new Medicare items under the Better Start for Children with Disability initiative.

If Eligible, How Can We Access This Funding?
Your state will have an overseeing body for the Better Start Program. You can contact the carer line on 1800 242 636 to ask about the Better Start Program or email betterstart@carersnsw.org.au (email address depending on your state). Your paediatrician will need to provide paperwork confirming the diagnosis to the carers in your state as part of the application. Once you are approved, you will be provided with paperwork to bring to your session at NAPA.

How Do We Use the Funding?

Better Start funding can be used to access physiotherapy and occupational therapy services at NAPA. There is a maximum of $6,000 threshold per financial year that can be used towards therapy services.

Better Start funding cannot be used to pay for late cancellations, missed appointments, or for subsidising a gap in a Medicare-funded or private health funded service.

Parents/Guardians will be responsible to pay for any amount that is not covered by your child’s funding. Please note there are cancellation and administration fees for changes to bookings.

Medicare

Medicare has a few health plans that your child may be able to access, which you can claim a rebate for. Please speak to your GP for more information on the various plans and if your child may be eligible. Please note, the rebate may not cover the full cost of an individual therapy session.

Chronic Disease Management Plan (CDM)
The Chronic Diseases Management Plan (CDM), previously known as the Enhanced Primary Care Plan (EPC), is a Medicare-rebated funding program for people who have chronic medical conditions (classified as a condition that has been present for at least six months). The CDM provides eligible clients with a partial rebate for up to five (maximum) visits across a calendar year for Allied Health services (Physiotherapy, Occupational Therapy, Speech Therapy). The five visits can be allocated across the Allied Health therapists if you need to access more than one type of therapy.

How Can We Access This Funding?
To access this type of funding, please meet with your GP to discuss eligibility. Your child may be eligible for this funding package if they have had a chronic medical condition for six months or more. You can inform your GP of how you would like to allocate the five visits, and for which therapists. Your GP will give you a form for you to bring to your appointment. After you receive this form, you are entitled to claim under the CDM.

Payment for the five appointments is required in full. NAPA will provide you with a receipt to submit to Medicare for a rebate. CDM-funded sessions cannot be paid for through your private health fund or NDIS funding.

Pervasive Developmental Disorder Plan (PDD)

The Autism Initiative is a Medicare-rebated funding scheme that has been put in place to help fund assessment and therapy for children with autism spectrum disorder (ASD) or pervasive developmental delay (PDD). The funding scheme provides funding for eligible children to access four sessions for assessment and 20 sessions for therapy with speech pathologists, occupational therapists, or psychologists.

Who is Eligible for This Plan?
This funding is eligible to be used for children up to the age of 13 but can be used only once (cannot be claimed again). Children up to the age of 15 may be eligible for treatment funding if they have a prior diagnosis of ASD or PDD.

How Can We Access this Funding?
Your GP will need to provide you with a referral to a consultant paediatrician. If the paediatrician decides further investigation is required, they may refer you to one or more allied health professionals (psychologists, speech pathologists, or occupational therapists) to assist their diagnosis. Once the diagnosis has been confirmed, your paediatrician or psychiatrist will provide you with paperwork to bring to your appointment at NAPA.

Payment for the appointments is required in full. NAPA will provide you with a receipt to submit to Medicare for a rebate. PDD-funded sessions cannot be paid for through your private health fund or NDIS funding.

Charity Support

Your child may be eligible for support from a charity (eg. Lions Club, Rotary, Steve Waugh Foundation). If you are successful in obtaining charity support to fund your therapy, NAPA are able to reissue an invoice directly to the charity so that they can pay the invoice on your behalf.

Please speak with NAPA’s administration staff if you require further information.

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