Terms of Service

for 1:1 Art Therapy at CAYA

  • CAYA Art Space provides 1:1 Art Therapy services, either at our clinic in Brunswick West, via online telehealth and/or at an agreed other location (if applicable).

    All sessions (including date, time, duration and frequency) will be mutually agreed on between you and CAYA Art Space, and in line with allocated NDIS funds (where applicable).

  • Private

    1:1 Sessions: (Face-to-Face or Online Telehealth)

    • 60 minutes = $150

    • 45 minutes = $115

    • Optional parent check-in session (30 minutes) = $50

    NDIS

    1:1 Sessions: (Face-to-Face or Online Telehealth)

    • 60 minutes = $156.16*

    • 45 minutes = $117.12*

    *Please note that with each session, an additional 15 - 30 minutes will be billed for non-face-to-face support (at $156.16/hr which includes the time spent before and after sessions of preparation, art material management, note writing and follow ups).

    Travel:

    If you can’t attend sessions at CAYA’s office or online due to unavoidable barriers, we may agree on another location for sessions to happen. In this case, we charge for:

    • The time it takes your therapist to travel to and from an appointment from their regular place of work. This is up to 30 minutes in MM1 areas. If you are the last appointment of the day, you will also be charged for return travel costs (this is also up to 30 minutes in MM1 areas). Where possible, we book appointments with other clients in your area on the same day to reduce travel costs. (Travel time is billed at $78.08 per hour or pro-rata).

    • Any parking costs and/or tolls required to attend your session.

    Other:

    • Talking with you outside of a session about your therapy, whether in person or telehealth (if this is more than 10 minutes)

    • Parent/carer/guardian consults (longer than 10 minutes)

    • Care team meetings and discussions with other practitioners involved in your care

    • Writing and completing NDIS reports, reviews and assessments

    • Creating any resources that help you achieve your goals

    (Any of these listed will be billed at $156.16 per hour or pro-rata).

  • If you are a private client or self-managed under NDIS:

    • You will be sent an invoice after CAYA Art Space has delivered the service to you (to the contact email you have previously listed).

    • You will be sent a reminder if you have not paid your invoice by the due date.

    • CAYA Art Space has the right to pause or stop services and refer your case to debt collection if payment is not received.

    If you are plan-managed under the NDIS:

    • Your invoice will be sent to your Plan Manager for payment, which can take up to 7 days to be processed.

    • If there are any issues with funding and payment, and where necessary, you will assist CAYA Art Space in contacting your Plan Manager to rectify the issue.

    • CAYA Art Space has the right to pause or stop services if there are issues with funding and timely payment of invoices.

    Payment is required within 48 hours of the service delivery and invoices can be paid by direct bank deposit using the details on your invoice. (For the payment reference, you will use “CAYA” and the invoice number, eg: CAYA 111.)

    (CAYA is not a registered NDIS Provider. This means that if your funds are NDIS Managed, you will not be able to use NDIS funding to pay for CAYA services and you will be required to pay privately.)

  • I understand that some NDIS plans may be divided into new funding periods instead of providing access to the full plan budget at once. I agree to notify CAYA if my plan includes funding periods or if these periods change. (This information helps CAYA schedule sessions appropriately and ensures their services remain within my available budget for each period.)

  • I understand that the information shared during the sessions will be kept confidential between myself/client and CAYA Art Space, except in cases where:

    1. disclosure is required by law

    2. there is an immediate risk of harm to myself, my child or others.

    3. my art therapist brings certain client case considerations to professional supervision to ensure best practice (all information remains de-identified). 

    For parents/carers

    In our sessions with young people, confidentiality is a core part of creating a safe, trusting, and empowering environment. What your young person shares, whether through words, artwork, or other forms of expression is kept private. This confidentiality allows them to explore their inner world freely and at their own pace.

    We respect your young person’s autonomy and believe in supporting a collaborative and respectful therapeutic relationship. When appropriate, we will check in with your young person and seek their permission before sharing session content with you. This helps ensure they feel heard and involved in any communication about their experiences.

    If concerns arise regarding your young person’s safety or wellbeing, or the safety of others, we are obligated to share this with you and, where necessary, with relevant professionals, in line with our duty of care.

    If you'd like to connect with us for a check-in, we’re happy to arrange a parent meeting (please see costs section for fees).

  • Emailis the preferred mode of communication for therapists at CAYA Art Space. If you need to confirm, change or cancel an appointment, or update personal information, you can email info@cayaartspace.com. Clinical questions and issues sent over email will be deferred to the next session for discussion.

    You understand that if you make contact with CAYA Art Space or your therapist on the weekend, on public holidays or outside the hours of 9am-6pm, they will respond by the next available business/working day.

    ***CAYA Art Space is not a crisis centre. For urgent matters, visit this page to find mental health helplines: www.healthdirect.gov.au/mental-health-helplines

  • Any cancellations that happen less than 48 hours before the time of your appointment will be charged 100% of the appointment cost.

    If you don’t show up to an appointment without providing any notice, you will be charged 100% of the appointment cost.

    If CAYA Art Space defines a situation as an unavoidable emergency, your session fee may be waived.

    If there are 3 instances of sessions being cancelled without 48 hours notice, CAYA Art Spaces is allowed to end the therapy services.

  • As part of your therapeutic journey, your therapist will keep notes after each session which are used to document your attendance and engagement in therapy.

    Notes are made and stored in an electronic protected file and may also include quotes or photographs of work.

  • To enhance the quality and accuracy of clinical documentation, CAYA Art Space may use NovoNote, a secure and encrypted audio-to-text note-taking tool provided by NovoPsych. The system allows for the creation of precise session notes by transcribing portions of your session in real time and/or dictated by your therapist after the session.

    All data, including audio recordings, transcripts, and summaries, are automatically deleted within 24 hours, and no information is used to train AI models or shared outside of the clinical setting.

  • Therapy check-ins ensure that the therapy being provided is meeting your needs and will review what is working, what isn't working, any changes to make and future plans/goals etc.

    These check-ins will generally be initiated by you therapist but you are welcome to initiate them yourself.

  • At times, it may be necessary for your therapist to consult with other health practitioners involved in your care. If this is to happen, your therapist will seek consent from you to contact appropriate health practitioners.

  • Any time therapy services can be ended by either yourself and/or your therapist. When possible, you will let your therapist know that you are seeking to end therapy services.

    If it is appropriate, your therapist will offer a final session before ending and will endeavour to provide appropriate referrals.

  • For online sessions, you are responsible for ensuring a stable internet connection, appropriate technological setup & equipment for participation and ensuring you attend in a private space to ensure confidentiality.

  • When CAYA holds sessions in your home, You agree:

    • To provide a clean, quiet, and safe space where we can work without interruptions.

    • To make sure there is enough light, plus a table and chairs to work on.

    • To ensure no one else is in the session area, unless prior agreed, to maintain confidentiality and focus.

    • To keep pets in a separate space during the session, unless we’ve agreed otherwise.

    • That if there’s an issue with your home environment that hasn’t been shared beforehand, or if the space is assessed to be unsafe by the therapist when they arrive the therapist reserves the right to cancel the session without entering, and the full session fee including travel will be billed.

  • You can send feedback or complaints to CAYA Art Space by sending an email to info@cayaartspace.com. If you would prefer to speak to another entity about your complaints, you can contact:

    ● Health Complaints Commissioner on 1300 582 113 or by visiting www.hcc.vic.gov.au

    ● NDIS Quality and Safeguards Commission on 1800 035 544 or by visiting www.ndiscommission.gov.au

    ● Australian, New Zealand and Asian Creative Arts Therapies Association (ANZACATA) by visiting www.anzacata.org/complaints-form

  • You understand that Melbourne/Naarm is a small place, so it's possible that you might see your therapist in public.

    You understand that to maintain your confidentiality and privacy, they will not initiate contact with you in public settings unless approached by you first.

  • PROVIDER RESPONSIBILITIES (CAYA ART SPACE)

    CAYA Art Space agrees to:

    a) Provide appropriate therapy services that align with your needs and goals

    b) Involve you in all aspects of your therapy journey and support you to exercise autonomy and agency.

    c) Communicate with you in an open, respectful, honest and timely manner.

    d) Respect the rights and safety of all individuals attending and working at CAYA Art Space.

    e) Ensure that the CAYA Art Space location is a safe environment to be in.

    f) Make sure all therapists at CAYA Art Space are qualified, registered and attend regular professional development.

    CLIENT & CARER RESPONSIBILITIES

    You (or your parent/carer/guardian applicable) agree to:

    a) Communicate with CAYA Art Space in an open, respectful, honest, and timely manner.

    b) Respect the rights and safety of all individuals attending and working at CAYA Art Space.

    c) Notifying CAYA Art Space of any changes to my personal circumstances / needs / requirements / information which may inform how they provide services to me.

    d) Accept that CAYA Art Space may change the service fee from time to time by providing me with reasonable prior notice.

    e) Talk to CAYA Art Space if you have any concerns about the services being provided.

    f) Check spending against my NDIS Plan to ensure there are enough funds to pay for the agreed therapy services (NDIS clients only).

    g) Inform CAYA Art Space if your NDIS plan is suspended or replaced by a new plan or you am no longer an NDIS participant (NDIS clients only).