Terms of Service

Last Updated: December 5, 2025 | Effective Date: December 5, 2025

1. Acceptance of Terms

By accessing or using the Reimbursify platform ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not access or use the Service.

These Terms constitute a legally binding agreement between you and Reimbursify ("Company," "we," "us," or "our"). By clicking "I Accept," creating an account, or using the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms.

2. Description of Services

Reimbursify provides a comprehensive medical practice management platform designed for healthcare providers, including:

• Physician portal for practice management and patient scheduling
• Back office portal for billing companies and revenue cycle management
• AI-powered IVR voice appointment scheduling system
• Credentialing and payer enrollment tracking
• HIPAA compliance management tools
• Secure document sharing and communication
• AI-assisted medical coding
• Integration with third-party services (Google Calendar, Stripe, etc.)

3. Eligibility and Registration

3.1 Eligibility Requirements

To use our Service, you must:

• Be a licensed healthcare provider, authorized representative, or billing company
• Have a valid National Provider Identifier (NPI) if registering as a physician
• Be at least 18 years of age
• Have the legal authority to enter into binding agreements
• Comply with all applicable federal and state healthcare regulations

3.2 Registration Accuracy

You agree to provide accurate, current, and complete information during registration and to update such information to keep it accurate, current, and complete. We reserve the right to suspend or terminate your account if any information proves to be inaccurate, not current, or incomplete.

4. User Accounts and Security

4.1 Account Responsibility

You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Immediately notifying us of any unauthorized use or security breach
• Ensuring that you log out from your account at the end of each session

4.2 Security Measures

We implement industry-standard security measures including:

• Multi-factor authentication (MFA)
• Automatic session timeouts (15 minutes of inactivity)
• Encrypted data transmission (TLS 1.2+)
• Role-based access controls
• Comprehensive audit logging

5. Subscriptions and Payments

5.1 Subscription Plans

We offer various subscription tiers (Free, Professional, Practice, Enterprise) with different features and capabilities. Subscription details, pricing, and features are available on our pricing page.

5.2 Payment Terms

• All fees are quoted in U.S. dollars unless otherwise specified
• Subscription fees are billed in advance on a monthly or annual basis
• Payment is processed through Stripe, our third-party payment processor
• All fees are non-refundable except as required by law or as stated in our refund policy

5.3 Automatic Renewal

Subscriptions automatically renew at the end of each billing period unless you cancel before the renewal date. You may cancel your subscription at any time through your account settings.

5.4 Price Changes

We may modify our pricing with 30 days' advance notice. Continued use of the Service after a price change constitutes acceptance of the new pricing.

6. Acceptable Use Policy

6.1 Permitted Use

You may use the Service only for lawful purposes and in accordance with these Terms. You agree to use the Service only for legitimate healthcare practice management purposes.

6.2 Prohibited Activities

You agree NOT to:

• Use the Service for any unlawful purpose or in violation of any applicable laws
• Violate HIPAA or other healthcare privacy regulations
• Share login credentials or allow unauthorized access
• Attempt to gain unauthorized access to the Service or related systems
• Transmit viruses, malware, or other harmful code
• Interfere with or disrupt the Service or servers
• Use the Service to store or transmit fraudulent healthcare claims
• Engage in healthcare fraud or abuse
• Resell, redistribute, or sublicense the Service without authorization
• Reverse engineer, decompile, or disassemble any part of the Service

7. HIPAA Compliance

7.1 Our Obligations

As a Business Associate, we agree to:

• Implement appropriate administrative, physical, and technical safeguards
• Report any security incidents or breaches as required by law
• Ensure our subcontractors comply with HIPAA requirements
• Return or destroy PHI upon termination of the agreement
• Make our practices available for audit by HHS

7.2 Your Obligations

As a Covered Entity, you agree to:

• Obtain any necessary patient authorizations before using our Service
• Only transmit PHI that you are authorized to share
• Maintain appropriate policies and procedures for HIPAA compliance
• Train your workforce on proper use of the Service
• Promptly notify us of any security concerns

8. Intellectual Property

8.1 Our Intellectual Property

The Service, including all content, features, functionality, software, and trademarks, is owned by Reimbursify and is protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, or create derivative works without our express written permission.

8.2 Your Content

You retain ownership of all data and content you submit to the Service. You grant us a limited license to use, process, and store your content solely to provide the Service to you.

8.3 Feedback

Any feedback, suggestions, or ideas you provide about the Service may be used by us without any obligation to you.

9. Disclaimers and Limitations

9.1 Service Provided "As Is"

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

9.2 No Medical Advice

The Service is a practice management tool and does not provide medical advice, diagnosis, or treatment recommendations. AI-generated coding suggestions are for informational purposes only and must be reviewed by qualified professionals.

9.3 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, REIMBURSIFY SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, OR GOODWILL, ARISING FROM YOUR USE OF THE SERVICE.

OUR TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNT PAID BY YOU FOR THE SERVICE DURING THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

9.4 Third-Party Services

We are not responsible for the actions or omissions of third-party service providers integrated with our Service, including but not limited to payment processors, communication providers, and calendar services.

10. Termination

10.1 Termination by You

You may terminate your account at any time by contacting us or through your account settings. Upon termination, you will lose access to the Service and your data may be deleted in accordance with our data retention policies.

10.2 Termination by Us

We may suspend or terminate your access to the Service immediately, without prior notice, for any reason, including if you breach these Terms or engage in prohibited activities.

10.3 Effect of Termination

Upon termination:

• Your right to use the Service will immediately cease
• You remain responsible for any outstanding fees
• We may retain certain data as required by law or for legitimate business purposes
• Provisions that by their nature should survive will remain in effect

11. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the United States and the State of Florida, without regard to its conflict of law provisions.

Any disputes arising from these Terms or your use of the Service shall be resolved through binding arbitration in accordance with the American Arbitration Association rules, except that either party may seek injunctive relief in court for violations of intellectual property rights or confidentiality obligations.

12. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by:

• Posting the updated Terms on our website
• Updating the "Last Updated" date
• Sending email notification for significant changes

Your continued use of the Service after changes are posted constitutes acceptance of the modified Terms.

13. Contact Information