Legal Agreement

Terms of Service

Please read these Terms carefully before using CareMetric AI. By accessing or using our platform, you agree to be bound by these Terms.

Effective: February 1, 2026Last Updated: February 26, 2026
Privacy Policy|Security & Compliance

Table of Contents

Acceptance of Terms

By accessing or using the CareMetric AI platform, website at caremetric.ai, or any of our services (collectively, the "Services"), you ("User," "you," or "your") agree to be bound by these Terms of Service ("Terms"). These Terms constitute a legally binding agreement between you and CareMetric AI, Inc. ("CareMetric AI," "we," "us," or "our").

If you are entering into these Terms on behalf of a healthcare practice or organization, you represent and warrant that you have authority to bind that entity to these Terms, and references to "you" will include both the individual user and that entity.

If you do not agree to these Terms, you must immediately cease all use of the Services. We reserve the right to update these Terms at any time. Continued use of the Services after any changes constitutes acceptance of the revised Terms.

Description of Services

CareMetric AI provides a cloud-based electronic health record (EHR) and practice management platform designed for healthcare providers and their organizations. Our Services include, but are not limited to:

  • Clinical documentation and note generation tools (including AI-assisted and ambient scribe features)
  • Billing, coding, and revenue cycle management tools
  • Patient scheduling, engagement, and portal functionality
  • Prescription and medication management
  • Telehealth and secure communication tools
  • Analytics, reporting, and population health dashboards
  • Compliance and credentialing management features
  • Integration with third-party healthcare systems and clearinghouses

We may add, modify, or discontinue features of the Services at any time. We will endeavor to provide reasonable notice of material changes that affect your use of the platform.

Eligibility & Account Registration

The Services are intended solely for licensed healthcare professionals, healthcare organizations, and their authorized staff. By registering for an account, you represent and warrant that:

  • You are at least 18 years of age
  • You are a licensed healthcare provider or authorized representative of a healthcare organization
  • All registration information you provide is accurate, current, and complete
  • You will maintain the accuracy of your account information
  • You are responsible for maintaining the confidentiality of your login credentials
  • You will promptly notify us of any unauthorized use of your account

Each user account is for a single individual. You may not share account credentials with others. Each authorized user within your organization must have their own individual account. You are responsible for all activity that occurs under your account.

We reserve the right to refuse registration, suspend, or terminate any account at our sole discretion, including for violation of these Terms or applicable law.

HIPAA & Healthcare Compliance

Business Associate Agreement

CareMetric AI acts as a Business Associate under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations. Use of the Services for purposes involving Protected Health Information (PHI) requires execution of a Business Associate Agreement (BAA) with CareMetric AI. By activating a paid subscription, you agree to the terms of our BAA, which is incorporated herein by reference.

Provider Responsibilities

As a Covered Entity under HIPAA, you remain solely responsible for:

  • Ensuring all clinical decisions are made by qualified, licensed professionals
  • Reviewing and verifying any AI-generated content before use in clinical care
  • Maintaining appropriate clinical oversight of all AI-assisted features
  • Compliance with all applicable federal and state healthcare laws and regulations
  • Obtaining appropriate patient consents for telehealth and electronic communications
  • Proper training of your staff on HIPAA requirements and platform use

AI-Generated Content Disclaimer

AI-assisted features (including ambient transcription, clinical note generation, coding suggestions, and clinical decision support) are tools to assist — not replace — licensed clinical judgment. All AI-generated content must be reviewed, verified, and approved by a licensed healthcare provider before being incorporated into a patient's medical record or used to inform clinical decisions. CareMetric AI is not liable for clinical decisions made based on AI-generated content without appropriate provider review.

Subscriptions & Payment

Access to the Services requires a paid subscription. By subscribing, you agree to pay all fees associated with your selected plan in accordance with the pricing and billing terms presented at the time of purchase.

Billing

  • Subscription fees are billed on a monthly or annual basis as selected at signup
  • Fees are charged in advance at the beginning of each billing period
  • All fees are stated in U.S. dollars and are exclusive of applicable taxes
  • You authorize us to charge your payment method on file for all applicable fees
  • Per-provider pricing applies based on the number of active licensed providers in your organization

Free Trial

We may offer a free trial period for new accounts. At the end of the trial, your subscription will automatically convert to a paid plan unless you cancel before the trial expires. Trial accounts are subject to feature limitations and data retention policies as disclosed during registration.

Cancellation & Refunds

  • You may cancel your subscription at any time through your account settings or by contacting support
  • Cancellations take effect at the end of the current billing period; no partial refunds are issued
  • Annual subscriptions are non-refundable except as required by applicable law
  • Upon cancellation, you retain read-only access to export your data for 30 days

Price Changes

We reserve the right to change subscription pricing with at least 30 days' advance notice. Continued use of the Services after a price change constitutes acceptance of the new pricing.

Acceptable Use Policy

You agree to use the Services only for lawful purposes and in accordance with these Terms. You agree not to:

  • Use the Services in any way that violates applicable federal, state, or local laws or regulations
  • Use the Services to process PHI for any purpose not permitted under your BAA or HIPAA
  • Attempt to gain unauthorized access to any portion of the Services or any related systems
  • Transmit any viruses, malware, or other harmful or malicious code
  • Reverse engineer, decompile, disassemble, or attempt to derive source code from the Services
  • Resell, sublicense, or otherwise transfer the Services to any third party without written authorization
  • Use the Services to send unsolicited communications (spam)
  • Collect or harvest data from the Services using automated means without our prior written consent
  • Use the Services to engage in any activity that interferes with other users' access or enjoyment
  • Impersonate any person or entity, or misrepresent your affiliation with any person or entity
  • Upload or transmit any content that is unlawful, defamatory, or infringes any third-party rights
  • Use AI-generated clinical content without appropriate licensed provider review and oversight

Violation of this Acceptable Use Policy may result in immediate suspension or termination of your account without refund, and may subject you to civil or criminal liability.

Data Ownership & Portability

Your Data

You retain full ownership of all patient data, clinical records, and other content you upload or create within the Services ("Your Data"). CareMetric AI does not claim any ownership rights in Your Data. You grant us a limited, non-exclusive license to host, process, and transmit Your Data solely as necessary to provide the Services.

Data Portability

You may export Your Data at any time using the platform's built-in export tools, including FHIR-based data export, PDF downloads, and CSV exports. Following account cancellation, you will have 30 days to export Your Data before it is scheduled for deletion in accordance with our data retention policy.

Aggregated & De-Identified Data

CareMetric AI may use de-identified and aggregated data derived from Your Data (with all PHI and personally identifiable information removed in accordance with HIPAA Safe Harbor standards) for product improvement, research, and analytics purposes. This use does not constitute a disclosure of PHI and does not require additional authorization.

Intellectual Property

The Services, including all software, algorithms, user interfaces, designs, text, graphics, logos, and other content provided by CareMetric AI (excluding Your Data), are and remain the exclusive property of CareMetric AI and its licensors. These materials are protected by U.S. and international copyright, trademark, patent, and other intellectual property laws.

Subject to your compliance with these Terms, CareMetric AI grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Services for your internal business purposes during your subscription term.

You may not copy, modify, distribute, sell, or lease any part of the Services or included software, nor may you reverse engineer or attempt to extract the source code of that software, unless applicable laws prohibit those restrictions or you have our written permission.

"CareMetric AI," the CareMetric AI logo, and all related names, logos, product and service names, designs, and slogans are trademarks of CareMetric AI, Inc. You may not use such marks without our prior written permission.

SMS/Text Messaging Program Terms

Program Name

CareMetric AI Patient Notifications

Program Description

CareMetric AI enables healthcare practices to send transactional and informational SMS text messages to patients who have provided explicit opt-in consent. Messages include appointment reminders, appointment confirmations, care follow-up notifications, assessment completion requests, and health-related notifications from the patient's healthcare provider. All messages are sent on behalf of the patient's registered healthcare practice. No marketing or promotional content is sent through this program.

Consent & Opt-In

By opting in to receive SMS notifications from your healthcare provider through CareMetric AI, you consent to receive automated text messages at the mobile phone number you provided during patient registration. Consent is collected through a standalone, unchecked-by-default checkbox presented during patient intake, separate from all other consents and terms. Consent is not a condition of purchase or receiving healthcare services. You may complete registration and receive care without opting in to SMS notifications.

Message Frequency & Rates

Message frequency varies based on your healthcare activity (appointments, follow-ups, assessments). Message and data rates may apply. Check with your mobile carrier for details on your messaging plan.

Opt-Out Instructions

You can stop receiving SMS messages at any time. To opt out:

  • Text STOP to any message you receive from us. You will receive a one-time confirmation message and no further messages will be sent.
  • Update your SMS preferences in the patient portal by unchecking the SMS consent checkbox.
  • Contact your healthcare provider's office directly and request to stop receiving text messages.

Help & Support

For help or questions about SMS notifications:

  • Text HELP to any message for assistance and support contact information.
  • Email us at support@caremetricai.com
  • Contact your healthcare provider's office directly.

Privacy

Your mobile phone number and SMS opt-in data will not be shared with third parties for marketing or promotional purposes. For full details on how we collect, use, and protect your information, please review our Privacy Policy, which includes a dedicated SMS/Text Messaging section.

Third-Party Services & Integrations

The Services may integrate with or provide access to third-party services, including clearinghouses (ClaimMD, Office Ally), telehealth (Twilio), payment processing (Stripe), and other healthcare integrations. Your use of these third-party services is governed by the applicable third-party terms and privacy policies, which you are responsible for reviewing.

CareMetric AI does not control and is not responsible for the availability, accuracy, or practices of third-party services. We make no warranties regarding third-party services and disclaim all liability arising from your use of them.

Third-party integrations may require additional agreements, fees, or credentialing with those third-party providers. CareMetric AI facilitates these integrations but is not a party to any agreement between you and third-party service providers.

Disclaimers & Limitation of Liability

No Medical Advice

The Services are practice management and documentation tools. Nothing in the Services constitutes medical advice, diagnosis, or treatment. CareMetric AI does not practice medicine and does not provide clinical recommendations. All clinical decisions remain the sole responsibility of the licensed healthcare provider.

Warranty Disclaimer

Disclaimer of warranties

THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR UNINTERRUPTED OR ERROR-FREE SERVICE. WE DO NOT WARRANT THAT THE SERVICES WILL MEET YOUR REQUIREMENTS OR THAT AI-GENERATED CONTENT WILL BE ACCURATE, COMPLETE, OR CLINICALLY APPROPRIATE.

Limitation of Liability

Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, CAREMETRIC AI AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH THESE TERMS OR YOUR USE OF THE SERVICES, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL CUMULATIVE LIABILITY TO YOU FOR ANY CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICES WILL NOT EXCEED THE GREATER OF (A) THE TOTAL FEES PAID BY YOU TO CAREMETRIC AI IN THE THREE (3) MONTHS IMMEDIATELY PRECEDING THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100).

Termination

Either party may terminate these Terms at any time. You may terminate by canceling your subscription and ceasing use of the Services. We may terminate or suspend your access immediately, without prior notice or liability, for any reason, including if you breach these Terms.

Upon termination:

  • Your right to access and use the Services ceases immediately
  • You will have 30 days to export Your Data (for non-breach terminations)
  • We will delete Your Data in accordance with our data retention policy and HIPAA requirements
  • Any outstanding fees become immediately due and payable
  • Provisions that by their nature should survive termination will survive, including ownership, disclaimers, indemnity, and limitations of liability

Governing Law & Disputes

These Terms are governed by and construed in accordance with the laws of the State of Delaware, without giving effect to any choice of law or conflict of law provisions.

Dispute Resolution

Any dispute, claim, or controversy arising out of or relating to these Terms or the Services that cannot be resolved by good-faith negotiation between the parties will be submitted to binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. The arbitration will be conducted in English, on an individual basis (no class actions), and the arbitrator's decision will be final and binding.

Notwithstanding the foregoing, either party may seek injunctive or other equitable relief in any court of competent jurisdiction to prevent irreparable harm, and disputes relating to intellectual property rights may be brought in any court of competent jurisdiction.

Changes to These Terms

We reserve the right to modify these Terms at any time. When we make material changes, we will:

  • Update the "Last Updated" date at the top of this page
  • Notify registered users by email at least 30 days before material changes take effect
  • Display a prominent in-app notice for significant changes

Your continued use of the Services after the effective date of revised Terms constitutes your acceptance of the changes. If you do not agree to the revised Terms, you must stop using the Services before the changes take effect.

Contact Us

If you have any questions about these Terms of Service, please contact us:

CareMetric AI, Inc.

Attn: Legal Department

Email: legal@caremetric.ai

General inquiries: info@caremetric.ai

For security-related concerns, please contact security@caremetric.ai. For privacy-related inquiries, please visit our Privacy Policy.

HIPAA Compliant
SOC 2 Type II Certified
E-SIGN Act Compliant

These Terms of Service were last updated on February 26, 2026 and are effective as of February 1, 2026.