(631) 634-6868
support@healthreception.com
Get Started
health reception logo
EN/VI/ES Multilingual

Natural conversations

Instant Booking

Real-time Scheduling

Smart Intake

Accurate Caller Info

Hear It Live
Terms of Use
Terms of Use – Health Reception

Terms of Use

Last Updated: December 2, 2025

Important: Health Reception is an administrative communication tool only. It does not provide medical advice, diagnosis, treatment, or emergency services.

1. Overview

Health Reception (“the Service”) is an AI-powered communication tool that helps clinics manage incoming phone calls, SMS notifications, appointment requests, and related administrative tasks. By using the Service, you (“Client”) agree to these Terms of Use.

2. Description of Service

The Service may include, depending on your configuration:

  • AI-assisted call handling and call routing
  • Collection of caller information (name, phone, reason for call, scheduling needs)
  • SMS and email notifications sent on your behalf
  • Calendar integration for appointment booking
  • Call recordings, call logs, and summaries
  • Optional bilingual English/Vietnamese call handling

The Service is an administrative tool only. All medical, dental, or clinical decisions remain the sole responsibility of the healthcare provider.

3. No Medical Advice

The Service does not provide medical advice, diagnosis, or treatment. Any information collected or presented by the Service is for administrative and scheduling purposes only. Clients are solely responsible for:

  • Interpreting information collected from callers
  • Making all medical, dental, or clinical decisions
  • Providing follow-up care or responses to patient questions

Callers must contact the clinic directly for any medical questions or concerns.

4. Not for Emergencies

The Service must not be used to report or manage emergencies. Callers who believe they are experiencing a medical emergency should call 911 or their local emergency number immediately.

Health Reception is not responsible for emergency calls, urgent symptoms, or other time-sensitive medical needs.

5. Client Responsibilities

Clients agree to:

  • Review and verify appointments booked by the Service
  • Provide accurate business information (hours, services, pricing, policies)
  • Maintain the security of their Google Calendar, email, and internal systems
  • Communicate with patients regarding clinical matters and follow-up
  • Use the Service in a lawful manner and in accordance with applicable regulations

Health Reception does not provide legal, regulatory, or HIPAA compliance services.

6. No HIPAA or BAA

At this time, Health Reception does not sign Business Associate Agreements (“BAAs”) and does not represent that the Service is HIPAA-compliant.

Clients are responsible for determining whether and how to use the Service in a manner that meets their own regulatory and privacy obligations.

7. Call Recording & Transcription

Clients authorize the Service to record calls, generate transcripts, and store related data for operational purposes, including quality, troubleshooting, and record-keeping.

By default, call recordings are retained for approximately 90 days, unless a Client requests a different retention period or applicable law requires otherwise.

Clients are responsible for complying with any call recording notification or consent requirements in their jurisdiction and for including any necessary disclosures in their greetings or scripts.

8. Acceptable Use

Clients and callers may not use the Service to:

  • Engage in illegal, harmful, fraudulent, or deceptive activities
  • Provide or attempt to provide medical advice through the AI system
  • Harass, threaten, or abuse others
  • Interfere with or disrupt the Service or its infrastructure
  • Reverse engineer or attempt to access the underlying source code

9. Third-Party Providers

The Service integrates with third-party providers such as telephony/SMS platforms, calendar systems, email services, and cloud hosting providers. While we select providers carefully, Health Reception is not responsible for outages, delays, or failures caused by these third-party services.

10. Service Availability

We strive to keep the Service reliable and available; however, we do not guarantee uninterrupted or error-free operation. Maintenance, updates, provider outages, or other issues may affect availability temporarily.

11. Limitation of Liability

To the fullest extent permitted by law, Health Reception and its owners, employees, and contractors are not liable for:

  • Missed calls, missed appointments, or scheduling errors
  • Any clinical, administrative, or business decisions made by Clients or their staff, even if based on information processed by the Service
  • Indirect, incidental, consequential, or punitive damages

In all cases, Health Reception’s total liability for any claim related to the Service is limited to the amount of fees paid by the Client to Health Reception in the twelve (12) months preceding the event giving rise to the claim.

12. Modifications to These Terms

We may update these Terms of Use from time to time. When we do, we will revise the “Last Updated” date at the top of this page. Continued use of the Service after changes are posted constitutes acceptance of the updated Terms.

13. Contact

For questions about these Terms, please contact:
Email: support@healthreception.com

This page is provided for general informational purposes and does not constitute legal advice. Clients should consult their own legal counsel regarding their specific obligations.