Visible Exercise Physiology - Terms and Conditions

Version: 4

Effective Date: 29/12/2025

Owner/Operator: Jemima Minto trading as Visible Exercise Physiology (ABN: 69923572023)

By booking or attending an appointment with Visible Exercise Physiology, you agree to the following Terms and Conditions. If you are under 18 years of age or do not have capacity to consent, your parent or legal guardian agrees on your behalf.

1. Our Services

Visible Exercise Physiology provides exercise physiology services via telehealth, with limited in person sessions available one day per week.

Sessions may include assessment, exercise support, education, and coaching for people with chronic and invisible conditions such as hEDS, ME CFS, POTS, EDS, chronic pain, and related conditions.

Our services are supportive and educational in nature. We do not provide medical diagnosis, emergency care, or crisis intervention.

2. Risks and Participation

Participation in exercise physiology sessions carries some inherent risks, including:

• Symptom flare ups, fatigue, or temporary worsening of symptoms.
• Physical injury or emotional discomfort.
• Exposure to illness during in person sessions.
• Technical or environmental issues during telehealth sessions.

By participating, you acknowledge and accept these risks, provided your clinician acts within their professional scope of practice, exercises reasonable care, and upholds ESSA standards.

3. Your Responsibilities

You agree to:

• Inform your clinician of any pain, discomfort, or changes in your health.
• Follow exercise and safety guidance within your capacity.
• Understand that outcomes cannot be guaranteed when care is delivered appropriately within professional standards.

4. Fees and Payment

Payment is due on the day of your session and may be completed by:

• Phone shortly prior to your appointment.
• Secure payment link or invoice sent via email.

Card details may be securely stored using Stripe.

Late payment fees apply as follows:

• $15 if unpaid within three days of your appointment.
• $30 if unpaid after five business days.

By using our services, you agree to pay all applicable fees.

5. Overdue Payments

If payment is not received by the due date, we follow a structured payment follow up process which may include phone contact, email reminders, and overdue invoices.

If payment remains outstanding after multiple contact attempts, a formal letter of demand may be issued.

If the account continues to remain unpaid, the outstanding balance may be referred to a third party debt recovery service. Any reasonable recovery costs may be added to the balance where permitted by law.

All payment follow up processes are conducted professionally and in line with Australian Consumer Law and Australian Privacy Principles.

6. Emergency Contact for Payment

As most services are delivered via telehealth, if payment remains overdue after multiple attempts to resolve the matter, your nominated emergency contact may be contacted to assist with payment resolution.

Only payment related information is discussed. Health or clinical information is never shared.

7. Cancellations and No Shows

Please provide at least 24 hours’ notice to cancel or reschedule your appointment.

The following fees apply:

• Late cancellations with less than 24 hours’ notice incur 50 percent of the session fee.
• Same day cancellations and no shows incur 100 percent of the session fee.
• Arriving 15 minutes or more late is considered a no show.

If you are experiencing hardship, please contact us as soon as possible to discuss possible accommodations.

If your first session is missed and you choose not to continue as a client, the session fee will not be waived.

8. Respectful Behaviour

We are committed to providing a safe and respectful environment.

Clients are expected to engage respectfully with clinicians and staff at all times, including via email, phone, or messaging.

Unacceptable behaviour includes:

• Verbal abuse, threats, or intimidation.
• Aggressive or hostile conduct.
• Harassment or intrusive remarks.
• Discrimination of any kind.
• Inappropriate use of digital communication.

Sessions may be ended immediately if behaviour is unsafe or inappropriate, with fees still payable. Ongoing or severe behaviour may result in termination of services.

9. Heidi AI Transcription

Sessions may be transcribed using Heidi AI to support documentation and quality of care.

Consent is obtained verbally at your first session. Continued use of services indicates ongoing consent.

Transcripts are stored securely and form part of your confidential health record.

10. Privacy

All personal and health information is handled in accordance with Australian Privacy Laws and stored securely using Splose or related systems.

Information is only shared with your consent or where legally required.

11. Emergencies

Visible Exercise Physiology does not provide emergency or crisis services.

In an emergency, call 000, attend your nearest emergency department, or contact your GP or Lifeline on 13 11 14.

12. Legal Information

Services are delivered within the ESSA scope of practice. If your needs fall outside this scope, you may be referred to another provider.

These Terms and Conditions may be updated from time to time. Continued use of services indicates acceptance of the most current version.

Governing law and jurisdiction is the Australian Capital Territory.

13. Contact Us

Email: admin@visibleexercisephysiology.com
Website: www.visibleexercisephysiology.com