We primarily communicate through OceanMD, our secure online booking and messaging platform.

Existing patients of Villa Nova Medical Clinic can book their appointments online using the link below.

Before your scheduled visit, please complete the required eForm — you’ll find the link in your booking confirmation or reminder email.

When booking, please select the correct appointment type (e.g., new issue, virtual visit, or prenatal appointment) to help us book you with the right care.

If you don’t see your confirmation email, please check your junk or spam folder, as clinic emails are sometimes filtered there.

 

New Patients

Please note: At this time, we are accepting existing patients only. New patients may check back later for updates.

 

Click below to access our secure online booking portal

Appointments: 

Appointments are required for all visits.
Book online through our OceanMD secure portal — one appointment can be booked at a time.
You may also book by phone with our Medical Office Administrator.

Walk-ins are not available. Appointment requests sent by email or voicemail will be reviewed, and we’ll respond as soon as possible.

 

Missed Appointments & Late Cancellations:

Please provide at least 24 hours’ notice for cancellations or rescheduling.
Be respectful of your doctor’s time and of other patients waiting for appointments.

Repeated no-shows (2–3 within 12 months) may result in a written warning or discharge from the practice, in accordance with CPSNL guidelines.

 

Communication & Reminders:

Check the clinic website for closure notices, schedule changes, and important updates.

 

Phone Calls & Voicemail:

Voicemails are transcribed and reviewed during business hours.
We do not respond to health-related inquiries by phone.
For virtual or phone appointments, your doctor may call from a “No Caller ID” number at your scheduled time.

Email Use:

Email is used for administrative purposes only (e.g., appointment booking, confirmations, or updates).
We do not respond to medical or health-related inquiries via email.

 

Text Messages/SMS:

Optional consent is required to receive text messages. Please note that text messages may not be secure.
Appointment reminders are sent by text and/or email 6–7 days and 24–48 hours before your scheduled visit through OceanMD.

 

Privacy & Confidentiality:

All patient information is managed in full compliance with PHIA.
Medical records are securely stored in MedAccess TELUS EMR.

 

Prescriptions & Test Results:

• Prescription refills are provided during appointments.
• Controlled substances require an in-person assessment.
• Controlled-substance prescriptions (including opioids, benzodiazepines, and stimulants) cannot be refilled by a provider other than the original prescriber. Patients are responsible for ensuring refills are arranged before their provider’s scheduled time away; in some cases, pharmacies may provide a limited interim supply if requested in advance.
• Test results are reviewed promptly; however, patients are responsible for following up if they have not received results within a reasonable timeframe.

 

AI & Clinic Operations:

Villa Nova Medical Clinic uses PHIA-compliant AI technology to assist in securely transcribing and organizing physician–patient notes within the EMR.
Consent to participate in this process is required, as AI support will be used during every appointment.
This process is standard practice in all visits at our clinic.

 

Ending the Physician–Patient Relationship:

The clinic may end a physician–patient relationship in cases of repeated no-shows, abusive behaviour, or loss of trust, in accordance with CPSNL/CMPA guidelines. Written notice will be provided when appropriate.

 

Fees & Payment Policies:

Uninsured services (e.g., medical forms, missed appointment fees, extended visits, or services not directly related to maintaining health and wellness) must be paid by cash at the time of service.
HST is charged on these services. Please note that refunds are not available once services have been rendered.

 

eForms:

At Villa Nova Medical Clinic, we use secure electronic forms (eForms) through OceanMD to help gather important information before your visit.

Please note the following key points:

• eForms are not a substitute for a medical assessment and do not replace in-person care.
• Responses are reviewed at the time of your appointment and are not monitored in real time.
• Do not use eForms for urgent or emergency concerns. For urgent issues, contact the clinic directly, visit a walk-in clinic, or go to the nearest emergency department.
• All submitted information is encrypted and managed in compliance with Canadian privacy laws (PHIA).
• By submitting a form, you acknowledge that it will be reviewed during your scheduled appointment.

 

Other Policies:

• You may request a copy of your medical information using the form available on our clinic website.
• Service animals are permitted; however, other animals are not allowed in the clinic.
• The clinic is a scent-free environment — please refrain from wearing fragrances.
• In certain circumstances (e.g., repeated no-shows, inappropriate behaviour, or violation of clinic policies), patient discharge may occur — see the relevant policy for details.
• Prescriptions for opioids, stimulants, or benzodiazepines (e.g., Ativan) are subject to specific restrictions due to the risks of dependence, withdrawal, and harm. Please review your provider’s policy for details.
• Chaperones are available for sensitive examinations upon request. Please refer to our chaperone policy for more information.

 

Our Commitment to You

At Villa Nova Medical Clinic, we are dedicated to providing care that is accessible, respectful, and collaborative. Our goal is to work together with you to support your ongoing health and well-being.

Thank you for taking the time to review our clinic policies. For the full details, please click the policy link below.

We look forward to continuing our partnership with you on your health journey.