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Policies and Procedures

Welcome to www.virtualhealthsystems.net    Below are the terms and conditions of use of this website and our services.

This website is owned by Virtual Health Systems Corporation (“VHS”).  This is a legal agreement (“Agreement”) between you and VHS. By registering for any service provided on this site and by VHS you become a client (“Client”) and along with your fee agreement with us, you agree to be bound by the terms (the “Terms”) of this Agreement as long as you remain a Client. IF YOU DO NOT AGREE TO THE TERMS, PLEASE DO NOT REGISTER FOR ANY VHS SERVICE. The Terms are subject to change at any time. “I have read the agreement below and if I agree to its terms I will check the box as instructed.”

Section I

THIS AGREEMENT is executed between Virtual Health Systems Inc. (VHS) heinafter referred to as “Vendor” and the Registrant, hereinafter referred to as “Registrant” (the term “Registrant” refers to both health Providers and Patients/Clients).

WHERE AS Vendor and Registrant desire to enter into an Agreement for the provision of virtual communication of health services to the Providers and Patients associated with VHS, it is clear that the relationship is not to be construed as one of employee and employer, nor shall this Agreement imply any relationship between the Registrant and Vendor other than that of an independent contractor /user of VHS services.  The following terms shall be an integral part of the Agreement between the stated Parties.

THEREFORE, in consideration of payment (by Providers) to be made as stipulated, and the covenants and agreements stated, the parties agree as follows:

  1. Description of Services Provided
  2. BY VENDOR

VHS will offer the following services:

VHS Branding of Provider Page

Real Time Audio/Visual Capabilities

Still Photography, Storage and transfer Capability

Virtual Awaiting Room, Virtual Office

Encrypted E-Mail

Encrypted Chat

Scheduling Calendar

Education and Training in Use and Application of Service

Provider(s) Access Code (s)

Language Translation Interpretation Services

Ongoing Technical Support

Upgrade to Services

Discounts on Other Services (i.e., Drug Testing)

Customer Service

VHS Logo and Insignia

Program Evaluation

  • BY REGISTRANT (PROVIDERS ONLY)

A passport sized recent photograph must be provided to VHS prior to account activation for identity and security reasons along with State Professional License.

2.   Registrant Utilization

Registrant will utilize VHS’s technology to provide/receive physical health, mental health, and other health related services to its Providers//Patients.  Registrant will have sole responsibility of infrastructure necessary to implement and use VHS’s services.  Each Provider shall be assigned a Virtual Health Provider Access Code (V-Code) for their exclusive use.  Providers are not allowed to share or transfer their VHS Codes as per VHS Policies and Procedures.   All Providers and Patients/Clients must accept and comply with Virtual Identity Security Policies and Procedures (V-ID)

NOTE: REGISTRANT MUST HAVE, AND COOPERAT IN, CONFIRMING PROPER BROADBAND SPEED.

3      Key Personnel

Specific Providers will be registered with VHS to perform the work as stated in Paragraph 2 Customer Utilization.  If there is any change of the individual(s) assigned to provide/use the services, written notice will be provided to the Vendor by Registrant so that Provider/Patient Access codes can be programmed appropriately.  All health care Providers/Patients utilizing VHS agree to adhere to the following Policies and Procedures established at this time, as well as those which may be introduced to facilitate a fare, quality and secure service.  In addition, all designated VHS Providers will make certain that their Patients have read and signed the following VHS Agreement for Use of On-Line Services.

NOTE: ALL PROVIDER’S CREDENTIALS SHALL BE VERIFIED.  UNAUTHORIZED USE OF VIRTUAL CAPABILITY IS DEEMS UNACCEPTABLE.  SUSPENSION AND/OR TERMINATION OF SERVICES ARE SOLELY AT THE DESCRETION OF VHS.

WARNING

IF YOU ARE A SEX OFFENDER OR ARE INCLINDED TO EXPRESS OR PRACTICE INAPPROPRIATE SEXUAL BEHAVIOR WITH CHILDREN OR ADULTS, DO NOT REGISTER AS A PROVIDER OR PARTICIPANT OF THIS SERVICE.  ANY INDICATION OF INAPPROPRIATE SEXUAL BEHAVIOR WILL BE REFERRED TO THE PROPER AUTHORITIES FOR INVESTIGATION.  VHS WILL COOPERATE FULLY IN SUCH INVESTIGATIONS AND/OR PROSECUTIONS FOR SEXUAL MISCONDUCT ASSOCIATED WITH THE USE OF ANY OF ITS SERVICES.

It is the responsibility of all health Providers to verify that their VHS Patients are of the age of consent to receive VHS services or the consent of parents and legal guardians must be obtained for all minors before their access codes are activated.  The confirmation must be in person.  Identification of the parents or guardians via receipt of a notarized letter of consent for a minor to register and use VHS online services may also be used.

Section II

AGREEMENT TO USE VIRTUAL HEALTH SYSTEN ON-LINE SERVICES

TO PROVIDE AND RECEIVE SERVICES

The use of audio/visual technology to provide and receive therapeutic support online is being offered to all Participants of VHS at this time.  Please read the following very carefully before agreeing to use this Service.

By registering with Virtual Health Systems Inc. and using audio/visual service, you understand and agree that Virtual Health Systems Inc. only offers a different way in which you can communicate with your Health Care Provider or Patients.  In no way is Virtual Health Systems, Inc. responsible for the quality of care you provide to your Patients, or receive from your health Provider.  You agree to not hold Virtual Health Systems Inc. responsible for your clinical care.  It should also be understood and agreed that it is your responsibility to have the basic ability to use VHS services appropriately and to comply with Virtual Identification Security Procedures (V-ID).

Prerequisites for use:

  1. Internet Access;
  2. Obtain at least a steady 250Kb high-speed connection (both up and down) to the Internet;
  3. A web camera such as the designated Logitech QuickCam Orbit type P/N 961422-0403 for desktop; P/N 964103-0403 for laptops;
  4. A headset/speakers and microphone;
  5. Proper lighting conditions and
  6. Read and review orientation and training provided online.  Your continued use of the service is contingent upon our verification that you satisfy these basic requirements.

Specific Policies and Procedure Items

  1. Every effort should be made for the first and last formal, non-emergency visits between Patients and Providers to be inperson.
  2. All Providers must be appropriately licensed and qualified to provide primary, physical, mental health and/or specialty services they offer within the state(s) where said services are offered, provided and received.
  3. Arrangements should be made by Provider to accommodate language differences.
  4. When necessary, there should also be a digital camera of at least 2.5 mega pixels.
  5. The lens and screens to all cameras and/or monitors should be kept clean of dust and other debris which may compromise the quality of the picture or image.
  6. All Providers should avail themselves to receive orientation and training on how to use VHS services, via online instruction, text, manual and/or in person presentation from a VHS Representative.
  7. All Providers must maintain a professional appearance when on camera (i.e., no appearance in underwear or scant or sexually provoking attire).
  8. All Providers must be clean and well groomed before conducting a session (i.e., hair should be combed, no hair rollers or unsightly facial hair).
  9. Sessions should, whenever possible, be conducted in a quiet, isolated area.  When this is not possible, every effort should be made to manage competing activity and background noise.
  10. All video sessions should be documented in Patient’s chart.
  11. Sessions must never be conducted where there is domestic background noise or activity (i.e., radio, television, children playing, dogs barking, domestic disputes or other competing and interfering activity).
  12. There should be a plan for scheduled and unscheduled video visits.
  13. Camera angle and position must be checked routinely and before each appointment to maximize clarity and appropriate resolution for visual images.
  14. Sound levels must be checked routinely and before each appointment to acquire appropriate audio communication.
  15. All virtual/online appointments should be confirmed by Provider at least ten (10) minutes before scheduled to go online.
  16. Clinical text communication and notes must only use VHS ultra-encrypted e-mail and chat and comply with V-ID Security Standards.
  17. Health Providers should only offer or provide Virtual Health Services to Patients/Clients who have virtual health service codes residing in areas where they are licensed or certified unless circumstances dictate otherwise (i.e., emergency, Specialty Consultation). 
  18. Patients/Clients should only seek, receive and accept Virtual Health Services from health Providers, Specialists, and Consultants who are virtual health service Providers in states where they reside unless circumstances dictate otherwise (i.e., emergency, Specialty Consultations, Federal Certification).
  19. Specialty and Consultation Service should not be provided to a Patient/Client without written confirmation (i.e, via e-mail, fax, and letter) and consent from the Patient to receive said service.
  20. Persons using the audio/visual component should be seated squarely and directly in front of the monitor.  The camera s should be positioned to capture a clear frontal view of their face, looking directly into the monitor.
  21. A headset and microphone should be positioned to allow for comfortable and clear reception and transmission of services without having to make unnecessary and distracting movements for adjustments during the course of a session.
  22. There should never be any eating of food, chewing of gum, drinking or other conversations being conducted while a virtual session is in progress, in person, or on the phone (i.e, cell phones should be turned off or turned to “vibration” mode) and do not disturb notations should be posted on door or area where session is in progress.
  23. Other than those professionals who have a need to know with the Patient’s/Client’s prior consent, no other persons should be present during a session (exception – emergency and special circumstances).
  24. Emergency and Special Circumstance sessions should always be recorded when possible.
  25. Standard appointments and sessions will be recorded only with the Patient’s/Client’s knowledge and consent.
  26. Except in Emergency and Special Circumstances, the Health Provider is strongly recommended to have a prior, in person, face-to-face contact appointment with the Patient/Client prior to any formal relationship and virtual session being initiated by them, or a Consulting Provider.
  27. Providers should confirm Patient’s/Client’s Virtual Health Service Code status before initiating service.
  28. Patients/Clients should confirm Provider’s Virtual Health Service Code status before accepting service.
  29. Providers should complete Post Treatment Evaluation Form regarding the session ASAP after each session.
  30. Patients/Clients should complete their Post Treatment Evaluation Form regarding the session immediately after each session.
  31. Patients/Clients should not be allowed to participate in, or receive virtual health services, without reviewing the VHS tutorial or receiving some form of orientation.
  32. Providers should not be allowed to participate in virtual health services without reviewing the VHS tutorial or receiving some form of orientation.

Ethical Consideration

  • Provider’s primary responsibility is to ensure the health and well-being of their Patients, while at the same time, provide the Patient/Client and their loved ones with respect, dignity and compassion.
  • Providers will respect all cultural differences and will not withhold or provide their services based solely on race, sex, religion, age, disability, sexual orientation, socio-economic status or ethnicity.
  • Patients/Clients must be informed at the onset by Providers, of the goals, objectives, risks, and limitations of their proposed interventions.
  • Patient/Clients must have freedom of choice as to whether or not they will enter into a relationship with a particular Provider.
  • If a Patient/Client is being serviced by another profession, consent must be obtained from Patient to communicate with other professionals involved to avoid confusion and conflict.
  • Sexual insinuations and contact with Patients/Clients is absolutely forbidden and serves as grounds for immediate and permanent termination of all privileges as a Virtual Health Provider.
  • Providers must avoid dual relationships with Patients/Clients (i.e., business and financial, supervisor and subordinate relationships).
  • Providers must clarify relationship with multiple Patients/Clients who are friends or who came from the same family.
  • Providers must clarify all fee and financial arrangements with Patients/Clients before

hand, including any pro bono service.

  • Termination and Referral – Abandonment is prohibited.  Providers must assist in making appropriate referrals and transfer of clinical responsibility for Patients/Clients.  They must document and receive consent from Patients/Clients whenever possible.


Section III

GUIDELINES/STANDARDS FOR USING FACE-TO-FACE

RATHER THAN VIRTUAL SESSIONS

Standards/Guidelines for Invivo (face-to-face) vs.

Virtual contact between Providers and Patients.

The following are specific standards and guidelines that should be used to determine the type of extent that Providers should have actual vs. virtual contact with Patients.

Of great importance to note that unless in an emergency, the decision to have virtual, rather than actual, contact should, in almost all instances, be at the discretion of the Patient and not the Provider.  Thus, any virtual health sessions should be viewed as a supplement rather than a substitute for in person (face-to-face) interaction.

Even when, for all objective purposes, a virtual session is the most convenient, and possibly, the only practical means by which the Patient can receive the most immediate assistance for a disorder (i.e, viral infections) in a particular location (i.e. remote area) at a particular time (i.e, late at night, over the week-end), unless it is an emergency, such that the Patient cannot render a competent decision; the final choice should rest with the Patient.  The significance of respecting the Patient’s preferences has clinical, legal, ethical, and practical implications which must be respected by the Provider in the process of conveying services.  The guidelines are both specific and at the same time, general, allowing for the Provider’s difference and variation with respect to training, experience, and competence in their respective area of expertise.  Thus, a Patient’s unresponsiveness to intervention for skin infections virtually by an internist may have a different outcome for a dermatologist.  As such, the necessity for an in person, face-to-face session will differ.  These guidelines may be modified as more experience is acquired using the virtual telehealth option, however, the basic list of standards for face-to-face contact is as follows for all VHS Providers and their Patients.

  1. Unless otherwise indicated by emergency, circumstance and/or Patient incapacitation, there should, prior to treatment, always be face to face contact via a Primary Medical or Health Care Provider prior to initiating Virtual session.
  2. In person (face-to-face)l contact for treatment and service should continue as long as Patient indicates this as their preference.
  3. Providers/Patients should be in face-to-face sessions as long as necessary to establish a mutually comfortable Doctor/Patient relationship.
  4. Whenever the Patient or Provider’s equipment and resources do not meet the technical requirements to participate in virtual sessions (i.e, poor resolution, poor sound, insufficient bandwidth and poor video quality), an in person, face-to-face session should be considered.
  5. Upon Patient or Provider’s recognition of significant deterioration of Patient’s clinical status subsequent to transferring to virtual sessions, a face-to-face session should be re-instituted to re-evaluate the appropriate use of virtual sessions.
  6. When Patient seems to not be responsive to virtual contact, then a face-to-face session should be re-established.
  7. Whenever procedures necessary to confirm or rule/out the efficacy of a particular treatment prove to be insufficient or inappropriate (a) clinically, (b) legally, or (c) administratively, anin person, face-to-face session is indicated.
  8. Whenever treatment requires special equipment, environment and hands on intervention (i.e, vaccines, cauterizations, surgery or other invitro procedures), a face-to-face session is indicated.
  9. Even if Patient’s preference is for virtual sessions, face-to-face appointments should be scheduled several times throughout the year as quality assurance measures to confirm efficiency of virtual sessions.
  10. Billing and other sensitive information being transmitted between Providers and Consultants should use VHS encrypted communication system (V-Mail) which all VHS Providers have access to and comply with V-ID Policy and Procedures.

Section IV

Privacy Policy

  1. We are firmly committed to protecting your privacy while using the VHS site.  We are HIPAA Compliant.
  2. We use layered several access code security, strong encryption, and a private virtual communication network (i.e, V-Mail) and employV-IDpolicy and procedures to devalue Internet intrusions to access your most personal and sensitive health information between you and your Provider.  Encryption is a mathematical mechanism designed to protect sensitive information.  Virtual Health Systems Inc. protects your communications by scrambling, encoding and usingV-IDproceduresso that only you and your Provider can interpret and connect the information you send or receive to your Provider.
  3. We carefully protect your data from loss, misuse, unauthorized access or disclosure, alteration, or destruction.  If you are a registrant or visitor and provide us with personal identifying information, we will only use that information to provide you with the VHS services or information you have requested.
  4. We do not sell, rent or release any information gathered on our site to third parties.  All information gathered will be used only for internal marketing analysis and to improve our products and services to you.

Virtual Identification Definition

Virtual Identification (V-ID) means the application and use of technology and procedures developed by VHS to prevent and/or devalue unauthorized access to Provider, Patient/Client information maintained online (the Internet).  To the extent that such information is accessed, the Patient’s Client’s identity cannot be confirmed and verified belonging to any specific person based solely upon an unauthorized Internet intrusion.

INTELLECTUAL PROPERTY

Ownership.

Virtual Health Systems (VHS) retains all rights, title and interest in, and to, all Intellectual Property Rights associated with the Devices, Software, documentation and services and any variations of the V-ID procedures.

Updates.

Customer acknowledges that VHS retains the right, in its sole discretion, to upgrade or enhance any device, software, documentation or service from time to time, without compromising the origin or ownership of the V-ID.

Notices.

Customer will not, nor will Customer permit any person to, alter or remove any copyright notices or any proprietary notices on, or in any device, software, or documentation associated with the V-ID.

Improvements.

Customer agrees that any contribution by Customer to any improvement of the devices, software, documentation or services will not give, or grant to Customer, any right, title or interest in such improvements, and does not immediately vest Customer in VHS.  Customer, upon creation of such works, assigns any and all rights, title, and interests (including all Intellectual Property Rights) that Customer possesses in such improvements to VHS.  Upon request by VHS, Customer will execute any document, registration or application therefor, or filing required to

give effect to the foregoing assignment.

Restrictions.

Customer acknowledges and agrees that the V-ID components and procedures embody the valuable intellectual property of VHS.  Except as expressly authorized, Customer will not, and Customer will not permit any other Person, to breach the seal on any device, modify, adapt, translate, reverse engineer, decompile, disassemble or otherwise tamper with any device or components associates with the V-ID procedures for any purpose including discovering any trade secrets embodies in the devices, components and  procedures.

DISCLAIMER THIS WEB SITE AND ACCOMPANYING USE OF V-ID, AR PROVIDED “AS IS” WITH ALL FAULTS.  VHS MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND, WHETHER EPRESS OR IMPLIED, INCLUDING ANY WARRANTIES OF TITLE OR NON0INFRINGEMENT OF THEIR PARTIES’ RIGHTS, OR IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE WITH RESPECT O THIS WEB SITE OR CONTENT OR INFORMATIO NAVAILABLE OR THROUGH THIS WEB SITE EXCEPT AS OTHERWISE PROVIDED UNDER APPLICABLE LAWS,  NEITHER VHS NOR ITS AFFILIATES, NMOR THE MEMBERS, DIRECTORS, OFFICERS, EMPLOYEES, AGENTS, CONTRACTORS, SUCCESSORS OR ASSIGNS OF EACH, SHALL BE LIABLE FOR ANY DAMAGES WHATSOEVER ARISING OUT OF OR RLATED TO THE USE OF THIS WEB SITE, THE V-ID, OR ANY OTHER WEB SITE LINKED TO THIS WEBSITE.  THIS LIMITAITON OF LIABILTY APPLIES TO DIRECT, INDIRECT, CONDEQUENTIAL, SPECIAL, PUNITIVE OR OTHER DAMAGES YOU OR OTHERS MAY SUFFER, AS WELL AS DAMAGES FOR LOST PROFITS, BUSINESS INTERRUPTION OR THE LOSS OF DATA OR INFORMAITON, EVEN IF NOTIFIED IN ADVANCE OF THE POTENTIAL FOR ANY SUCH DAMAGES.

VIRTUAL IDENTIFICATION FOR PATIENT/CLIENTS

PATIENT’S VIRTUAL IDENTIFICAITON (V-ID)          

Internet security as it pertains to confidentiality of personal information is an oxymoron.  Any information on the Internet can be accessed illegally and legally, independent of encryption, HIPPA, monitoring and other techniques and procedures currently employed to provide security and protect private and sensitive information.

Virtual Health Systems Corporation (VHS) owns and maintains the website at www.virtualhealthsystems.net   VHS is proposing a different protocol to provide security and confidentiality for Patients/Clients using its service and technology.

The instructions below are provided for all users of this web site who agree that their access to, and us of, this web site constitute an Agreement subject to the Terms and Conditions set forth in this website at www.virtualhealthsystems.net   If you do not wish to be bound by the terms and conditions of this web site and thus this Agreement, you may not view or use this web site.  Those terms and conditions are incorporated herein by reference.  These instructions and the Terms and Conditions are subject to change at any time without prior notice.

INSTRUCTIONS FOR VHS PATIENT/CLIENTS

  1. Create an alphanumeric name consisting of at least six (6) characters that take the place of your name.
  • This Virtual Identity (V-ID) should only be used
  • On the VHS site at www.virtualhealthsystems.net and
  • In offline communications (i.e, in person, via letter, fax, etc.) with your health Providers.
  • It should never be used on any other web site or Internet application with your real name, address, social security number, driver or professional license numbers, date of birth, military ID, user name, passwords, or any other form of identification that would allow even the most remote association with your real name and/or identity.
  • Is should “NOT” be stored on your computer, cell phone, or any electronic device that can be accessed via the Internet or that would allow it to be associated with your real identity. It should only be shared with your VHS “REGISTERED” health Providers, close relatives and those who have a need to know in the event of an emergency.
  • It should be given to your Providers manually in person, via fax, or mail only, “NEVER” by e-mail, text, or any device that transmits via the Internet.
  • It should not be stored on your computer or cell phone.  Write it down manually on a piece of paper or journal and immediately store it in a secure and safe location.
    • As soon as possible share this information with your health Provider and/or designated emergency contact person.  It is your responsibility to inform and obligate anyone other than your health Provider that you share your V-ID with these instructions.
  • Only use your V-ID on any and all VHS documents and communications; never use any part of your first, middle or last name on any VHS communications or documents at any time with anyone.
  • Please note that you are totally responsible for following the aforementioned procedures to create and secure your V-ID to protect your privacy and confidentiality.
  • VHS does not have, and “CANNOT” retrieve your health information or V-ID if requested by you or anyone else including insurance, law enforcement agencies or “ANY” government agency.
    • If you lose your V-ID, you can only recover it from the person(s) you have shared that information with (i.e., your health Provider, emergency contact, etc.)

              INSTRUCTIONS FOR VHS HEALTH PROVIDERS

  1. As a VHS Health Provider, you are obligated to retain any and all of your Patient’s Client’s V-ID(s) physically, off line, in files, folders, Patient registers, ledgers or in off line devices in a secure locked and/or restricted access location(s).
  • All Patient V-ID listings associated with their names must be kept SEPARATE from their clinical folders or files.  Only the Patient’s actual “NAMES” should be used with any off line clinical folders and files (i.e., Intake information that is physically maintained in the Provider’s office or possession).
  • This procedure minimizes intentional and unintentional actions by the Provider or their staff that would otherwise and accidently compromise the confidentiality of the Patient/Client V-ID.
  • These procedures increase the security and benefits of the V-ID for health information beyond Internet intrusion.
  • Providers may use their access to the V-ID listing to verify a Patient’s/Client’s identity for clinical contact, administrative and billing to third parties.

  • Providers may serve as an identification liaison for other third parties (i.e., insurance, employers, family, legal and other clinical sources that have a need and/or legal justification to know a Patient’s/Client’s health information.
  • Contingent upon being able to verify a Patient’s/Client’s identity in person, the Providers may also serve as a resource to recover a lost V-ID.
  • Unless authorized by written consent from the Patient/Client or their legal guardian, under no circumstances should VHS Providers share or surrender a Patient’s/Client’s V-ID to any third party.
  • Any third party source, clinical or legal, should only need to verify the Patient’s/Client’s clinical history and status which the Provider may, or may not, submit in accordance with the State and/or Federal regulations and law.  At this time there are no known circumstances that would require the Provider to surrender a Patient’s/Client’s V-ID to a third party.
  • Only you as a Provider and your Patients/Clients have access to their V-ID.
  • VHS will never receive, retain, be able to recover, or have access to a Patient’s/Client’s V-ID.
  1. Your access to the use of the Patient’s/Client’s V-ID and associated VHS procedures are strictly limited to the use of VHS as a health Provider as indicated in these instruction and the VHS Company Policies and Procedures contained within the VHS web site at www.virtualhealthsystems.net

No rights or privileges of ownership in accordance with patent, trademark, copyright or any intellectual property rights are relinquished or conveyed explicitly or implicitly.  All content, graphics, code and software, methodologies, used on or incorporated into this web site or provided by VHS, and the arrangement or integration of all such content, graphic, code, software, methodologies are patent pending and/or subject to copyrights held by VHS.

Implementing V-ID procedures means that even when a Patient’s/Client’s information is surrendered to a third party, it will be limited and their identity not verifiable solely from the Internet and not available to the global community of Internet users.

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