By accessing and using ClinicRMS (Health Clinic Record Management System), users agree to follow these Terms and Conditions. They apply to registered patients and authorized clinic personnel who use the system to manage patient information, appointments, medical records, and clinic operations.
1 Authorized Use
ClinicRMS is intended for registered patients and authorized clinic personnel, including administrators, doctors, and staff. Each user may access only the features and information allowed by their role and assigned permissions. Unauthorized access to patient records or restricted system functions is prohibited.
2 User Responsibilities
Users must provide accurate information and keep their account details updated. Patients must be at least 18 years old to register, must upload a valid ID during registration, verify their email address with the one-time code sent to them, and wait for administrator approval before they can use the patient portal. All users must keep their passwords confidential and must not share their accounts.
3 Prohibited Activities
Users must not submit false information or a valid ID that is not theirs, use another person's account, access records they are not authorized to view, or change or delete information without permission. Interfering with system security, uploading harmful files, sending misleading inquiries through the contact form, and using ClinicRMS for fraudulent activities are also prohibited.
4 Accuracy of Information
Patients must provide correct personal details, contact information, and appointment reasons. They should keep their profile updated in Account Settings and inform the clinic if any information needs correction. Accurate information helps clinic personnel manage appointments and maintain reliable patient records.
5 Appointment Rules
Submitting an appointment request does not guarantee confirmation. Appointments depend on clinic approval, doctor availability, and the schedules shown in the system, and the clinic may approve, reject, or reschedule a request. Patients should check their appointment status, and an approved appointment can no longer be cancelled online within 2 hours of its scheduled time. Walk-in patients are added to the clinic's walk-in queue by staff, and waiting time depends on clinic operations.
6 Medical Records and Clinical Responsibilities
ClinicRMS supports the management of consultation records, vital signs, diagnoses, treatments, prescriptions, medical certificates, and laboratory requests and results. Doctors remain responsible for their clinical assessments and medical decisions, while authorized staff perform only the duties assigned to them. ClinicRMS does not replace professional medical consultation or emergency medical services.
7 Billing and Payment
ClinicRMS records invoices, consultation charges, dispensed medicines, applicable discounts, and payments handled by clinic staff. Senior Citizen and PWD discounts are applied by staff according to the system's requirements, and only one of these discounts can be used on a single invoice. Payments are recorded as Cash or GCash, and a GCash payment requires a unique reference number. ClinicRMS does not process online or card payments itself.
8 System Availability and Limitations
Temporary interruptions may occur because of maintenance, technical problems, hosting issues, or problems with external email and SMS services. Notifications may be delayed or may not arrive, so patients should also check their account for updates. The clinic may use alternative procedures to manage appointments and records when the system is unavailable.
9 Account Suspension and Termination
An administrator may deactivate, reject, or remove an account because of false information, unauthorized access, misuse, or changes in personnel access. A deactivated user can no longer sign in, but the account's records are kept. Permanently deleting an account may also remove the records linked to it, so the clinic should confirm its retention requirements before doing so.
10 Acceptance of Terms
Patients must tick the checkbox accepting these Terms and Conditions and the Privacy Policy during registration before an account can be created, and this is checked by the system. By creating an account and continuing to use ClinicRMS, users accept these Terms and Conditions. Users who do not agree should stop using the system and contact the clinic.