Forms & Policies

01 Information We Collect

• Personal Information: Name, date of birth, address, email, phone number, and insurance details
• Health Information: Medical history, prescriptions, lab results, appointment history, and MySWANS™ wellness tracking data
• Usage Information: Device details, app interactions, and IP address
• Location Information: If permitted, your location may be accessed to personalize services

02 How We Use Your Information

We use your information to provide clinical services, schedule appointments, offer telehealth, track wellness goals through MySWANS™, process payments, and improve the App experience. Your health information is used solely in connection with your care at Orchid Wellness.

03 How We Share Your Information

We share your information only in the following circumstances:

• With your healthcare providers for the purpose of your treatment
• With trusted partners who support the App under strict confidentiality agreements
• As required by law, including applicable health reporting obligations

04 Your Choices and Rights

You may access, update, or request deletion of your personal information at any time by contacting us at [email�protected] or calling (469) 892-0194. We will respond to all requests within a reasonable timeframe.

05 Data Security

We protect your data with encryption, secure servers, and privacy controls consistent with HIPAA requirements. No method of transmission over the internet or electronic storage is 100% secure. We are committed to using commercially reasonable safeguards to protect your information.

06 Children's Privacy

The MyOrchidWellness App is not intended for children under 13 without verified parental consent. If you believe a child under 13 has provided information without appropriate consent, please contact us immediately.

07 Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will notify you through the App or by email. Continued use of the App following any update constitutes your acceptance of the revised Policy.

08 Contact Us

01 Eligibility

You must be at least 13 years old, or the legal age of majority in your jurisdiction, to use this App. Users under the age of 18 may only use the App under the supervision of a parent or legal guardian who agrees to be bound by these Terms.

02 Medical Disclaimer

03 Services Provided

Through the App, you may access the following services:

• Schedule virtual and in-person appointments
• Access telehealth services (available in Texas, New York, Virginia, and Washington DC)
• View lab results, prescriptions, and health records
• Communicate with your healthcare provider
• Track wellness goals using the MySWANS™ framework
• Purchase health and wellness products from the Orchid Wellness online store
• Apply for Cherry financing for eligible services

All services are subject to change and may require additional consent or payment.

04 Account and Security

You are responsible for maintaining the confidentiality of your login credentials. You agree to notify us immediately at [email�protected] if you become aware of any unauthorized use of your account. Orchid Wellness reserves the right to suspend or terminate access at our discretion.

05 Privacy

Use of the App is subject to our Privacy Policy. By using the App, you consent to our collection, use, and disclosure of your information as described in that Policy.

06 Payment Terms

Some features and services require payment, including consultation fees, medications, and subscription plans. Payment plans may be available through Cherry. By using Cherry, you agree to Cherry's own terms and disclosures. Orchid Wellness is not responsible for the terms of third-party financing providers.

07 Intellectual Property

All content, trademarks, logos, and materials in the App, including the MySWANS™ framework and name, are the property of Orchid Wellness, PLLC or its licensors. You may not reproduce, distribute, or exploit any content without prior written permission.

08 User Conduct

You agree not to misuse the App or interfere with its functionality, use the App for any unlawful, abusive, or harmful activity, or impersonate any person or misrepresent your identity. Orchid Wellness reserves the right to restrict or terminate access for any conduct that violates these Terms.

09 Third-Party Services

The App may contain links or integrations with third-party services, including Cherry, Sworkit, and Tebra. Orchid Wellness is not responsible for the privacy practices, content, or terms of any third-party services. Your use of those services is governed by their respective terms.

10 Limitation of Liability

To the fullest extent permitted by applicable law, Orchid Wellness, PLLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the App or any services provided through it. Our total liability shall not exceed the amount paid by you to Orchid Wellness in the 12 months preceding the claim.

11 Governing Law

These Terms are governed by the laws of the State of Texas. Any disputes arising under these Terms shall be resolved exclusively in the courts located in Dallas County, Texas.

12 Changes to These Terms

We may update these Terms at any time. We will notify you via the App or by email when material changes are made. Continued use of the App following any update constitutes your acceptance of the revised Terms.

13 Contact Us

01 Cancellation Notice

Please cancel or reschedule your appointment at least 24 hours before your scheduled visit. Cancellations can be made online through the patient portal, through the MyOrchidWellness App, or by calling (469) 892-0194.

02 Late Cancellations and No-Shows

Cancellations made less than 24 hours before a scheduled appointment, and appointments missed without notice, may be subject to a late cancellation or no-show fee. This fee helps us sustain availability for all patients. If you have extenuating circumstances, please contact us directly and we will do our best to accommodate you.

03 Rescheduling

We encourage you to reschedule rather than cancel whenever possible. Rescheduling with adequate notice does not incur any fee. Book a new time online at any time through the patient portal or App.

01 Scope of Telehealth Services

Telehealth services at Orchid Wellness are available to patients physically located in Texas, New York, Virginia, and Washington DC at the time of the visit. Services include primary care consultations, chronic disease management, medication management, hormone therapy follow-ups, and wellness visits appropriate for a virtual format.

02 Limitations

Telehealth has inherent limitations. Some conditions require an in-person physical exam and cannot be fully assessed via video. If Chelsea determines that an in-person visit is clinically necessary, she will inform you and assist with coordinating appropriate care.

03 Privacy and Security

Telehealth visits are conducted through HIPAA-compliant, encrypted platforms. You are responsible for ensuring that your environment is private during the visit. You should not conduct telehealth appointments from a public location or shared space where others may overhear confidential health information.

04 Patient Rights

• You have the right to refuse telehealth services and request in-person care instead
• You may withdraw consent for telehealth at any time without affecting your right to future care
• You have the right to review all information transmitted during your telehealth visit
• You may request that your telehealth records be forwarded to another provider at any time

05 Technical Requirements

A stable internet connection and a device with a working camera and microphone are required for video telehealth visits. If you experience technical difficulties, please call (469) 892-0194 and we will do our best to complete the visit by phone or reschedule at no charge.

01 Insurance Billing — Texas In-Person & Qualifying Telehealth

Orchid Wellness accepts insurance for in-person visits at our Carrollton, TX clinic and for qualifying telehealth visits that are billable to insurance. If you are a Texas patient with insurance we accept, your visit will be billed to your plan and you will be responsible for any applicable copay, coinsurance, or deductible amounts at the time of service.

Some telehealth visits conducted with Texas patients may also be billed to insurance depending on the nature of the visit and your specific plan. Chelsea's team will confirm your coverage and billing eligibility before your appointment.

02 Self-Pay — NY, VA, DC, and Texas Telehealth (Out-of-Network)

Patients receiving telehealth care in New York, Virginia, and Washington DC are seen on a self-pay basis. Texas telehealth patients whose insurance is not accepted by Orchid Wellness are also seen as self-pay. Self-pay fees are due at the time of service.

We accept all major credit and debit cards, HSA and FSA cards where applicable, and cash for in-person visits. Cherry financing is available for self-pay patients with eligible treatment plans.

03 Out-of-Network Reimbursement

Self-pay patients whose insurance plan offers out-of-network benefits may be eligible for partial reimbursement. We can provide an itemized receipt (superbill) upon request that you may submit to your insurance carrier. Reimbursement is not guaranteed and is subject to your individual plan terms. We recommend contacting your insurer before your visit to understand your out-of-network coverage.

04 Cherry Financing

05 Membership Plans

Orchid Wellness offers monthly membership plans that provide reduced per-visit costs and additional benefits for ongoing patients. Memberships are a self-pay arrangement and are not billed to insurance. Membership fees are billed monthly via the payment method on file and may be cancelled with 30 days written notice. Visit the memberships page for full plan details.

06 Lab and Ancillary Fees

Lab work ordered during your visit may carry additional fees depending on the tests ordered and your insurance coverage. For insured patients, labs may be billed separately to your plan. For self-pay patients, lab fees will be discussed before ordering. Chelsea will not order testing without first reviewing anticipated costs with you.