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Terms of Service
Last Updated: May 15, 2025
1. Acceptance of Terms
By accessing or using EasyPA ("the Service"), you agree to be bound by these Terms of Service ("Terms"). The Service is owned and operated by EasyPA, Inc. ("we," "us," or "our"). If you are using the Service on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms. If you do not agree with these Terms, you must not access or use the Service.
2. Description of the Service
EasyPA is a HIPAA-compliant AI software platform designed for healthcare providers to automate and streamline prior authorization workflows. The Service includes:
AI-powered prior authorization submission and management tools
Real-time approval prediction and documentation suggestions
CMS-0057-F rule compliance automation features
Integration capabilities with electronic health record (EHR) systems
Analytics and reporting on prior authorization performance
Secure cloud-based storage and processing of authorization-related data
AI Limitations: The Service's AI-powered predictions and suggestions are based on algorithms and available data. These outputs are intended to assist healthcare providers but may not account for all patient-specific factors. Users are required to independently verify and validate any recommendations before making clinical decisions.
Regulatory Compliance: We are committed to maintaining compliance with applicable healthcare regulations, including but not limited to CMS rules, HIPAA, and other relevant laws. In the event of regulatory changes, we will make reasonable efforts to update the Service to ensure ongoing compliance.
Third-Party Integrations: The Service may integrate with third-party systems, such as electronic health record (EHR) platforms. We are not responsible for the functionality, security, or compliance of third-party systems. Users are responsible for ensuring that third-party integrations meet their compliance and operational requirements.
3. User Responsibilities
As a user of the Service, you agree to:
Provide accurate and complete information when using the Service, especially patient information and medical documentation
Maintain appropriate clinical oversight of all authorization requests and decisions; the Service is designed as a tool to assist healthcare providers, not replace professional medical judgment
Use the Service only for lawful purposes and in accordance with these Terms
Ensure that your use of the Service complies with all applicable laws, including healthcare regulations and privacy laws
Not use the Service to transmit any material that is false, misleading, or fraudulent
Be responsible for all activities that occur under your account
4. Account Security
You are responsible for:
Maintaining the confidentiality of your account credentials, including usernames and passwords
Ensuring that all users in your organization protect their login information
Implementing appropriate access controls within your organization
Immediately notifying us of any unauthorized use of your account or any other breach of security
Logging out from your account at the end of each session
We reserve the right to terminate accounts that have been inactive for an extended period or if we suspect unauthorized access.
4.1 SMS Authentication
By signing up for EasyPA, you consent to receive SMS messages solely for authentication and account security purposes. These messages may include one-time verification codes or login confirmations. Message frequency depends on your login activity. Message and data rates may apply based on your mobile carrier.
SMS messages from EasyPA are not used for marketing or promotional purposes. You may opt out of SMS-based authentication by contacting support; however, this may limit your ability to securely access the platform.
5. HIPAA & PHI Handling
Under these Terms:
You (the healthcare provider or organization) are considered the Covered Entity under HIPAA
EasyPA operates as a Business Associate as defined under HIPAA
Our relationship regarding Protected Health Information (PHI) is governed by our Business Associate Agreement (BAA), which must be executed before any PHI is processed through the Service
You agree to only use the Service in ways consistent with HIPAA and other applicable healthcare privacy laws
You are responsible for obtaining appropriate patient consents for the use of their information with the Service
For details on our data handling practices, please refer to our Privacy Policy.
Data Breach Notification: In the event of a data breach involving PHI, we will notify affected users, as required by applicable laws, including HIPAA's Breach Notification Rule. Notifications will include details of the breach, the data affected, and mitigation steps when applicable.
5.1 Accessibility and Non-Discrimination
We are committed to ensuring the Service is accessible to all users, including those with disabilities, in compliance with applicable accessibility laws such as the Americans with Disabilities Act (ADA). Users encountering accessibility issues may contact our support team for assistance.
6. Subscription & Billing Terms
Our Service is available under the following terms:
Subscription Model: EasyPA is offered on a subscription basis with pricing typically structured per provider or per clinic
Access Period: We may offer a limited-time evaluation period, after which continued use requires conversion to a paid subscription
Payment: All fees are due in advance and are non-refundable unless otherwise specified in a separate agreement
Auto-renewal: Subscriptions automatically renew for the same term unless cancelled at least 30 days before the end of the current term
Price Changes: We reserve the right to modify our prices with at least 30 days' notice before billing
Taxes: Listed prices do not include applicable taxes, which will be added to your invoice if required
Specific pricing details, payment terms, and subscription information are provided during the registration process or in a separate agreement with EasyPA.
7. License & Restrictions
Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your internal business purposes. You may not:
Resell, white-label, or redistribute the Service
Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Service
Copy, modify, or create derivative works based on the Service or its content
Use the AI outputs or predictions in ways that circumvent proper clinical review
Remove or alter any copyright, trademark, or other proprietary notices
Use the Service to build a competitive product or service
Use the Service in any manner that could damage, disable, overburden, or impair our systems
8. Data Ownership
With respect to data processed through the Service:
Your Data: You retain all rights to the data you input into the Service, including patient information, clinical documentation, and authorization requests
Our Processing: We process your data solely to provide and improve the Service, as outlined in our Privacy Policy and BAA
Aggregated Data: We may use de-identified, aggregated data derived from the Service for research, analytics, and service improvement
AI Training: Unless explicitly permitted by you, we will not use your PHI to train our AI models
Upon termination of your subscription, you may request export of your data in accordance with our data retention policies.
9. Disclaimer of Warranties & Limitation of Liability
THE SERVICE IS PROVIDED "AS IS" WITHOUT ANY EXPRESS OR IMPLIED WARRANTIES.To the fullest extent permitted by law, we disclaim all warranties, including but not limited to:
Implied warranties of merchantability and fitness for a particular purpose
Warranties regarding the accuracy of any information or results provided by the Service
Warranties that the Service will meet your specific requirements
Warranties that the Service will be uninterrupted, timely, secure, or error-free
LIMITATION OF LIABILITY: To the maximum extent permitted by law, in no event shall we be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunities arising out of or related to your use of the Service, even if advised of the possibility of such damages.
Our total liability for any claims under these Terms shall not exceed the amount you paid for the Service during the 12-month period preceding the event giving rise to the liability.
Some jurisdictions do not allow the exclusion of certain warranties or the limitation of liability for certain types of damages, so some of the above limitations may not apply to you.
9.1 Indemnification
You agree to indemnify, defend, and hold harmless EasyPA, Inc., its affiliates, and its employees from and against any claims, liabilities, damages, losses, and expenses, including reasonable attorneys' fees, arising out of or in any way connected with your use of the Service, violation of these Terms, or violation of any applicable laws or regulations.
10. Termination & Suspension
We may suspend or terminate your access to the Service:
For breach of these Terms or the BAA
If required by law or regulatory action
If your account has been inactive for an extended period
If we decide to cease offering the Service
For non-payment of fees
You may terminate your subscription by following the cancellation process outlined in your account settings or by contacting our support team. Upon termination:
You will no longer have access to the Service
Upon termination of your subscription, no refunds will be provided for any unused portion of the subscription term, unless otherwise specified in a separate agreement
We will retain and handle your data in accordance with our Privacy Policy and applicable laws
Provisions of these Terms that by their nature should survive termination shall survive, including but not limited to warranty disclaimers, indemnity, and limitations of liability
11. Modifications to Terms
We reserve the right to modify these Terms at any time by posting the updated terms on our website or within the Service. For material changes:
We will provide notice via email or through the Service at least 30 days before the changes take effect
Your continued use of the Service after the effective date of the revised Terms constitutes your acceptance of the changes
If you do not agree to the updated Terms, you must stop using the Service before they take effect
It is your responsibility to review these Terms periodically for changes.
12. Governing Law & Dispute Resolution
These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, without regard to its conflict of law principles.
Arbitration: Any dispute arising from or relating to these Terms or the Service shall be exclusively settled through binding arbitration administered by the American Arbitration Association in accordance with its Commercial Arbitration Rules. Arbitration may be conducted remotely via videoconference or similar means, unless both parties agree to an in-person hearing in Delaware. The decision shall be final and binding.
Class Action Waiver: You agree that any proceedings to resolve disputes will be conducted only on an individual basis and not in a class, consolidated, or representative action.
Notwithstanding the above, either party may seek injunctive relief in any court of competent jurisdiction to protect intellectual property rights pending resolution through arbitration.
13. Force Majeure
We shall not be liable for any failure or delay in performance caused by circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, government actions, labor strikes, or interruptions in internet or telecommunications services.