Terms and Conditions
- Effective Date: 6th October, 2025
These Terms and Conditions (“Terms”) constitute a legally binding agreement between you (“Client,” “Practice,” “you”) and VirtualCare Assistants (“VCA,” “we,” “our,” “us”) regarding the use of our website, services, and related platforms. By engaging our services or accessing our website, you acknowledge that you have read, understood, and agreed to be bound by these Terms.
1. Scope of Services
VirtualCare Assistants provides professional Virtual Medical Assistant (“VMA”) services to licensed healthcare providers and practices in the United States. Our VMAs support administrative and operational functions, including patient scheduling and communication, referrals and follow-ups, insurance and benefits verification, documentation support, and practice management tasks. While our services are designed to reduce administrative burden and improve efficiency, VCA does not provide medical or clinical advice, and our VMAs are not substitutes for licensed medical professionals.
2. Eligibility
Our services are intended solely for licensed healthcare providers, group practices, and other authorized healthcare entities. By using our services, you represent and warrant that you have the legal authority to enter into this agreement and that your use of our services will at all times comply with applicable federal, state, and local laws and regulations, including the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and, where applicable, 42 CFR Part 2.
3. Client Responsibilities
The success of our partnership relies on clear expectations and responsibilities. You agree to provide timely and accurate information necessary for the performance of services, including but not limited to practice workflows, access credentials for electronic health record (“EHR”) systems, and updates to scheduling or patient protocols. You further agree to maintain compliance with all licensing and regulatory obligations related to your practice.
Clients must ensure that no requests made to VCA staff involve illegal activities, unethical practices, or actions that would compromise patient confidentiality. It is the responsibility of the client to train VMAs on practice-specific workflows where needed, and to maintain professional communication at all times.
4. HIPAA Compliance and Data Privacy
We take patient confidentiality and data security with utmost seriousness. All VMAs engaged through VCA receive HIPAA training and sign Business Associate Agreements (“BAAs”). We implement physical, administrative, and technical safeguards to prevent unauthorized access, disclosure, or misuse of protected health information (“PHI”).
While VCA acts as a Business Associate under HIPAA, the client remains the Covered Entity and retains ultimate responsibility for compliance. The client agrees to notify us promptly of any incidents involving potential breaches of PHI so that proper action can be taken.
5. Payment Terms
Fees for services are established in advance in the applicable service agreement or proposal provided to the client. Unless otherwise agreed in writing, payments are due on the schedule outlined in the invoice (weekly, bi-weekly, or monthly). Failure to remit payment in a timely manner may result in suspension or termination of services.
All fees are non-refundable unless expressly stated otherwise. Late payments may be subject to interest charges, penalties, or service suspension.
6. Term and Termination
This agreement begins upon commencement of services and continues until terminated by either party. Either party may terminate services with written notice, subject to the notice period defined in the service agreement. VCA reserves the right to immediately suspend or terminate services in cases of non-payment, breach of these Terms, or any conduct that jeopardizes compliance with HIPAA, patient safety, or applicable laws.
Upon termination, all outstanding balances become due immediately. Confidential obligations under this agreement survive termination.
7. Confidentiality
Both parties agree to treat as confidential any proprietary or non-public information received during the course of services, including but not limited to patient records, financial information, internal processes, and practice workflows. This duty of confidentiality continues after termination of the relationship. Exceptions apply where disclosure is required by law, regulation, or valid court order.
8. Limitations of Liability
VCA makes every reasonable effort to ensure reliable and professional service delivery. However, we shall not be liable for indirect, incidental, special, or consequential damages arising from the use or inability to use our services. In no event shall our total liability exceed the fees paid by the client during the three-month period preceding the claim.
We disclaim responsibility for losses resulting from inaccurate client-provided information, third-party system failures (including EHR downtime, insurance portal errors, or telecommunication issues), or circumstances outside of our reasonable control.
9. Service Availability
We strive to provide uninterrupted and reliable service. However, we cannot guarantee continuous availability due to factors such as internet outages, third-party platform downtime, or other circumstances beyond our control. Clients are responsible for maintaining contingency plans or backup systems to ensure continuity of their operations.
10. Intellectual Property
All training materials, documentation, workflows, or resources created by VCA remain the intellectual property of VCA unless otherwise agreed in writing. Clients are granted a limited, non-transferable, non-exclusive right to use such materials solely in connection with the contracted services during the term of the agreement.
11. Independent Contractor Relationship
All VMAs engaged through VCA are independent contractors, not employees of the client. Nothing in these Terms shall be construed to create an employer-employee relationship between the client and the VMA. Clients may not directly solicit, hire, or contract with VMAs outside of VCA without prior written consent. Any attempt to do so may result in penalties or damages as specified in the service agreement.
12. Professional Conduct and Non-Discrimination
VCA is committed to fostering a safe and respectful workplace for our staff. Clients agree not to engage in discriminatory, abusive, or harassing behavior toward VMAs or other VCA personnel. Clients further agree that requests made of VMAs will be strictly professional in nature and aligned with the scope of healthcare administrative support, not personal errands or unrelated tasks.
13. Indemnification
You agree to indemnify, defend, and hold harmless VCA, its affiliates, employees, and contractors from and against any claims, damages, liabilities, costs, or expenses (including reasonable attorney fees) arising out of or related to your use of our services, your breach of these Terms, or your violation of applicable laws or regulations.
14. Modifications
We reserve the right to amend or modify these Terms at any time. Any updates will be posted on our website, and the “Effective Date” will reflect the latest revision. Continued use of services after such changes constitutes acceptance of the revised Terms.
15. Contact Information
For any questions about these Terms, please contact us at: