Welcome to GoToMedVA PH. These Terms of Service and Privacy Policy (“Agreement”) govern your use of our services and platform. By working with us or making a payment via our authorized billing platform (Paddle), you agree to the terms outlined below.

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1. Services Provided

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GoToMedVA PH offers remote medical virtual assistant (MedVA) services, including:

• Electronic Health Record (EHR) and inbox management

• Appointment scheduling and patient communication

• Insurance verification, prior authorizations, and billing support

• Administrative support tailored to DPC and general care practices

Our MedVAs are HIPAA-trained and operate remotely from the Philippines.

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2. Client Responsibilities

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Clients agree to:

• Provide secure access to relevant systems and communication platforms

• Offer initial training and ongoing task clarification

• Ensure respectful and professional communication with MedVAs

• Avoid assigning tasks outside the agreed scope of work
   

3. Payment & Billing

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GoToMedVA PH uses bi-weekly billing based on hours worked or services rendered.

• You will receive a professional invoice every two weeks, detailing time logs or service scope.

• Payments are processed via Paddle, our secure and authorized Merchant of Record.

• Accepted methods include ACH, credit/debit card, or bank transfer, depending on region.

• You are not charged in advance. Billing reflects completed service periods.
   

4. Refunds & Adjustments

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Because services are rendered prior to invoicing:

• Refunds are not typically applicable, as you are billed for completed work.

• In case of disputes (missed logins, performance issues, etc.), we will review the situation and offer:

  • A credit adjustment on your next invoice, or

  • A revised invoice if an error is confirmed.

All concerns must be reported within 5 business days of receiving an invoice for review.
 

5. Confidentiality & HIPAA Awareness

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• All MedVAs are required to sign Confidentiality Agreements and undergo HIPAA-awareness training.

• GoToMedVA PH follows best practices in remote data protection, including secure logins and encrypted platforms.

• However, clients (as the covered entities) remain responsible for full HIPAA compliance.

We are happy to assist with secure system setup recommendations as needed.
 

6. Termination

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You may terminate services at any time with 7 days’ written notice.

GoToMedVA PH reserves the right to pause or terminate services if:

• Payment remains unpaid 7 days after the due date

• A MedVA reports unprofessional conduct or unsafe working conditions

• Terms of this agreement are violated

Final hours will be invoiced accordingly.
 

7. Service Hours & Availability

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MedVAs follow agreed-upon schedules and operate within U.S. business hours unless otherwise arranged.

We will communicate in advance regarding:

• Public holidays

• Planned absences

• Connectivity issues (and coordinate make-up hours if needed)
   

8. Limitation of Liability

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GoToMedVA PH is not liable for indirect or consequential damages. While we aim to support your clinic with high-quality administrative services, ultimate responsibility for clinical outcomes, compliance, and decision-making remains with the client.
 

9. Governing Law

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These Terms are governed by the laws of the Republic of the Philippines. Any disputes will be resolved amicably where possible or through arbitration in Manila, Philippines.
 

Privacy Policy

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What We Collect

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• Your name, clinic information, and business contact details

• Service history and communication preferences

• Payment-related data (processed securely via Paddle — we do not store card data)
   

How We Use It

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• To provide MedVA support tailored to your clinic’s needs

• To issue accurate invoices and maintain business records

• To notify you of important service updates
   

Data Protection

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• We implement reasonable safeguards to protect your data

• MedVAs are trained to use only secure, encrypted systems and tools

• We do not sell or share your personal information with third parties
   

Data Retention

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Client data is retained as long as necessary to fulfill service or legal obligations.