1. Appointment Changes and Cancellations

  • Clients must provide a minimum of 24 hours' notice for any changes or cancellations to scheduled appointments.

  • Failure to provide adequate notice or failing to attend a scheduled appointment will result in a cancellation fee equivalent to 100% of the appointment cost, payable by the client.

  • Cancellation fees are not covered by third-party funding bodies and remain the client’s financial responsibility.

  • Exceptions may be considered at the discretion of Bodyfix and will be reviewed strictly on a case-by-case basis.

2. Acknowledgment of Financial Responsibility

  • All fees for services, including therapy sessions, classes, and treatments, must be settled on the day of the appointment.

  • Timely payment ensures the clinic maintains high-quality care and operational efficiency.

  • Clients acknowledge financial responsibility for all services received.

  • Should an insurance claim or funding arrangement be denied, the client remains fully liable for settling any outstanding balances promptly.

3. Consent for Use of Medical Information

  • Bodyfix will request explicit consent to access, retrieve, and share client medical records, including imaging and reports, solely for the purpose of providing healthcare and treatment.

  • Access to this information will be limited to authorised healthcare professionals and administrative team members directly involved in the client’s care.

  • The use and handling of medical information will adhere strictly to Australian privacy laws.

4. Continuous Consent for Treatment and Information Sharing

  • Clients will be requested to provide ongoing consent for treatment, which will remain valid until expressly withdrawn.

  • Clients also consent to the discussion of their case with relevant parties as required for treatment purposes, including during therapist transitions.

  • This consent extends to authorised administrative personnel for scheduling and care coordination, with strict adherence to confidentiality protocols.

5. Liability

  • Bodyfix does not accept liability for treatment outcomes, as professional liability resides between the client and the individual therapist.

  • All therapists and exercise physiologists engaged at Bodyfix are insured through their respective providers.

  • The clinic operates in accordance with clinical standards and protocols as outlined by AHPRA and ESSA, ensuring all treatments meet professional guidelines.

6. Consent for AI Recording and Documentation

  • Bodyfix utilises AI-powered software to document therapy sessions by recording and transcribing them into clinical records.

  • Records are reviewed and signed by therapists to ensure their accuracy and confidentiality.

  • Clients will be requested to provide explicit consent for the use of AI software in creating accurate clinical documentation.

  • Clients may opt out of AI documentation by notifying Bodyfix through the designated consent process.

7. Cancellation and Rescheduling Policy

  • 1-Hour Appointments: Require a minimum of 48 hours’ notice for cancellations or rescheduling. Failure to provide adequate notice will incur a 100% cancellation fee.

  • 30-Minute Appointments: Require a minimum of 24 hours’ notice for cancellations or rescheduling. Failure to comply will result in a 100% cancellation fee, charged to the client or third party.

  • Classes: Cancellation is available up until the class commences. If no notice is not provided, 100% of the class fee will be charged.

8. Late Arrivals

  • 30-Minute Appointments: Clients arriving more than 10 minutes late may not be accommodated.

  • 1-Hour Appointments: Clients arriving more than 15 minutes late may not be accommodated.

  • The decision to proceed with a session for late arrivals will be at the discretion of the practitioner and subject to scheduling constraints.

9. No-Show Policy

  • Failure to attend a scheduled appointment or class without prior notice will incur a 100% cancellation fee.

  • Clients are encouraged to contact Bodyfix promptly if unforeseen circumstances arise. Exceptions will be considered on a case-by-case basis.

10. Privacy Policy

  • Collection of Information: Bodyfix collects personal and health-related information, including personal details, medical history, treatment notes, and billing information, solely for providing high-quality care.

  • Use of Information: Information is used exclusively for healthcare services, appointment management, and compliance with legal obligations.

  • Storage and Security: All client information is stored securely and accessible only to authorised personnel.

  • Sharing of Information: Client information is shared only with healthcare providers involved in their care or when legally required.

11. Confidentiality Policy

  • What Constitutes Confidential Information: Includes personal identification details, medical records, treatment plans, and any discussions during consultations.

  • How Confidentiality is Maintained:

    • All staff are trained in confidentiality practices.

    • Information access is restricted to authorised personnel.

    • Communication channels are secure to prevent unauthorised access.

  • Exceptions to Confidentiality: Disclosure may occur only when required by law or in cases of immediate risk of harm.

12. Membership Processing and Cancellation Terms

  • Memberships are periodic, requiring cancellation to stop future direct debits.

  • Membership fees are debited weekly in advance via direct debit from the nominated card.

  • Payments are processed every 7 days from the initial debit date, with billing cycles continuing until cancellation is requested.

13. Pre-Commencement Requirements

  • New clients or those who have not attended Bodyfix within the last 12 weeks must complete a pre-commencement session with an Exercise Physiologist or Physiotherapist.

  • This session ensures safe participation in studio and Reformer classes without undue risk to health.

14. 7-Day Cooling-Off and Cancellation Period

  • Cooling-Off Period: All memberships include a 7-day cooling-off period. Members may cancel at any time before 5pm the day before their next billing cycle.

  • Cancellation requests during the cooling-off period must be submitted in person at Reception or via email to reception@bodyfixphysio.com.

  • Post Cooling-Off Period: To cancel after the cooling-off period, members must provide notice before 5pm the day before their next billing cycle.

  • Direct debits will proceed unless a cancellation request is made in alignment with these terms. Refunds for overcharged fees will only be processed if all cancellation conditions are met.

15. Direct Debit Terms

  • By commencing membership, members consent to weekly direct debits unless otherwise agreed with management.

  • Members are responsible for maintaining sufficient funds or credit in their nominated account to ensure payments are made on time and in full.

  • Bodyfix accepts no liability for fees incurred due to insufficient funds, including Direct Debit Decline Fees, Administration Fees, or additional charges imposed by financial institutions.

  • If a scheduled payment falls on a non-business day, the debit will be processed on the next business day.

  • After five consecutive failed payments, Bodyfix reserves the right to recover costs and terminate the membership.

16. Membership Fee Increases

  • Membership fees may increase annually. Members will receive prior notice of the updated fee schedule.

  • If a member does not wish to accept the new fees, they may cancel their membership by providing notice as outlined in Clause 14.

  • Failure to provide the required notice may result in charges for the next billing period.

17. Changing Membership Tier

  • Members may change their membership tier at the start of their next billing cycle or opt to cancel their current membership and commence a new one immediately.

  • Immediate tier changes will align with the new membership's billing cycle and fees.

18. Pausing Membership

  • Members may pause their membership by providing at least 7 days’ notice to the Reception team via email or in person.

  • The minimum pause period is one (1) week, and the maximum pause period is twelve (12) weeks per calendar year.

  • Exact pause dates must be provided for billing purposes. Failure to provide correct dates may result in additional fees.

19. Gym Classes & Timetable

  • Clients acknowledge that the class/gym timetable is subject to regular updates, and class times may change.

  • Bodyfix will provide clients with 14 days’ prior notice for any changes to the class timetable.

  • If fewer than three (3) clients are booked for a class, Bodyfix reserves the right to cancel the class, provided at least 2 hours' notice is given before the scheduled start time.

  • Clients must book classes in advance, with bookings permitted up to 14 days before the class date.

  • If a class is fully booked, clients can join a waitlist.

    • Clients will be notified by email if they are added to a class from the waitlist when an opening becomes available.

20. Your Obligations

  • Clients must bring a towel and water bottle to every class and gym visit.

  • New clients will receive an introductory tour of the facility, conducted by an instructor. During this tour:

    • Instructors will explain how to safely operate equipment.

    • Facility rules, including conduct, behaviour, dress code, and other policies, will be outlined.

    • Fire safety and safety procedures will also be explained.

  • Clients agree to seek assistance from an instructor before using any unfamiliar equipment or attempting any unfamiliar exercises.

  • Clients must promptly inform Bodyfix of any changes to their contact details, payment information, or other relevant personal information, including anything that may impact health or safety.

21. Our Right to Cancel Your Membership/ Class Passes

Bodyfix reserves the right to cancel your membership or class passes immediately under the following circumstances:

  • You breach these terms and conditions.

  • You jeopardise the health, safety, or well-being of other members or Bodyfix staff.

  • You permit non-members to use your membership to attend classes.

  • You engage in disruptive, abusive, or violent behaviour.

  • You steal or intentionally damage equipment or property within the facility.

  • You fail to meet your financial obligations to Bodyfix.

22. Changes to These Terms and Conditions

Bodyfix reserves the right to amend these terms and conditions as necessary.

  • You will be provided with 7 days’ notice of any significant changes that may impact your membership.

  • Any updates to the terms and conditions will be published on the terms and conditions page of the Bodyfix website.

  • 17. Video and Audio Surveillance

    For security purposes, Bodyfix utilises video and audio surveillance systems to monitor the facility on a 24-hour basis.

    • By signing this membership agreement, you acknowledge and accept that you may be subject to video and audio surveillance and recording.

    • Surveillance is limited to the floor area and the entry and exit points of the facility.

23. Equipment

  • Clients understand and acknowledge that Bodyfix sources equipment used in the facility from third-party suppliers and does not manufacture the fitness or other equipment provided.

  • Bodyfix provides allied health services and is not liable for any defective products or equipment.

24. Liability for Property

  • Bodyfix is not responsible for any personal property that is damaged, lost, or stolen while on or around the premises. This includes, but is not limited to, vehicles, their contents, or items left in shared lockers.

  • Clients causing damage to Bodyfix facilities or equipment are liable for the cost of repair or replacement.

25. Risk Warning

Bodyfix warns that participation in activities and use of the facility involve inherent risks that may result in physical harm or personal injury, including but not limited to:

  • Broken bones, soft tissue injuries, joint injuries, permanent disability, or death.

These risks may arise from:

  • Slipping on wet flooring.

  • Being struck by weights or equipment.

  • Collisions with equipment or other members.

  • Strenuous exercise or activities.

  • Incorrect use of equipment or the facility.

Acknowledgements:

  • You understand that injuries may occur due to your own actions, as well as the actions, omissions, or negligence of others.

  • You acknowledge that the risks outlined above are not exhaustive, and other unknown or unanticipated risks may also result in injury, illness, or death.

  • You agree that, while Bodyfix strives to ensure the safety of its facilities and services, participation is voluntary, and you assume full responsibility for your decision to engage in activities at your own risk.

26. Complaints Policy

  • Bodyfix welcomes feedback and is committed to addressing complaints promptly and professionally.

  • To lodge a complaint, clients may:

    • Call us at (07) 4787 7656

    • Email us at reception@bodyfixphysio.com

    • Alternatively, clients can raise concerns directly with their treating practitioner or the Practice Manager.

  • All complaints will be handled confidentially and fairly, with the goal of achieving client satisfaction while maintaining professional standards.

By utilising the services of Bodyfix, clients acknowledge and agree to these terms.