These Terms of Service and Website Use Policy (“Terms”) govern your use of the Koa Mind, PLLC (“Koa Mind,” “we,” “us,” or “our”) website and related online services.

By accessing or using koa-mind.com, you agree to these Terms. If you do not agree with these Terms, please do not use the website.

These Terms apply primarily to your use of the Koa Mind website and related online services. They do not replace clinical informed consent, telehealth consent, financial policies, the Notice of Privacy Practices, Good Faith Estimate requirements, or other documents applicable to the provider-patient relationship.

1. ABOUT KOA MIND

Koa Mind, PLLC is a psychiatric practice providing psychiatric evaluation, medication management, and related mental health services through appropriately licensed clinicians.

Services may be provided through telehealth and, where applicable, other permitted methods of care.

The availability of services depends on clinical appropriateness, provider availability, patient location, applicable law, and Koa Mind's ability to provide services in the patient's jurisdiction.

2. NO PROVIDER-PATIENT RELATIONSHIP THROUGH WEBSITE USE

Your use of this website does not, by itself, establish a clinician-patient relationship between you and Koa Mind or any Koa Mind clinician.

A provider-patient relationship is established only after Koa Mind has formally accepted you for care and the required clinical, administrative, and consent processes have been completed.

The following do not, by themselves, establish a provider-patient relationship:

• Visiting the website

• Reading website content

• Submitting a website contact form

• Sending an email

• Sending a text message

• Contacting Koa Mind through social media

• Requesting an appointment

• Communicating with administrative personnel

• Receiving general information from Koa Mind

Koa Mind reserves the right to determine whether it is appropriate to establish or continue a provider-patient relationship.

3. WEBSITE INFORMATION IS NOT MEDICAL ADVICE

Information provided on this website is intended for general educational and informational purposes.

Website content is not a substitute for individualized medical evaluation, diagnosis, treatment, or professional medical advice.

You should not rely on website content to diagnose or treat a mental health condition or to make decisions regarding medication or other medical treatment.

No information contained on this website creates a guarantee that a particular treatment, medication, diagnosis, or clinical outcome will be appropriate for you.

4. EMERGENCIES AND CRISIS SERVICES

Koa Mind is not an emergency or crisis service.

Do not use the Koa Mind website, email, text messaging, social media, appointment-request forms, or other routine communication methods to seek immediate emergency assistance.

If you are experiencing a medical or psychiatric emergency:

• Call 911

• Go to the nearest emergency department

• Call or text 988 for the Suicide & Crisis Lifeline when appropriate

• Contact an appropriate local crisis service

Koa Mind does not guarantee immediate responses to messages, appointment requests, emails, or other communications.

If you are an established patient and experience an urgent clinical concern, follow the emergency and after-hours instructions provided to you by Koa Mind.

5. TELEHEALTH SERVICES

Koa Mind may provide psychiatric services through telehealth when clinically appropriate and legally permitted.

Telehealth has limitations, including possible interruptions caused by:

• Internet connectivity

• Device malfunction

• Audio or video problems

• Platform outages

• Power failures

• Technical difficulties

• Other circumstances outside Koa Mind's reasonable control

Koa Mind will make reasonable efforts to provide clinically appropriate care despite ordinary technical limitations.

Telehealth may not be appropriate for every patient, condition, circumstance, or clinical situation. Koa Mind may determine that another level or type of care is more appropriate.

6. PATIENT LOCATION

Patients receiving telehealth services are responsible for providing accurate information regarding their physical location.

Patients may be required to confirm their physical location at the beginning of a telehealth appointment.

Because laws governing the practice of medicine and nursing may depend on where a patient is physically located, Koa Mind may be unable to provide services if a patient is located in a jurisdiction where the treating clinician is not authorized to practice.

Patients should notify Koa Mind before traveling or relocating if their location may change during treatment.

7. CLINICAL JUDGMENT AND TREATMENT DECISIONS

All clinical decisions are based on the treating clinician's independent professional judgment and assessment of the patient's individual circumstances.

Koa Mind does not guarantee:

• A particular diagnosis

• A particular medication

• A prescription

• A controlled-substance prescription

• A specific treatment plan

• A specific treatment outcome

• Symptom improvement

• Remission

• A particular clinical result

A patient may request a particular treatment or medication, but Koa Mind clinicians are not obligated to provide treatment that they determine is clinically inappropriate, unsafe, ineffective, or inconsistent with applicable law or professional standards.

Koa Mind may modify, discontinue, or recommend changes to treatment based on clinical circumstances.

8. MEDICATIONS AND PRESCRIBING

Prescribing decisions are made based on clinical assessment, medical history, current medications, potential interactions, risks, benefits, applicable law, and professional judgment.

Koa Mind does not guarantee that a medication will be prescribed or continued.

Additional requirements may apply to controlled substances and other medications subject to heightened regulatory requirements.

Patients are responsible for providing accurate information regarding:

• Current medications

• Medication allergies

• Previous medication trials

• Adverse reactions

• Substance use

• Relevant medical conditions

• Other prescribers

• Pharmacies

• Other information relevant to safe prescribing

Failure to provide accurate or complete information may affect the safety and appropriateness of treatment.

9. PATIENT RESPONSIBILITIES

Patients are expected to:

1. Provide accurate and complete information.

2. Inform Koa Mind of relevant changes in medical or psychiatric status.

3. Provide accurate medication and allergy information.

4. Disclose other health care providers involved in their care when clinically relevant.

5. Attend scheduled appointments.

6. Participate appropriately in treatment.

7. Follow agreed-upon treatment recommendations when they choose to do so.

8. Ask questions when they do not understand a recommendation.

9. Maintain a reasonably private environment for telehealth appointments.

10. Provide accurate contact and emergency-contact information when requested.

11. Inform Koa Mind of changes in physical location that may affect telehealth eligibility.

12. Treat Koa Mind clinicians and staff respectfully.

Providing false, misleading, or materially incomplete information may affect Koa Mind's ability to safely provide care.

10. COMMUNICATION

Koa Mind may communicate with patients using approved communication methods, which may include telephone, secure messaging, email, scheduling systems, telehealth platforms, or other technology.

Routine electronic communications should not be used for emergencies.

Patients should not send sensitive medical information through social media or other channels that have not been designated by Koa Mind for clinical communication.

Koa Mind does not guarantee that messages will be reviewed immediately.

Response times may vary based on the nature of the communication, business hours, clinician availability, weekends, holidays, and other circumstances.

Certain clinical concerns may require an appointment rather than electronic communication.

11. SOCIAL MEDIA

Koa Mind may maintain social media accounts for educational, professional, and business purposes.

Communication through social media is not considered a secure clinical communication method unless specifically designated otherwise by Koa Mind.

Koa Mind does not provide individualized medical advice through social-media comments or direct messages.

To protect patient privacy, Koa Mind generally will not confirm or discuss whether an individual is a patient through public or social-media channels.

12. APPOINTMENTS, CANCELLATIONS, AND NO-SHOWS

Appointments are subject to provider availability.

Patients are responsible for attending scheduled appointments and following Koa Mind's cancellation and scheduling requirements.

Late cancellations, missed appointments, repeated lateness, or other scheduling issues may result in applicable fees or changes to scheduling privileges, as described in Koa Mind's Financial Policy.

Repeated missed appointments may affect the continuation of care when permitted by applicable law and consistent with appropriate clinical transition procedures.

13. FEES, INSURANCE, AND PAYMENT

Patients are responsible for understanding their financial responsibility for services.

Insurance coverage does not guarantee payment.

Patients may be responsible for deductibles, copayments, coinsurance, non-covered services, denied claims, or other amounts permitted under applicable law and their insurance agreement.

Koa Mind may use third-party organizations, including Headway, to support insurance, billing, administrative, scheduling, technology, or related functions.

Insurance companies and third-party organizations may have their own policies, requirements, and privacy practices.

Where applicable, Koa Mind will provide Good Faith Estimates and other required financial information in accordance with applicable law.

Additional financial requirements are described in Koa Mind's Financial Policy.

14. HEADWAY AND THIRD-PARTY SERVICES

Koa Mind may use Headway and other third-party technology or administrative service providers to support certain aspects of practice operations.

These services may include functions such as:

• Insurance administration

• Billing

• Scheduling

• Intake

• Technology

• Telehealth

• Administrative support

• Claims processing

• Other practice-management functions

Your use of third-party services may also be subject to the applicable third party's terms and privacy practices.

Koa Mind is not responsible for services, policies, or practices that are independently controlled by third parties.

Where applicable, Koa Mind will maintain appropriate contractual and privacy safeguards required by law.

15. PRIVACY

Koa Mind takes patient privacy seriously.

Information collected through the website is handled in accordance with Koa Mind's Privacy Policy.

Protected health information obtained in connection with clinical care is handled in accordance with Koa Mind's Notice of Privacy Practices and applicable law.

These documents are separate from these Terms.

16. ELECTRONIC COMMUNICATIONS AND SECURITY

Koa Mind uses reasonable administrative, technical, and organizational safeguards appropriate to the nature of the information and services provided.

However, no electronic communication, website, internet connection, device, or technology platform can be guaranteed to be completely secure.

Patients should use reasonable precautions when accessing their accounts, devices, email, and telehealth services.

Patients are responsible for protecting their passwords, devices, and account credentials.

17. TELEHEALTH RECORDING

Patients may not record, livestream, reproduce, or distribute a telehealth session without appropriate prior authorization or consent as required by applicable law and Koa Mind policy.

Koa Mind will follow applicable legal requirements regarding recording and documentation of clinical encounters.

18. TERMINATION OR TRANSITION OF CARE

Koa Mind may determine that it is no longer clinically or administratively appropriate to provide services to a patient.

Circumstances may include, but are not limited to:

• The patient moving to a jurisdiction where Koa Mind cannot legally provide services

• The patient's clinical needs exceeding the services Koa Mind can appropriately provide

• Repeated missed appointments

• Failure to comply with necessary administrative requirements

• Nonpayment where permitted by applicable law

• Threatening, abusive, or inappropriate behavior

• Misuse of medications or services

• Provision of materially false or misleading information

• Other circumstances that make continued treatment inappropriate

Any termination or transition of the provider-patient relationship will be handled consistent with applicable law, professional standards, and appropriate continuity-of-care requirements.

Koa Mind will not use these Terms to waive obligations relating to patient abandonment, continuity of care, or other professional duties imposed by law.

19. PROFESSIONAL BOUNDARIES AND CONDUCT

Koa Mind is committed to maintaining a professional, respectful, and clinically appropriate environment.

Threatening, abusive, harassing, discriminatory, or violent behavior toward clinicians or staff may result in appropriate action, including termination of services when legally and clinically appropriate.

Koa Mind may take reasonable measures to protect the safety of patients, clinicians, employees, and others.

20. WEBSITE CONTENT AND INTELLECTUAL PROPERTY

Unless otherwise indicated, the Koa Mind website and its contents—including its name, logo, graphics, written materials, educational materials, design, and other original content—belong to Koa Mind or are used with appropriate permission.

You may access and use website content for personal, non-commercial purposes.

You may not reproduce, distribute, modify, sell, republish, or commercially exploit Koa Mind's original website content without prior written permission, except as permitted by law.

21. PROHIBITED WEBSITE USE

You agree not to use the website to:

• Violate applicable laws or regulations

• Attempt to gain unauthorized access to systems

• Introduce malicious software

• Interfere with website operation

• Impersonate another person

• Submit knowingly false information

• Harass Koa Mind personnel

• Collect information about other users without authorization

• Misuse website forms or communication systems

• Engage in fraudulent or abusive activity

Koa Mind may restrict or terminate access to the website when reasonably necessary to protect the website, users, or practice.

22. THIRD-PARTY LINKS

The Koa Mind website may contain links to third-party websites, resources, or services.

Third-party websites are not controlled by Koa Mind.

Koa Mind does not necessarily endorse or assume responsibility for third-party content, availability, privacy practices, security, or terms of use.

You access third-party websites at your own risk.

23. NO GUARANTEE OF WEBSITE AVAILABILITY

Koa Mind attempts to maintain accurate and functional website content but does not guarantee that:

• The website will always be available

• Website content will always be current

• The website will be free of errors

• The website will be uninterrupted

• All links will function

• The website will be free from technical problems

Koa Mind may modify, suspend, or discontinue portions of the website at any time.

24. LIMITATION OF LIABILITY

To the fullest extent permitted by applicable law, Koa Mind will not be responsible for losses arising solely from circumstances outside its reasonable control, including certain internet disruptions, third-party technology failures, telecommunications failures, or unauthorized acts of third parties.

Nothing in these Terms is intended to waive or limit rights or remedies that cannot legally be waived or limited, including rights arising from professional negligence, applicable consumer-protection laws, or other mandatory legal requirements.

Nothing in these Terms eliminates or limits any duty Koa Mind owes to patients under applicable law.

25. NO WAIVER OF PROFESSIONAL OR LEGAL OBLIGATIONS

Nothing in these Terms is intended to:

• Waive applicable patient rights

• Waive mandatory professional obligations

• Authorize conduct prohibited by law

• Limit mandatory reporting obligations

• Waive HIPAA rights

• Waive applicable telehealth requirements

• Permit abandonment of a patient

• Replace informed consent

• Replace clinical documentation requirements

• Replace applicable state or federal law

If a provision of these Terms conflicts with a mandatory legal or professional requirement, the applicable legal or professional requirement will control.

26. INDEMNIFICATION

To the extent permitted by law, you agree to be responsible for losses or claims arising from your unlawful use of the website, intentional misuse of Koa Mind's systems, or violation of these Terms.

This provision does not require you to indemnify Koa Mind for claims arising from Koa Mind's professional negligence, misconduct, or other obligations that cannot legally be transferred to a patient.

27. GOVERNING LAW

These Terms will be interpreted consistent with applicable federal and state law.

Because health care services may be subject to the laws of the jurisdiction where the patient is physically located, nothing in these Terms is intended to override mandatory laws governing the provision of health care in that jurisdiction.

28. SEVERABILITY

If any provision of these Terms is determined to be invalid or unenforceable, the remaining provisions will remain in effect to the fullest extent permitted by law.

29. CHANGES TO THESE TERMS

Koa Mind may update these Terms periodically.

The updated version will be posted on the website with a revised effective date.

Your continued use of the website after an updated version becomes effective constitutes acceptance of the revised Terms to the extent permitted by law.

Changes to clinical policies, informed consent documents, financial policies, or other patient-care documents may be communicated separately when required.

30. ENTIRE AGREEMENT

These Terms govern use of the Koa Mind website and related online services.

They do not replace or supersede:

• Informed Consent for Treatment

• Telehealth Consent

• Notice of Privacy Practices

• Privacy Policy

• Financial Policy

• Good Faith Estimate

• Medication or Controlled Substance Policies

• Patient Rights and Responsibilities

• Other clinical or administrative agreements

Where a separate clinical or legal document governs a specific aspect of the provider-patient relationship, that document will apply to the extent required by applicable law.

31. CONTACT

For questions regarding these Terms, please contact:

Koa Mind, PLLC
Email: info@koa-mind.com
Website: koa-mind.com

ACKNOWLEDGMENT

By using the Koa Mind website, you acknowledge that you have had an opportunity to review these Terms of Service and agree to comply with them.

Last Updated: October 2026