These Terms and Conditions constitute a binding agreement between you and Kuumba Health LLC d/b/a Everyday Superheroes Wellness Coaching ("we," "us," or "our").
Our primary administrative office is located in New York State, although services may be delivered virtually to clients in multiple states in accordance with applicable licensing laws and telehealth regulations.
By accessing or using the Patient Portal, you confirm that you agree to these Terms and Conditions. If you do not agree, you must not use the Patient Portal.
Patient Portal Overview
The Patient Portal is a secure Internet-based service that allows clients and patients of Kuumba Health LLC d/b/a Everyday Superheroes Wellness Coaching to:
- Communicate securely with members of their care team
- Access portions of their health or coaching records
- Schedule, request, or modify appointments
- Update personal and contact information
- Receive documents, forms, and educational materials
- View billing statements and make payments
- Receive appointment reminders and administrative communications
- Access telehealth session links
- Complete intake or assessment forms
- Receive secure messages related to therapy, coaching, or care coordination
The Patient Portal may also be used to support communication regarding mental health therapy services, wellness coaching services, executive coaching services, and related behavioral health support services offered by Kuumba Health LLC d/b/a Everyday Superheroes Wellness Coaching.
The Patient Portal is provided on behalf of Kuumba Health LLC d/b/a Everyday Superheroes Wellness Coaching and its clinicians, therapists, coaches, supervisors, employees, contractors, agents, and representatives (collectively referred to as the "Practice Entities").
By agreeing to these Terms and Conditions, you acknowledge that:
- You are at least 18 years of age, are the parent or guardian of the minor, or legally authorized to consent to services
- You are requesting access to the Patient Portal for yourself or for a minor for whom you are the legal guardian
- You understand that use of the Patient Portal is provided as a convenience to support communication and care
We reserve the right to limit, suspend, or discontinue portal access at any time if necessary for operational, legal, or safety reasons.
Minimum Technical Requirements
To use the Patient Portal, you must have:
- A computer, tablet, or mobile device with internet access
- A modern web browser capable of secure encryption
- A valid email address
- Software capable of receiving email notifications
- The ability to access PDF documents
The Patient Portal utilizes secure encryption technologies to protect transmitted information. However, no electronic communication system can guarantee absolute security.
Information transmitted through the Internet or telecommunications networks may pass through systems outside of our control. As a result, there may be risks associated with unauthorized access, technical failure, or data transmission interruption.
By using the Patient Portal, you acknowledge and accept these inherent risks.
Once information is received by our systems, it will be protected and maintained in accordance with applicable HIPAA and privacy regulations governing protected health information (PHI).
Emergency Use Restrictions
The Patient Portal must NOT be used for emergencies.
Messages sent through the portal are not monitored continuously and may not receive immediate attention.
If you are experiencing a medical or mental health emergency:
Call 911 immediately or go to the nearest emergency room.
If you are experiencing a mental health crisis, you may also contact:
988 Suicide & Crisis Lifeline
Use of the Patient Portal for urgent matters may result in delays in receiving necessary care.
Account Security & Identity Verification
When registering for the Patient Portal, you will create login credentials including:
- An email address
- A secure password
You agree to keep your login credentials confidential. Do not share your password with anyone.
Anyone who has access to your password may be able to:
- Access your health or coaching information
- Communicate with your care team
- View billing or personal records
If you believe your password has been compromised, you must update it immediately through the portal settings.
You are responsible for all activity occurring under your account.
Authorized Users
You may create a Patient Portal account for yourself.
A parent or legal guardian may request access for a minor child or dependent.
By activating a Patient Portal account, you certify that:
- The information provided is accurate
- You are authorized to access the account requested
- You understand that messages and information accessed may contain personal health information
Email Notifications
The Patient Portal may send email notifications informing you that new information or messages are available.
These emails will not contain protected health information, but they may indicate that new messages or documents are available in your portal.
It is your responsibility to log into the portal regularly to review messages and information.
Privacy & HIPAA Compliance
Kuumba Health LLC d/b/a Everyday Superheroes Wellness Coaching is committed to protecting your privacy.
All protected health information is handled in accordance with:
- HIPAA (Health Insurance Portability and Accountability Act)
- Applicable state privacy laws
- Our official Notice of Privacy Practices
By using the Patient Portal, you acknowledge that you have received or have access to our Notice of Privacy Practices.
Communications sent through the Patient Portal may become part of your permanent medical or coaching record.
Authorized members of our clinical, coaching, administrative, or billing teams may access this information when necessary to support your care.
Appropriate Use of Portal Messaging
Portal messaging is intended for non-urgent communication related to care or administrative needs.
Examples of appropriate portal use include:
- Appointment scheduling questions
- Billing questions
- Document sharing
- Follow-up questions related to sessions
- Updates related to treatment or coaching plans
Messages may be reviewed by members of the care team, not exclusively your individual therapist or coach. If your clinician is unavailable, another authorized team member may review your message to ensure appropriate follow-up.
Do not use the portal to send:
- Urgent medical issues
- Crisis situations
- Threats or abusive language
- Inappropriate or illegal content
Telehealth & Coaching Services
The Patient Portal may be used to access telehealth appointments or communicate regarding services that include:
- Mental health therapy
- Behavioral health services
- Trauma-informed support
- Executive or leadership coaching
- Holistic wellness coaching
- Lifestyle and wellbeing services
Not all services offered through the portal constitute medical treatment. Certain services, such as coaching or educational programs, may fall outside traditional healthcare services.
Clinical Records & Information Access
The Patient Portal may provide access to portions of your clinical record. Not all information contained in your full record will necessarily appear in the portal.
Information released through the portal is at the discretion of the treating provider and may include:
- Session notes summaries
- Assessments
- Treatment plans
- Documents
- Forms
Messages exchanged through the portal may become part of your permanent clinical record.
Data Collection & System Analytics
We may collect limited system usage data including:
- Login activity
- Pages accessed
- System performance information
This information is used solely to:
- Maintain system performance
- Improve user experience
- Support operational quality
We do not sell patient data.
Data may be shared with authorized technology vendors or business associates who assist with portal operations in accordance with HIPAA-compliant agreements.
Cookies & Website Functionality
The Patient Portal may use cookies or similar technologies to support system performance and login functionality.
Most web browsers automatically accept cookies. You may adjust your browser settings to decline cookies; however, doing so may limit portal functionality.
Discontinuing Portal Access
You may discontinue use of the Patient Portal at any time by notifying our administrative team.
We reserve the right to suspend or terminate portal access if necessary due to:
- Misuse of the system
- Security concerns
- Violation of these Terms and Conditions
- Termination of services with the practice
Intellectual Property
All content within the Patient Portal, including:
- Text
- Graphics
- Logos
- Program materials
- Educational resources
is the property of Kuumba Health LLC d/b/a Everyday Superheroes Wellness Coaching or its licensors.
Content may not be copied, reproduced, distributed, or used for commercial purposes without written permission.
Limitation of Liability
The Patient Portal and associated services are provided "as is" without guarantees of uninterrupted access or error-free performance.
Kuumba Health LLC d/b/a Everyday Superheroes Wellness Coaching is not liable for damages resulting from:
- Failure to review portal messages
- Technical interruptions
- Internet transmission errors
- Unauthorized access outside of our reasonable control
Governing Law
These Terms and Conditions are governed by the laws of the State of New York, without regard to conflict-of-law principles.
Any disputes arising from use of the Patient Portal shall be resolved within the jurisdiction of courts located in New York State.
Changes to Terms
We reserve the right to modify these Terms and Conditions at any time.
Updated versions will be posted within the Patient Portal.
Continued use of the portal after updates constitutes acceptance of the revised terms.
Questions about these Terms and Conditions? Contact us at support@everydaysuperheroescoaching.com or call 929-277-2550.