Refund Policy

This Refund Policy describes when refunds are available for services provided by Access Path Management, LLC d/b/a ProviderNotes.com (the "Company," "we," "us," or "our"). This policy is incorporated by reference into our Terms of Service.

1. Our Service and What You Pay For

The fee for our services is $119. This fee covers the clinician's review of your intake information, the synchronous telehealth evaluation, and, where clinically appropriate, the completion of the medical certification (e.g., Florida Form HSMV 83039). The fee is for the clinician's professional time and clinical judgment, regardless of whether a certification is ultimately issued.

2. When Payment Is Charged

The eligibility check at providernotes.com is free and requires no payment information. Payment of $119 is collected at the time you book your telehealth visit, after passing the eligibility screening. You will not be charged before booking.

3. Refund Summary

4. Cancellations and Reschedules

You may cancel or reschedule your appointment at no cost up to 24 hours before your scheduled visit time. To cancel or reschedule, log in to your patient portal or email help@providernotes.com. Cancellations made 24 or more hours in advance receive a full refund within 5–10 business days, processed back to the original payment method. Reschedules made 24 or more hours in advance involve no additional charge.

5. Late Cancellations and No-Shows

Cancellations made within 24 hours of your scheduled visit, and no-shows, are non-refundable. The clinician's time has been reserved for your evaluation, and that time cannot be reallocated on short notice. If you miss your appointment and would like to be evaluated, you will need to book and pay for a new appointment.

6. Completed Visits

Visits that have been completed are non-refundable, regardless of the outcome. The fee is for the clinician's professional time and clinical judgment during the telehealth visit, not for any specific result. This means:

• If the clinician determines you qualify and signs the certification, the fee is non-refundable.
• If the clinician determines, based on professional judgment during the visit, that you do not meet the qualifying criteria and declines to certify, the fee is non-refundable. You paid for the clinician's evaluation, which was performed.

Our eligibility screening at providernotes.com is designed to identify obvious scope mismatches before booking, so most patients who book and complete a visit do receive a certification. However, the final determination is always the clinician's clinical judgment, made during the visit, based on the information you present.

7. Tax Collector or Tag Agency Rejection

Provider Notes completes the medical certification only. The disabled parking placard is issued by the Florida Department of Highway Safety and Motor Vehicles ("FL DHSMV") through your county tax collector or authorized tag agency. Submission, processing, and issuance of the placard is handled by the FL DHSMV and the tax collector or tag agency, not by Provider Notes.

If a tax collector or tag agency refuses to accept the certification we provided for non-clinical reasons (such as missing patient signature, expired form, document handling issues, or any other administrative matter), the fee paid to Provider Notes is non-refundable. The clinician's evaluation was completed and the certification was issued; subsequent administrative handling is outside our control. We are happy to reissue the form (at no additional charge) if the document was lost, damaged, or had an administrative error on our end.

8. Technical Failures On Our End

If a technical failure on our end (such as our video platform being unavailable, the clinician being unable to attend due to circumstances within our control, or a documented system outage) prevents your scheduled visit from occurring, you may choose between a full refund or a free reschedule to a new appointment time.

9. Disputed Charges and Chargebacks

If you have a concern about a charge or refund eligibility, please contact us first at help@providernotes.com before initiating a dispute with your bank or card issuer. Most refund concerns are resolved promptly through direct communication. Initiating a chargeback for a service that was rendered may result in account termination and recovery efforts.

10. How to Request a Refund

For refund-eligible situations, email help@providernotes.com with the following information:

• Your full name as it appears on the booking
• The email address you used to book
• The date and time of your scheduled visit
• The reason for your refund request

We will respond within 2 business days. Approved refunds are processed within 5–10 business days back to the original payment method.

11. Changes to This Policy

We may update this Refund Policy from time to time. The effective date above will reflect the most recent revision. Changes apply to bookings made after the effective date of the change; bookings made before a change will be governed by the policy in effect at the time of booking.

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