1. Registration
1.1 Individuals can register for the AMA Victoria Medical Career Service (the Service) by using the online booking and payment system located at https://amavic.com.au/careers-advice
1.2 The booking system will automatically identify available days and times.
2. Payment
2.1 Fees for the Service are to be paid at the time of registration.
2.2 Fees are to be paid via credit card.
2.3 A registration will not be considered finalised until credit card payment is successfully processed by AMA Victoria.
3. Processing credit card payments
3.1 Credit card payments will be processed immediately via a secure online payment gateway.
4. Cancellation by the Client
4.1 Clients can cancel the Service by notifying AMA Victoria of their intention to cancel in accordance with clause 4.2 of the AMA Victoria Medical Career Service Terms and Conditions (the Terms and Conditions).
4.2 Notification can occur via phone or email.
4.3 Refunds will be managed in accordance with clause 9 and clause 10 of the Terms and Conditions.
5. Re-scheduling by the Client
5.1 Clients can re-schedule the Service by contacting AMA Victoria via phone or email at least two Business Days before the Service.
5.2 Clients will not be able to re-schedule the Service via the online booking system.
6. Client does not attend the scheduled Service without rescheduling or cancelling
6.1 If the Client, does not attend the scheduled Service and has not notified AMA Victoria in accordance with clauses 4 or 5, no refund will be provided for the proportion of the Service not attended by the client.
7. Cancellation by AMA Victoria
7.1 AMA Victoria, reserves the right to cancel the Service for reasons including but not limited to:
7.1.1. Unavailability of Coach; or
7.1.2. Cause of force majeure.
7.2 In case of cancellation, AMA Victoria will endeavour to notify the Client no less than 2 hours before the Service, except in the case of an emergency.
7.3 In accordance with Clause 9.2 of the Terms and Conditions, a full refund will be granted where the Service is cancelled by AMA Victoria.
8. Consultation postponed or re-scheduled by AMA Victoria
8.1 AMA Victoria may postpone or re-schedule the Service due to Coach unavailability or for other reasons.
8.2 If the Service is postponed or re-scheduled, AMA Victoria will notify the Client at least 24 hours prior to the Service, except in the case of emergency.
8.3 If the Service is postponed or re-scheduled, AMA Victoria will provide the Client with the following options:
8.3.1. Participation at the re-scheduled day and time; or
8.3.2. Refund of the proportion of the Service not yet provided, being an individual session or the components of a program not yet delivered.
9. Refunds
9.1 Refund of the proportion of the Service not yet provided will be granted to a Client who informs AMA Victoria of their intention to cancel at least two Business Days prior to the Service and completes the Refund Request Form located here.
9.2 Refund of the proportion of the Service not yet delivered will be granted to a Client in the case of cancellation by AMA Victoria (clause 7 of the Terms and Conditions).
9.3 In line with Clause 8.3 of the Terms and Conditions, refund of the proportion of the Service not yet delivered may be granted to a Client in the case the Service is postponed or re-scheduled by AMA Victoria and the Client elects to cancel rather than re-schedule.
9.4 Refund will not be granted to a Client cancelling the Service less than two Business Days prior to the Service except as defined in clause 10 of the Terms and Conditions.
9.5 Refunds will be processed by refunding the credit card used for initial payment.
10. Refunds under special consideration
10.1 Notwithstanding clause 9.4, a Client who cancels the Service less than two Business Days prior to the Service, and would like to seek refund, can apply for special consideration providing a detailed reason for cancellation.
10.2 Application for special consideration is to be submitted with the Refund Request Form to AMA Victoria located here at least 30 minutes prior to the Service.
10.3 Clients must apply for special consideration in writing via email and attach the Refund Request Form.
10.4 Application for special consideration received by AMA Victoria over the phone will not be accepted.
10.5 Application for special consideration received less than 30 minutes prior to the Service will not be accepted.
10.6 Application for special consideration will be reviewed by the Coach on a case by case basis.
10.7 Clients applying for special consideration will be contacted within 7 Business Days from when the application for special consideration is received by AMA Victoria. A decision will be made after contact has been made and the Client notified of the decision via email.
10.8 If application for special consideration is successful, AMA Victoria will refund the Client the proportion of the Service not yet delivered minus:
10.8.1. $50 for administration fees for AMA Victoria members; or
10.8.2. $100 for administration fees for non-members
10.9 If application for special consideration is not successful, no refund will be granted to the Client.
10.10 If granted, refunds will be processed under clause 9.5.
11. Attendance
11.1 For face-to-face (in-person) consultations Clients are encouraged to arrive at AMA Victoria premises 10 minutes prior to an in-person Service.
11.2 For services engaged via an online platform Clients are encouraged to have tested the link provided to an online meeting and login to the meeting online just prior to the Service.
12. Retention of Membership to access member rates for the Service
12.1 The member rate is only applicable to members who maintain membership for a minimum of 1 year. The Client agrees that if it engages the Service as a member and terminates membership within a year, AMA Victoria reserves the right to charge the client the non-member rate for the Service provided.
13. Privacy
13.1 AMA Victoria adheres to the thirteen Australian Privacy Principles (APPs) issued by the Office of the Australian Information Commissioner (OAIC) - https://www.oaic.gov.au/about-us/corporate-information/key-documents/privacy-policy-summary
13.2 The information provided by a prospective Client at time of booking will be kept secure and accessed only by authorised AMA Victoria staff members.
13.3 The AMA Victoria Medical Career Service may share information collected prior or during the Service with other departments of AMA Victoria for communication and marketing purposes.
13.4 AMA Victoria will not share any of the information collected at time of booking with third party organisations for sales and marketing purposes.
13.5 AMA Victoria will not share any of the information collected during the Service with third party organisations for sales and marketing purposes.
13.6 Credit card information is collected for payment purposes only.
13.7 Credit card payments are processed using the Stripe payment system - https://stripe.com/au
14. Confidentiality
14.1 AMA Victoria will maintain confidentiality of all sensitive information collected prior to and during the Service.
14.2 Information collected will not be disclosed to external parties unless release is required by law or unless the Coach is concerned for the wellbeing of the Client and has been unable to reach the Client.
15. Generic Advice
15.1 Any advice provided during the Service is to be considered general in nature and may not take into account your personal situation. Clients should consider whether the information and advice provided is appropriate to their needs.
15.2 Although every effort will be made to ensure accuracy of the information and advice provided during the Service, AMA Victoria, its officers, employees and contractors disclaim all liability (except for any liability which by law cannot be excluded), for any error, inaccuracy in, or omission from the information provided or any loss or damage suffered by any person directly or indirectly through relying on this information.
15.3 The client acknowledges that sometimes issues may come up during the Service that, while relevant to ongoing professional growth and development, may be outside the scope of Service at the time, and may be usefully supported by other methods. This can be very deep and personal work, and the client may discover that they want to understand more of themselves, or past experiences, or personal and professional relationships or conflicts. This work is not for professional coaching, but for disciplines and experts in fields such as psychology, psychiatry and counselling. Sometimes, clients also identify a need for a mentor, an advisor or a sponsor for their work and professional development, and these roles are also outside of the Service.
16. Complaints and appeals
16.1 Clients can submit complaints to AMA Victoria via phone or email.
16.2 Complaints will be reviewed by the Director and escalated to the Chief Executive Officer where necessary.
16.3 Complaints will be addressed within 10 Business Days from the day on which the complaint is received by AMA Victoria.
16.4 Notification of complaint outcome will be sent to the Client within two Business Days from when the decision is made by AMA Victoria.
16.5 A Client who disagrees with the decision may appeal the decision within 10 Business Days from when the decision is received by the Client.
16.6 Application for appeal is to be provided to AMA Victoria in writing via email or mail.
16.7 Appeals will be reviewed by the Chief Executive Officer and addressed within 20 Business Days from the day in which the request for appeal was received by AMA Victoria
16.8 Notification of appeal outcome will be sent to the Client within two Business Days from when the decision is made.
Definitions
- Business Day means Monday to, and including, Friday but not including any Victorian or federal public holidays or weekends.
- Coach means a career, executive or leadership coach engaged by AMA Victoria to provide the Medical Career Service.
- Client means a member or non-member of AMA Victoria who engages the Service through its online booking system or engages the Service directly.
- Service means an individual coaching session or program offered as described on the AMA Victoria website, or as otherwise agreed directly with a Client, by the AMA Victoria Medical Career Service.
- Refund Request Form means the form accessed by clicking this link: https://forms.office.com/Pages/ResponsePage.aspx
