1. Introduction

Welcome to MedVisit. MedVisit is a healthcare practice management platform designed to assist healthcare practitioners and their staff with appointment scheduling, patient filing, medical records management, communication and administrative tasks.

By accessing or using the MedVisit platform, you acknowledge that you have read, understood and agreed to these Terms and Conditions, including the Privacy Policy and POPIA Notice contained herein.

If you do not agree with these terms, please do not use the MedVisit platform.

2. Business Information

MedVisit is currently operated as a sole proprietor business in South Africa.

MedVisit is not currently registered as a private company (Pty) Ltd and is not registered for Value-Added Tax (VAT).

All applicable MedVisit services and subscription charges are provided under the sole proprietor business operating MedVisit.

MedVisit does not represent itself as a VAT-registered business, and no VAT is charged on MedVisit subscription fees while the business remains unregistered for VAT.

MedVisit reserves the right to change its business structure or VAT registration status in the future. Any material changes will be communicated to customers where applicable.

3. MedVisit Services

MedVisit provides healthcare practice management tools that may include:

• Patient appointment scheduling and management
• Receptionist and staff account management
• Patient filing and medical history management
• Consultation notes and patient records
• Communication and team chat functionality
• Appointment reminders
• Administrative reporting
• Invoice generation for patients
• Other healthcare practice management functionality

The availability of specific features may depend on the MedVisit subscription, platform version or service offering applicable to the customer.

4. Appointment Booking and Invoice Generation

4.1 Appointment Scheduling

The MedVisit appointment booking feature is intended to assist healthcare practitioners and their authorised staff in scheduling and managing patient appointments.

Patients may be booked for consultations or other healthcare services offered by the relevant healthcare practice.

4.2 Booking Does Not Constitute Payment

MedVisit appointment booking is not a payment facility.

The booking functionality is not intended to facilitate or process payment by a patient for an appointment, consultation or healthcare service.

Creating or confirming an appointment through MedVisit does not mean that the patient has paid for the appointment or that payment has been received by the healthcare practitioner.

4.3 Invoice Generation

MedVisit may provide functionality that allows healthcare practitioners or authorised practice staff to generate an invoice for a patient in connection with a booked appointment or healthcare service.

The invoice is an administrative document generated for the healthcare practice and patient. It may contain details such as:

• Patient name and relevant details
• Healthcare practitioner or practice information
• Appointment or consultation details
• Services provided or intended to be provided
• Amounts payable to the healthcare practice
• Invoice number and date

Generating an invoice does not mean that MedVisit has collected payment from the patient.

4.4 Responsibility for Patient Payments

The healthcare practice or healthcare practitioner remains responsible for communicating payment requirements to patients, collecting payment, issuing appropriate receipts and managing any outstanding amounts.

Unless expressly stated otherwise in a separate written agreement, MedVisit does not act as a payment processor, payment intermediary, healthcare provider or collection agent for the healthcare practice.

MedVisit is not responsible for unpaid invoices, patient non-payment, disputes concerning consultation fees or the healthcare practice's billing arrangements.

5. Subscription, Trial and Pricing

5.1 Trial Period

MedVisit may offer a one-month trial period to eligible healthcare practices.

The trial allows customers to evaluate the platform before subscribing to the standard monthly service.

MedVisit reserves the right to determine trial eligibility, applicable trial conditions and whether a trial may be extended or withdrawn.

5.2 Standard Pricing

After the applicable one-month trial period, the standard MedVisit subscription price is:

R300 per month per clinic.

This is the standard subscription price currently offered by MedVisit and may be changed in the future with reasonable notice to affected customers.

MedVisit is not currently registered for VAT. Accordingly, VAT is not charged on the standard MedVisit subscription price while this status remains unchanged.

5.3 Subscription Payments

Customers are responsible for paying applicable MedVisit subscription fees in accordance with the payment instructions provided by MedVisit.

Subscription fees relate to access to the MedVisit practice management platform. They are separate from any fees charged by healthcare practitioners to their patients.

5.4 Cancellation and Suspension

MedVisit may suspend or terminate access to the platform where subscription fees remain unpaid, the platform is misused, or these Terms and Conditions are materially breached.

Customers may request cancellation of their subscription by contacting MedVisit through the available support channels.

6. Healthcare Practice Responsibilities

Healthcare practitioners and practices using MedVisit are responsible for:

• Ensuring that patient information entered into the platform is accurate and up to date.
• Obtaining any necessary patient consent or other lawful authority to process personal information.
• Ensuring that only authorised staff members access patient information.
• Maintaining the confidentiality of login credentials.
• Managing patient appointments, cancellations and billing arrangements.
• Ensuring that patient invoices are accurate and appropriate.
• Complying with applicable healthcare, privacy and other legal requirements.

MedVisit is a software platform and does not replace the professional judgement, clinical responsibilities or legal obligations of healthcare practitioners.

7. Privacy Policy and POPIA Notice

MedVisit is committed to protecting the privacy and personal information of healthcare practitioners, practice staff, patients and all users of the MedVisit platform.

This Privacy Policy explains how MedVisit collects, processes, stores and protects personal information in accordance with the Protection of Personal Information Act (POPIA) of South Africa.

8. Information We Collect

User Information

• First and last name
• Email address
• Phone number
• User role
• Professional title
• Authentication details

Practice Information

• Practice name
• Practice information
• Staff accounts
• Billing and subscription information

Patient Information

• Patient demographics
• Medical history
• Consultation notes
• Diagnoses
• Prescriptions
• Appointments
• Uploaded medical documents
• Invoice and appointment-related information

Technical Information

• IP addresses
• Browser and device information
• Audit logs
• Login history
• Platform usage information

9. Why We Process Information

Personal information may be processed for the following purposes:

• Manage appointments
• Maintain patient records
• Support communication between practices and patients
• Send appointment reminders
• Generate invoices and reports
• Manage subscriptions and customer accounts
• Improve platform functionality
• Meet legal obligations
• Prevent fraud and unauthorised access
• Maintain platform security and reliability

10. Special Personal Information

MedVisit may process health information, which is classified as Special Personal Information under POPIA.

Health information may include medical history, diagnoses, prescriptions, consultation notes and other information relating to a patient's health.

Such information should only be accessible to authorised healthcare professionals and authorised practice staff with a legitimate need to access it.

Healthcare practices remain responsible for ensuring that their collection and use of patient health information is lawful and complies with applicable healthcare and privacy requirements.

11. Sharing Information

MedVisit does not sell personal information.

Personal information may be shared with or processed by:

• Healthcare professionals and authorised staff within the relevant practice.
• Cloud hosting and infrastructure providers.
• SMS and communication providers where required to deliver platform functionality.
• Service providers supporting the operation and maintenance of MedVisit.
• Authorities or regulators where disclosure is required or permitted by law.

MedVisit seeks to ensure that service providers processing personal information on its behalf maintain appropriate confidentiality and security safeguards.

12. Information Security

MedVisit uses reasonable technical and organisational safeguards intended to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These safeguards may include:

• HTTPS encryption
• Role-based access control
• Password hashing
• Audit logging
• Secure authentication
• Security monitoring
• Access restrictions

While MedVisit takes reasonable steps to protect information, no internet-based system can be guaranteed to be completely secure.

13. Data Retention

Personal information is retained for as long as reasonably necessary to provide services, maintain business records, support legal obligations or resolve disputes.

Retention periods may depend on the type of information, the purpose for which it was collected and applicable legal requirements.

14. Your Privacy Rights

Subject to applicable law, individuals may have the right to:

• Request access to their personal information.
• Request correction of inaccurate information.
• Request deletion of personal information where legally permitted.
• Object to certain processing of personal information.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with the Information Regulator of South Africa.

Requests may be directed to the MedVisit privacy contact below.

15. Data Breaches and Security Incidents

If MedVisit becomes aware of a security incident that affects personal information, MedVisit will investigate the incident and take reasonable steps to contain and address it.

Where required by POPIA or other applicable law, MedVisit will notify affected parties and the relevant authorities.

16. Privacy Contact and Information Officer

Privacy enquiries, personal information requests and POPIA-related concerns may be directed to:

Email: admin@medvisit.co.za

The appropriate MedVisit privacy contact will handle enquiries in accordance with applicable privacy requirements.

17. Platform Availability

MedVisit aims to provide a reliable service but does not guarantee uninterrupted or error-free availability of the platform.

The platform may occasionally be unavailable due to maintenance, upgrades, technical issues, infrastructure failures or other circumstances beyond MedVisit's reasonable control.

18. Changes to These Terms and Policy

MedVisit may update these Terms and Conditions, Privacy Policy and POPIA Notice from time to time.

The latest version will be made available within the MedVisit platform or through the relevant MedVisit website.

Continued use of the platform after applicable updates may constitute acceptance of the revised terms.

19. Contact MedVisit

For general enquiries, support, billing questions or privacy concerns, please contact:

Email: admin@medvisit.co.za