Office Policies
Please read our policies below before engaging in our services. Feel free to email us any questions you have about them.
Booking & Attending Appointment
Procedures for booking and attending appointments can be found in our Preparing for your Appointment page.
Cancelling Appointments
To cancel your appointments, please log into medeo and cancel the appointment you wish to cancel. Alternatively, you may email us with your cancellation request. Please note that the time you sent the email should be at least 24 hours before the scheduled appointment to avoid paying for missed appointment / late cancellation fees. To notify us that you will not be attending a particular Group Counselling session, please email us at team@ibfmed.ca. At this time, there is no fee for failing to attend a Group Counselling Session.
Group Counselling Appointments
Appointments for Group Counselling Sessions are available to patients who were deemed suitable for them by our MD.
OHIP does not fund for the necessary material and disbursements required for participation in Group Counselling Sessions. The price of these materials can be found in our uninsured services page.
Group Counselling Sessions are OHIP-Funded if:
- You have seen our MD for a consultation (with a referral) for that problem.
- You have a valid health card.
- You are within the boundaries of Ontario at the time of your scheduled appointment.
Late Arrival to Appointment
If you arrive late to an appointment, will be unable to afford you more time at the end of your appointment to make up for it as we there will be another patient booked afterwards. There are no partial refunds for late arrivals to appointments. Please take care to arrive to your appointment on time.
Missed Appointment/Late Cancellation of Appointment
If you miss a scheduled appointment or cancel with less than 24-hours notice, we will require you to pay the missed appointment/late cancellation fee (Group Counselling Sessions excluded at this time).
We recognize that often things pop up that will take priority over attending your appointment, or will prevent you from attending your appointment all together. However, there is a significant cost in providing our service. This cost is accrued even in the event that a patient is not present for an appointment. In the event you do not attend your appointment or you cancel an appointment with less than 24 hours notice, we will require that you pay a missed appointment fee of $50 for one-on-one sessions (OHIP and non-OHIP funded). These fees must be paid before rescheduling any follow-up appointments. All cancellations of appointments must be made by email or directly through our online booking platform.
There is no fee for missing a Group Counselling Session at this time.
OHIP-Funded Appointments
Appointments with our our Medical Doctor (MD) are OHIP-funded if you satisfy all of the following criteria:
- You have had a referral sent to our office.
- You have a valid health card.
- You are within the boundaries of Ontario at the time of your scheduled appointment.
Please note that one-on-one appointments with the MD are by invitation only and patients are only granted up to two 1-on-1 appointments with the MD for a specific condition before discharging care back to your primary health care provider.
Paying your Bill
We require you to pay all outstanding amounts due to us as soon as an invoice is received by you. Furthermore, outstanding balances on your account must be $0 in order to book a follow-up appointment with our program.
Privacy Policy
You can read more about our privacy policy here.
Privately-Funded Appointments
OT & Psychotherapy
Fees for all OT and psychotherapy appointments are due immediately after attending the appointment. You will be sent an invoice electronically to your email and be requested to pay for the appointment online.
MD & GCS (for non-OHIP expenses)
Fees associated with any MD appointment or Group Counselling Section must be paid up front. That is, in order to book appointments with the MD or to enroll in Group Counselling Section, payment must have already been received. A referral is not necessary for patients that do not have OHIP.
Psychotherapy/Occupational Therapy
You can book an appointment with our Psychotherapist or Occupational Therapist by going to our “Book Appointment” page by selecting the relevant button from the appropriate section.
- This appointment is not an OHIP-insured service. You will be sent an invoice for this appointment after the appointment and payment is due as soon as you receive it.
- Please review our payment, refund and missed appointment policy.
Refund Policy
There are no refunds for materials and disbursements associated with Group Counselling Sessions.
Refunds can be given for privately paid MD visits provided that patients cancel by providing more than 24-hours notice; there will be a 10% administrative fee.
- If less than 24-hours notice is given, the patient will be refunded an amount equal to the MD visit less the 10% admin fee (on the MD visit fee) and less the no-show/late cancellation fee.
For patients without OHIP, refunds can be given for privately paid Group Counselling Sessions provided that patients cancel by providing at least one-week’s notice; there will be a 10% administrative fee.
- There are no refunds for the portion paid for materials and disbursements associated with Group Counselling Sessions.
- If less than one-week’s notice but greater than 24-hours notice is given, the patient will be refunded 50% of the fees they paid.
- There will be no refunds issues if less than 24-hours notice is given before the first session of that Group Counselling Section; However, we can arrange for you to attend a future section.
- Missing Group Counselling Sessions will not be refunded but we can arrange for you to attend future sessions
Release of Medical Information
Your medical records can be released with your consent by completing Patient Consent Form found in our Patient Information page. Transferring medical records is not insured by OHIP and so fees will apply as outlined in our Uninsured Services page.
Virtual Care Policy
Virtual Care has some inherent privacy and security risks that your health information may
be intercepted or unintentionally disclosed. We want to make sure you understand this before
we proceed. In order to improve privacy and confidentiality, you should also take steps to
participate in Virtual Care in a private setting, use an encrypted email service if available, and
you should not use an employer’s or someone else’s computer/device as they may be able to
access your information. You should also understand that virtual care is not a substitute for attending the Emergency Department if urgent care is needed.
