Terms of Service

1. Acceptance of Terms

By accessing or using PatientNotes ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you are using the Service on behalf of an organization, you represent that you have authority to bind that organization to these Terms.

If you do not agree to these Terms, do not use the Service.

2. Description of Service

PatientNotes provides an AI-powered medical documentation platform that:

• Records and transcribes patient encounters
• Generates clinical documentation including SOAP notes, progress notes, and other formats
• Provides tools for reviewing and editing generated documentation
• Enables export of documentation to electronic health record systems

3. Eligibility

The Service is intended for use by licensed healthcare professionals in the United States. By using the Service, you represent that you:

• Are a licensed healthcare provider or authorized staff member of a healthcare organization
• Are at least 18 years of age
• Have the legal authority to enter into these Terms
• Will use the Service only for lawful purposes in accordance with applicable healthcare regulations

4. Account Registration

To use the Service, you must create an account and provide accurate, complete information. You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorized access or use
• Keeping your account information up to date

5. Subscription and Payment

5.1 Pricing

The Service is offered at $70 per user per month for monthly billing, or $50 per user per month ($600 per user per year) for annual billing. Pricing is subject to change with 30 days notice.

5.2 Free Trial

New users receive a 7-day free trial. No credit card is required to start the trial. At the end of the trial, you must subscribe to continue using the Service.

5.3 Billing

Subscriptions are billed monthly in advance. By subscribing, you authorize us to charge your payment method on a recurring basis. You may cancel at any time, and cancellation will take effect at the end of the current billing period.

5.4 Refunds

We offer a 30-day money-back guarantee for new subscribers. If you are unsatisfied within the first 30 days, contact support for a full refund. After 30 days, subscriptions are non-refundable.

6. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of healthcare regulations
• Record patients without proper consent as required by applicable law
• Share your account credentials or allow unauthorized access
• Attempt to reverse engineer, decompile, or disassemble the Service
• Interfere with or disrupt the Service or servers
• Use the Service to transmit malware or malicious code
• Resell or redistribute the Service without authorization
• Use the Service in a manner that infringes on intellectual property rights

7. Patient Consent

You are solely responsible for obtaining appropriate patient consent before recording encounters. This includes:

• Informing patients that their visit will be recorded
• Explaining how the recording will be used for documentation purposes
• Obtaining consent in accordance with your state's recording consent laws
• Documenting consent as required by your organization's policies

8. Professional Responsibility

The Service is a documentation tool, not a diagnostic or clinical decision-making system.

• You retain full professional responsibility for all clinical documentation
• AI-generated notes must be reviewed and approved before use
• You are responsible for ensuring accuracy and completeness of all documentation
• The Service does not replace your clinical judgment or professional obligations

9. HIPAA and Business Associate Agreement

PatientNotes operates as a Business Associate under HIPAA. By using the Service to process Protected Health Information (PHI), you agree to the terms of our Business Associate Agreement, which is incorporated into these Terms by reference.

We maintain administrative, physical, and technical safeguards to protect PHI in accordance with HIPAA requirements.

10. Intellectual Property

The Service, including all software, algorithms, designs, and content, is owned by PatientNotes and protected by intellectual property laws. You retain ownership of your patient documentation and clinical content.

You grant us a limited license to process your content solely to provide the Service. We do not claim ownership of your clinical documentation.

11. Disclaimers

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.

We do not warrant that the Service will be uninterrupted, error-free, or completely secure. AI-generated content may contain errors and must be reviewed by qualified healthcare professionals.

12. Limitation of Liability

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

Our total liability for any claims arising from the Service shall not exceed the amount you paid us in the twelve months preceding the claim.

13. Indemnification

You agree to indemnify and hold harmless PatientNotes, its officers, directors, employees, and agents from any claims, damages, losses, or expenses arising from your use of the Service, violation of these Terms, or infringement of any third-party rights.

14. Termination

Either party may terminate this agreement at any time. We may suspend or terminate your access immediately if you violate these Terms or engage in conduct that we determine is harmful to other users or our business.

Upon termination, you may export your data within 30 days. After that period, we may delete your data in accordance with our data retention policies.

15. Modifications to Terms

We may modify these Terms at any time. Material changes will be communicated via email or through the Service at least 30 days before taking effect. Your continued use after changes become effective constitutes acceptance of the modified Terms.

16. Governing Law

These Terms are governed by the laws of the State of Delaware, without regard to conflict of law principles. Any disputes shall be resolved in the state or federal courts located in Delaware.

17. Contact Information

For questions about these Terms, please contact: