1. Agreement to Terms
Thank you for using the PRACTIS platform at practis.health (the "Site") and the corresponding AI-powered practice management platform (the "Platform") operated by PRACTIS Health, Inc. ("Company," "we," "our," or "us"). The Platform, together with the Site and all related services, tools, and functionality made available by the Company, are collectively referred to as the "Services."
These Terms of Service ("Agreement") govern your access to and use of the Services. By creating an account, accessing, or using the Services, you agree to be legally bound by this Agreement. If you do not agree with any provision of this Agreement, do not create an account or use the Services.
You represent and warrant that you are at least 18 years of age and have the legal authority to enter into this Agreement. If you are using the Services on behalf of a business entity, you represent that you have the authority to bind that entity to this Agreement.
2. Description of Services
PRACTIS is an AI-powered operating system designed for private practice physical therapy clinics. The Services include, but are not limited to:
- Morgan (Documentation Specialist): AI-assisted clinical documentation, including voice-to-SOAP-note transcription, compliance pre-checks, and CPT code suggestions.
- Alex (Prior Auth Specialist): Automated prior authorization preparation, clinical justification drafting, payer submission via EDI, and status tracking.
- Riley (Medical Biller): Claim pre-scrubbing for coding errors (laterality, KX modifiers, 8-minute rule), denial management, and revenue cycle analytics.
- Casey (Front Desk Coordinator): Plan-of-care adherence monitoring, insurance visit limit tracking, cancellation management, and waitlist automation.
- Alex (Eligibility Verification): Real-time insurance eligibility verification and benefits confirmation.
- Jordan (Referral Coordinator): Referral source tracking, dormancy detection, and clinical communication drafting.
- Sam (Patient Experience): Outcome measure scoring, MCID calculation, and per-diagnosis analytics for payer negotiations.
The Company reserves the right to modify, suspend, or discontinue any aspect of the Services at any time, with or without notice. We will make reasonable efforts to notify you of material changes.
3. Account Registration and Security
To access the Services, you must create an account by providing accurate, current, and complete information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.
You agree to immediately notify us of any unauthorized use of your account or any other breach of security. The Company will not be liable for any loss or damage arising from your failure to protect your account credentials.
Each account is intended for use by a single practice or organization. Sharing account credentials across unaffiliated entities is prohibited.
4. Clinical Responsibility and AI Limitations
The Services are clinical decision support tools, not a substitute for professional medical judgment. All AI-generated content — including SOAP notes, clinical justifications, billing recommendations, and outcome analyses — must be reviewed, verified, and approved by a licensed healthcare professional before being used in patient care, submitted to payers, or included in medical records.
You acknowledge and agree that:
- AI-generated documentation drafts are suggestions that require clinical review and may contain errors.
- The treating clinician retains full responsibility for the accuracy and completeness of all clinical documentation.
- Prior authorization submissions prepared by the Platform must be reviewed before submission to payers.
- Billing recommendations are advisory and do not guarantee payer acceptance or reimbursement.
- The Company is not a healthcare provider and does not provide medical advice, diagnosis, or treatment.
5. Voice Recording and Transcription
5.1 Consent Requirements
The Services include voice recording functionality for clinical documentation. You are solely responsible for obtaining informed consent from all participants in a clinical encounter before activating any recording functionality. This includes, at minimum:
- Verbally informing each patient that the encounter will be audio-recorded for documentation purposes.
- Explaining that the recording will be processed by AI technology to generate clinical notes.
- Providing each patient a meaningful opportunity to decline recording without adverse effect on care.
- Documenting the patient's consent or refusal in the medical record.
In jurisdictions requiring written consent for audio recording (including but not limited to California, Florida, Illinois, Maryland, Massachusetts, Pennsylvania, and Washington), you must obtain written consent prior to recording.
5.2 Data Processing
Audio recordings are transmitted via encrypted channels to processing services for transcription and AI-assisted note generation. Recordings are not permanently stored on Company servers and are deleted after processing unless you explicitly opt into backup functionality. The Company does not use audio recordings or transcripts containing Protected Health Information for training AI models.
6. Subscription and Payment Terms
6.1 Subscription Plans
Access to the Services requires a paid subscription. Subscription plans, pricing, and included features are described on our pricing page. The Company reserves the right to modify pricing with 30 days' advance notice.
6.2 Billing
Subscription fees are billed in advance on a monthly or annual basis, depending on the plan selected. All fees are non-refundable except as expressly provided in our Refund Policy. You authorize the Company to charge your designated payment method for all applicable fees.
6.3 Free Trial
The Company may offer a free trial period. At the end of the trial, your account will be converted to a paid subscription unless you cancel before the trial expires. No credit card is required to begin a free trial.
7. Intellectual Property
The Services, including all software, algorithms, user interfaces, designs, text, graphics, and documentation, are owned by the Company and protected by intellectual property laws. Your subscription grants you a limited, non-exclusive, non-transferable license to use the Services for your internal business purposes.
You retain ownership of all clinical data, patient records, and documentation you create using the Services. The Company claims no ownership rights over your clinical content.
8. Prohibited Conduct
You agree not to:
- Use the Services for any unlawful purpose or in violation of any applicable law or regulation.
- Attempt to reverse engineer, decompile, or disassemble any aspect of the Services.
- Share, resell, or sublicense access to the Services to third parties.
- Use the Services to store or transmit malicious code, viruses, or harmful data.
- Interfere with or disrupt the integrity or performance of the Services.
- Use the Services in a manner that violates HIPAA or other applicable healthcare privacy laws.
- Misrepresent AI-generated content as solely human-authored when disclosure is required by law or professional standards.
9. Data Ownership and Portability
Your clinical data belongs to you. Upon written request, we will provide an export of your data in a standard, machine-readable format within 30 business days. Upon termination of your account, we will retain your data for 90 days to allow for export, after which it will be securely deleted in accordance with our data retention policies.
10. Disclaimer of Warranties
THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. THE COMPANY DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE.
THE COMPANY MAKES NO REPRESENTATIONS REGARDING THE ACCURACY OR COMPLETENESS OF AI-GENERATED CONTENT AND DISCLAIMS ALL LIABILITY FOR CLINICAL DECISIONS MADE BASED ON SUCH CONTENT.
11. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE COMPANY'S TOTAL LIABILITY FOR ANY CLAIMS ARISING FROM OR RELATED TO THIS AGREEMENT OR THE SERVICES SHALL NOT EXCEED THE AMOUNT YOU PAID TO THE COMPANY IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM. IN NO EVENT SHALL THE COMPANY BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, OR CLINICAL OUTCOMES.
12. Indemnification
You agree to indemnify, defend, and hold harmless the Company and its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including reasonable attorneys' fees) arising from: (a) your use of the Services; (b) your violation of this Agreement; (c) your violation of any applicable law or regulation; or (d) any clinical decisions made using the Services.
13. Termination
Either party may terminate this Agreement at any time. You may cancel your subscription through your account settings. The Company may suspend or terminate your access if you violate this Agreement, fail to pay applicable fees, or if required by law.
Upon termination, your right to use the Services ceases immediately. Sections 7, 10, 11, 12, 14, and 15 survive termination.
14. Dispute Resolution
Any dispute arising from this Agreement shall be resolved through binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules. Arbitration shall take place in San Francisco, California. You agree to waive any right to participate in a class action lawsuit or class-wide arbitration.
Notwithstanding the foregoing, either party may seek injunctive relief in any court of competent jurisdiction to protect its intellectual property rights.
15. General Provisions
Governing Law. This Agreement is governed by the laws of the State of California, without regard to its conflict of laws principles.
Entire Agreement. This Agreement, together with the Privacy Policy, Refund Policy, and HIPAA/BAA Addendum, constitutes the entire agreement between you and the Company.
Severability. If any provision of this Agreement is found unenforceable, the remaining provisions shall continue in full force and effect.
Amendments. The Company may update this Agreement from time to time. Material changes will be communicated via email or through the Services at least 30 days before taking effect. Continued use of the Services after changes take effect constitutes acceptance.
Contact. For questions about these Terms, contact us at [email protected].