TERMS AND CONDITIONS

By registering on our Practice Client Portal, you confirm that you have read and agree to this practice’s Terms and Conditions.

1. ACKNOWLEDGEMENT 
By registering on the Practice Client Portal, booking, or paying for services, you confirm that you have read, understood, and agree to these Terms and Conditions. Registration and/or payment constitutes explicit consent.

These Terms and Conditions may be updated from time to time; continued use of our services constitutes acceptance of the most recent version.

2. DURATION OF CONSULTATIONS
The duration of a standard consultation is 50-60 min.

3. PAYMENT OF FEES

  • All consultations require full payment prior to the appointment, unless an alternative arrangement has been agreed in writing.
  • Sessions may be cancelled if payment is not received in advance.
  • 24 hours’ notice is required for cancellations or rescheduling; late cancellations or no-shows may be charged the full consultation fee.
  • I accept that in the event of my medical aid claims directly submitted by this practice on my behalf and not paid by my medical aid, that I will be liable and undertake to pay the full amount outstanding on receipt of such invoice.
  • Late payment, following a calendar month after the date of invoice, will be subject to a 2.5% Interest per month.
  • Fees are subject to change without prior notice.

4. MEDICAL AID PAYMENTS AND PRESCRIBED MINIMUM BENEFITS (PMBs)

  • Upfront Payment: We require payment in full prior to your appointment. We will only submit claims to your medical aid if there is an approved PMB or if special arrangements have been made with the practice in advance. 
  • Where the practice submits claims to a medical aid scheme on behalf of the patient, such submission is done as a service only and does not constitute a payment guarantee. The patient or guarantor remains fully responsible for the account and for resolving any queries, shortfalls, rejections, or delays with their medical aid.

  • Should a claim submitted by the practice to the patient’s medical aid not be paid in full, or not paid at all, for any reason whatsoever, the patient/guarantor will be liable for the full outstanding balance and undertakes to settle such amount upon receipt of an invoice.

  • By authorising the submission of claims to your medical aid, you provide explicit consent for the inclusion of any relevant ICD-10 diagnostic codes on invoices and claim documentation, as required by medical aid schemes in order to process claims.

  • Co-payments, deductibles, and shortfalls may apply depending on the patient’s medical aid plan and benefits. These amounts are not determined by the practice and remain the responsibility of the patient/guarantor.

  • Where a medical aid requires prior authorisation, referral letters, or benefit confirmation for out-of-hospital specialist services, it is the patient’s responsibility to obtain such authorisation before the appointment. Failure to do so may result in the claim being rejected, in which case the patient/guarantor remains liable for payment.

  • The practice is contracted with certain medical aid schemes. Where the practice is not contracted, we may still charge medical aid rates, however co-payments or shortfalls may apply in accordance with the patient’s medical aid rules.

  • If the patient may qualify for Prescribed Minimum Benefits (PMBs), the practice requires written consent to assist with the PMB application process, particularly for outpatient services. PMB approval is subject to medical aid rules and clinical criteria and cannot be guaranteed by the practice. Should PMB funding not be approved, or only partially approved, the patient/guarantor remains fully responsible for the account.

  • By authorising the submission of a PMB application and/or PMB medical aid claim, you give explicit consent for the inclusion of any relevant ICD-10 diagnostic codes on invoices and supporting documentation, as required by your medical aid scheme to process the claim.

  • You are responsible for tracking the number of PMB sessions used. If your PMB entitlement is exhausted, or if your medical aid does not approve or pay for a session for any reason, you will be liable for the full cost of any unpaid sessions.

  • Any discrepancies, shortfalls, or disputes with your medical aid are the responsibility of the patient/guarantor to resolve directly with the medical aid scheme.

  • Levy fees are not covered by medical aid and remain the responsibility of the patient.

  • Formal reports requested by the patient are not covered by medical aid and must be paid for privately.

  • If you have paid privately for a session and wish to submit the payment to your medical aid for reimbursement, please request a statement by emailing: hello@spectrumcentre.co.za

  • Medical aid schemes apply their own rules when assessing claims, diagnoses, and applications for benefits such as PMBs. In some cases, medical aids may review a member’s benefits, premiums, or policy terms following claims or PMB applications. These decisions are made entirely by the medical aid scheme and are outside the control of the practice. We encourage patients to contact their medical aid directly if they have questions about how claims or PMB applications may affect their membership.
  • The practice does not have, nor does it undertake to have, any payment agreement with any medical aid scheme or third party. The sole payment agreement exists between the practice and the patient/guarantor, regardless of medical aid membership or benefits. 

5. CANCELLATIONS, NO-SHOWS, AND LATE ARRIVALS

Cancellations

  • A minimum of 24 hours’ notice is required to cancel or reschedule an appointment.

  • Cancellations made with less than 24 hours’ notice may be charged at the full consultation fee, unless otherwise agreed at the practice’s discretion.

No-Shows

A no-show is defined as a scheduled appointment where:

  • The client does not attend the session, and

  • No prior notice of cancellation or rescheduling is received.

In the event of a no-show:

  • The full consultation fee will be charged.

  • Repeated no-shows may result in:

    • Requirement of stricter upfront payment conditions, or

    • Discontinuation of services, at the discretion of the practice.

Late Arrival

  • Sessions begin and end at the scheduled time.

  • If a client arrives late, the session will still end at the originally scheduled time.

  • Arrivals of 15 minutes or more may result in the session being cancelled or rescheduled, at the discretion of the practitioner or practice.

  • In such cases, the full consultation fee remains payable.

6. COLLECTION OF INFORMATION

  • Clients consent to the collection, storage, and use of personal information for appointments, service notifications, reminders, and newsletters.
  • Clients provide explicit consent to receive reminders and service communications via WhatsApp, SMS, and email, which may be withdrawn at any time by emailing hello@spectrumcentre.co.za
  • I give permission for any ICD-10 diagnosis to be stated on my invoice, in order to claim back from my medical aid, and on any PMB application or motivation done on my behalf.  
  • In line with HPCSA guidelines and POPIA, psychological reports may only be released to the client, unless written consent is provided stipulating a different person.
  • I consent to this practice collecting, storing, and using my personal information for the purpose of service notifications, reminders of appointments and receiving newsletters regarding services.

6A. ONLINE CONSULTATIONS

6A.1 Consent for Online Psychological Services

  • Consultations may take place via secure video conferencing platforms where clinically appropriate.
  • By booking or attending an online consultation, the client consents to receiving psychological services through such platforms.
  • While reasonable steps are taken to use secure and reputable platforms, the client acknowledges that electronic communication and internet-based services carry inherent privacy and security risks that are beyond the full control of the practice.
  • Online consultations are subject to the same professional, ethical, confidentiality, and record-keeping standards as in-person consultations.

6A.2 Privacy and Client Environment

  • Clients are responsible for ensuring that they join online consultations from a private and appropriate environment in order to maintain confidentiality.
  • The practice cannot guarantee the privacy of the client’s physical environment.
  • Where clinically appropriate, the practitioner may request that the client confirm their current physical location at the start of an online session for safety purposes.

6A.3 Technology and Platform Limitations

  • Online consultations rely on third-party technology platforms and internet connectivity. While reasonable care is taken to use reliable and secure platforms, the practice cannot guarantee uninterrupted or error-free technology services.
  • The practice is not responsible for interruptions, delays, or disruptions caused by internet service providers, software platforms, power outages, device failures, or other technical issues beyond the practice’s control.
  • In the event of a technical disruption during a consultation, reasonable efforts will be made to reconnect and continue the session. Where a session cannot continue due to technical difficulties beyond the control of the practitioner, the practitioner may attempt to reconnect, continue the consultation via an alternative platform or telephone, or reschedule the session.

6A.4 Recording of Sessions

  • To protect the confidentiality and integrity of the therapeutic process, clients may not record consultations, whether audio or video, without the explicit prior written consent of the practitioner.
  • Likewise, practitioners will not record consultations without the client’s explicit written consent.
  • If a recording is made without consent, the practice reserves the right to discontinue services.

6A.5 Electronic Communication Limitations

  • Electronic communication, including email, SMS, and WhatsApp, is intended for administrative purposes such as scheduling, appointment reminders, and general service communication.
  • These communication channels are not intended for the provision of psychological advice, therapy, or emergency support.
  • Clients should not rely on electronic messaging for urgent or clinical matters.
  • If a client requires clinical assistance, they should schedule a consultation or seek appropriate emergency support services where necessary.

6A.6 Jurisdiction and Client Location

  • Services classified as “South Africa Only” are provided strictly on the basis that the client is physically located within South Africa at the time of the session, regardless of nationality or country of residence.
  • By booking a service labelled “South Africa Only”, the client confirms that they will be physically present in South Africa at the time of the consultation.
  • If a client is found to be outside South Africa at the time of the session, the service may be converted to a consultation session at the discretion of the practice.
  • The client accepts full responsibility for selecting the appropriate service based on their physical location at the time of the session.

7. SERVICES NOT PROVIDED
This practice focuses on providing clinical care and support within our professional scope and preference. We do not complete or submit any third-party forms, claims, or reports, including (but not limited to):

  • Medical aid/insurance claim forms.
  • Disability benefit or incapacity claim documents.
  • SARS ITR disability assessment forms.
  • Employer or occupational health reports, including functional assessments.
  • Legal, forensic, or medico-legal documentation.

Use of Services for Legal or Forensic Purposes

Services provided by this practice are intended for therapeutic, assessment, and psychoeducational purposes only. Consultations, clinical opinions, and reports produced by this practice are not prepared for legal, forensic, or medico-legal purposes, including court proceedings, custody disputes, disability claims, or employment disputes.

If documentation or expert opinion is required for legal or forensic purposes, a suitably qualified forensic practitioner should be consulted.

The practice reserves the right to decline requests for documentation, testimony, or professional opinions intended for legal proceedings.

8. RIGHT TO DECLINE OR DISCONTINUE SERVICES

  • We reserve the right, at our sole discretion, to determine whether we are able to accept a new client or continue working with an existing client. Decisions regarding client suitability may be based on clinical appropriateness, availability, scope of practice, and/or the client’s adherence to these Terms and Conditions.
  • We are dedicated to treating all clients with dignity, courtesy and compassion and we expect the same in return. Spectrum Centre follows a zero-tolerance policy against any form of disrespectful, abusive, threatening, harassing or intimidating communication or behaviour towards staff or others. If a client engages in such behaviour, we reserve the right, at our sole discretion, to discontinue providing services entirely.

9. COMMUNICATION OF UPDATES

  • The full Terms and Conditions are hosted on our website: https://spectrumcentre.co.za/terms-and-conditions

  • These Terms may be updated from time to time. Continued use of our services constitutes acceptance of the most recent version.

  • The link to the full T&C will be included in all appointment reminders, booking confirmations, and invoices.

  • For significant updates, clients may also be notified via email or portal message.

10. FORMAL CLINICAL REPORTS

10.1 Nature and Purpose of Reports

Reports are not covered by Medical Aid

Once we have received payment, we will schedule the report for the next available Friday. 

Reports may take between 1 – 3 weeks to complete. The report will be emailed.

Report Outline:

  • Reason for Referral
  • Clinical Impressions
  • Diagnosis
  • DSM-5 Autism Diagnostic Criteria
  • Specifiers
  • Recommendations

The report is written in a generic format and does not include confidential information shared during the assessment.

The standard diagnostic report is intentionally written in a generic format for privacy reasons. The report is intended primarily to confirm diagnosis in line with the DSM-5 diagnostic criteria. It can also be helpful for understanding the diagnosis and criteria met, workplace or study accommodations, personal reference, or where formal confirmation of diagnosis is required.

For more detailed, individualised documentation relating specifically to an individual’s presentation, traits, experiences, or support needs, this would be considered an entirely separate report and is not included in the standard diagnostic report offered by the practice.

Any such report would first need to be discussed with the treating psychologist to determine whether it is clinically appropriate and feasible.

A completed diagnostic assessment process (minimum 2 diagnostic sessions) is required, together with a minimum of 4 (four) additional sessions with the psychologist to explore and document the individual’s presentation in greater depth.

Fees for individualised reports start from R5,000.00 and are quoted separately based on the complexity, scope, and time required.

10.2 International Clients and Jurisdiction
Formal reports are comprehensive clinical evaluation summaries prepared by a registered clinical psychologist and informed by DSM-5 diagnostic criteria, clinical interviews, and professional clinical judgment.

Formal diagnostic reports are only issued for clients who are physically located within South Africa at the time of assessment, as these reports are prepared in accordance with South African professional standards, ethical guidelines, and regulatory requirements.

For clients located outside South Africa, consultations may be provided for psychoeducational and consultative purposes. However, formal diagnostic reports will not be issued, and we cannot guarantee that any feedback, documentation, or recommendations would meet the legal, regulatory, or institutional requirements of another jurisdiction.

Any consultation feedback, observations, or clinical opinions provided during sessions are intended for psychoeducational and personal understanding purposes only. Such feedback should not be interpreted as a formal diagnosis and may not meet the requirements of employers, educational institutions, insurers, courts, governmental bodies, or regulatory authorities in any jurisdiction.

International Recognition of Reports

Reports issued by this practice are prepared in accordance with the professional standards, ethical guidelines, and regulatory framework of South Africa.

The practice makes no representation that such reports, diagnoses, or clinical opinions will be recognised, accepted, or considered valid by institutions, insurers, regulatory authorities, or governmental bodies outside South Africa.

The client acknowledges that it is their responsibility to verify whether documentation issued by a South African registered psychologist will meet the requirements of any organisation, authority, or jurisdiction in which they intend to use it.

Once a report has been issued to the client, the practice is not responsible for how the report is used or interpreted by third parties.

10.3 Report Fees

  • The fee for a formal clinical report is R1,090.00 per report.
  • Report fees are not covered by medical aid schemes and must be paid for privately by the patient or guarantor.
  • Report fees are subject to annual increases and may change without prior notice. The applicable fee will be the fee in effect at the time payment is received.
  • Payment is required in full prior to the report being scheduled for writing
  • Reports are written in English.

10.4 Report Preparation Timeframe

  • Once payment has been received, the report will be scheduled for the next available Friday writing slot.
  • Reports may take between 1 to 3 weeks to complete, depending on clinical load and complexity.
  • The completed report will be delivered electronically via email.

10.5 Report Structure
Reports are written in a structured, generic clinical format and do not include verbatim confidential disclosures made during sessions.

A typical report outline includes:

  • Reason for Referral

  • Clinical Impressions

  • Diagnosis

  • DSM-5 Diagnostic Criteria for ADHD or Autism Spectrum Disorder, where applicable

  • Specifiers

  • Recommendations

The report summarises relevant clinical findings but does not include detailed psychotherapy notes or sensitive therapeutic disclosures.

10.6 Confidentiality and Release of Reports
In line with HPCSA ethical guidelines and the Protection of Personal Information Act, POPIA:

  • Reports will be emailed directly to the client.

  • For clients under the age of 18, reports will be emailed to the legal parent or guardian, unless otherwise agreed in writing.

  • Reports will not be released to any third party without written consent from the client or legal guardian, as applicable.

Once the report has been received by the client or parent or guardian, it becomes their responsibility. The client or guardian may share the report at their own discretion.

 

11. ACKNOWLEDGEMENT OF TERMS

By registering, booking, or paying for services, you acknowledge and agree to all points above, including payment, cancellations, electronic communication consent, confidentiality, and scope of services.