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GW Medical Faculty Associates: MyChart Terms and Conditions

GW Medical Faculty Associates (hereinafter referred to as “GW MFA”) is pleased to offer you access to GW MFA MyChart. GW MFA offers MyChart access to you conditioned on your acceptance of ALL of these terms and conditions, which shall govern your use of the GW MFA MyChart services and system.

MyChart is an online application that allows for communication of non-urgent health care messages between a patient and a health care provider, and also allows you to access certain portions of your medical record maintained by GW MFA, all via the internet.  GW MFA offers the MyChart application as a convenience to its patients for the purposes of reviewing health information, communicating with GW MFA providers, and arranging for clinical services and appointments at GW MFA’s facilities.

By accessing or using MyChart, you agree to be bound by these Terms and Conditions (“Terms and Conditions”). Please note:  your use of MyChart is completely voluntary and is not required to receive health care from GW MFA. However, if you do not agree to these Terms and Conditions you may not access or use MyChart.

1. MyChart Patient Access

Access to MyChart is granted to patients for the purpose of furthering their medical care at GW MFA. You will be provided with instructions for creating a unique personal login name (“MyChart ID”) and password.  The MyChart ID and password you choose will be used to access your health information in MyChart and are unique codes that identify you in the MyChart application.

Do not share your MyChart ID and password with anyone. Your MyChart ID and password are crucial to protecting the confidentiality of your health information. It is your responsibility to prevent disclosure of your MyChart ID and password, and to change your password at any time if you feel that the security of your password has been compromised.

Patient access to MyChart may be unilaterally terminated, restricted, conditioned or limited at any time for any reason, as determined in the sole discretion of GW MFA, in accordance with these Terms and Conditions.  To improve our ability to serve you, GW MFA may make modifications, improvements, deletions, or amendments to the GW MFA MyChart system at any time we deem appropriate. Any and all relevant portions of this agreement will become effective and apply automatically to all modifications, improvements, deletions, and/or amendments, upon posting.

2. MyChart “Proxy” Access (by Individuals Other than the GW MFA Patient)

In certain circumstances, individuals may obtain access to another individual’s confidential health information through MyChart.  In that circumstance, the individual who is permitted to obtain confidential health information about another individual is referred to as a “proxy.”   Parents or guardians of minor children, age 0-12 (inclusive), may request proxy access to the child’s MyChart account by completing a “Proxy Request” Form.  Such access will only be granted to parties with parental rights or legal guardianship over the GW MFA MyChart account holder. A proxy may also have access to the patient’s health information with the consent of the patient.   Proxy access is governed by these Terms and Conditions and the terms set forth on the applicable Proxy Request Form.   As a proxy user you are required to access MyChart via your own MyChart account and your associated MyChart ID.  When you access MyChart as a proxy user, these Terms and Conditions apply to you. You are also required to inform GW MFA immediately if your legal relationship with the GW MFA patient changes or if you no longer have consent to access the patient’s health information.

Due to limitations currently imposed by state and federal law, certain sensitive health information of minors requires special handling. Due to this, GW MFA only provides a limited data set through GW MFA MyChart for patients thirteen to seventeen (13-17) years of age. Accounts will not contain any medical record sensitive information that should be shielded under applicable state and federal laws.

GW MFA may terminate, restrict, condition, or limit your proxy access at any time for any reason, as determined in the sole discretion of GW MFA, in accordance with these Terms and Conditions and in accordance with the terms set forth on the applicable Proxy Request Form.  Access to a minor’s health information by a proxy is limited to starting on the minor’s 13th birthday and terminates on the minor’s 18th birthday.  

In the event a proxy’s access to a patient’s health care information is terminated, restricted, conditioned or limited, the proxy may request access to medical records by contacting GW MFA’s Health Information Management (HIM) Department at (202) 741-2404 and completing applicable forms provided by that department.  Additional information about obtaining medical records is available on GW MFA’s website pages pertaining to “Medical Records.”


3. MyChart Use

MyChart is not designed for emergencies or urgent matters.  It must never be used in an emergency, nor should it be used to communicate urgent health matters. In an emergency, immediately dial 911 and/or go to the nearest emergency room. For non-emergency urgent matters, please call your physician, go to an emergency room, or dial 911, as necessary.

Your MyChart messages should only relate to your own health condition(s) or those of a person for whom you are acting as a proxy user consistent with Section 2 above.

Please note:   You acknowledge and agree that GW MFA employees or contractors, other than your healthcare provider, may be involved in addressing your communications through MyChart. Therefore, use of MyChart may not be appropriate if there is sensitive information that you would only wish to discuss directly with your health care provider (for example, information about your health status or conditions that you do not want to share with anyone except your health care provider). If your communication contains sensitive information that you want shared only with your health care provider, you should contact the provider directly and not through MyChart.  Messages you send via MyChart may be made part of your permanent medical record at the discretion of GW MFA, your doctor, or support staff. Once your message is made part of your medical record, it will be accessible by current and future GW MFA employees and contractors who are appropriately involved with your care and in accordance with applicable state and federal laws.

Upon GW MFA’s receipt of your MyChart communications, the communications will be routed to an appropriate individual within your health care provider’s department and/or practice. If your provider is out of the office or unavailable, messages sent via MyChart may be routed to other authorized health care providers within GW MFA in order to facilitate a timely response to your message.

GW MFA will make its best efforts to provide timely responses to electronic inquiries. The anticipated turnaround time for a response is two to three (2-3) business days, please be aware that response times may vary based on time of year, volume of patient activity, staff availability, and other factors beyond the control of GW MFA.

Please Note:   You will receive an email message when new information has been added to your MyChart. Any person with access to your email will also be able to see this notice. No private health information will intentionally be sent in the email notice, but you should be aware of the possibility that such health information could be sent or inferred from MyChart email communications when providing an email address for MyChart communications.

4. Prescription Refills

First time prescriptions require an office visit and/or other consult directly with a physician.  Therefore, first time prescriptions should not be requested via MyChart because they will not be filled.  Refills, however, may be requested through MyChart. It is common practice for your provider to require an office visit and/or consult before refilling your medications.  Your provider will respond to you if an office visit is required for your refill.  You agree to allow 48-72 weekday business hours for all refills requested through MyChart.  Please note:  requests for refills of prescriptions for narcotics or certain other drugs may require an office visit prior to refill.  Failure to timely request a refill shall not constitute grounds for automatic waiver of this policy.

5. Restrictions on MyChart Access

GW MFA reserves the right to unilaterally terminate patient and/or proxy access to MyChart at any time for any reason.

GW MFA further reserves the right to limit or restrict MyChart access from certain patients, particularly, but not limited to, minors, in accordance with these Terms and Conditions and federal and state law. Patients under thirteen years of age are prohibited from accessing their health information via MyChart.  Patients thirteen to seventeen (13-17) years of age, with the consent of the patient’s parent or legal guardian provided to GW MFA, or without parental or guardian consent in certain circumstances as required by law, may be granted limited access to their health information via MyChart. The parents or legal guardians of a minor patient thirteen to seventeen (13-17) years of age may access the minor patient’s health information via MyChart by completing a Proxy Request Form, provided, however, that such proxy access shall be limited in accordance with these Terms and Conditions and federal and state law.

Misuse of the MyChart application or violation of these Terms and Conditions may, as determined in the sole discretion of GW MFA, result in GW MFA suspending or terminating your access privileges. Improper activities include, but are not limited to, the use of inappropriate or abusive language, harassing behavior, unauthorized attempts to access patient records, frequent cancellation of appointments reserved through MyChart, permitting third parties (other than proxies in accordance with Section 2 hereof) to access the Epic system or MyChart application, and other activities that cause or are intended to cause a disruption to medical operations, MyChart operations, or GW MFA’s technology or medical records systems, as determined in the sole discretion of GW MFA.

You agree to: (a) provide true, accurate, current and complete information about yourself as prompted and (b) maintain and promptly update your information to keep it true, accurate, current and complete. If you provide any information that is untrue, inaccurate, not current or incomplete, or GW MFA has reasonable grounds to suspect that such information is untrue, inaccurate, not current or incomplete, GW MFA has the right to suspend or terminate your account and refuse any and all current or future use of the GW MFA MyChart services (or any portion thereof).

Further, you acknowledge and agree that MyChart access is subject to interruption and will not be available at all times but rather will be contingent on a variety of factors, including without limitation, system maintenance, downtime, internet connectivity problems, outages, or other issues beyond the control of GW MFA.

6. Accuracy and Integrity of MyChart Health Information

The health information displayed in MyChart may not comprise your entire medical record. Therefore, you must contact GW MFA directly for official and complete copies of your medical record or in regard to discrepancies or inaccuracies within the health information listed in your MyChart record. Although GW MFA strives to ensure the integrity of information uploaded to MyChart, it makes no guarantees whatsoever as to the correctness or accuracy of the health information found on MyChart. Information contained in MyChart may be changed or updated without notice.

7. Privacy of MyChart Health Information

The privacy of your health information is extremely important to GW MFA. GW MFA uses and discloses your health information in order to provide you with health care services. All MyChart communications between you and your GW MFA health care provider occur via a secure electronic connection.  GW MFA will maintain your health information in strict confidence, and GW MFA will not disclose it to any unaffiliated third party unless you authorize that person to receive your health information, or disclosure is permitted by law. MyChart communications that contain health information are subject to all applicable state and federal laws governing the security and confidentiality of medical records.

If you as a patient find a third party application to which you would like to export your health information from MyChart, GW MFA will permit you to send your health information to certain third party applications as required by law and subject to these Terms and Conditions. GW MFA reserves the right to disable any third-party application, in its sole discretion and without notice, as permitted by law. GW MFA does not control any third-party application and is not responsible for the content or performance of such third party applications. GW MFA does not operate, control, or endorse any information, products, or services provided by third parties, including without limitation, third party applications.  Use of third-party applications is strictly at your own risk including, but not limited to, any risks associated with viruses, worms, Trojan horses, malware or other harmful or disabling code. You are responsible for viewing and abiding by the terms and conditions of use and the privacy statements of the third party applications, and you further agree that GW MFA has no responsibility or liability related to such third party terms and conditions or privacy statements.   If you choose to export your health information to a third party application, your health information may be used, stored or disclosed by a third party.  You acknowledge and agree that GW MFA has no control over such third party’s use or disclosure of your health information and that your health information may be disclosed to others. You are solely responsible for any sharing of your MyChart content that you intentionally or unintentionally communicate to others, including to and through any third party or third party application.

8. Indemnification

By using MyChart, you agree to hold GW MFA harmless and indemnify GW MFA and all of its affiliated entities and personnel against any damages or claims arising out of your use or misuse of MyChart or the information contained in it. You expressly assume the sole risk of any unauthorized access or disclosure of confidential health information pursuant to your MyChart use or misuse or your failure to secure your MyChart ID and associated password.

9. Disclaimer of Liability

With respect to any electronic communications you send, your health care provider is only able to respond to such communications based on the information you have provided. You agree to provide ALL information regarding your medical history and symptoms. If there is insufficient information provided or an appointment is needed, your health care provider will be unable to provide accurate and reliable services through GW MFA MyChart.

GW MFA assumes no responsibility for how you use the information you obtain from GW MFA MyChart. You should consult with a physician or other health care provider regarding your own condition and how the information in GW MFA MyChart applies to you. GW MFA MyChart access is not a substitute for consultation with your physician and GW MFA MyChart does not include your entire medical record. You should never change or stop any course of treatment prescribed by your physician without first consulting him or her.

GW MFA may restrict or terminate access to GW MFA MyChart at any time, including, but not limited to times where maintenance of the GW MFA MyChart system is needed, or you have violated these Terms and Conditions. 

You agree to hold harmless GW MFA should any information be provided to someone who claims to be legally authorized to make healthcare decisions or any information that is lost while communicating online or if any information is disclosed to any other individual communicating with GW MFA using your GW MFA MyChart account. You understand that GW MFA will not be able to check or verify the photo identification or legal paperwork or other legal authority of each User of GW MFA MyChart. GW MFA will rely solely on the email address provided by the patient to reach out to allow access to GW MFA MyChart. 

The GW MFA MyChart services and system are provided on an “as is” and “as available” basis. GW MFA and its subsidiaries, affiliates, officers, employees, and agents expressly disclaim all warranties of any kind, whether express or implied, including, but not limited to the implied warranties of title, merchantability, fitness for a particular purpose and non-infringement. GW MFA makes no warranty or representation that (a) the GW MFA MyChart services or system will meet your requirements; or (b) the GW MFA MyChart services or system will be uninterrupted, timely, secure or error-free.

You expressly understand and agree that GW MFA and its subsidiaries, affiliates, officers, employees, and agents shall not be liable to you for any punitive, indirect, incidental, special, consequential or exemplary damages, including, but not limited to, damages for loss of data or other intangible losses (even if GW MFA has been advised of the possibility of such damages), resulting from: (i) the use or the inability to use the GW MFA MyChart services and system; (ii) unauthorized access to or alteration of your transmissions of data through the GW MFA MyChart services and system due to no fault of GW MFA; or (iii) statements made by, conduct of, or any information, services or goods provided by a third party.


10. Copyright and Trademarks

MyChart is a registered trademark of Epic Systems Corporation. All content associated with GW MFA’s MyChart application, including text, photographs, graphics, data formatting and presentation, icons, images, artwork, names, logos, trademarks and service marks, in any form including the compilation thereof (collectively the “Content”), is the sole property of GW MFA or GW MFA’s third-party licensors. Except as set forth in these Terms and Conditions, the direct or indirect reproduction of any Content, in whole or in part, by any means, is prohibited without the express written consent of GW MFA.

11. Limited License

GW MFA grants you a limited license to use MyChart and the services associated with the MyChart application in accordance with these Terms and Conditions. This license expressly excludes, without limitation, any reproduction, duplication, sale, resale, or other commercial use of MyChart or its services. All rights not expressly granted by these Terms and Conditions are reserved by GW MFA and its third-party licensors.

12. Governing Law / Choice of Forum

You expressly and irrevocably agree that exclusive jurisdiction for any matter relating to your use of MyChart relating to the limited license granted to you noted above resides in the courts of the District of Columbia. You further agree and expressly consent to the exercise of personal jurisdiction in the courts of the District of Columbia in connection with any such dispute including any claim involving your use of MyChart involving GW MFA, or GW MFA’s parent corporation, affiliates, subsidiaries, employees, contractors, officers, directors, telecommunication providers, and content providers. You further agree that the law of the District of Columbia governs GW MFA’s MyChart Terms and Conditions for access and use of the MyChart application and any matter arising in connection therewith, without respect to its conflict of laws or choice of laws principles.  Both parties hereby expressly waive any right to a jury trial in any such proceeding.

13. Understanding and Comprehension of MyChart Terms and Conditions

By clicking “Accept” below, you express the fact that you understand and fully comprehend these Terms and Conditions.

If you do not understand any of the foregoing Terms and Conditions, please contact GW MFA’s Health Information Management (HIM) Department at (202) 741-2404 for clarification before accepting these Terms and Conditions because upon your acceptance of these Terms and Conditions, by clicking “Accept” below, you will be bound by them.

14. Agreement to Terms and Conditions

You acknowledge and agree to abide by GW MFA’s MyChart Terms and Conditions for access and use of the MyChart application. Such acknowledgement and agreement is signified by clicking “Accept” in connection with your online registration for a MyChart account.  Your agreement to abide by any changes to these Terms and Conditions shall be signified by your continued use of the MyChart application after such changes are implemented. It is your responsibility to periodically check these Terms and Conditions for any revisions.