Appointment & Cancellation Policy

Cancellation Policy

Due to the shortage of availability of appointments we require that you make all changes or cancellations to appointments at least 48 hours or more prior to the time of your appointment. Any changes or cancellations to appointments in less than 48 hours will result in forfeiture of any deposit or consult fee which was paid to secure the appointment. If a deposit or consult fee was not paid, a $100 cancellation fee is charged.

Please note that this policy applies to all appointments, including reviews and teleconference appointments.

To cancel or reschedule your appointment phone our Customer Care team on 1300 863 824.

Patient photography

Photography at Victorian Cosmetic Institute is considered a necessary and important part of the consultation and treatment process.

  • All patients having a consultation or receiving cosmetic treatments are required to have photos obtained as a part of their medical record.
  • The images will be placed in your medical record and used for treatment planning and assessing treatment outcomes by your practitioner.
  • You are able to view your images alongside your practitioner during your appointment.
  • Photographs and video are collected as part of my medical file and stored in accordance with the Health Records Act 2001.
  • Under no circumstances will images or video be used for public release without the patient’s prior consent.
  • We require a make-up free and clean face to obtain consistent and accurate photographs. If patients arrive with make-up, our friendly Patient Coordinator will remove this prior to photographs being taken.

 

Use of AI for dictation during appointments

Our practitioners use Heidi, an AI note taker, to write their clinical notes. Heidi is a helpful tool that allows your clinician to focus entirely on you during your visit while still allowing them to accurately capture medical information, ensuring a comprehensive and precise record of your care.

Does Heidi store recordings of appointments?

Conversations are transcribed simultaneously while they happen, meaning no recordings are ever stored. Notes that a practitioner saves from the appointment will be added to your electronic patient file in our Practice Management System, as standard.

Who has access to my medical information?

Only your practitioner. Heidi is compliant with the Australian Privacy Principles and the Privacy Act. Heidi’s information management systems are ISO27001 accredited for data security. Your data protection is a top priority.

Where is my data stored?

All data is encrypted, securely and confidentially stored on servers located within Australia to comply with local jurisdiction requirements.

How is my data used?

Heidi’s approach to data collection is threefold:

  • Be Transparent: Heidi clearly explain how they use your data in their Privacy Policy and Terms and Conditions.
  • Limit Collection: They only collect data that is essential for providing you their services or enhancing Heidi’s effectiveness.
  • Ensure Security: Heidi restricts the disclosure, retention, and use of your data, ensuring it is safeguarded.

Heidi’s commitment ensures that every piece of information collected has a clear purpose, either to deliver the product you love or to improve Heidi’s performance and accuracy

Do I have to give consent?

Your consent is important to us. All clinicians are encouraged to obtain consent before using Heidi. You can withdraw your consent at any time.

Making appointments is easy

There are several appointment options available, our friendly Customer Care team members will be able to talk you through your concerns and who to book with.

Practitioners available:

  • Skin Therapists and Cosmetic Nurses: For all your dermal treatment consultations. Our highly trained Skin Therapists and Cosmetic Nurses provide you with a complete skin analysis and design a treatment program that suit your lifestyle and needs. Concerns addressed by our Skin Therapists and Cosmetic Nurses include pigmentation, acne, collagen stimulation, skin tightening,
  • Cosmetic Doctors: Our cosmetic doctors consult for cosmetic injection treatments, wrinkles, facial volume loss, collagen stimulation, acne scarring, skin tightening, and some skin laser treatments.

For more information on our team visit the about us page.

Call 1300 863 824 and our team will find you a suitable appointment date and time with the appropriate practitioner.

To make your appointment we will require a few details to create your patient profile for the booking. The process will take between 2 – 5 minutes depending on the discussion length.