Terms and Conditions

Effective Date: July 2025

These Terms and Conditions outline the expectations, responsibilities, and boundaries of services provided by Koka Art Therapy Pty Ltd. By engaging in services with Koka Art Therapy, clients (or their guardians) agree to the following:

1. Service Delivery

  • Koka Art Therapy offers individual, dyadic, and group art therapy sessions for children, adolescents, and adults.

  • Services are delivered in person at our Bayswater studio or online via telehealth (Zoom).

  • Home visits are available in cases where accessibility needs require this. Travel fees may apply.

  • Art therapy is a client-led, creative therapeutic process. Participation is voluntary, and sessions are tailored to individual needs and goals.

2. NDIS Participants

  • Koka Art Therapy supports self-managed and plan-managed NDIS participants.

  • We are not a registered NDIS provider and therefore do not work with NDIA-managed clients.

  • A Service Agreement will be offered for clarity around session structure, responsibilities, and billing.

3. Session Fees

  • Individual Sessions (NDIS): $193.99 per hour

  • Dyadic Sessions (NDIS): $193.99 per hour

  • Private Workshops/Groups: Prices vary and are not claimable through NDIS

  • Fees may be reviewed annually in line with NDIS pricing updates.

4. Cancellations and No-Shows

We understand that life can be unpredictable. However, to respect everyone’s time:

  • 72+ hours notice: No cancellation fee

  • 24–72 hours notice: 50% of the session fee charged

  • Less than 24 hours notice or no-show: 100% of the session fee charged

  • Exceptions may be made for emergencies or unexpected circumstances — supporting evidence may be requested.

5. Feedback and Complaints

Your feedback is valued and helps improve our services.

You can provide feedback by:

  • Email

  • Phone call or text

  • Arranged meeting

  • Feedback form (available on request or through the website)

All concerns are responded to within 5 business days. If a resolution cannot be reached, clients are welcome to contact our professional association, ANZACATA.

6. Referrals to Other Services

With your consent, you may be referred to other professionals where appropriate. These may include:

  • General Practitioners (GPs)

  • Psychologists or psychiatrists

  • Occupational therapists (OTs)

  • Speech therapists

  • Family violence or mental health support services

  • Public services such as CHYMS (Child and Youth Mental Health Services)

All referrals are discussed with you, and no information is shared without your written consent unless required by law.

7. Child Safety and Consent

  • Parental or guardian consent is required for all clients under the age of 18.

  • Parents are welcome to attend the first session and are invited to remain involved as appropriate.

  • Koka Art Therapy adheres to the Victorian Child Safe Standards and prioritises the safety and wellbeing of children and young people.

  • Consent will be sought from both guardians where applicable.

8. Confidentiality and Records

  • All client records and clinical notes are stored securely in Halaxy, a password-protected, encrypted platform.

  • Information shared in session is confidential, except in cases of:

    • Risk of harm to self or others

    • Concerns regarding abuse or neglect (mandatory reporting)

    • Subpoena by court order

  • Records are kept for a minimum of 7 years (or until age 25 for minors), in accordance with professional guidelines.

9. Therapeutic Boundaries

  • Koka Art Therapy is committed to maintaining clear and ethical boundaries:

    • Communication outside of sessions is limited to scheduling or service-related matters

    • Contact via text and email is permitted, but therapy will not be conducted outside of sessions

    • Social media contact is not accepted in order to preserve professional boundaries

    • Clients will be referred out when needs exceed the scope of art therapy

10. Informed Consent

By attending your first session, you acknowledge that you understand and agree to these Terms and Conditions. Written consent will be obtained before beginning therapy.

If you have any questions or need clarification about these Terms, please feel welcome to get in touch.

Angela Latu
Director & Art Therapist
Koka Art Therapy Pty Ltd
📍 Bayswater (Wurundjeri Country), VIC
📧 koka.art.therapy@gmail.com
📞 0438606312

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