Terms & Conditions

Willow & Pine Remote Dental Solutions
Effective Date: July 28, 2026

1. Acceptance of Terms

By accessing this website or engaging Willow & Pine Remote Dental Solutions ("Willow & Pine," "we," "our," or "us") for remote dental administrative support services, you agree to be bound by these Terms & Conditions.

These Terms outline the general terms governing the use of our website and our relationship with dental practices that utilize our services.

2. About Willow & Pine Remote Dental Solutions

Willow & Pine Remote Dental Solutions provides remote administrative support services exclusively to dental practices in Ontario.

Our services are designed to assist dental offices with administrative tasks, including:

  • Accounts receivable support

  • Insurance payment entry and reconciliation support

  • Patient account organization

  • Administrative reporting

  • Practice organization

  • Recall and administrative support services

Willow & Pine provides administrative assistance only and does not provide dental treatment, clinical recommendations, financial advice, or insurance coverage decisions.

3. Administrative Support Services

Willow & Pine works as an independent remote administrative support provider for dental practices.

Our services may include assisting with:

  • Organizing account information

  • Preparing administrative reports

  • Entering information as directed by the dental practice

  • Identifying accounts requiring office review

  • Supporting office workflows and organization

All final decisions regarding patient accounts, treatment, insurance decisions, write-offs, refunds, adjustments, and account resolutions remain the responsibility of the dental practice.

4. Dental Practice Responsibilities

Dental practices engaging Willow & Pine agree to:

  • Provide accurate information and instructions required to complete requested services

  • Maintain appropriate authorization for access to patient information

  • Ensure Willow & Pine has appropriate system access required to perform contracted duties

  • Maintain responsibility for all clinical, financial, and patient care decisions

  • Notify Willow & Pine of any changes to access permissions or requirements

The dental practice remains responsible for compliance with applicable privacy legislation and professional obligations.

5. Privacy and Confidentiality

Willow & Pine respects the confidentiality of all information accessed while providing services.

We take reasonable measures to protect confidential information and handle personal health information in accordance with applicable privacy requirements, including Ontario’s Personal Health Information Protection Act (PHIPA), where applicable.

Willow & Pine:

  • Accesses information only as required to perform authorized services

  • Uses information only for the purpose it was provided

  • Does not sell, share, or disclose confidential information without authorization or legal requirement

  • Maintains confidentiality of all client and patient information

Additional privacy obligations may be outlined in separate confidentiality, privacy, or service agreements between Willow & Pine and individual dental practices.

6. Remote Access and Technology

To provide remote administrative services, Willow & Pine may require secure access to dental practice systems.

Dental practices authorize Willow & Pine to access approved systems only for the purpose of completing contracted services.

Dental practices are responsible for:

  • Providing appropriate user access

  • Maintaining their own software licenses and permissions

  • Ensuring their systems allow authorized remote access

  • Removing access when services end

Willow & Pine is not responsible for issues caused by the dental practice’s software, internet connection, hardware, or third-party systems.

7. Data Security

Willow & Pine uses reasonable administrative and technical safeguards to protect confidential information.

These safeguards may include:

  • Secure passwords

  • Restricted access

  • Secure business email

  • Device security measures

  • Confidentiality agreements

  • Secure remote access practices

While reasonable precautions are taken, no electronic transmission or storage method can be guaranteed to be completely secure.

8. Payments and Fees

Fees for services provided by Willow & Pine will be outlined in an individual service agreement or proposal provided to each dental practice.

Payment terms, billing schedules, cancellation requirements, and service details will be agreed upon before services begin.

Failure to provide payment as agreed may result in suspension or termination of services.

9. Service Limitations

Willow & Pine provides administrative support only.

We do not:

  • Make clinical decisions

  • Determine treatment plans

  • Interpret insurance policies or coverage decisions

  • Contact patients regarding clinical matters

  • Provide legal, accounting, or financial advice

  • Guarantee insurance payments, collections, or financial outcomes

Results may vary depending on the information provided, office procedures, patient responses, and third-party processing times.

10. Website Information

The information provided on the Willow & Pine website is intended for general informational purposes only.

While we strive to provide accurate and current information, we do not guarantee that all website content is complete, error-free, or continuously updated.

11. Intellectual Property

All content on this website, including branding, logos, written materials, graphics, and original content, belongs to Willow & Pine Remote Dental Solutions unless otherwise stated.

Content may not be copied, reproduced, modified, or used without written permission.

12. Third-Party Links and Services

Our website may contain links to third-party websites or services.

Willow & Pine is not responsible for the content, privacy practices, security, or availability of third-party websites.

Use of third-party services is subject to their own terms and policies.

13. Termination of Services

Either Willow & Pine or the dental practice may end services according to the terms outlined in their individual service agreement.

Upon termination:

  • Access to dental practice systems should be removed

  • Confidentiality obligations remain in effect

  • Outstanding payments remain payable

  • Information handling obligations continue as required

14. Limitation of Liability

To the fullest extent permitted by law, Willow & Pine Remote Dental Solutions is not responsible for indirect, incidental, or consequential losses arising from the use of our services.

Willow & Pine’s responsibility is limited to providing agreed-upon administrative support services with reasonable care and professionalism.

15. Changes to These Terms

Willow & Pine reserves the right to update these Terms & Conditions as needed.

Any changes will be posted on this page with an updated effective date.

16. Contact Information

For questions regarding these Terms & Conditions, please contact:

Willow & Pine Remote Dental Solutions
Email: info@willowandpine.ca
Ontario, Canada