Terms and Conditions

Effective date: July 1, 2026

1. Agreement

These Terms and Conditions ("Terms") govern the use of the Samantha Virtual Front Desk service and this website, operated by Samantha Virtual Front Desk ("Samantha," "we," "us," or "our"). By using the service, calling a practice line answered by Samantha, texting a practice line answered by Samantha, or opting in to an SMS program described below, you agree to these Terms.

2. The service

Samantha is a virtual front desk receptionist for medical practices, available after hours. On behalf of a participating practice, Samantha answers inbound calls, schedules, changes, and cancels appointments on the practice's calendar or electronic medical record system, takes messages for practice staff, and sends related notifications to practice personnel. At participating practices without electronic medical record access, Samantha also corresponds directly with patients by SMS text message to collect a message or appointment request and relay it to practice staff.

3. SMS program: Samantha Practice Notifications

Program name: Samantha Practice Notifications.

Program description: Samantha Practice Notifications is an SMS notification program for staff of participating medical practices. Subscribers receive text message alerts when Samantha has taken a new message or completed a notable action (for example, a new patient message awaiting review in the secure console). Notification texts are intentionally minimal and never contain patient names, message content, or other protected health information. This is a notification service; it is not used for marketing or promotional messaging.

Opt-in: Only practice personnel who have expressly requested and consented to receive these notifications are enrolled. Consent is not a condition of purchasing any goods or services.

Message frequency: Message frequency varies with call activity at the practice. Subscribers typically receive between 0 and 10 messages per day.

Message and data rates may apply. Standard message and data rates from your mobile carrier may apply to messages sent and received. Contact your carrier for details about your plan.

Support contact: For assistance with the SMS program or the service generally, email info@samantha-medical.com.

Carriers: Carriers are not liable for delayed or undelivered messages. The program is available on major U.S. carriers; capability may vary by carrier and device.

Privacy: Mobile numbers and opt-in information are used solely to deliver the notifications described above. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. See our Privacy Policy for full details.

4. SMS program: Samantha Patient Messaging

Program name: Samantha Patient Messaging.

Program description: Samantha Patient Messaging is a two-way SMS conversation between a patient and Samantha, offered by participating medical practices that do not give Samantha electronic medical record access. Samantha asks for the information needed to relay a message or appointment request to practice staff, such as your name, a callback number, and the reason for your request, and may reply to confirm what she collected. This is a conversational service; it is not used for marketing or promotional messaging, and Samantha does not provide medical advice, diagnosis, or triage over SMS.

Opt-in: By texting a practice's published Samantha number, you initiate the conversation and consent to receive Samantha's replies for that conversation. Consent is not a condition of receiving care from the practice.

Message frequency: Message frequency varies with the length of your conversation with Samantha.

Message and data rates may apply. Standard message and data rates from your mobile carrier may apply to messages sent and received. Contact your carrier for details about your plan.

Support contact: For assistance with this program or the service generally, email info@samantha-medical.com.

Carriers: Carriers are not liable for delayed or undelivered messages. The program is available on major U.S. carriers; capability may vary by carrier and device.

Privacy: Message content may include health-related information you choose to share, and is handled under our HIPAA business associate obligations to the participating practice. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. See our Privacy Policy for full details.

5. Calls and recording

Calls answered by Samantha may be recorded and transcribed for quality, training, and record-keeping purposes, and callers are informed of this at the start of the call. Call information is handled as described in our Privacy Policy and, where applicable, under HIPAA business associate obligations to the participating practice.

6. Acceptable use

You agree not to:

• Use the service to place or solicit emergency medical help. Dial 911 for emergencies.
• Attempt to extract information about patients other than yourself, or impersonate another person to access appointment information.
• Abuse, probe, disrupt, or attempt to circumvent the service's security or rate limits.
• Use the service in violation of any applicable law or regulation.

7. Appointments

Appointments booked through Samantha are made on the participating practice's real schedule and are subject to the practice's own policies, including confirmation, rescheduling, cancellation, and no-show policies. An appointment is confirmed only when the practice's scheduling system has accepted it; Samantha will tell you clearly whether a booking succeeded.

8. Disclaimers

The service is provided "as is" and "as available." To the fullest extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the service will be uninterrupted or error-free. Nothing provided by the service constitutes medical, legal, or professional advice.

9. Limitation of liability

To the fullest extent permitted by law, Samantha Virtual Front Desk shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of data or goodwill, arising out of or related to your use of the service. Our total liability for any claim arising from the service shall not exceed one hundred U.S. dollars ($100).

10. Changes to the service or these Terms

We may update the service and these Terms from time to time. The current Terms will always be posted at this address with their effective date. Continued use of the service after changes take effect constitutes acceptance of the updated Terms.

11. Governing law

These Terms are governed by the laws of the State of Washington, United States, without regard to conflict-of-law principles.

12. Contact

Samantha Virtual Front Desk
Email: info@samantha-medical.com