Terms of Service

1. Acceptance of Terms

By using our website, online services, patient portal, or any digital communications from our dental practice (collectively, the "Services"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not use our Services.

These Terms apply to all patients, prospective patients, and website visitors. By scheduling an appointment, using our website, or engaging with our digital services, you acknowledge that you have read, understood, and agree to these Terms.

2. About Our Practice

Irene S. Olaes, DMD, is a licensed dental practice providing comprehensive dental care in San Diego, California. Our Services include dental treatment, online appointment scheduling, patient portal access, electronic communications, and related digital services to support your dental care.

3. Eligibility and Account Registration

3.1 Age Requirements

• Patients must be 18 years or older to create accounts or use our digital services independently
• Parents or legal guardians may create accounts for minor patients under their care
• Minors aged 12 and older may have certain independent access rights under California law

3.2 Account Responsibilities

If you create an account with our practice, you agree to:

• Provide accurate, complete, and current information
• Maintain the security of your login credentials
• Notify us immediately of any unauthorized account access
• Update your contact and insurance information promptly
• Use your account only for lawful purposes related to your dental care

4. Online Appointment Scheduling

4.1 Appointment Booking

• Online appointment requests are subject to confirmation by our office
• We will confirm all appointments via phone, email, or text message
• Appointment availability shown online is approximate and subject to change

4.2 Cancellation Policy

• 24-Hour Notice Required: Appointments must be cancelled at least 24 hours in advance
• Short Notice Cancellations: Cancellations with less than 24 hours notice may result in a missed appointment fee
• No-Show Policy: Failure to appear for scheduled appointments may result in a no-show fee and may affect future scheduling priority
• Emergency Exceptions: We understand that dental emergencies and unexpected circumstances occur

4.3 Rescheduling

• Appointments may be rescheduled online (subject to availability) or by calling our office
• We reserve the right to reschedule appointments due to emergencies, illness, or unforeseen circumstances
• We will provide as much advance notice as possible for any schedule changes initiated by our office

5. Patient Portal and Electronic Records

5.1 Portal Access

• Patient portal access allows you to view treatment histories, upcoming appointments, and communicate with our office
• Portal access is provided as a convenience and may not reflect real-time information
• You are responsible for maintaining secure access to your portal account

5.2 Electronic Communications

• You may receive appointment reminders, treatment follow-ups, and practice updates via email or text
• Electronic communications are not secure and should not be used for urgent matters
• For urgent dental concerns, please call our office directly

5.3 Medical Information Accuracy

• You are responsible for reviewing and reporting any inaccuracies in your portal information
• Electronic records are intended to supplement, not replace, direct communication with our office

6. Website Usage and Digital Services

6.1 Permitted Use

Our website and digital services are intended for:

• Learning about our dental services
• Scheduling and managing appointments
• Accessing your patient information
• Communicating with our practice about your dental care

6.2 Prohibited Activities

You may not use our Services to:

• Transmit any unlawful, harmful, or inappropriate content
• Attempt to gain unauthorized access to our systems
• Interfere with the proper functioning of our website or services
• Use our services for any commercial or competitive purposes
• Share your account access with unauthorized individuals

6.3 Website Content

• All content on our website is for informational purposes only
• Website content does not constitute medical advice or create a doctor-patient relationship
• Always consult with Dr. Olaes or our clinical staff for personalized dental advice

7. Communication and Consent

7.1 Electronic Communication Consent

By providing your contact information, you consent to receive:

• Appointment confirmations and reminders
• Treatment follow-up communications
• Practice updates and oral health information
• Billing and insurance-related communications

7.2 Marketing Communications

• You may opt-in to receive promotional offers and educational content
• Marketing communications are always optional and you may unsubscribe at any time
• We do not share your contact information with third parties for marketing purposes

7.3 Communication Security

• Email and text communications are not guaranteed to be secure
• Do not send sensitive personal or health information via unsecured email
• For confidential matters, please call our office or use secure portal messaging

8. Billing and Payment Terms

8.1 Payment Responsibility

• Patients are responsible for all charges incurred for dental services
• Payment is due at the time of service unless prior arrangements have been made
• We accept cash, checks, and major credit cards

8.2 Insurance Processing

• We will submit insurance claims as a courtesy to patients
• Patients remain ultimately responsible for all charges regardless of insurance coverage
• Insurance authorization does not guarantee payment by your insurance company

8.3 Outstanding Balances

• Accounts with outstanding balances may be subject to collection procedures
• Patients with outstanding balances may be required to pay in advance for future services

9. Treatment and Clinical Policies

9.1 Doctor-Patient Relationship

• These Terms do not create a doctor-patient relationship
• A doctor-patient relationship is established only through direct clinical consultation
• Dr. Olaes reserves the right to decline treatment or discontinue the doctor-patient relationship with appropriate notice

9.2 Treatment Consent

• Specific informed consent will be obtained for all dental procedures
• You have the right to ask questions about proposed treatments
• You may request second opinions and have the right to refuse treatment

9.3 Emergency Care

• Our Services are not intended for dental emergencies
• For after-hours emergencies, please call our office for instructions or seek immediate care
• If you are experiencing a life-threatening emergency, call 911

10. Privacy and Confidentiality

Your privacy is protected under our Notice of Privacy Practices and Privacy Policy. All patient information is handled in accordance with HIPAA, California privacy laws, and our comprehensive privacy policies. Please review our Privacy Policy for detailed information about how we collect, use, and protect your personal and health information.

11. Limitation of Liability

11.1 Service Availability

• We strive to maintain reliable access to our digital services but cannot guarantee uninterrupted availability
• We are not liable for any damages resulting from temporary unavailability of our website or digital services
• Technical issues with our digital services do not affect your access to clinical care

11.2 Information Accuracy

• While we strive for accuracy, we cannot guarantee that all information on our website or digital services is current or error-free
• You should verify important information by contacting our office directly

11.3 Third-Party Services

• Our website may contain links to third-party websites or services
• We are not responsible for the content, privacy practices, or services of third-party sites
• Use of third-party services is at your own risk

12. Technology and Security

12.1 System Requirements

• Our digital services require internet access and compatible devices
• We cannot guarantee compatibility with all devices or browsers
• You are responsible for maintaining adequate technology to access our services

12.2 Data Security

• We implement reasonable security measures to protect your information
• However, no internet transmission is completely secure
• You use our digital services at your own risk regarding data security

12.3 Backup and Recovery

• We maintain regular backups of patient data
• In the event of technical issues, we will work to restore services as quickly as possible
• Clinical care will always continue regardless of any technical difficulties

13. Intellectual Property

13.1 Practice Content

• All content on our website and digital services is owned by our practice or used with permission
• You may not reproduce, distribute, or use our content for commercial purposes
• Patient education materials are provided for personal use only

13.2 Patient Content

• Any reviews, testimonials, or feedback you provide may be used by our practice for marketing purposes
• You retain ownership of any personal content you submit
• We reserve the right to remove any inappropriate content

14. Modifications to Terms

14.1 Updates

• We may update these Terms from time to time to reflect changes in our services or legal requirements
• Updated Terms will be posted on our website with a new effective date
• Continued use of our Services after updates constitutes acceptance of the new Terms

14.2 Notification

• We will make reasonable efforts to notify patients of significant changes to these Terms
• Notice may be provided via email, website posting, or office communication

15. Termination

15.1 Patient Termination

• You may discontinue use of our digital services at any time
• Termination of digital services does not affect your ability to receive clinical care
• You may request deletion of your digital accounts by contacting our office

15.2 Practice Termination

• We may suspend or terminate access to digital services for violations of these Terms
• We may discontinue digital services with reasonable notice to patients
• Termination of digital services does not affect existing treatment relationships

16. Dispute Resolution

16.1 Governing Law

These Terms are governed by California state law and applicable federal laws.

16.2 Resolution Process

• We encourage patients to first contact our office directly to resolve any concerns
• Disputes that cannot be resolved directly may be subject to mediation
• Patients retain all rights to file complaints with appropriate regulatory bodies

16.3 Healthcare-Specific Disputes

• Disputes related to clinical care are subject to healthcare-specific resolution procedures
• Patients may file complaints with the California Dental Board if needed
• Malpractice claims are governed by California healthcare liability laws

17. Accessibility and Accommodations

17.1 Digital Accessibility

• We strive to make our digital services accessible to all patients
• If you experience accessibility issues, please contact our office for assistance
• We will work to provide reasonable accommodations for digital service access

17.2 Language Services

• Professional interpretation services are available upon request
• Important documents can be translated when needed
• Please notify us of language assistance needs when scheduling appointments

18. Compliance and Regulatory Information

18.1 Professional Licensing

• Dr. Irene S. Olaes is licensed to practice dentistry in California
• All dental services are provided in accordance with California dental practice regulations
• Licensing information is available upon request

18.2 Regulatory Compliance

• Our practice complies with all applicable healthcare regulations
• We maintain appropriate professional liability insurance
• We participate in continuing education and quality assurance programs

19. Contact Information and Support

19.1 General Questions

For questions about these Terms or our digital services:

19.2 Technical Support

For technical issues with our website, patient portal, or digital services:

• Call our office during business hours
• Email your technical questions with a detailed description
• We will respond to technical support requests within one business day

19.3 Appointment Scheduling

• Online: Through our website
• Phone: (858) 487-4683 during business hours
• Emergency: Call our office number for after-hours emergency instructions

20. Acknowledgment

By using our Services, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service. You also acknowledge that you have received information about our privacy practices and understand your rights as a patient.