# AI Chatbot Policy - Link: https://myorchidwellness.com/ai-chatbot-policy/ - Published: 2026-10-24T22:38:29-05:00 - Author: Chelsea Legal & Compliance # AI Chatbot _Policy_ Last Updated: October 24, 2026 Orchid Wellness  ·  myorchidwellness.com On This Page * [1. About the Chatbot](https://myorchidwellness.com/ai-chatbot-policy/#about-chatbot) * [2. What It Can and Cannot Do](https://myorchidwellness.com/ai-chatbot-policy/#what-it-can-do) * [3. Not Medical Advice](https://myorchidwellness.com/ai-chatbot-policy/#not-medical-advice) * [4. Data & Privacy](https://myorchidwellness.com/ai-chatbot-policy/#data-and-privacy) * [5. HIPAA Notice](https://myorchidwellness.com/ai-chatbot-policy/#hipaa) * [6. Accuracy & Limitations](https://myorchidwellness.com/ai-chatbot-policy/#accuracy) * [7. Your Rights](https://myorchidwellness.com/ai-chatbot-policy/#your-rights) * [8. Contact Us](https://myorchidwellness.com/ai-chatbot-policy/#contact) Related Policies [Privacy Policy →](https://myorchidwellness.com/privacy-policy/) [Cookies Policy →](https://myorchidwellness.com/cookies-policy/) Medical Emergency **If you are experiencing a medical emergency, call 911 immediately.** The chatbot on this website is not monitored in real time and cannot dispatch emergency services or contact our clinical team on your behalf. Important Notice The AI chatbot on this website is a **general information tool only**. It is not a substitute for care from Chelsea Asante, FNP-C, or any licensed healthcare provider. For medical questions, appointment requests, or concerns about your health, please contact us directly or log in to your [patient portal](https://www.optimantra.com/optimus/om/patient/login?accessPoint=VzVOMm00cHQxOXpOYVRlWjUzZUlYQT09). Section 1 ## About the _Chatbot_ Orchid Wellness uses an AI-assisted chat tool on myorchidwellness.com to help visitors find general information about our practice, services, and how to get in touch. This policy explains how the chatbot works, what it can help you with, and how any information you share during a chat session is handled. The chatbot is powered by a third-party AI provider. It is trained on publicly available information about Orchid Wellness and general health and wellness topics. It is not connected to our electronic health record system and does not have access to your personal health information. Section 2 ## What It Can and _Cannot Do_ The chatbot is designed for general questions only. Here is a quick guide to what it is and is not able to help with: The chatbot can help with * General information about Orchid Wellness services * Office location, hours, and contact details * Directing you to the patient portal or booking link * General wellness and health education topics * Answering basic questions about what to expect at your visit * Pointing you to the right page on our website The chatbot cannot * Diagnose conditions or interpret symptoms * Provide, adjust, or recommend prescriptions or treatments * Access your medical records or lab results * Schedule appointments or send messages to our clinical team * Provide urgent or emergency medical guidance * Replace a conversation with your provider Section 3 ## Not Medical _Advice_ Nothing the chatbot says constitutes medical advice, a diagnosis, a clinical recommendation, or a treatment plan. The information it provides is general in nature and is not tailored to your individual health history, medications, or circumstances. Always consult a licensed healthcare provider before making decisions about your health. If you are a patient of Orchid Wellness and have a clinical question, please send a secure message through your patient portal, where your care team can respond appropriately. For anything clinical, your safest path is always your [patient portal](https://www.optimantra.com/optimus/om/patient/login?accessPoint=VzVOMm00cHQxOXpOYVRlWjUzZUlYQT09) or a direct call to our office at **(469) 892-0194**. Section 4 ## Data & _Privacy_ What is collected When you use the chatbot, the conversation content may be collected and processed by both Orchid Wellness and our third-party AI provider. This may include: * The text of the messages you type * The time and date of the conversation * Technical information such as your browser type and IP address * Any contact information you voluntarily share during the chat How it is used Conversation data may be used to: * Provide responses during your chat session * Improve the accuracy and quality of the chatbot over time * Review chat quality and identify issues with responses * Follow up with you if you request contact and provide your information Do not share sensitive information Please do not enter sensitive personal or health information into the chatbot. This includes your date of birth, Social Security number, insurance ID, medication names, diagnoses, lab results, or any other protected health information. The chatbot is not a HIPAA-secure channel. See Section 5 for more information. Third-party AI provider The chatbot is powered by a third-party artificial intelligence service. By using the chatbot, you acknowledge that your conversation may be transmitted to and processed by that provider's servers, subject to their own privacy and data handling policies. Orchid Wellness is not responsible for the data practices of third-party AI providers beyond the terms of our agreement with them. For full details on how we handle personal data collected through this website, please see our [Privacy Policy](https://myorchidwellness.com/privacy-policy/). Section 5 ## HIPAA _Notice_ The website chatbot is not a HIPAA-compliant communication channel. It is not connected to our electronic health record system and is not subject to the same protections that apply to communications within your patient portal. **Do not use the chatbot to share, discuss, or ask about your personal health information.** This includes your medical history, current conditions, medications, test results, or anything else related to your care. For secure, HIPAA-protected communication with our clinical team, please use your patient portal. Our Notice of Privacy Practices, which describes how Orchid Wellness handles your protected health information, is available at [myorchidwellness.com/notice-of-privacy-practices/](https://myorchidwellness.com/notice-of-privacy-practices/). Section 6 ## Accuracy & _Limitations_ AI chatbots can make mistakes. The chatbot on this website may occasionally provide inaccurate, incomplete, or outdated information. It may not always understand the full context of your question, and its responses are generated automatically rather than reviewed by a clinical team member before being sent. Orchid Wellness makes reasonable efforts to ensure that the chatbot is trained on accurate information about our practice. However, we cannot guarantee that every response will be correct, current, or appropriate for your specific situation. If you receive information from the chatbot that seems incorrect or that conflicts with guidance from your provider, please disregard the chatbot response and contact us directly. We welcome feedback about inaccurate responses so we can continue to improve the tool. When in doubt, trust your provider over the chatbot. Clinical decisions should always be made in partnership with a licensed healthcare professional who knows your full history. Section 7 ## Your _Rights_ You are never required to use the chatbot. It is an optional convenience tool. If you prefer to communicate with us directly, you are always welcome to call, send a secure message through your patient portal, or stop by the office. You may request information about what data was collected during a chatbot conversation by contacting us at the information below. Depending on the nature of your request, certain data retention policies and our third-party provider's data handling practices may affect what we are able to retrieve. Your rights regarding personal data collected through this website more broadly are described in our [Privacy Policy](https://myorchidwellness.com/privacy-policy/). Section 8 ## Contact _Us_ If you have questions about this policy, want to report an inaccurate chatbot response, or prefer to reach our team directly, please use any of the following: Phone [(469) 892-0194](https://myorchidwellness.com/ai-chatbot-policy/4698920194) Patient Portal (Secure Messaging) [Send a secure message](https://www.optimantra.com/optimus/om/patient/login?accessPoint=VzVOMm00cHQxOXpOYVRlWjUzZUlYQT09) Mailing Address Orchid Wellness 3620 N Josey Lane, Suite 117Carrollton, TX 75007 Website [myorchidwellness.com](https://myorchidwellness.com) Orchid Wellness reserves the right to update this policy at any time. Material changes will be reflected in the "Last Updated" date at the top of this page. Continued use of the chatbot after an update constitutes acceptance of the revised policy.