Terms & Conditions

Effective Date: May 17, 2026

Last Updated: May 17, 2026

These Terms and Conditions ("Terms") govern your relationship with Romans Orthodontics, a professional orthodontic practice owned and operated by Dr. Nicholas Romans, DMD, MSD ("Practice," "we," "us," or "our"), located at 3618 W. Anthem Way, Suite D120, Anthem, AZ 85086. By scheduling an appointment, receiving treatment, or using our website at romansorthodontics.com ("Site"), you ("Patient," "you," or "Parent/Guardian" if applicable) agree to these Terms in full.

1. Patient Relationship

Romans Orthodontics is a one-doctor, independently owned and operated practice. Dr. Romans maintains a direct doctor-patient relationship with each patient. Nothing in these Terms creates an employment, partnership, or agency relationship between you and the Practice.

A formal doctor-patient relationship is established only upon your first clinical examination at our office and the mutual agreement to proceed with treatment. Use of our website or submission of an inquiry form does not, by itself, create a doctor-patient relationship.

2. Scope of Services

Romans Orthodontics provides the following orthodontic and related dental services:

Traditional metal braces
Ceramic (clear) braces
Clear aligner therapy
Designer braces
Gingivectomy and gum sculpting (adjunctive)
Surgical orthodontics (in coordination with oral surgeons)
Professional teeth whitening
Early (Phase I) treatment, teen orthodontics, and adult orthodontics
Retention and post-treatment monitoring

Services are provided solely by or under the direct supervision of Dr. Romans, consistent with applicable Arizona law (A.R.S. Title 32, Chapter 11) and the standards of the American Association of Orthodontists (AAO).

3. No Guarantee of Results

Orthodontic treatment outcomes vary by individual. While Dr. Romans will use his professional skill and best efforts to achieve the treatment goals discussed with you, the Practice makes no guarantee of specific results, including but not limited to tooth position, facial aesthetics, jaw function, or treatment duration. Factors outside the Practice's control — including patient compliance, growth patterns, oral hygiene, and underlying biology — significantly affect outcomes.

You acknowledge that you have been informed of the risks, alternatives, and expected benefits of your proposed treatment and that you have provided informed consent as documented in your patient records.

4. Patient Responsibilities

For treatment to be effective and safe, patients (and parents/guardians of minor patients) agree to:

Follow all home care and hygiene instructions provided by the Practice
Wear appliances, elastics, retainers, or other devices as directed
Attend all scheduled appointments and arrive on time
Promptly report broken appliances, discomfort, or concerns to our office
Maintain regular cleanings and check-ups with their general or pediatric dentist throughout treatment
Provide accurate and complete health history information and notify the Practice promptly of any changes in health status, medications, or dental care providers
Refrain from eating foods that are prohibited during appliance wear (e.g., hard, sticky, or chewy foods where applicable)

Failure to comply with these responsibilities may result in extended treatment time, suboptimal results, damage to appliances, or clinical complications. The Practice is not liable for outcomes adversely affected by patient non-compliance.

5. Appointment Policy

Scheduling: Appointments are available during regular business hours. Extended hours and select weekend appointments are offered to accommodate working adults and school schedules. Appointment times are reserved exclusively for each patient.

Cancellations and Rescheduling: We ask that you provide at least 48 hours' advance notice if you must cancel or reschedule an appointment. Cancellations with less than 48 hours' notice, or failure to appear without notice ("no-show"), may result in a missed appointment fee of up to $50 per occurrence, at the Practice's discretion.

Chronic Non-Attendance: Patients who repeatedly miss or cancel appointments without adequate notice may be subject to discharge from the Practice. Extended intervals between appointments due to missed visits may affect treatment outcomes and extend overall treatment time.

Minors: A parent or legal guardian must be present or reachable by phone during appointments for patients under 18 years of age. Consent for treatment of a minor may only be given by a parent or legal guardian.

6. Financial Policy and Payment Terms

6.1 Treatment Fees

All fees for orthodontic services will be presented to you in writing in a Treatment Fee Agreement prior to the start of active treatment. Fees are based on the complexity of your case, the appliances selected, and the estimated duration of treatment.

6.2 Payment Options

The Practice accepts:

Cash, check, and all major credit/debit cards
Flexible Spending Account (FSA) and Health Savings Account (HSA) funds
Major PPO dental insurance (see Section 6.3)
In-house payment plans (interest-free where offered; see your Treatment Fee Agreement for terms)

6.3 Insurance

Romans Orthodontics accepts major PPO dental insurance plans. As a courtesy, we will submit claims to your insurance carrier on your behalf. However, you are ultimately responsible for all charges not covered by your insurance, including but not limited to deductibles, co-payments, lifetime maximum overages, and services deemed non-covered or cosmetic by your insurer.

Insurance benefit estimates provided by the Practice are estimates only and are not a guarantee of payment. Final benefit determinations are made solely by your insurance carrier. Any balance remaining after insurance payment is due from you.

It is your responsibility to verify your orthodontic benefits and to inform the Practice of any changes to your insurance coverage during treatment.

6.4 Balances and Collections

Account balances not paid according to your agreed payment schedule may be subject to a finance charge. Accounts that remain delinquent after 90 days may be referred to a third-party collection agency, and you will be responsible for any associated collection costs, including reasonable attorney's fees, to the extent permitted by Arizona law.

7. Records and Radiographs

Orthodontic records — including photographs, X-rays (including CBCT where applicable), study models, and clinical notes — are created and maintained as part of your care. These records are the property of Romans Orthodontics and are maintained in accordance with applicable Arizona law (A.R.S. § 12-2297) and HIPAA regulations.

You have the right to request copies of your records at any time. A reasonable copying fee may apply. Original records will not be released; copies will be provided. Records are retained for a minimum of seven (7) years for adult patients and until a minor patient's 21st birthday (or seven years from the date of service, whichever is longer), per Arizona standards.

8. Emergency Care

Romans Orthodontics provides after-hours guidance for orthodontic emergencies (e.g., broken wires, loose brackets, significant discomfort) by calling our main office number at (623) 320-1222. Please note that true dental emergencies — including trauma, acute infection, or swelling — should be directed to a hospital emergency room or your general dentist.

After-hours repair visits may be subject to an additional fee.

9. Referrals and Coordination of Care

Certain treatment plans (e.g., surgical orthodontics, restorative coordination) require collaboration with other dental specialists. The Practice will provide referrals as clinically appropriate. You are responsible for independently scheduling and financially managing care with referred providers. Romans Orthodontics is not responsible for the acts or omissions of any referred provider.

10. Website Use

10.1 Informational Purpose Only

Content on romansorthodontics.com is provided for general informational purposes only and does not constitute professional dental or orthodontic advice. Do not rely on website content as a substitute for a clinical examination and consultation with Dr. Romans.

10.2 Accuracy

We make reasonable efforts to ensure the accuracy of website content but make no warranty, express or implied, as to its completeness, accuracy, or timeliness. The Practice reserves the right to modify website content at any time without notice.

10.3 Intellectual Property

All content on this Site — including text, images, logos, videos, and graphics — is the exclusive property of Romans Orthodontics or its licensed content providers and is protected by U.S. copyright law. You may not reproduce, distribute, or create derivative works from this content without prior written permission.

10.4 Links to Third-Party Sites

This Site may contain links to external websites for your convenience. Romans Orthodontics does not endorse and is not responsible for the content, privacy practices, or accuracy of any third-party website.

10.5 Online Forms and Communications

Submitting a contact form, appointment request, or email through our Site does not establish a doctor-patient relationship and does not guarantee a specific response time. For urgent matters, please call our office directly at (623) 320-1222.

Electronic communications through our website are not guaranteed to be secure. Do not send sensitive health or personal information via unsecured web forms.

11. Limitation of Liability

To the fullest extent permitted by Arizona law, Romans Orthodontics' liability for any claim arising from these Terms or the provision of orthodontic services shall not exceed the amount paid by you to the Practice for the specific service at issue. The Practice is not liable for indirect, incidental, consequential, or punitive damages of any kind.

12. Governing Law and Dispute Resolution

These Terms are governed by the laws of the State of Arizona without regard to conflict of law principles. Any dispute arising under these Terms shall be subject to the exclusive jurisdiction of the state and federal courts located in Maricopa County, Arizona.

You agree to first attempt to resolve any dispute informally by contacting the Practice at hello@romansorthodontics.com. If informal resolution fails, disputes may be submitted to binding arbitration under the American Arbitration Association's rules, unless prohibited by law.

13. Changes to These Terms

Romans Orthodontics reserves the right to update these Terms at any time. Updated Terms will be posted on this Site with a revised effective date. Continued use of our services after any such update constitutes your acceptance of the revised Terms.

14. Contact Us

For questions about these Terms, please contact us:

Romans Orthodontics
Attn: Dr. Nicholas Romans, DMD, MSD
3618 W. Anthem Way, Suite D120
Anthem, AZ 85086
Phone: (623) 320-1222
Email: hello@romansorthodontics.com