Documentation fees (client letters / forms / reports) — guidance (Associate Handbook)
Purpose: Help associates quote documentation fees consistently and in line with BCACC-style recommendations.
Key principle (no single fixed price)
The BCACC does not set one fixed price for client letters. A common recommended approach is to bill based on:
- the actual time spent, and
- in 15-minute increments, and
- at the counsellor’s standard hourly rate (or a higher rate for specialized/medico-legal work, where appropriate).
Recommended billing structure (time-based)
- Administrative tasks (letters, form completion, file review): invoice for the actual time spent, divided into 15-minute blocks.
- Agreement in advance: clients should agree to the charges before the work begins (ideally via a signed payment agreement separate from the standard informed consent form).
Hourly rates (context)
Depending on the counsellor’s experience, the base hourly rate is often in the range of:
- Standard services: $140–$165 (plus GST), or
- Specialized services: up to $250 (plus GST).
GST note (reports/letters)
Unlike therapy sessions (which often include GST in the hourly rate), GST is typically added as an extra charge for clinical reports and letters.
Estimated costs (example ranges, early 2026)
| Task duration | Standard rate (approx.) | Specialized rate (approx.) |
|---|---|---|
| 15 minutes | $35–$41 | $41–$62 |
| 30 minutes | $70–$82 | $82–$125 |
| 45 minutes | $105–$123 | $123–$187 |
Additional considerations
- Medico-legal / higher-liability documentation (e.g., court or complex insurance claim contexts) may be subject to higher “specialized services” rates due to added expertise and liability.
- For precise billing, please refer to your own Standard Payment for Clinical Counselling Services document (each counsellor is required to maintain one).