Terms of Service
Terms of Service Agreement
Irene S. Olaes, DMD
12335 World Trade Dr. Ste 1B
San Diego, CA 92128
Phone: (858) 487-4683
Email: [email protected]
Effective Date: June 1, 2025
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 documentation 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:
Phone: (858) 487-4683
Email: [email protected]
Address: 12335 World Trade Dr. Ste 1B, San Diego, CA 92128
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 patient portal
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.
Last Updated: June 1, 2025
For the most current version of these Terms, please visit our website or request a copy from our office.
© Irene S. Olaes DMD. All Rights Reserved.