Terms of Service

1. Acceptance of Terms

By accessing or using MedFlo AI's services, you agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use our services.

2. Description of Service

MedFlo AI provides an AI-powered admissions automation platform designed specifically for post-acute care facilities, including skilled nursing facilities (SNFs), nursing homes, and rehabilitation centers. Our platform offers:

• AI Document Intelligence: Automated extraction of 47+ clinical data points from referral documents in under 10 seconds
• Insurance Verification: Real-time insurance eligibility and coverage verification via provider database connections
• Compliance Background Screening: Automated checks via sex offender registries, state criminal databases, OIG exclusion lists, and Medicaid exclusion databases
• EHR Integration: Bidirectional data synchronization with PointClickCare and other electronic health record systems
• Census Analytics: Real-time occupancy tracking with 7-day forecasting and payer mix optimization
• Facility Matching: Intelligent matching based on oxygen capacity, psychiatric capabilities, bariatric equipment, and clinical requirements
• SMS Notifications: Automated patient communication and status updates

3. User Accounts

To use certain features of our services, you must create an account. You agree to:

• Provide accurate, current, and complete information
• Maintain the security of your account credentials
• Notify us immediately of any unauthorized access
• Accept responsibility for all activities under your account

4. Acceptable Use

You agree not to:

• Use the service for any unlawful purpose
• Interfere with or disrupt the service or servers
• Attempt to gain unauthorized access to any part of the service
• Upload or transmit viruses or malicious code
• Violate any applicable laws or regulations
• Infringe on intellectual property rights

5. HIPAA Compliance and Protected Health Information

As a Business Associate under HIPAA, we process Protected Health Information (PHI) on behalf of covered entities. All healthcare facilities using our services will enter into a Business Associate Agreement (BAA) that outlines our obligations regarding PHI protection.

Our HIPAA compliance includes:

• Execution of BAAs with all covered entities and subcontractors that handle PHI
• Encryption of PHI at rest and in transit
• Role-based access controls and audit logging
• Regular security assessments and compliance audits
• Breach notification procedures in accordance with HIPAA requirements
• Staff training on HIPAA privacy and security rules

6. Subscription and Payments

Our services are provided on a subscription basis. You agree to:

• Pay all fees associated with your subscription
• Provide accurate billing information
• Authorize automatic renewal unless cancelled
• Understand that refunds are subject to our refund policy

7. Intellectual Property

All content, features, and functionality of MedFlo AI, including but not limited to software, text, graphics, logos, and trademarks, are owned by MedFlo AI and protected by intellectual property laws.

8. Data Ownership and License

You retain ownership of all data you submit to our platform, including referral documents, patient information, and facility data. By using our services, you grant us a limited license to:

• Process and store your data to provide our AI-powered admissions automation services
• Extract clinical data from documents and sync with PointClickCare and other configured EHR systems
• Conduct background screenings and insurance verifications on your behalf
• Generate census analytics and forecasting reports
• Create anonymized, aggregated data for platform analytics and AI model improvements (no PHI included)
• Use data as necessary to comply with legal obligations and HIPAA requirements

All PHI processing is performed in accordance with our Business Associate Agreement and HIPAA regulations.

9. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted access. We may perform maintenance, updates, or modifications that temporarily affect service availability.

10. Limitation of Liability

To the maximum extent permitted by law, MedFlo AI shall not be liable for any indirect, incidental, special, consequential, or punitive damages resulting from your use of or inability to use the service.

11. Disclaimer of Warranties

Our services are provided "as is" and "as available" without warranties of any kind, either express or implied. We do not warrant that the service will be error-free or meet your specific requirements.

12. Indemnification

You agree to indemnify and hold harmless MedFlo AI from any claims, damages, losses, or expenses arising from your use of the service or violation of these terms.

13. Termination

We reserve the right to suspend or terminate your access to our services at any time for violation of these terms or for any other reason. You may terminate your account at any time by contacting us.

14. Modifications to Terms

We may modify these Terms of Service at any time. We will notify you of material changes by posting the updated terms on our website. Continued use of our services after changes constitutes acceptance.

15. Governing Law

These terms shall be governed by and construed in accordance with the laws of the United States, without regard to conflict of law provisions.

16. Contact Information

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

17. SMS Messaging Terms

By enrolling in MedFlo AI's SMS notification service, you agree to the following terms in accordance with the Telephone Consumer Protection Act (TCPA):

• Service Description: MedFlo AI provides SMS text messaging services for healthcare communications, including urgent case manager messages, critical patient referrals, and system alerts.
• Consent: By providing your mobile phone number and opting in, you expressly consent to receive automated SMS messages from MedFlo AI. Consent is not a condition of using MedFlo AI services or making any purchase.
• Message Frequency: Message frequency varies based on account activity. Typically 2-10 messages per day during active periods.
• Message & Data Rates: Standard message and data rates may apply per your wireless carrier plan.
• Opt-Out: You can unsubscribe at any time by texting STOP to any message you receive. You will receive one final confirmation message acknowledging your opt-out request.
• Help: Text HELP at any time for assistance or contact us at manager@medfloai.com.
• Privacy: All SMS messages are HIPAA-compliant and encrypted. Your phone number and information are never shared with third parties for marketing purposes.
• Supported Carriers: SMS notifications are supported on all major U.S. wireless carriers.