Appointment Terms and Conditions

Interpreter Service

If you require an interpreter, please inform our Receptionist at the time of booking, and we will arrange interpreter services for you. Regardless of your preferred language, we can assist you in organizing an interpreter to aid communication. We also facilitate interpreters through NABS, the National Auslan Interpreter Service, for our deaf patients.

For more information, you can visit the NABS National Auslan Website at

At Claremont Meadows Medical Centre, we utilise the Telephone Interpreter Service at 1300 131 450. We can arrange either an ‘over the phone’ service or, with 48 hours’ notice, an ‘on-site’ service. You can find further details on the Telephone Interpreting Services website.”

Vaccine Related Appointments

If you have brought vaccines with you for your appointment, kindly inform our Receptionist upon arrival. We can temporarily store your vaccine in our vaccine fridge to maintain the appropriate temperature.

For individuals planning travel overseas, we advise visiting your general practitioner at least 2 months prior to your travel date to ensure timely administration of all required vaccines.

New Patient:

New patients are kindly requested to fill out the ‘new patient registration form.’ Please arrive 10 minutes earlier than your scheduled appointment time to complete all necessary paperwork.

Billing Arrangements

All consultations with our General Practitioners (GPs) at Claremont Meadows Medical Centre are bulk billed for Medicare eligible patients.

For accounts requiring payment in advance, such as those covered by employer insurance, reimbursement can be arranged once a claim number is provided. Workers’ compensation accounts will be billed directly to WorkSafe or the employer upon receipt of the claim number. However, in cases where liability is not accepted, the account becomes the responsibility of the patient. It is essential to have the claim number readily available.

While most procedures are bulk billed, there may be instances where out-of-pocket expenses apply. Your doctor will inform you of any such expenses during consultation.

Please be advised that our reception staff can assist you in claiming your Medicare rebate by presenting your Medicare card and Debit card. Please note that Medicare rebates cannot be received via credit cards, as per Medicare policy.

Many of our allied health professionals bulk bill with eligible Enhanced Primary Care (EPC) referral letters. However, some may charge gap fees (out-of-pocket fees). Please inquire with our receptionists at the time of booking for clarification.

Patients are responsible for notifying our receptionists if they have exhausted their 5 eligible EPC sessions. If EPC sessions are no longer eligible, private consultation fees will apply. Our receptionists are unable to proactively check eligibility for every patient without request due to administrative workload.

Patients are required to bring valid referral letters when visiting our allied health professionals or specialists. If unsure, please consult with your General Practitioner for guidance.

Clinical Reminders

The clinic operates a recall system for various health matters, including Pap smear/Cervical Screening Test and immunization reminders, among others. If you prefer not to receive any reminders, please inform us accordingly.

Appointment reminders

We understand that remembering appointments can be challenging at times. To assist our patients, we send reminders via SMS or phone call 1-3 days prior to the scheduled appointment. If you are unable to attend the appointment, we kindly ask that you cancel as soon as possible.

Cancellation Policy

  • Appointments with our general practitioners are accompanied by reminders 24 hours prior to the scheduled appointment. Patients are permitted to cancel appointments up to 2 hours before the appointment time.

A $25 cancellation fee will apply if an appointment is unattended or cancelled less than 2 hours before the scheduled time.

  • Appointments with our allied health professionals or specialists are reminded 3 days prior to the appointment day. Patients are requested to respond to the SMS to confirm or cancel the appointment at least 24 hours prior to the appointment time.

A $55 cancellation fee will be charged for missed appointments or cancellations made within less than 24 hours of the scheduled time.

Waiting Times

We understand the importance of punctuality and strive to adhere to appointment times at our practice. However, due to the unpredictable nature of medical consultations, there are occasions when appointments may run longer than anticipated. We sincerely apologise for any inconvenience this may cause to our patients.

For phone appointments, we aim to call patients within 2 hours of the scheduled appointment time. If your doctor is running behind and exceeds this timeframe, please don’t hesitate to inquire at Reception about the expected call time.

You are welcome to phone our surgery at any time to check the status of your appointment or to inquire about any delays. Additionally, feel free to ask our staff at the time of check-in for updates on appointment timing.

Repeat Prescriptions

To ensure ongoing monitoring of your health and to meet our ethical and legal obligations, it is necessary for you to consult with your doctor for further prescriptions for your medications. If your regular doctor is unavailable, we kindly request that you see another available doctor. Running out of prescriptions indicates the need for a review of your medication requirements and related medical condition. We encourage you to schedule an appointment at your earliest convenience.

Sickness Certificates

A certificate can only be issued following an examination by a doctor. Therefore, we kindly request that you schedule an appointment for this purpose.

Receiving Results

It is our practice policy to request that all patients return for a consultation to receive their results. In specific circumstances, a nurse may be authorized to provide results over the phone. However, in the majority of cases, results may be too complex to adequately discuss over the phone. Therefore, we encourage you to book a face-to-face consultation to discuss any of your results.

SMS Message After Phone Consultation

You will receive an autogenerated SMS message from our practice shortly, typically within 3 hours following the conclusion of your phone or video consultation. This SMS will prompt you to provide consent for bulk billing of your consultation, enabling the doctor to submit a claim directly to Medicare. Please note that it is now a Medicare requirement for doctors to receive your response confirming consent. We kindly ask you to check for this SMS within 3 hours and click the “I agree” button. Failure to respond may result in us issuing an invoice for private consultation fees, as the doctor will be unable to bill Medicare directly.


All patients’ consultations and medical records are kept strictly confidential. Signed consent forms are essential before any patient’s health information will be transferred. All electronic information is encrypted.