Terms of Service

1. Scope & Acceptance

These Terms of Service ("Terms") govern your use of:

• Our website at eastendneuropsych.com and any subdomains
• Our patient portal hosted at eenpa.phiportal.com
• Online forms, appointment requests, and contact forms
• Electronic communications including SMS, email, and portal messages

By using any of the above, you agree to these Terms. If you do not agree, please do not use these services.

2. Clinical Services — Not an Emergency Resource

Our 24/7 clinical line for established patients is (631) 737-6434. This line is for urgent clinical matters only, not emergencies.

3. Appointments & Cancellations

Scheduling

New patient appointments require a completed intake packet, insurance verification, and deposit as described in our Fee Schedule. Existing patient follow-ups may be scheduled via the patient portal, by phone, or through our contact forms.

Cancellation Policy

We require 24 hours advance notice for cancellations. Same-day cancellations, no-shows, and late arrivals greater than 15 minutes will result in fees as specified in our Fee Schedule:

• No-show for Evaluation: $150
• No-show for Follow-up: $75–$100 (varies by visit type)
• Late cancellation (less than 24 hours): same fees apply

Cancellation fees are the patient's responsibility and are not billable to insurance. Repeated no-shows may result in discharge from the practice.

4. Payment Terms

• Copayments are due at the time of service
• Private-pay fees are due at the time of service unless other arrangements have been approved in writing
• We accept cash, check, major credit cards, and HSA/FSA cards
• Outstanding balances must be resolved to continue receiving non-urgent services
• Accounts 90+ days past due may be referred to collections
• Returned checks incur a $35 fee

Insurance

We accept Medicare Part B, Railroad Medicare, select Medicare Advantage plans (Aetna, Cigna, UnitedHealthcare), CHAMPVA, TRICARE, VACC, and the 9/11 Zadroga/WTC Health Program. We do NOT accept Medicaid. Coverage varies by plan — please verify with your carrier before scheduling.

Under the No Surprises Act, you have the right to a Good Faith Estimate of charges for uninsured or self-pay services. Please request one at any time.

5. Controlled Substances & Medication Policy

6. Electronic Communications

Portal Messages

Our patient portal (eenpa.phiportal.com) is the preferred method for non-urgent communications. Portal messages are typically responded to within 1–2 business days.

Email

Standard email is not secure and should not be used to transmit sensitive clinical information. We may use email for administrative matters (appointment reminders, billing questions) if you have consented to this form of communication.

Text Messaging / SMS

With your consent, we may send SMS appointment reminders, prescription refill confirmations, and other administrative messages. See our SMS Policy & Opt-Out for full details, including how to opt out at any time.

Response Times

• Portal messages: 1–2 business days
• Contact form submissions: 1 business day
• Prescription refills: 3–5 business days (please plan ahead)
• Emergency clinical line: See "Clinical Services" above

7. Telehealth Services

We may offer telehealth (video or phone) visits when clinically appropriate. Telehealth visits have the same fees and cancellation policies as in-person visits. You must:

• Be physically located in New York State at the time of the visit
• Be in a private, secure location
• Have adequate internet connection and a functioning camera/microphone
• Not drive or operate machinery during the visit

If a telehealth visit is interrupted by technical issues, we will attempt to reconnect or reschedule. Partial visits may be billed at the full rate if over 50% of the scheduled time was completed.

8. AI-Assisted Documentation

With your explicit consent, we use Nextvisit AI, a HIPAA-compliant AI medical scribe platform, to assist with clinical documentation. This service operates under a Business Associate Agreement. See our Privacy Policy for full details. You may decline or withdraw consent at any time without affecting your care.

9. Website Use

Acceptable Use

You agree not to:

• Use our website for unlawful purposes
• Attempt to gain unauthorized access to our systems
• Interfere with the operation of our website
• Impersonate another person
• Scrape, harvest, or collect information from our website using automated means
• Submit false or misleading information on forms

Intellectual Property

All content on our website — including text, graphics, logos, images, and educational materials — is the property of East End Neuropsych, P.C. or its licensors. You may print or save copies for personal, non-commercial use only.

10. Disclaimers

11. Limitation of Liability

To the fullest extent permitted by law, East End Neuropsych, P.C., its providers, staff, and affiliates shall not be liable for any indirect, incidental, consequential, or punitive damages arising from your use of our website or services. Our total liability for any claim shall not exceed the amount you paid for services in the twelve months preceding the claim.

This limitation does not apply to professional malpractice claims, which are governed by applicable New York State law.

12. Discharge from Practice

We reserve the right to discharge patients from our practice for reasons including but not limited to:

• Repeated no-shows or late cancellations
• Violation of controlled substance agreements
• Non-payment of fees
• Disrespectful, threatening, or abusive behavior toward staff or other patients
• Fraud or misrepresentation
• Failure to follow treatment recommendations that compromises safety

When discharging a patient, we will provide 30 days of emergency coverage and assist with transfer to another provider.

13. Governing Law & Dispute Resolution

These Terms are governed by the laws of the State of New York, without regard to conflict of law principles. Any disputes shall be resolved in the state or federal courts located in Suffolk County, New York.

Before initiating any formal legal action, we encourage patients to contact our office directly to discuss concerns. Many issues can be resolved quickly through direct communication.

14. Changes to These Terms

We may update these Terms from time to time. The "Last Updated" date reflects the most recent changes. Continued use of our services after changes constitutes acceptance of the revised Terms.

15. Contact