Terms & Conditions

1. Acceptance of Terms

By accessing Health Guide Mate facilities, using our services, or engaging with our healthcare providers, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions. If you do not agree with any part of these terms, please do not use our services.

These terms apply to all patients, visitors, and users of our healthcare services, including but not limited to medical consultations, diagnostic services, treatments, and digital health platforms.

2. Healthcare Services Overview

Health Guide Mate provides comprehensive healthcare services through licensed medical professionals:

Medical Services:

• Primary care and family medicine
• Specialized medical consultations and treatments
• Diagnostic imaging and laboratory services
• Emergency and urgent care services
• Preventive care and health screenings
• Chronic disease management programs

Specialized Care:

• Dermatology and skincare treatments
• Hair restoration and trichology services
• Comprehensive dental and oral healthcare
• Medically supervised weight management
• Mental health and wellness programs
• Rehabilitation and physical therapy

Digital Health Services:

• Telemedicine consultations
• Patient portal access
• Online appointment scheduling
• Electronic health record management
• Remote monitoring services

3. Patient Rights and Responsibilities

Patient Rights:

• Receive respectful, compassionate, and dignified care
• Obtain complete and accurate information about your health condition
• Participate in decisions about your care and treatment
• Access your medical records and request amendments
• Receive care in a safe and secure environment
• Have your privacy and confidentiality protected
• Receive information about treatment costs and insurance coverage
• Voice complaints and concerns without fear of retaliation

Patient Responsibilities:

• Provide accurate and complete medical history and information
• Follow prescribed treatment plans and medical recommendations
• Keep scheduled appointments or provide adequate notice for cancellations
• Treat healthcare staff, other patients, and visitors with respect
• Pay for services according to agreed-upon terms
• Comply with facility policies and safety procedures
• Inform healthcare providers of changes in condition or concerns
• Respect the rights and needs of other patients

4. Appointment and Scheduling Policies

Scheduling Requirements:

• Appointments must be scheduled in advance through approved channels
• Valid identification and insurance cards required at each visit
• Arrive 15 minutes early for check-in and registration
• Provide 24-48 hours notice for appointment changes

Cancellation and No-Show Policy:

• Cancellations with less than 24 hours notice may incur fees
• No-show appointments will result in a $50 administrative fee
• Repeated no-shows may result in service termination
• Emergency situations are exempt from cancellation fees

Emergency Services:

• Emergency care available 24/7 for life-threatening conditions
• Non-emergency urgent care available during extended hours
• Patients may be redirected to appropriate level of care

5. Financial Policies and Payment Terms

Payment Obligations:

• Payment or co-payment due at time of service
• Patients responsible for deductibles and non-covered services
• Acceptable forms of payment include cash, credit cards, and checks
• Payment plans available for qualifying patients

Insurance and Billing:

• Insurance verification is patient's responsibility
• We will file claims with your insurance provider
• Patients responsible for services not covered by insurance
• Billing statements will be sent for outstanding balances
• Unpaid accounts may be sent to collection agencies

Financial Assistance:

• Financial hardship programs available for qualifying patients
• Charity care applications processed confidentially
• Payment plan options for approved applicants

6. Medical Information and Records

Electronic Health Records:

• Medical records maintained in secure, HIPAA-compliant systems
• Records include all aspects of your care and treatment
• Information shared among your healthcare team for coordinated care

Record Access and Requests:

• Patients may request copies of their medical records
• Record requests processed within 30 days
• Reasonable fees may apply for copying and administrative costs
• Records released to third parties only with written authorization

Record Retention:

• Medical records retained according to legal and professional standards
• Typically maintained for 7-10 years after last treatment
• Longer retention periods for certain conditions and minors

7. Telemedicine and Digital Health Services

Technology Requirements:

• Patients must have appropriate technology and internet connection
• Technical support available for setup and troubleshooting
• Backup communication methods established for technical failures

Limitations and Scope:

• Not all conditions suitable for telemedicine evaluation
• Physical examination limitations may require in-person visits
• Emergency conditions require immediate in-person care
• Prescription limitations for controlled substances

Privacy and Security:

• HIPAA-compliant video conferencing platforms used
• Recording of sessions prohibited without consent
• Secure messaging through patient portal required

8. Quality of Care and Medical Outcomes

Standards of Care:

• Care provided according to accepted medical standards
• Board-certified physicians and licensed healthcare professionals
• Continuous quality improvement and safety programs
• Accreditation by recognized healthcare organizations

Treatment Outcomes:

• No guarantee of specific medical outcomes or results
• All medical procedures carry inherent risks
• Informed consent obtained for procedures and treatments
• Complications and adverse events reported and managed promptly

9. Facility Policies and Safety

Visitor and Patient Conduct:

• Respectful behavior required from all patients and visitors
• Weapons, illegal substances, and disruptive behavior prohibited
• Compliance with infection control and safety measures required
• Photography and recording restricted in clinical areas

Safety and Security:

• Security personnel and surveillance systems in place
• Emergency procedures and evacuation plans established
• Incident reporting system for safety concerns

10. Professional Liability and Insurance

Health Guide Mate maintains comprehensive professional liability insurance and follows all applicable healthcare regulations. Our liability is limited to the direct costs of services provided, and we are not liable for indirect or consequential damages.

11. Termination of Services

Grounds for Termination:

• Non-payment for services rendered
• Repeated violations of facility policies
• Abusive, threatening, or disruptive behavior
• Non-compliance with treatment recommendations
• Provision of false or misleading information

Termination Process:

• Written notice provided when possible (30 days for non-emergency)
• Assistance with transition of care to another provider
• Medical records transfer arranged as requested
• Emergency care provided during transition period

12. Intellectual Property and Content

All content on our website, educational materials, and proprietary systems are protected by copyright and trademark laws. Unauthorized use, reproduction, or distribution is strictly prohibited.

13. Governing Law and Dispute Resolution

Legal Framework:

• Terms governed by laws of the state where services are provided
• Federal healthcare regulations take precedence where applicable
• Disputes resolved through appropriate legal channels

Alternative Dispute Resolution:

• Mediation services available for qualifying disputes
• Patient grievance process for service-related concerns
• External review processes for insurance and coverage disputes

14. Modifications to Terms

We reserve the right to modify these Terms and Conditions as necessary to comply with legal requirements or improve our services. Material changes will be communicated through:

• Posted notices in our facilities
• Website updates and notifications
• Patient portal announcements
• Direct communication for significant changes