Terms and Conditions - EasyTheraNotes

1. Acceptance of Terms

By accessing or using EasyTheraNotes ("Service"), you agree to be bound by these Terms and Conditions. If you do not agree, do not use the Service.

2. Description of Service

EasyTheraNotes is a HIPAA-compliant clinical documentation and practice management platform that provides the following services for healthcare professionals:

AI-powered SOAP note generation and audio transcription for Therapy, TCM, Psychology, and PAS specialties
PSR Group Notes: Psychosocial Rehabilitation group session documentation — one recording generates individual clinical notes for each participant
Appointment scheduling and calendar management with time blocks
Prior authorization document creation
EasyTelehealth: HIPAA-compliant video telehealth sessions powered by Amazon Chime SDK, with waiting room, in-session notes, and session history
EasySign: Electronic document signing with email and SMS notifications to signers
Patient Profiles: Patient records management, permanent session history archival, diagnoses tracking with ICD-10 codes, and AI-powered clinical insights including patient summaries, progress trajectories, and diagnosis suggestions
Income Tracker: Earnings tracking per service with custom rates, monthly income goals, quarterly tax estimates, trend analysis, and CSV export for financial reporting

3. Account Registration

You must provide accurate information when creating an account. You must be a licensed or authorized healthcare professional to use this Service. Accounts are subject to administrator approval. You are responsible for maintaining the confidentiality of your credentials.

4. Subscription and Billing

The Service offers the following subscription plans:

7-Day Free Trial: Full access to all features at no cost.
Monthly: $45/month
Quarterly: $118 for 3 months
Semi-Annual: $215 for 6 months

You may cancel at any time through the Billing portal. Payments are processed securely via Stripe.

5. SMS Notifications (EasySign)

EasySign allows sending SMS notifications to document signers. By enabling SMS notifications:

Message frequency: Up to 50 messages per month per user account.
Message and data rates may apply depending on the recipient's carrier.
Recipients can reply STOP to opt-out of SMS notifications at any time.
SMS is used solely for transactional document signing notifications.
For help, contact admin@easytheranotes.com.

6. HIPAA Compliance

EasyTheraNotes is designed to comply with HIPAA regulations. We implement appropriate administrative, physical, and technical safeguards to protect patient health information (PHI). All data is encrypted at rest (AES-256) and in transit (TLS 1.2+).

7. Clinical Responsibility

AI-generated notes, patient summaries, and diagnosis suggestions are provided as drafts to assist healthcare professionals. You are solely responsible for reviewing, editing, and approving all clinical documentation and AI-generated content before use. EasyTheraNotes does not replace professional clinical judgment.

8. Income Tracker Disclaimer

The Income Tracker feature, including tax estimates and projected income calculations, is provided for informational purposes only. These figures are approximations and should not be relied upon for tax filing or professional accounting purposes. Consult a qualified tax professional for official financial advice.

9. Acceptable Use

You agree not to use the Service for any unlawful purpose, to transmit malicious code, or to interfere with the Service's operation. You are solely responsible for the clinical content you generate and the accuracy of income data you enter.

10. Intellectual Property

All content, features, and functionality of the Service are owned by EasyTheraNotes and protected by intellectual property laws. Your clinical content, patient data, and income records remain your property.

11. Limitation of Liability

EasyTheraNotes shall not be liable for any indirect, incidental, or consequential damages arising from your use of the Service. The Service is provided "as is" without warranties of any kind. Our total liability shall not exceed the amount paid by you for the Service in the twelve (12) months preceding the claim.

12. Termination

We may suspend or terminate your account at any time for violation of these terms. You may cancel your subscription at any time. Upon termination, you may request a copy of your data within 30 days, after which it may be permanently deleted.

13. Changes to Terms

We reserve the right to modify these terms at any time. We will notify you of significant changes via email or through the Service. Continued use of the Service constitutes acceptance of updated terms.

14. Contact

For questions about these Terms, contact us at admin@easytheranotes.com.