Terms and Conditions for
The Healing Tree
Telehealth Services
Effective Date: June 25, 2025
Welcome to The Healing Tree (“we,” “our,” or “the Practice”). These Terms and Conditions (“Terms”) govern your use of our telehealth services. By accessing or using our services, you agree to be bound by these Terms and our Privacy Policy.
Please read carefully.
1. Telehealth Services
Telehealth allows you to consult with a licensed healthcare provider through secure audio and/or video communications, rather than in-person visits. Services may include:
- Evaluation and diagnosis
- Treatment planning
- Prescription of medications (when appropriate)
- Health and nutrition education and counseling
- Monitoring and follow-up care
We use HIPAA-compliant platforms to protect your privacy and confidentiality.
2. Eligibility for Services
To use our Telehealth services, you must:
- Be located in a state where our providers are licensed to practice
- Be at least 18 years old or have a legal guardian present during the visit
- Accurately complete required forms, including medical history and consent
- Agree to use a secure internet connection in a private setting
We reserve the right to decline services if these conditions are not met.
3. Risks and Limitations of Telehealth
Telehealth has limitations, including but not limited to:
- Inability to perform certain physical exams
- Potential for technical difficulties or interruptions
- Risk of miscommunication due to technology limitations
You acknowledge that telehealth is not appropriate for all conditions and that in some cases, in-person care or emergency services may be recommended.
4. Medical Emergencies
Telehealth is not intended for medical emergencies.
If you are experiencing a medical emergency, call 911 or go to the nearest emergency room immediately.
5. Privacy and Confidentiality
Your health information is protected under the Health Insurance Portability and Accountability Act (HIPAA). Our Notice of Privacy Practices explains how your information is used and shared.
We are not responsible for privacy breaches that occur due to:
- Use of non-secure networks
- Others overhearing your visit if you’re in a public or shared space
- You sharing your login or device
6. Prescriptions
We may prescribe medications when appropriate and permitted by law. We do not prescribe controlled substances via telehealth. You are responsible for:
- Providing a complete list of medications and allergies
- Notifying us of side effects or issues with prescribed treatments
7. Payment and Insurance
- You are responsible for all fees unless prior arrangements are made.
- We do not presently accept or bill insurance.
- Payment is due at the time of service unless otherwise agreed upon.
- A no-show or late cancellation fee may apply as per our cancellation policy.
8. Technology Requirements
To participate, you must have:
- A stable internet connection
- A device with video/audio capabilities
- Access to email and patient portal
You are responsible for maintaining the privacy and security of your devices.
9. Cancellation and Refund Policy
- Rescheduling is permitted at any time up to two hours before your session.
- Rescheduling within two hours of your session will incur a 25% fee.
- Cancellations less than 24 hours in advance will be charged a 50% fee.
- No-shows will incur a 100% charge with rare exception.
- Refunds are not provided for completed telehealth services.
10. Consent to Telehealth
By using our services, you provide informed consent to participate in telehealth. You may withdraw consent at any time, though doing so may end the provider-patient relationship if in-person care is not feasible.
11. Termination of Services
We reserve the right to terminate or restrict your access to our services for:
- Failure to comply with these Terms
- Disruptive or inappropriate behavior
- Non-payment of fees
- Provider judgment that telehealth is no longer clinically appropriate
12. Changes to Terms
We may update these Terms periodically. We will notify you of significant changes via email or our patient portal. Continued use of our services after changes constitutes your acceptance of the revised Terms.
Privacy Policy for The Healing Tree
Effective Date: July 25, 2025
This Privacy Policy explains how The Healing Tree (“we,” “us,” or “our”) collects, uses, discloses, and safeguards your protected health information (PHI) when you engage with our telehealth services, as required by the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
By using our services, you acknowledge that you have read, understood, and agreed to the practices described below.
1. What Information We Collect
We collect the following types of information:
- Personal Identifiers: Full name, date of birth, address, phone number, email address
- Health Information: Medical history, medications, allergies, diagnoses, treatment plans, lab results
- Billing Information: Insurance details, payment method, billing address
- Technical Data: IP address, device/browser type, time and date of visits (only when using our website or patient portal)
This information is collected through electronic health records, intake forms, telehealth appointments, and patient communications.
2. How We Use Your Information
Your information may be used to:
- Provide, coordinate, or manage your healthcare
- Communicate with you regarding appointments, treatment, or billing
- Submit insurance claims or request prior authorizations
- Comply with legal or regulatory obligations
- Improve our services and user experience
We do not sell your personal or health information.
3. How We Share Your Information
We may share your PHI with the following, when necessary:
- Other healthcare providers involved in your care
- Health insurance companies for billing and payment
- Business associates who support our operations (e.g., billing services, telehealth platforms) — all of whom are contractually obligated to comply with HIPAA
- Public health authorities as required by law (e.g., for disease reporting or public safety)
- Legal or regulatory bodies when required by a court order or subpoena
4. Your Rights Under HIPAA
As a patient, you have the right to:
- Access Your Records: Request a copy of your medical records in paper or electronic format.
- Request Amendments: Ask us to correct information you believe is inaccurate or incomplete.
- Request Restrictions: Limit how your information is used or shared (we are not always legally required to agree).
- Request Confidential Communications: Ask us to contact you at a specific phone number or email.
- Receive an Accounting of Disclosures: Request a record of when and with whom we’ve shared your PHI, outside of standard treatment, payment, or operations.
- File a Complaint: If you believe your privacy rights have been violated, you may file a complaint with us or with the U.S. Department of Health and Human Services. We will not retaliate for any complaint.
5. Data Security
We use secure, HIPAA-compliant technologies to store and transmit your information, including:
- Encrypted video conferencing platforms
- Password-protected electronic medical records
- Access-controlled systems and audit trails
Despite our best efforts, no system can guarantee absolute security. You are encouraged to safeguard your own devices and communications when using our services.
6. Communications and Consent
By providing your email address or phone number, you consent to receive appointment reminders, billing notifications, and care updates. You may opt out of non-essential communications at any time.
7. Cookies and Website Use (if applicable)
If you access our website or patient portal, we may use cookies to improve your browsing experience. These may collect anonymous usage data but do not access your personal health information.
8. Changes to This Policy
We may update this Privacy Policy periodically. Updates will be posted on our website with a revised “Effective Date.” Significant changes will be communicated to you via email or portal notice.
9. Contact Us
If you have any questions, requests, or concerns about this policy or how your information is handled, please contact:
The Healing Tree
901 NE D Street #1051
Grants Pass, OR 97526
Refund Policy for The Healing Tree
Effective Date: July 25, 2025
At The Healing Tree, we are committed to providing high-quality, compassionate telehealth care. This Refund Policy outlines the terms under which payments may be refunded and sets clear expectations for cancellations, missed appointments, and service-related concerns.
1. General Policy
Fees paid for telehealth services are non-refundable once the service has been provided. This includes consultations, treatment planning, prescription review, medication purchase for the patient and any clinical interaction with a provider.
2. Cancellations and Rescheduling
To avoid being charged, appointments must be canceled or rescheduled in advance of your appointment time.
- Rescheduling is permitted at any time up to two hours before your session. Rescheduling within two hours of your session will incur a 25% fee.
- Cancellations less than 24 hours in advance will be charged a 50% fee.
- No shows will be charged a 100% fee.
- These fees is not refundable or transferable.
We understand that emergencies happen and may waive this fee in the event of documented medical or family emergencies, at our discretion.
3. Technical Issues
If a visit is disrupted due to technical problems on our end (e.g., provider connectivity issues), we will either:
- Reschedule your appointment at no cost
OR - Issue a full refund upon request
If the disruption is due to your equipment or internet connection, the visit may be rescheduled once at no charge. Subsequent disruptions may be treated as a late cancellation and subject to fees.
4. Unsatisfactory Services
If you are dissatisfied with your care, we encourage you to contact us at [email protected] to give us the opportunity address your concerns. Refunds for dissatisfaction are not guaranteed and are issued solely at the discretion of the practice leadership.
5. Subscription or Plan Services
Any payments towards combined plans:
- Medications are ordered in advance in order to offer discounted prices, we are not able to offer refunds on medications ordered for and sent to patients.
- Fees for unused follow up, check in, titrations and nutritional/lifestyle counseling may be refunded on a case by case basis at the discretion of practice leadership.
Any administrative or setup fees are non-refundable once services have begun.
7. Policy Changes
We reserve the right to amend this Refund Policy at any time. Any changes will be posted on our website with an updated “Effective Date.” Your continued use of our services implies acceptance of the revised policy.
