Appointment, Fee & Service Policy

1. Our Care Commitment

At Axial Chiropractic, led by Dr Nicholas Chambers (Chiropractor), every consultation is dedicated exclusively to you. We focus on providing thorough, unrushed, and evidence-informed musculoskeletal care. To ensure clarity, fairness, and optimal scheduling for all patients, this policy outlines our clinical, financial, and administrative procedures.

2. Fees & Payment Expectations

  • Payment Due Date: Payment in full is required on the day of service at the completion of your consultation.

  • Fee Transparency: We believe in complete transparency; all consultation and service fees will be clearly explained prior to your assessment or treatment.

  • Accepted Payment Methods: We accept EFTPOS, Visa, Mastercard, and Cash on-site at our Tuggerah clinic.

3. Health Funds, Medicare & Third-Party Schemes

  • Private Health Insurance (HICAPS): We provide instant on-site health fund claiming via our HICAPS terminal. Your rebate will be processed immediately, leaving only the gap fee to pay on the day. Please note that rebate amounts depend entirely on your specific health fund cover and individual benefit limits; it is your responsibility to confirm your eligibility prior to your visit.

  • Medicare & Referral Schemes: Where applicable, we accept Medicare Chronic Disease Management (CDM / EPC) plans and Department of Veterans' Affairs (DVA) referrals issued by your GP. Any out-of-pocket gap fees remain the responsibility of the patient.

4. Appointment Management & Cancellation Policy

Because we schedule extended 1-on-1 consultations, late cancellations and missed appointments prevent other patients in pain from receiving timely care.

  • Notice Required: We require a minimum of 24 hours’ notice if you need to cancel or reschedule your appointment.

  • Notice Given (24+ Hours): No fee applies. We will gladly help you move your consultation to a more convenient time.

  • Late Cancellation (Under 24 Hours): Appointments cancelled or rescheduled with less than 24 hours' notice may incur a 50% cancellation fee.

  • Failure to Attend ("No-Show"): Missing an appointment without prior notice will incur a 100% consultation fee.

  • Arriving Late: If you arrive late, Dr Nicholas Chambers will do his best to accommodate your care within your remaining scheduled time. To prevent delaying subsequent patients, your consultation may be shortened, and the full appointment fee will still apply.

  • Exceptional Circumstances: We recognise that sudden illnesses and genuine emergencies occur. Cancellation fees may be waived at clinic discretion under exceptional circumstances.

How to Modify Your Booking:

  • Phone: Call us on (02) 4316 5608 (if calling outside business hours, please leave a clear voicemail).

  • Online: Follow the modification/reschedule link inside your appointment confirmation or reminder email.

  • Email: Contact us directly at nic@axialchiropractic.com.au.

5. Refunds & Professional Service Policy

Fees are charged for professional time, comprehensive clinical assessments, and delivered therapies.

  • Refunds are not routinely provided once a consultation or clinical service has been delivered.

  • If you have any questions or concerns regarding your fees or billing, please speak directly with Dr Nicholas Chambers or our administration team as soon as possible so we can address them promptly.

6. Use of AI-Assisted Clinical Documentation

To maintain accurate clinical records while giving you our full, face-to-face attention, Axial Chiropractic may utilise secure, AI-assisted documentation software.

  • Audio Recording & Consent: Where used, audio recording of your consultation may occur solely for generating clinical documentation. Use of this technology is strictly subject to your explicit consent.

  • Practitioner Oversight: AI tools do not make clinical decisions, diagnose conditions, or determine treatment. All generated notes are thoroughly reviewed, edited, and verified by Dr Nicholas Chambers before being added to your confidential file.

7. Changes to Fees and Policies

Axial Chiropractic reserves the right to update consultation fees, administrative policies, or operational terms from time to time. Any changes to fees or clinic guidelines will be updated on our website and communicated clearly prior to your booking where appropriate.

If you have any questions about fees, payments, or appointments, please speak with us — we are always happy to clarify.