Terms of Service

1. Acceptance of Terms

By accessing or using the ProfixMed AI Medical Scribe platform ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you are using the Service on behalf of a healthcare organization, you represent that you have the authority to bind that organization to these Terms.

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

2. Description of Service

ProfixMed AI Medical Scribe is a clinical documentation platform that uses artificial intelligence to help healthcare providers create medical documentation from patient encounters. The Service includes:

• Voice recording and transcription of patient encounters
• AI-powered clinical note generation (SOAP notes, consults, progress notes)
• Clinical decision support tools (ICD-10 coding, drug interactions)
• Electronic Health Record (EHR) integration capabilities
• After-visit summary generation

3. Eligibility and Account Registration

Eligibility

The Service is intended for use by licensed healthcare providers and their authorized staff. By registering, you represent that you are a healthcare professional or are authorized by a healthcare organization to use the Service for clinical documentation purposes.

Account Responsibilities

• You must provide accurate and complete registration information
• You are responsible for maintaining the security of your account credentials
• You must notify us immediately of any unauthorized use of your account
• You are responsible for all activities that occur under your account

4. Healthcare Provider Responsibilities

As a healthcare provider using the Service, you acknowledge and agree that:

• Clinical Judgment: You are solely responsible for all clinical decisions. The Service is a documentation tool and does not replace professional medical judgment.
• Review Requirement: You must review all AI-generated content for accuracy and completeness before incorporating it into the medical record.
• Patient Consent: You are responsible for obtaining appropriate patient consent for recording encounters as required by applicable law.
• Compliance: You are responsible for ensuring your use of the Service complies with all applicable healthcare laws and regulations.

5. HIPAA and Protected Health Information

If you are a Covered Entity or Business Associate under HIPAA, the following applies:

• We will enter into a Business Associate Agreement (BAA) with you upon request
• We will protect Protected Health Information (PHI) in accordance with HIPAA requirements
• We maintain administrative, physical, and technical safeguards for PHI
• We will notify you of any security incidents involving PHI as required by law

For details on our security measures, please see our HIPAA Compliance & Security page.

6. Acceptable Use

You agree NOT to:

• Use the Service for any unlawful purpose
• Share your account credentials with unauthorized users
• Attempt to circumvent security measures or access controls
• Interfere with or disrupt the Service or its infrastructure
• Reverse engineer, decompile, or attempt to extract source code
• Use automated scripts to access the Service without authorization
• Transmit viruses, malware, or other harmful code
• Use the Service in a manner that violates patient privacy or confidentiality

7. Intellectual Property

Our Intellectual Property

The Service, including its software, algorithms, user interface, and documentation, is owned by ProfixMed AI and protected by intellectual property laws. You receive a limited, non-exclusive, non-transferable license to use the Service in accordance with these Terms.

Your Content

You retain ownership of all clinical content, patient data, and documentation created using the Service. We do not claim ownership of your medical records or patient information.

8. AI-Generated Content Disclaimer

9. Fees and Payment

Fees for the Service are as specified in your subscription agreement or order form. Unless otherwise stated:

• Fees are billed in advance on a monthly or annual basis
• All fees are non-refundable except as required by law
• We may change fees with 30 days' notice before your next billing period
• Failure to pay may result in suspension or termination of access

10. Term and Termination

Term

These Terms remain in effect while you use the Service. Your subscription term is specified in your order form or subscription agreement.

Termination by You

You may cancel your subscription at any time through account settings. Cancellation takes effect at the end of your current billing period.

Termination by Us

We may suspend or terminate your access if you violate these Terms, fail to pay fees, or if required by law. We will provide reasonable notice when possible.

Effect of Termination

Upon termination, your access to the Service ends. You may request export of your data for 30 days following termination. After this period, data will be deleted in accordance with our data retention policies and legal requirements.

11. Disclaimer of Warranties

12. Limitation of Liability

13. Indemnification

You agree to indemnify and hold harmless ProfixMed AI and its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from: (a) your use of the Service, (b) your violation of these Terms, (c) your violation of any applicable law, or (d) claims related to your clinical practice or patient care decisions.

14. Modifications to Terms

We may modify these Terms from time to time. We will notify you of material changes at least 30 days before they take effect by email or through the Service. Your continued use of the Service after changes take effect constitutes acceptance of the modified Terms.

15. Governing Law and Disputes

These Terms are governed by the laws of the State of Delaware, USA, without regard to conflict of law principles. Any disputes arising from these Terms or 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 intellectual property violations or security breaches.

16. General Provisions

• Entire Agreement: These Terms, together with our Privacy Policy and any BAA, constitute the entire agreement between you and ProfixMed AI.
• Severability: If any provision is found unenforceable, the remaining provisions will continue in effect.
• Waiver: Our failure to enforce any right does not waive that right.
• Assignment: You may not assign your rights under these Terms without our consent. We may assign our rights in connection with a merger or acquisition.
• Notices: We will send notices to the email address on your account. You should send notices to the contact addresses below.

17. Contact Information

For questions about these Terms or to report violations, please contact us: