Terms of Service

Agreement to Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("User," "you," or "your") and RehabDox LLC ("RehabDox," "we," "us," or "our") governing your access to and use of the RehabDox website at rehabdox.com and our cloud-based Electronic Health Record (EHR) platform ("Service").

By accessing our website or using the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you are using the Service on behalf of a healthcare practice or organization, you represent that you have the authority to bind that entity to these Terms.

If you do not agree to these Terms, you must discontinue use of our website and Service immediately.

Description of Service

RehabDox is a cloud-based EHR platform designed for physical therapy practices. The Service includes, but is not limited to:

• Electronic health record management and clinical documentation
• AI-assisted voice transcription and note generation
• Patient scheduling and appointment management
• Digital consent management with tablet-based signature capture
• Multi-location practice management
• Reporting and analytics tools

We reserve the right to modify, update, or discontinue any part of the Service at any time, with reasonable notice to active subscribers where practicable.

Account Registration & Security

To access the Service, you must create an account and provide accurate, complete information. You agree to:

• Provide truthful and current registration information
• Maintain the confidentiality of your account credentials
• Immediately notify us of any unauthorized access to or use of your account
• Accept responsibility for all activities that occur under your account
• Not share your account credentials with unauthorized individuals

We may suspend or terminate accounts that violate these Terms or pose a security risk to the Service or other users.

Acceptable Use

You agree to use the Service only for lawful purposes and in compliance with all applicable laws and regulations. You shall not:

• Use the Service in violation of any applicable federal, state, or local law, including HIPAA
• Attempt to gain unauthorized access to any part of the Service or its related systems
• Interfere with or disrupt the integrity or performance of the Service
• Reverse engineer, decompile, or disassemble any part of the Service
• Use the Service to store or transmit malicious code, viruses, or harmful data
• Sublicense, resell, or redistribute the Service without written authorization
• Use the Service for any purpose other than legitimate healthcare practice management

HIPAA Compliance & Business Associate Agreement

RehabDox operates as a Business Associate under HIPAA when processing Protected Health Information (PHI) on behalf of healthcare providers (Covered Entities).

• A Business Associate Agreement (BAA) must be executed between RehabDox and each Covered Entity prior to processing PHI through the Service.
• Both parties agree to comply with all applicable provisions of HIPAA, the HITECH Act, and related regulations.
• You are responsible for ensuring that your use of the Service complies with your own obligations under HIPAA.
• RehabDox will maintain appropriate administrative, technical, and physical safeguards as described in our Privacy Policy.

Data Ownership & Responsibilities

Your Data

You retain full ownership of all data you enter into or generate through the Service, including patient records, clinical notes, and practice data ("Your Data"). RehabDox does not claim ownership over Your Data.

License to Provide the Service

By using the Service, you grant RehabDox a limited, non-exclusive license to process, store, and transmit Your Data solely for the purpose of providing and improving the Service, subject to the terms of any applicable BAA and our Privacy Policy.

Data Portability

Upon request and subject to applicable law, RehabDox will provide you with a copy of Your Data in a standard, machine-readable format within a reasonable timeframe.

Intellectual Property

The Service, including its design, software, features, documentation, trademarks, logos, and all related intellectual property, is and remains the exclusive property of RehabDox LLC. These Terms do not transfer any ownership rights to you.

You are granted a limited, non-exclusive, non-transferable, revocable license to access and use the Service in accordance with these Terms for the duration of your subscription.

Payment Terms

• Access to the Service requires a paid subscription as described in your service agreement.
• Subscription fees are billed in advance on a recurring basis (monthly or annually) as agreed upon.
• All fees are non-refundable unless otherwise stated in your service agreement.
• RehabDox reserves the right to modify pricing with at least thirty (30) days' prior written notice.
• Failure to pay fees when due may result in suspension or termination of your access to the Service.

Service Availability & Support

We strive to maintain high availability of the Service but do not guarantee uninterrupted or error-free operation. The Service may be temporarily unavailable due to:

• Scheduled maintenance (with advance notice where practicable)
• Emergency maintenance for critical security or performance issues
• Circumstances beyond our reasonable control (force majeure events)

Technical support is available via email at contact@rehabdox.com. We typically respond within 24 business hours.

Termination

By You

You may terminate your account at any time by providing written notice to RehabDox. Upon termination, you may request a copy of Your Data in accordance with the Data Portability section above.

By RehabDox

We may suspend or terminate your access to the Service if:

• You breach any provision of these Terms
• Your account is used in violation of applicable law
• Payment remains outstanding beyond the applicable grace period
• Continued use poses a security risk to the Service or other users

Effect of Termination

Upon termination, your right to access the Service ceases immediately. RehabDox will retain Your Data for a reasonable period to allow for data retrieval, after which it will be securely deleted in accordance with our data retention policies and applicable law, including HIPAA requirements.

Disclaimers

THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, REHABDOX DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

RehabDox does not warrant that the Service will be uninterrupted, error-free, or free of harmful components. The Service is a tool to assist healthcare providers and does not constitute medical advice. Healthcare providers remain solely responsible for all clinical decisions and patient care.

AI-generated clinical documentation is intended to assist clinicians and must be reviewed, edited, and approved by a licensed healthcare professional before becoming part of the official medical record.

Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL REHABDOX LLC, ITS OFFICERS, DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE SERVICE.

REHABDOX'S TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE TOTAL FEES PAID BY YOU TO REHABDOX DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

Indemnification

You agree to indemnify, defend, and hold harmless RehabDox LLC and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or in connection with:

• Your use of the Service in violation of these Terms
• Your violation of any applicable law or regulation, including HIPAA
• Any claim arising from Your Data or your clinical practices
• Your failure to maintain the security of your account credentials

Governing Law & Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the State in which RehabDox LLC is registered, without regard to its conflict of law provisions.

Any disputes arising out of or relating to these Terms or the Service shall first be attempted to be resolved through good-faith negotiation between the parties. If a resolution cannot be reached within thirty (30) days, either party may pursue binding arbitration or litigation as permitted by applicable law.

Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will update the "Last Updated" date at the top of this page and provide notice to active subscribers via email at least thirty (30) days before the changes take effect.

Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised Terms. If you do not agree with the updated Terms, you must discontinue use of the Service.

Severability

If any provision of these Terms is found to be unenforceable or invalid by a court of competent jurisdiction, that provision shall be modified to the minimum extent necessary to make it enforceable, or if modification is not possible, severed from these Terms. The remaining provisions shall continue in full force and effect.

Contact Us

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