Terms of Service

1. Acceptance of These Terms

These Terms of Service govern the relationship between P&W APS Corporation Limited and any clinic, practice, organisation or person that engages its scheduling desk or uses its website. By sending a booking request, by relying on a confirmation issued by the desk or by continuing to use the website, you accept these terms in full.

If you are accepting on behalf of a clinic or another organisation, you confirm that you have the authority to bind that organisation to these terms. If you do not have that authority, or if you do not accept these terms, you should not use the services and should write to the desk so that the matter can be resolved before any work begins.

These terms are written in plain language and are meant to be read as a working document. They do not remove any right that the law gives to a consumer, and nothing in them is intended to exclude a liability that cannot lawfully be excluded.

2. Definitions

In these terms, the Company means P&W APS Corporation Limited, operating from Rm 2011 The Cloud, Tung Chau St, Tai Kok Tsui, Hong Kong - 999077, Hong Kong (HK). The Services means the scheduling duties described in this document and on the services page of the website. The Client means a clinic or organisation that engages the Company for scheduling work. The Website means the site published at calmnessmedical.lol. The Board means the scheduling record, whether paper or electronic, used by the desk to plan and track a clinic week.

A Session means a booked clinic appointment placed on the Board under the Session Booking Desks duty. A Rotation means the reset of a room between sessions under the Room Rotation Runs duty. A Follow-up Letter means a written communication issued under the Follow-up Letter Cycles duty. An Intake Form means a new patient or referral form reviewed under the Intake Review Windows duty. An Equipment Round means the daily walk and written check performed under the Equipment Log Rounds duty. A Quiet Hour Audit means the hallway review performed under the Quiet Hour Audits duty.

Where a word is defined in the Privacy Policy but not in these terms, it carries the meaning given in the Privacy Policy. The singular includes the plural and the plural includes the singular, except where the context clearly requires otherwise.

3. Who We Are

The Company is P&W APS Corporation Limited, a provider of computer systems design and related professional scheduling services. Its scheduling desk operates from the following address:

Official notices under these terms should be sent to the email address above or by post to the address above. A notice sent by post is treated as received on the third working day after posting where the address is correct and legible.

4. Scope of the Services

The Company provides six connected scheduling duties: Session Booking Desks, Room Rotation Runs, Follow-up Letter Cycles, Intake Review Windows, Equipment Log Rounds and Quiet Hour Audits. These duties are described in more detail on the services page of the Website and in the sections that follow.

The Company provides scheduling and administrative support. It does not provide medical advice, diagnosis or treatment, and it does not supervise clinical work. A practitioner who makes a clinical decision does so independently of the Company, and the Company does not review or approve clinical judgement. Where a question concerns the care of a patient, that question belongs with the clinic and its practitioners, not with the desk.

The Services are provided for the clinics and organisations that engage them. The Company does not offer a public appointment service through the Website, and a message sent through the contact form is an enquiry rather than a booking. A booking exists only when the desk has placed the session on the Board and issued a written confirmation.

5. Session Bookings

A request for a session is read by a scheduler and checked against the open Board before a confirmation is issued. The confirmation records the session time, the room, the practitioner and the expected length of the visit. A booking is not complete until the confirmation is issued, and a request that has been received but not confirmed does not reserve a slot.

The Client is responsible for supplying accurate information at the time of the request. Where a request is incomplete, the desk may ask for the missing detail and may hold the slot for a short period while the answer is awaited. If the detail does not arrive within the period stated in the confirmation, the desk may release the slot and record the release on the Board.

Amendments are written as exceptions on the clip card beneath the Board, and the main sheet remains clean. A Client who needs to move a session more than once should contact the desk by telephone, because a written exchange may not reach the scheduler in time to protect the slot. The Company will make reasonable efforts to accommodate a change but does not guarantee that a preferred alternative will be available.

Protected slots held for urgent referrals are not offered through the ordinary booking channel. A Client who believes an urgent referral requires a protected slot should contact the desk directly and explain the urgency.

6. Room Rotations

Room rotation runs reset a room between sessions. The run includes remaking the bed or chair, wiping surfaces, checking the equipment tray and fully drawing and releasing the curtain. A session does not begin in a room that has not completed its rotation, unless the clinic directs otherwise in writing and the direction is recorded on the Board.

The Company plans rotations so that no room is turned while a patient is waiting at its door. Where two rooms fall due at the same moment, the desk will sequence the turns and may hold the next arrival briefly. The Client accepts that a short hold of this kind is part of orderly scheduling and is not a failure of the Service.

The close of day rotation includes airing, restocking and a check of the room letter tray, and ends with a handover note written for the next morning. The Client is responsible for ensuring that the room and its equipment are available for the rotation at the time stated on the Board.

7. Follow-up Letters

Follow-up letters are prepared in weekly cycles. Each letter is matched to the session it refers to, checked for content and then checked again for the name and address on the envelope. A letter that fails either check is held at the desk rather than posted.

The Client is responsible for the accuracy of the clinical instructions and addresses supplied to the desk. The Company prepares and posts the letter on the basis of those instructions and does not verify clinical content. Where a letter is to be sent to a patient, the Client confirms that the content is correct and that the recipient address is current.

The Company posts letters at the fixed point in the week recorded on the Board. An urgent letter may be issued earlier on the written direction of the Client. The Company is not responsible for a postal delay once a letter has been handed to the postal or courier service, but it will assist the Client in tracing a letter and will reissue it where the original is lost and the Client so requests.

Returned letters are logged and held securely until a correct address is confirmed. A returned letter is not used for any other purpose and is destroyed under the retention rules described in the Privacy Policy.

8. Intake Reviews

Intake forms are reviewed inside two fixed windows each working day. A form that arrives outside a window is held until the next window opens, and the Client should not assume that a form has been read simply because it has been delivered. The Company will acknowledge receipt where the Client requests an acknowledgement.

Inside the window a scheduler reads the form in full and marks the room and practitioner that suit the described need. Where a form is incomplete or raises a question, the desk returns the question to the referrer and holds the form until the answer arrives. A form that remains in doubt does not reach the Board.

The Company does not assess the clinical appropriateness of a referral and does not decide whether a patient should be seen. That decision belongs to the clinic. The desk reviews a form for scheduling completeness, not for clinical merit.

9. Equipment Logs

The equipment round is performed at the start of the day and, for heavily used items, again at the close. Each line of the log records the device name, the check performed, the time and the initials of the person who performed it. A device that fails a check is recorded as failed, and the desk places a written hold on any session that depends on it.

The Company keeps the log as a scheduling record. It does not maintain, repair or certify the clinical equipment itself. Where a fault is found, the Company will record it and inform the Client so that the clinic can arrange service. The Company is not responsible for the condition of equipment owned or supplied by the Client.

A weekly summary of the log is kept beside the main record and is used to identify items that have failed more than once. The Client may ask to see the summary at any time, and the Company will provide it in the form in which it is kept.

10. Quiet Hour Audits

A quiet hour audit is performed once per shift. The auditor walks the hallway, listens for door latches, trolley wheels, conversation and device noise, and records the result with a short note on whether the clinic hour stayed calm. Each audit closes with one corrective line assigned to a named person and checked at the next audit.

The audit is a scheduling and environmental observation. It is not a clinical assessment, an infection control inspection or a safety certification. The Client remains responsible for the physical condition of its premises and for any works needed to correct a fault the audit identifies.

Audit records are kept with the weekly scheduling record and are used to plan the coming week. The Company may report an audit finding to the Client and, where the finding suggests a risk to safety, may recommend that the affected room not be used until the matter is addressed. The recommendation is advisory, and the decision remains with the Client.

11. Client Responsibilities

The Client agrees to supply accurate and complete information for each session, intake form and letter. The Client agrees to keep the desk informed of any change to a practitioner schedule, a room availability or a protected hour that may affect the Board. The Client agrees to ensure that its staff cooperate with rotation runs and equipment rounds, and that rooms are accessible at the time stated on the Board.

The Client is responsible for obtaining any consent or authorisation needed to share patient information with the desk for scheduling purposes. The Client confirms that it has a lawful basis for the transfer of that information and that the transfer is consistent with its own privacy notice.

The Client agrees not to use the Services in a way that interferes with the calm of the clinic, and not to ask the desk to take an action that would breach a law or a professional obligation. Where a request would require such an action, the Company may decline it and will explain the reason.

12. Website Use

The Website is provided for information about the Company and its scheduling services. It is offered as it stands, and the Company does not warrant that every page will be free of error or available without interruption. The Company may change the content or withdraw a page at any time.

A visitor must not attempt to gain unauthorised access to any part of the Website, must not introduce malicious code and must not use automated means to scrape or overload the site. A visitor must not use the Website in a way that infringes the rights of another person or breaches a law.

Links from the Website to a third party site are provided for convenience. The Company does not control a third party site and is not responsible for its content, its privacy practices or its availability. A link does not imply an endorsement of the material found at the other end.

13. Messages and Submissions

A message sent through the contact form or by email is handled under the Privacy Policy. The Company will treat the content as confidential to the extent required by the law and by the confidentiality section below, but it cannot guarantee that an internet message will arrive safely or that an email provider will not retain a copy.

A visitor should not send urgent clinical information through the contact form. The form is not monitored continuously, and a message that requires immediate action should be sent by telephone to +15809979160 or, where the matter concerns a patient in care, directed to the clinic responsible for that patient.

By sending a message, a visitor confirms that the information in it is accurate to the best of that visitor knowledge and that the visitor is entitled to share it with the Company. The Company may reply by email unless the visitor asks for another channel.

14. Fees and Payment

Fees for the Services are agreed in writing between the Company and the Client before work begins. Where a fee schedule is attached to an engagement letter, that schedule forms part of these terms for the duration of the engagement. A fee quoted for one clinic week does not carry over to another week unless the written agreement says so.

Unless the engagement letter states otherwise, invoices are issued monthly and are payable within the period stated on the invoice. Where a payment is late, the Company may pause non-urgent scheduling work after giving written notice. The Company will not pause work in a way that leaves a clinic without cover for a session already confirmed on the Board, and it will discuss a revised arrangement before taking that step.

Amounts stated are exclusive of any tax that applies, which will be added where required. A Client who disputes an invoice should raise the dispute in writing within the period stated on the invoice so that the matter can be resolved before further work is planned.

The Website does not process payments. No payment card details are collected through the Website, and any payment request that appears to come from the Company but asks for card details should be treated as suspect and reported to the address in section 3.

15. Intellectual Property

The Website, its text, its layout and its visual design belong to P&W APS Corporation Limited or are used under a licence. A visitor may read, download and print a page for personal or internal use. A visitor may not reproduce a substantial part of the Website for a commercial purpose, republish it as another site or present it as the work of another organisation without written permission.

The scheduling method described in these terms, including the six duties and the order in which they are written, is part of the professional offering of the Company. A Client may use the output of the method for its own clinic, but may not resell the method itself without an agreement that expressly permits it.

Records created for a Client, including the weekly Board sheets and the follow-up letters prepared for that Client, remain the property of the Client. The Company keeps copies only for the period and the purposes described in the Privacy Policy.

If a visitor believes that material on the Website infringes a right, the visitor should write to the address in section 3 with enough detail to identify the material and the right concerned. The Company will investigate and will remove material where the claim is established.

16. Confidentiality

Each party will keep confidential the information it receives from the other that is marked confidential or that a reasonable person would understand to be confidential. Clinical and patient information is always treated as confidential, whether or not it is marked.

The Company will use confidential information only to perform the Services and will share it only with the people who need it to do the work, as described in the Privacy Policy. The Client will use confidential information about the Company only to receive and manage the Services.

The duty of confidence does not apply to information that is already public without a breach, that the receiving party already held lawfully before the disclosure, or that the receiving party must disclose under a law or a court order. Where a disclosure is required by law, the receiving party will, where it may lawfully do so, tell the other party before disclosing so that a protective step can be considered.

The duty of confidence continues after the engagement ends for as long as the information remains confidential.

17. Limitation of Liability

Nothing in these terms excludes or limits a liability that the law does not allow to be excluded or limited, including a liability for death or personal injury caused by negligence, or a liability for fraud.

Subject to that, the Company is not liable for a loss that is not a foreseeable result of a breach of these terms. A loss is foreseeable if it was obvious at the time the engagement began that it could happen, or if both parties knew at that time that it might happen. The Company is not liable for a loss of profit, a loss of business or a loss of goodwill.

Where the Services are provided under a written engagement, the total liability of the Company for all claims arising from that engagement is limited to the fees paid for the Services in the three months before the event giving rise to the claim, unless the engagement letter states a different figure. This limit does not apply to the liabilities that cannot lawfully be limited.

The Company is not liable for a failure that results from information supplied by the Client being wrong, incomplete or out of date, nor for a clinical decision made by a practitioner or a clinic.

18. Indemnity

A Client will indemnify the Company against a claim, a loss or a cost that arises from the Client breach of these terms, from the Client misuse of the Services or from information the Client supplied that was wrong or that the Client was not entitled to share. This indemnity does not apply to the extent that the claim arises from the Company own negligence or breach.

Where a third party brings a claim against the Company because of a letter, an intake form or a scheduling instruction supplied by the Client, the Company will tell the Client promptly and will allow the Client to take part in the defence. The Company will not settle a claim in a way that admits a fault on the part of the Client without the Client written agreement.

A visitor to the Website will indemnify the Company against a claim that arises from the visitor misuse of the Website, including an attempt to breach its security or to interfere with its operation.

19. Termination

An engagement may be ended by either party on the notice period stated in the engagement letter. Where no period is stated, either party may end the engagement on thirty days written notice. Notice should be sent to the address in section 3 or to the Client contact named in the engagement.

The Company may end an engagement immediately where the Client asks for an action that would breach a law or a professional obligation, where a fee remains unpaid after written notice, or where the conduct of the Client makes it unsafe or impractical for the desk to continue. Where the Company ends an engagement in this way, it will explain the reason in writing.

On termination the Company will complete the current clinic week where it can do so safely, hand over the Board sheets and letters relating to the Client, and return or destroy confidential material as the Client directs and as the law allows. A fee for work already performed remains payable, and any obligation of confidence continues.

20. Force Majeure

The Company is not liable for a delay or a failure caused by an event outside its reasonable control. Such an event may include a severe storm, a flood, a fire, an outbreak of disease, a power failure, a failure of a public telecommunications network, a strike or a change in law that prevents the work from being done.

Where such an event occurs, the Company will tell the Client as soon as it can, will protect the records in its care and will resume the Services as soon as it is reasonably able. A clinic week that cannot be completed during the event will be documented on the Board so that the handover is clear once normal work resumes.

If the event continues for a period that makes the engagement impossible to perform, either party may end the engagement by written notice without further liability, except for a fee for work already performed and for the continuing duty of confidence.

21. Governing Law

These terms are governed by the laws of Hong Kong. The parties submit to the non-exclusive jurisdiction of the courts of Hong Kong, which means that a party may bring a claim in Hong Kong and, where the law allows, in another forum that has jurisdiction over the other party.

Before starting a formal claim, the parties will try in good faith to resolve the matter by discussion. A written notice describing the dispute should be sent to the address in section 3, and the parties will meet, in person or by telephone, within a reasonable period to seek a resolution. This step does not prevent a party from seeking urgent relief where a delay would cause harm.

If any part of these terms is found to be invalid or unenforceable, the rest of the terms remain in force. The invalid part will be replaced by a provision that comes as close as the law allows to the original intention of the parties.

These terms, together with the Privacy Policy and any written engagement letter, form the whole agreement between the parties on the subject matter. A statement made before the engagement begins does not add to or vary these terms unless it is recorded in the engagement letter or in a later written agreement.

22. Changes to These Terms

The Company may update these terms when the Services change or when the law requires it. A material change will be described at the top of this page with a new effective date, and the Company will give the Client written notice before the change takes effect where an engagement is in progress.

A Client that does not accept a change may end the engagement under the notice provisions in section 19 before the change takes effect. Continued use of the Services after the effective date of a change is treated as acceptance of the updated terms.

The current version of these terms is always available on the Website. A paper copy can be provided on request to the address in section 3.

23. Contact

Questions about these terms, notices under an engagement and requests relating to a record may be sent using the details below.

Email: scheduling@calmnessmedical.lol
Telephone: +15809979160

The Privacy Policy explains how personal information is collected and used in connection with the Services. It should be read together with these terms.

These terms apply to P&W APS Corporation Limited, its scheduling desk at the address above and the website at calmnessmedical.lol.