Terms and Conditions

Please carefully review the following Terms and Conditions:

Payment Terms:

Services provided by Sage Admin Solutions are billed based on the package selected through our online forms or as discussed and agreed upon between the Client and Sage Admin Solutions. Any additional hours beyond these packages are billed at $60 per hour (excluding GST). Work will commence upon receipt of payment, and a receipt will be issued to the Client upon payment confirmation. Sage Admin Solutions is responsible for all applicable federal, state, and local taxes concerning the services performed as an independent contractor. Sage Admin Solutions will not be treated as an employee for any purpose.

Expense Reimbursement:

With prior Client authorisation, Sage Admin Solutions is entitled to reimbursement for any out-of-pocket expenses directly related to the Client's business, such as postage and software. Copies of all receipts will be provided to substantiate the reimbursement of costs.

Work:

Sage Admin Solutions agrees to create project materials ("Work") at the Client's request for fees agreed upon in advance and deliver the Work by the agreed-upon deadline. Sage Admin Solutions will be the sole author of the Work, ensuring it is original and plagiarism-free. We will work cooperatively with the Client to edit and review the Work before completion. All agreed services, including scheduled meetings and communication, are subject to chargeable hours.

Client Approval:

Upon acceptance of the Work, the Client assumes responsibility for any further processes in which this Work is used. Sage Admin Solutions is not liable for any errors in the Work or related projects after the Client accepts the Work.

Privacy and Confidentiality:

We value your privacy. Information will never be disclosed, loaned, leased, rented, sold to third parties, or made public without your permission unless legally required. Personal data and information, such as contact form messages, newsletter subscriptions, and client details, are kept confidential and used solely to optimise and improve our services. Some non-personal data about website visitors is collected automatically, such as the Internet service provider, web browser, pages visited, and time spent on each page. Visitor identities remain anonymous unless they provide information voluntarily.

Cancellation:

Either party may terminate the Service at any time if the relationship is deemed unsatisfactory. Upon termination, confidentiality provisions remain binding. Sage Admin Solutions will promptly return all client property. This Agreement constitutes the entire understanding between parties, superseding prior agreements. Amendments require written consent. This Agreement remains in effect until terminated by either party, with no refunds issued upon termination.

Newsletter Subscription:

Clients can opt-in to receive our monthly newsletter and unsubscribe at any time.

Business Hours:

We are available Monday through Friday, 9 am to 5 pm Eastern Standard Time. Email is preferred, but texting is also acceptable. Telephone or Zoom calls should ideally be pre-planned to avoid scheduling conflicts. Non-urgent emails will be responded to within 24 hours during business hours. For urgent matters outside business hours, please indicate "URGENT" in the email subject line for prompt attention.

Holidays & Absence:

We will notify clients via email when Sage Admin Solutions is unavailable during regular business hours due to personal vacations or Victorian public holidays.

Description of Services:

Services will commence on the start date specified in our "Online Forms" or as agreed upon via email between the Client and Sage Admin Solutions. The services outlined in the confirmation email will begin promptly upon approval and receipt of payment. A weekly update email will be sent at the beginning of each work week (Monday), including a detailed timesheet of hours used, updates on outstanding tasks, and the remaining time allocation on the purchased hourly packages.

Practice Management Software Set-up:

Setting up your practice management system is a comprehensive process that includes the following key tasks:

Setting up user profiles, locations, and rosters
Creating appointment types and fees
Configuring Funders relevant to your business and appropriate referral types
Developing letter templates that auto-populate patient and referrer details
Crafting online intake, service agreements, and consent forms
Establishing essential communication templates
Configuring third-party systems like Medicare/DVA for seamless claiming
Enabling online bookings
Customising the system with flags, colour codes, and business-specific fields

This service is not billed based on hours used but is instead a complete package encompassing all elements mentioned above. To ensure you are fully equipped, we also include a comprehensive 40-minute live video training session post-setup.

Service Location:

All services will be conducted virtually from the Service Provider's home office.

Scheduling:

Clients are encouraged to schedule services a week in advance for priority reservations.

Communication:

We prefer communication via email, but texting is also acceptable at 0415 192 843. We request that telephone or Zoom calls be scheduled in advance to prevent conflicts. We respond to non-urgent emails within 24 hours during business hours. For assistance outside business hours, please email with "URGENT" in the title.

Programs/Software:

We regularly work with Dropbox, Google Docs & Drive, One Drive, Rounded, Toggl, Zoom, and LastPass. Clients will not be charged for using these programs. If a client prefers a different program, any associated costs will be charged accordingly.

Phone Line Rental:

Sage Admin Solutions offers clients the option to rent a dedicated phone line for a fee of $30 per month. This service includes the setup and maintenance of the phone line, ensuring a reliable communication channel for your practice. The rental fee will be billed monthly, and the service can be terminated with 30 days' notice. Any costs associated with early termination will be discussed and agreed upon with the Client prior to cancellation.

Payment Methods:

At Sage Admin Solutions, we accept payments via bank transfers and Stripe. Bank transfers offer a secure and traditional payment method, while Stripe provides a convenient online payment option. We appreciate your cooperation in adhering to our designated payment methods.

Referrals:

Referrals are our favourite way to grow our business. If you refer Sage Admin Solutions, please let us know, and we will gladly acknowledge you with a 10% discount on one invoice. This discount will be applied after the new Client's first payment.

Meetings:

While virtual meetings are preferred, we are open to in-person meetings for special occasions. These are charged at $90 per hour, including travel within Melbourne metro areas.

Policy & Price Changes:

We reserve the right to update this policy and our service prices. We will notify clients promptly if there are significant changes. Clients will receive a 30-day notice before any price changes become effective.