Terms of Service
Last updated: July 1, 2026. These Terms of Service (“Terms”) govern access to PatientTrac websites, demonstrations, portals, and hosted software services unless a separate written agreement, order form, master services agreement, or business associate agreement applies. If a signed agreement conflicts with these Terms, the signed agreement controls for the covered services.
Services and accounts
PatientTrac provides clinical, administrative, revenue-cycle, intake, specialty EMR, surgery-center, perioperative, monitoring, and related software services. Customers are responsible for authorizing users, configuring roles, maintaining accurate organization information, and ensuring that use of PatientTrac is appropriate for their clinical, operational, billing, and legal requirements.
Customer responsibilities
- Maintain authorized access only and promptly deactivate users who no longer need access.
- Use strong passwords and required multi-factor authentication.
- Use PatientTrac only with appropriate patient authorization, consent, or legal authority.
- Do not submit false, misleading, unlawful, infringing, or malicious content.
- Do not use PatientTrac to provide emergency medical services or as the sole source for urgent clinical decisions.
HIPAA and BAA terms
For customers subject to HIPAA who require PatientTrac to create, receive, maintain, or transmit PHI, a Business Associate Agreement must be executed before PHI is placed into the service unless the parties already have a governing HIPAA agreement. PatientTrac will use and disclose PHI only as permitted by the applicable BAA, service agreement, customer instructions, and law.
AI features
AI features are clinician-assistive and may generate drafts, summaries, suggestions, red-flag prompts, documentation support, coding suggestions, or educational material. AI outputs must be reviewed by authorized professionals before reliance. PatientTrac does not provide medical advice, legal advice, billing guarantees, or reimbursement guarantees through AI features.
No medical advice or professional judgment replacement
PatientTrac is software. It does not practice medicine, diagnose, prescribe, determine medical necessity, determine coding or billing obligations, or replace clinician judgment. Customers remain responsible for clinical decisions, patient care, coding, claims submission, documentation sufficiency, and compliance with payer and regulatory requirements.
Customer data and intellectual property
Customers retain ownership of their data. PatientTrac retains ownership of its software, workflows, designs, code, documentation, trademarks, analytics methods, and platform intellectual property. Customers grant PatientTrac the rights needed to host, process, secure, support, and operate the services.
Acceptable use
Users may not attempt to bypass security controls, access another organization’s data, reverse engineer the service, introduce malware, scrape the site or service at scale, misuse APIs, test vulnerabilities without authorization, or use the service for unlawful, harmful, or deceptive purposes.
Orders, fees, and payment
Subscriptions, implementation fees, support, professional services, and payment terms are governed by the applicable order form or written agreement. Unless otherwise stated in a signed agreement, fees are non-refundable once services are provided.
Availability and changes
PatientTrac may update, enhance, suspend, or discontinue features as needed for security, reliability, compliance, or product improvement. We may perform maintenance or emergency remediation that temporarily affects availability.
Disclaimers and limitation
Except as expressly stated in a signed agreement, PatientTrac services are provided “as is” and “as available.” To the maximum extent permitted by law, PatientTrac disclaims implied warranties and will not be liable for indirect, incidental, consequential, special, punitive, or exemplary damages. Any liability limitations in a signed agreement control for contracted services.
Governing agreement and contact
Governing law, dispute resolution, term, termination, confidentiality, indemnity, and other commercial terms may be set forth in the applicable order form or master agreement. Questions may be sent to legal@patienttrac.com.