Terms of Service

Please read these terms carefully before using FrontDeskClinic services.

Last updated: November 29, 2025

1. Agreement to Terms

By accessing or using FrontDeskClinic's services, you agree to be bound by these Terms of Service and our Privacy Policy. If you are using our services on behalf of a healthcare organization, you represent that you have the authority to bind that organization to these terms. If you do not agree to these terms, please do not use our services.

2. Description of Services

FrontDeskClinic provides HIPAA-compliant communication services for healthcare providers, including:

  • •Dedicated phone lines with AI-powered call handling
  • •Digital fax services with intelligent routing
  • •Secure text messaging for patient communication
  • •Appointment reminders and notifications
  • •Payment processing and document collection

3. Account Terms

Eligibility: You must be a licensed healthcare provider or authorized representative of a healthcare organization to use our services.

Account Security: You are responsible for maintaining the confidentiality of your account credentials and for all activities under your account.

Accurate Information: You agree to provide accurate, current, and complete information during registration and keep it updated.

One Account Per Clinic: Each clinic location should have its own account. Sharing accounts across unrelated organizations is prohibited.

4. HIPAA Compliance & Business Associate Agreement

FrontDeskClinic acts as a Business Associate under HIPAA. By using our services, you agree to our Business Associate Agreement (BAA), which is incorporated into these Terms by reference.

You agree to:

  • • Only transmit PHI that is necessary for treatment, payment, or healthcare operations
  • • Obtain appropriate patient consent before sharing their information
  • • Notify us immediately of any suspected security incidents
  • • Maintain your own HIPAA compliance program

5. Payment Terms

Subscription Fees: Our services are billed monthly at $149/month (Basic) or $399/month (Premium). Each plan includes a monthly allotment of AI calls; unused calls do not roll over to the next billing cycle. Prices are subject to change with 30 days notice.

Billing Cycle: Subscriptions are billed monthly on the anniversary of your signup date. All fees are non-refundable except as required by law.

Cancellation: You may cancel your subscription at any time. Service will continue until the end of your current billing period.

Failed Payments: If payment fails, we will attempt to charge your payment method again. After multiple failures, your account may be suspended.

6. Acceptable Use Policy

You agree not to use our services to:

  • ✗Send spam, unsolicited marketing, or bulk messages
  • ✗Transmit malware, viruses, or harmful code
  • ✗Violate any applicable laws or regulations
  • ✗Impersonate others or misrepresent your identity
  • ✗Attempt to access other users' accounts or data
  • ✗Reverse engineer or attempt to extract source code

7. Service Level Agreement

We strive to maintain 99.9% uptime for our services. In the event of service disruptions:

  • •We will provide status updates at frontdeskclinic.com
  • •Scheduled maintenance will be announced 48 hours in advance
  • •Emergency maintenance may occur without notice to address security issues

8. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, FRONTDESKCLINIC SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH THESE TERMS OR YOUR USE OF OUR SERVICES.

Our total liability for any claims arising under these terms shall not exceed the amount you paid us in the twelve (12) months preceding the claim.

9. Indemnification

You agree to indemnify, defend, and hold harmless FrontDeskClinic and its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorney's fees) arising from your use of our services, your violation of these terms, or your violation of any rights of a third party.

10. Termination

By You: You may terminate your account at any time through your account settings or by contacting support.

By Us: We may suspend or terminate your account if you violate these terms, fail to pay fees, or if we reasonably believe your use poses a security risk.

Effect of Termination: Upon termination, your right to use our services ends. We will retain your data as required by HIPAA and applicable law.

11. Governing Law & Disputes

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 provisions. Any disputes arising under these terms shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association, except that either party may seek injunctive relief in court.

12. Changes to Terms

We reserve the right to modify these terms at any time. We will provide notice of material changes by posting the updated terms on our website and updating the "Last updated" date. Your continued use of our services after changes become effective constitutes acceptance of the revised terms.

13. Contact Information

If you have questions about these Terms of Service, please contact us:

Email: [email protected]

Website: frontdeskclinic.com