Effective Date: March 17, 2026 | Last Updated: May 19, 2026
These Terms of Service ("Terms") constitute a legally binding agreement between you ("User," "you," or "your") and Provider Plexus, Inc. ("Provider Plexus," "Company," "we," "us," or "our") governing your access to and use of all Provider Plexus products, services, applications, and platforms (collectively, the "Services"). The Services include the Provider Plexus web application, browser extension, mobile application, telehealth patient portal, audio streaming and transcription services, and all associated APIs.
By creating an account, accessing, or using any of the Services, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you are accepting these Terms on behalf of a company, healthcare organization, or other legal entity, you represent and warrant that you have the authority to bind that entity to these Terms.
The Services are intended for use by licensed healthcare professionals, authorized medical coders, healthcare organizations, and their patients. You must be at least 18 years of age to create an account. If you are a patient accessing the telehealth portal, you must be at least 18 years of age or have a parent or legal guardian consent on your behalf.
If you register on behalf of a healthcare organization or health system, you are responsible for managing Authorized Users, ensuring compliance with these Terms, and maintaining appropriate access controls. Administrators must ensure that user subscriptions (Ambient, Billing, Extract) are assigned only to authorized personnel.
Patients and authorized users may provide a mobile number during account registration, account-security setup, telehealth intake, referral intake, visit scheduling, or visit access flows. By entering your mobile number and checking the SMS consent box presented next to the mobile number field, you agree to receive transactional SMS messages from Provider Plexus about your telehealth access and visit.
The consent language presented at opt-in reads: "I agree to receive transactional SMS messages from Provider Plexus about my telehealth access and visit. Provider Plexus sends transactional SMS messages only, including verification codes, intake or visit access links, appointment confirmations and reminders, provider-ready notices, waiting-room rejoin links, insurance card capture links, and lab or order status messages. Message frequency varies based on your activity and scheduled visits. Message and data rates may apply. Reply STOP to opt out or HELP for help. Consent is not a condition of purchase. Mobile opt-in information will not be shared with third parties or affiliates for marketing or promotional purposes."
Provider Plexus's collection, use, retention, and disclosure of SMS opt-in data is further described in our Data & Privacy Policy.
Provider Plexus provides the following Services, subject to your subscription plan and account configuration:
To the extent that Provider Plexus creates, receives, maintains, or transmits PHI on behalf of a Covered Entity or Business Associate, Provider Plexus acts as a Business Associate under HIPAA. A separate Business Associate Agreement (BAA) must be executed between Provider Plexus and the Covered Entity prior to the transmission of any PHI through the Services. Use of the Services to process PHI without a BAA in place constitutes a violation of these Terms.
Provider Plexus implements administrative, technical, and physical safeguards to protect PHI in accordance with the HIPAA Security Rule, including but not limited to:
AI-Generated Output is provided for informational and decision-support purposes only and does not constitute medical advice, a clinical diagnosis, or a final coding determination. All AI-Generated Output must be reviewed, validated, and approved by a qualified healthcare professional or certified medical coder before use in any clinical, billing, or regulatory context.
Audio recordings captured through the ambient documentation features are processed by third-party AI services. You are solely responsible for obtaining appropriate patient consent before recording any clinical encounter. All ambient-generated notes must be reviewed and finalized by the attending provider before becoming part of the medical record.
You agree to use the Services only in compliance with all applicable federal, state, and local laws, including but not limited to HIPAA, the False Claims Act, Anti-Kickback Statute, state medical practice acts, and state telehealth laws.
You agree not to:
Patients accessing the telehealth intake portal must provide informed consent, including HIPAA authorization and telehealth-specific consent, as part of the intake process. Digital signatures on consent forms are legally binding.
Patient data collected through the telehealth portal (including demographics, insurance information, medical history, and imaging) is subject to the Data & Privacy Policy and applicable BAA. Patients may request access to, correction of, or deletion of their personal information as described in our Data & Privacy Policy.
Insurance eligibility verification provided through the Services is informational and does not guarantee coverage or payment. Payment information is collected and processed by Stripe, Inc., a PCI DSS Level 1 certified payment processor. Provider Plexus does not store credit card numbers or sensitive payment credentials on its servers.
The Services, including all software, algorithms, AI models, interfaces, documentation, trademarks, trade dress, and proprietary content, are owned by Provider Plexus or its licensors and are protected by applicable intellectual property laws. Nothing in these Terms grants you any right, title, or interest in the Services beyond the limited right to use them as described herein.
You retain all right, title, and interest in Clinical Content and other data you submit to the Services. By using the Services, you grant Provider Plexus a limited, non-exclusive license to process your content solely for the purpose of providing, maintaining, and improving the Services and as described in the applicable BAA.
Provider Plexus may use de-identified and aggregated data (from which all PHI identifiers have been removed in accordance with the HIPAA Safe Harbor or Expert Determination methods) for analytics, research, product improvement, and benchmarking purposes. Such de-identified data is not subject to the restrictions in the BAA.
If you provide suggestions, ideas, or feedback about the Services, you grant Provider Plexus a perpetual, irrevocable, worldwide, royalty-free license to use and incorporate such feedback without restriction or obligation.
The Services integrate with and rely on third-party services, including but not limited to:
Your use of the Services may be subject to the terms and privacy policies of these third-party providers. Provider Plexus ensures that all third-party services processing PHI are bound by appropriate BAAs or equivalent contractual protections.
Access to certain features of the Services requires a paid subscription. Available subscription modules include Ambient Documentation, Billing/Coding, and Data Extraction. Feature availability is determined by your subscription plan and may be managed by your organization's administrator.
Provider Plexus strives for high availability but does not guarantee uninterrupted or error-free operation. Scheduled maintenance windows may result in temporary service interruptions. Where applicable, specific uptime commitments are set forth in your Service Level Agreement (SLA).
Technical support is available through the channels described in your subscription agreement. Emergency security issues should be reported to security@providerplexus.com.
Upon request and subject to applicable law and the terms of the BAA, Provider Plexus will provide you with a copy of your Clinical Content in a standard, machine-readable format. Data export requests may be submitted to support@providerplexus.com.
You may terminate your account at any time by contacting support@providerplexus.com. Termination does not entitle you to a refund of prepaid fees except as provided in your subscription agreement.
Provider Plexus may suspend or terminate your access to the Services immediately if:
Upon termination, your right to access the Services ceases immediately. Provider Plexus will retain your data for a period consistent with our data retention policies and applicable legal requirements. PHI will be returned or destroyed in accordance with the terms of the applicable BAA and HIPAA requirements.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.
Without limiting the foregoing, Provider Plexus does not warrant that:
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL CODONTIX, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR AFFILIATES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, BUSINESS OPPORTUNITIES, GOODWILL, OR OTHER INTANGIBLE LOSSES, ARISING OUT OF OR IN CONNECTION WITH:
CODONTIX'S TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICES SHALL NOT EXCEED THE GREATER OF (A) THE AMOUNTS PAID BY YOU TO CODONTIX IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM OR (B) ONE HUNDRED DOLLARS ($100).
The limitations in this section apply regardless of the theory of liability (contract, tort, strict liability, or otherwise) and even if Provider Plexus has been advised of the possibility of such damages. Some jurisdictions do not allow the exclusion or limitation of certain damages, so some of the above limitations may not apply to you.
You agree to indemnify, defend, and hold harmless Provider Plexus and its officers, directors, employees, agents, and affiliates from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to:
These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, without regard to its conflict of laws provisions.
Any dispute arising out of or relating to these Terms or the Services shall first be submitted to good-faith negotiation between the parties. If the dispute is not resolved within thirty (30) days, either party may submit the dispute to binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. The arbitration shall be conducted in English and the arbitral award shall be final and binding. Nothing in this section prevents either party from seeking injunctive or other equitable relief in a court of competent jurisdiction to prevent irreparable harm.
You agree that any dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated, or representative action. You waive any right to participate in a class action lawsuit or class-wide arbitration against Provider Plexus.
Provider Plexus reserves the right to modify these Terms at any time. We will notify you of material changes by posting the updated Terms on the Services with a new effective date and, where required, by email. Your continued use of the Services after the effective date of any modification constitutes your acceptance of the modified Terms. If you do not agree with the modified Terms, you must stop using the Services and contact us to terminate your account.
For questions, concerns, or notices regarding these Terms:
