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Terms of Service

Last Updated: April 16, 2026  |  Effective Date: April 16, 2026

PLEASE READ THESE TERMS OF SERVICE CAREFULLY. BY CREATING AN ACCOUNT OR USING OUR SERVICES, YOU AGREE TO BE BOUND BY THESE TERMS, INCLUDING THE BUSINESS ASSOCIATE AGREEMENT PROVISIONS IN SECTION 8.

1. Agreement to Terms

These Terms of Service (“Terms”) constitute a legally binding agreement between you (“Provider,” “you,” or “your”) and ezHealthRCM LLC (“ezHealthRCM,” “we,” “us,” or “our”), governing your access to and use of the ezHealthRCM platform, website, and all related services (collectively, the “Services”).

If you are using the Services on behalf of a medical practice, hospital, or other organization, you represent and warrant that you have the authority to bind that organization to these Terms, and “you” will refer to both you individually and the organization.

2. Description of Services

ezHealthRCM is a HIPAA-compliant Revenue Cycle Management platform that provides:

  • Medical billing and claims submission (837 electronic transactions)
  • Remittance advice processing and reconciliation (835 ERAs)
  • Denial management, root-cause analysis, and appeal workflow automation
  • Provider credentialing and payer enrollment
  • EHR integration and automated data ingestion
  • Real-time revenue cycle analytics and financial reporting
  • Secure document storage and management

ezHealthRCM acts as a Business Associate to healthcare providers and does not provide legal, financial, tax, or clinical medical advice. Nothing in our Services constitutes medical or legal advice.

3. Service Plans

3.1 Provider Plan

The Provider Plan includes claim submission and tracking, remittance reconciliation, standard denial management, EHR integration, and access to analytics dashboards.

3.2 Enterprise Plan

The Enterprise Plan includes all Provider Plan features plus dedicated account management, priority support, advanced analytics, multi-location support, custom EHR integrations, and SLA guarantees.

3.3 Fees

Service fees are agreed upon in your subscription agreement. ezHealthRCM reserves the right to modify pricing with thirty (30) days prior written notice. Fees are non-refundable except as expressly provided in your subscription agreement.

4. Account Registration and Security

To access the Services, you must create an account and provide accurate, complete, and current information. You are responsible for:

  • Maintaining the confidentiality of your account credentials
  • All activities that occur under your account
  • Notifying us immediately of any unauthorized use at security@ezhealthrcm.com
  • Ensuring that account information remains accurate and up to date
  • Ensuring that only authorized staff members access the platform

ezHealthRCM will never ask for your password via email or phone. Passwords are stored as cryptographic hashes and cannot be recovered by our staff.

5. Provider Responsibilities

You agree to:

  • Provide accurate, complete, and truthful clinical and billing information
  • Ensure you have the legal authority to submit claims for the patients and services described
  • Comply with all applicable federal and state billing regulations, including Medicare and Medicaid rules
  • Not submit fraudulent or duplicate claims
  • Maintain appropriate liability insurance and malpractice coverage
  • Promptly respond to requests for additional documentation or clarification
  • Ensure all users of your account complete required HIPAA training

6. Acceptable Use

You may not use the Services to:

  • Submit fraudulent, false, or misleading claims to any payer
  • Engage in upcoding, unbundling, or any other improper billing practice
  • Access or attempt to access other users' accounts or data
  • Introduce malware, viruses, or other harmful code
  • Circumvent any security measures or access controls
  • Violate any applicable law, including HIPAA, False Claims Act, or Stark Law

7. Data Security and Privacy

ezHealthRCM implements industry-leading security measures to protect your information, including:

  • AES-256 encryption for data at rest
  • TLS 1.3 encryption for data in transit
  • Role-based access controls and principle of least privilege
  • Regular third-party security audits and penetration testing
  • Comprehensive audit logging of all PHI access

Our data practices are further described in our Privacy Policy, which is incorporated into these Terms by reference.

8. HIPAA Business Associate Agreement

THIS SECTION 8 CONSTITUTES THE BUSINESS ASSOCIATE AGREEMENT (“BAA”) BETWEEN YOU (AS COVERED ENTITY) AND EZHEALTHRCM (AS BUSINESS ASSOCIATE) PURSUANT TO THE HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996 (“HIPAA”), THE HEALTH INFORMATION TECHNOLOGY FOR ECONOMIC AND CLINICAL HEALTH ACT (“HITECH”), AND IMPLEMENTING REGULATIONS AT 45 C.F.R. PARTS 160 AND 164.

8.1 Definitions

Terms used in this BAA shall have the same meaning as those terms in the HIPAA Rules. “Protected Health Information” or “PHI” means any information that relates to the past, present, or future physical or mental health of an individual, or provision of or payment for health care, that is created, received, maintained, or transmitted by ezHealthRCM on behalf of the Covered Entity. ePHI means PHI in electronic form.

8.2 Permitted Uses and Disclosures

ezHealthRCM may use or disclose PHI:

  • As necessary to perform the Services described in these Terms (medical billing, claims processing, denial management, and analytics)
  • As required by law
  • For the proper management and administration of ezHealthRCM
  • To report violations of law to appropriate authorities
  • As otherwise permitted under the HIPAA Rules

ezHealthRCM will not use or disclose PHI other than as permitted or required by this BAA or as required by law. ezHealthRCM will implement appropriate safeguards and comply with Subpart C of 45 C.F.R. Part 164 (Security Rule).

8.3 Safeguards

ezHealthRCM agrees to:

  • Implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of ePHI
  • Ensure that any subcontractors or agents that create, receive, maintain, or transmit PHI agree to equivalent safeguards
  • Report to you any security incident or breach of PHI without unreasonable delay and no later than sixty (60) calendar days after discovery
  • Mitigate, to the extent practicable, any harmful effects from a breach of PHI

8.4 Individual Rights

ezHealthRCM agrees to make PHI available to you as required to allow you to comply with an individual's rights under HIPAA, including the right of access, amendment, and accounting of disclosures. ezHealthRCM will maintain a record of disclosures of PHI as required under 45 C.F.R. § 164.528.

8.5 Subcontractors

ezHealthRCM requires all subcontractors and agents that have access to PHI to execute written agreements obligating them to the same restrictions and conditions. A complete list of subprocessors is available at ezhealthrcm.com/subprocessors.

8.6 Term and Termination

This BAA is effective upon your acceptance of these Terms and continues until the Services are terminated. Upon termination, ezHealthRCM will return or destroy all PHI within sixty (60) days, unless retention is required by law. If return or destruction is not feasible, ezHealthRCM will continue to protect such PHI and limit further use or disclosure.

8.7 HITECH Compliance

ezHealthRCM acknowledges its obligations under the HITECH Act and agrees to comply with all applicable HITECH provisions, including those related to breach notification, expanded individual rights, and restrictions on certain disclosures. ezHealthRCM agrees to comply with the minimum necessary standard for uses and disclosures of PHI under HITECH Act Section 13405(b).

9. Intellectual Property

The Services, including all software, content, features, and functionality, are owned by ezHealthRCM and protected by copyright, trademark, and other intellectual property laws. You are granted a limited, non-exclusive, non-transferable license to access and use the Services for your healthcare organization's internal purposes. You may not reproduce, distribute, modify, or create derivative works without our prior written consent.

10. Disclaimers and Limitation of Liability

10.1 Disclaimer of Warranties

THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. EZHEALTHRCM DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED OR ERROR-FREE, OR THAT CLAIMS WILL BE APPROVED BY THIRD-PARTY PAYERS. CLEAN CLAIM RATES ARE METRICS AND NOT GUARANTEES OF REIMBURSEMENT.

10.2 Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY LAW, EZHEALTHRCM SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES. EZHEALTHRCM'S TOTAL CUMULATIVE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS SHALL NOT EXCEED THE FEES PAID BY YOU IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

11. Indemnification

You agree to indemnify, defend, and hold harmless ezHealthRCM and its officers, directors, employees, agents, and affiliates from and against any claims, liabilities, damages, losses, and expenses arising from: (a) your violation of these Terms; (b) your submission of inaccurate or fraudulent billing information; (c) your violation of any applicable law including HIPAA, the False Claims Act, or Stark Law; or (d) any unauthorized access to the platform resulting from your failure to safeguard credentials.

12. Governing Law and 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 provisions. Any dispute arising out of or relating to these Terms shall be resolved by binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules. Notwithstanding the foregoing, either party may seek injunctive or other equitable relief in any court of competent jurisdiction.

13. Modifications to Terms

ezHealthRCM reserves the right to modify these Terms at any time. Material changes will be communicated via email or prominent notice on the platform at least thirty (30) days before taking effect. Your continued use of the Services after the effective date constitutes acceptance of the modified Terms.

14. Contact Information

For questions about these Terms, contact us at:

ezHealthRCM, LLC

Legal Department

legal@ezhealthrcm.com

For HIPAA-related inquiries or to file a privacy complaint, contact our Privacy Officer at: privacy@ezhealthrcm.com

You may also file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights at www.hhs.gov/ocr.