Terms of Service

Last updated: February 2025

1. Acceptance of Terms

By accessing or using Patient Waitlist Management ("Service"), you agree to be bound by these Terms of Service. If you do not agree to these terms, do not use our Service.

2. Description of Service

Patient Waitlist Management provides an AI-powered service that helps healthcare providers fill cancelled appointment slots by automatically contacting patients on waitlists. The Service integrates with electronic health record (EHR) systems to facilitate scheduling.

3. Eligibility

The Service is intended for use by licensed healthcare providers and their authorized staff. By using the Service, you represent that you have the authority to bind your organization to these terms.

4. Account Registration

You must provide accurate and complete information when creating an account. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

5. Fees and Payment

  • Fees are charged on a per-successful-booking basis as outlined in your pricing plan
  • A successful booking is defined as a patient confirming an appointment through our AI system
  • Invoices are issued monthly and due within 30 days
  • We reserve the right to change pricing with 30 days notice
  • No refunds are provided for services already rendered

6. HIPAA Compliance

We will enter into a Business Associate Agreement (BAA) with each customer as required by HIPAA. You agree to only use the Service in compliance with HIPAA and all applicable healthcare regulations.

7. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose
  • Attempt to gain unauthorized access to our systems
  • Interfere with or disrupt the Service
  • Use the Service to send unsolicited communications
  • Impersonate any person or entity
  • Use the Service in a manner that violates patient privacy

8. Data and Privacy

Your use of the Service is also governed by our Privacy Policy. You grant us a limited license to use the data you provide solely for the purpose of providing the Service.

9. Intellectual Property

The Service and all related technology, content, and trademarks are owned by Patient Waitlist Management. You are granted a limited, non-exclusive license to use the Service during the term of your subscription.

10. Disclaimers

THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND. WE DO NOT GUARANTEE THAT THE SERVICE WILL BE UNINTERRUPTED OR ERROR-FREE. WE ARE NOT RESPONSIBLE FOR PATIENT CARE DECISIONS OR CLINICAL OUTCOMES.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, PATIENT WAITLIST MANAGEMENT SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES. OUR TOTAL LIABILITY SHALL NOT EXCEED THE FEES PAID BY YOU IN THE TWELVE MONTHS PRECEDING THE CLAIM.

12. Indemnification

You agree to indemnify and hold harmless Patient Waitlist Management from any claims, damages, or expenses arising from your use of the Service or violation of these terms.

13. Termination

Either party may terminate this agreement at any time. Upon termination, your access to the Service will cease and we will delete your data within 30 days, unless retention is required by law.

14. Changes to Terms

We may modify these terms at any time. We will provide notice of material changes via email or through the Service. Continued use after changes constitutes acceptance.

15. Governing Law

These terms shall be governed by the laws of the State of Delaware, without regard to conflict of law principles.

16. Contact

For questions about these Terms of Service, contact us at:

Patient Waitlist Management
Email: legal@patientwaitlistmanagement.com