Terms of Service

Last updated: August 13, 2026

1. Acceptance of Terms

By accessing and using Optimize AI Tech's services, you agree to be bound by these Terms of Service and all applicable laws and regulations. These terms apply to website access, demonstrations, self-service use, and any use not governed by a separate signed agreement. Where a signed agreement, order form, Business Associate Agreement, data-processing agreement, or other written agreement exists between Optimize AI Tech and your organization, that agreement prevails over these terms to the extent of any conflict. If you do not agree with these terms, you are prohibited from using or accessing our services.

2. Service Description

Optimize AI Tech provides AI-powered healthcare workflow support for clinical documentation, documentation and coding gap analysis, and revenue-cycle operations, including:

• Ambient documentation and encounter-context support
• Documentation and coding gap analysis with reviewer-controlled clarification queries
• Suggested diagnosis and procedure-coding support
• Claim-readiness review and audit-trail reporting
• Analytics, configuration, and operational reporting

3. Use of Services

You agree to:

• Provide accurate and complete information when using our services
• Maintain the security of your account credentials
• Use the services in compliance with applicable healthcare regulations, including patient-privacy law
• Submit data to the platform only where you have the legal right to do so
• Ensure that all clinical, coding, billing, claim, appeal, medical-necessity, and payer-submission decisions are reviewed and approved by qualified personnel before use
• Maintain responsibility for payer-specific rules, government-program rules, coding compliance, documentation sufficiency, and medical-record accuracy
• Not attempt to circumvent or disable any security features
• Not use the services for any illegal or unauthorized purpose

4. Nature of AI Output

The platform uses generative artificial intelligence and its output is probabilistic and non-deterministic: identical inputs may produce differing output. As with all generative artificial intelligence, output may be incomplete, incorrect, outdated, or inconsistent with current coding guidelines, payer policies, medical-necessity rules, or government-program requirements. Output is advisory and supports rather than replaces professional judgment. The service is designed for reviewer-controlled workflows: suggestions may be copied by the user or pushed back to the EHR only after client-authorized review or confirmation, and should not be relied on as final clinical, coding, billing, claim, appeal, or payer-submission decisions without that review.

Each recommendation is presented with its source text and rationale so that the professional user can independently review the basis for it. The platform is not a medical device, does not practise medicine, and does not provide medical care; responsibility for clinical decisions remains with the treating clinician. We do not guarantee reimbursement, claim acceptance, or the outcome of any audit, appeal, or payer review, and the client remains responsible for compliance with payer rules and applicable law, including, in the United States, the False Claims Act.

In particular, the information and suggestions provided by our platform:

• Are not medical opinions, diagnoses, or billing determinations
• Should not be used as the sole basis for medical, coding, or billing decisions
• Are meant to support, not replace, professional healthcare and coding judgment
• Must be verified by qualified professionals before any clinical, coding, or claim use

Responsibility for the accuracy, completeness, medical necessity, legal support, and submission of claims to any commercial payer, Medicare, Medicaid, government program, regulator, or other authority, and for the content of the medical record, remains at all times with the client and its qualified staff.

5. Data and Privacy

Each party retains ownership of its own data. The client grants Optimize AI Tech a limited right to process client data solely to provide, secure, support, and improve the services for that client. The services are designed to minimize patient-identifying information: where possible, Optimize AI Tech uses encounter identifiers and limited clinical context rather than patient names, social security numbers, addresses, or direct contact details. However, clinical notes, recordings, transcripts, or free text supplied by a client may contain protected health information or other regulated data. Where United States law applies and the services involve protected health information, clinical data is processed under a Business Associate Agreement. Our data practices are described in our Privacy Notice.

6. Third-Party Services and Subprocessors

The services may rely on third-party cloud infrastructure, model providers, analytics tools, payment processors, communication tools, EHR integrations, coding references, and other vendors or subprocessors. Their systems, availability, terms, and performance may affect the services. Optimize AI Tech is not responsible for third-party services outside its reasonable control, but will use commercially reasonable efforts to select and manage service providers appropriate for the services.

7. Warranty and Liability

While we strive for accuracy and reliability in our services:

• Our services are provided "as is" without any warranties, express or implied
• We do not guarantee the accuracy, completeness, or timeliness of our services
• We do not guarantee reimbursement, payment, coding accuracy, claim acceptance, audit outcome, appeal outcome, medical necessity, or payer or regulator agreement with any code, diagnosis, documentation, or claim position
• To the maximum extent permitted by law, we are not liable for indirect, incidental, special, exemplary, punitive, or consequential damages, including lost profits, lost revenue, loss of goodwill, claim denials, payer recoupments, overpayment demands, audit losses, penalties, fines, or amounts arising from information submitted to payers or authorities
• To the maximum extent permitted by law, our aggregate liability for direct damages shall not exceed the amount paid for the services in the previous 12 months. For free trials, beta access, pilots, demonstrations, or evaluation use, liability is excluded to the maximum extent permitted by law unless a signed agreement states otherwise

8. Indemnification

The client shall defend, indemnify, and hold harmless Optimize AI Tech from and against any third-party claims, penalties, investigations, demands, and losses, including those brought by payers, regulators, government programs, patients, or commercial counterparties, to the extent arising from claims or records submitted by the client, the client's clinical or coding decisions, the client's breach of these terms, the client's failure to obtain required rights or licenses, or reliance on output without the qualified review described in section 4.

9. Intellectual Property

All content, features, and functionality of our service are owned by Optimize AI Tech and are protected by international copyright, trademark, and other intellectual property laws. You receive a limited license to use our services as intended.

Third-party content. Current Procedural Terminology (CPT®) is copyright American Medical Association. All rights reserved. CPT is a registered trademark of the American Medical Association. The services may display CPT codes and descriptors and other third-party code sets solely to support clinical documentation and coding workflows. No fee schedules, basic units, relative values, or related listings are endorsed by the American Medical Association, and the American Medical Association is not recommending their use. The client is responsible for ensuring that it holds all licenses and permissions required for its use of CPT and any other third-party code set accessed through the services, whether granted directly, through a national or governmental licensing arrangement, or otherwise.

10. Confidentiality

You agree to maintain the confidentiality of any sensitive information accessed through our services, including but not limited to:

• Healthcare provider information
• Insurance claim details
• System access credentials
• Technical documentation

11. Payment Terms

Services are sold under written agreements between Optimize AI Tech and the client, which set out fees and payment terms, or through self-service purchases on our website. Self-service payments are processed by Lemonsqueezy.com as Merchant of Record, in which case Lemonsqueezy handles payment processing, appears on your statement, provides payment-related support, and applies its own terms of service.

12. Trials, Pilots, and Beta Features

Unless a signed agreement states otherwise, demonstrations, pilots, sandbox environments, beta features, and evaluation access are provided for evaluation and configuration purposes only and should not be used for production clinical, coding, billing, claim, appeal, or payer-submission decisions. Beta features may be changed, suspended, or withdrawn at any time.

13. Term and Termination

We may suspend or terminate access for material breach of these terms. On termination of a client agreement, client data is returned or deleted as described in that agreement and our Privacy Notice.

14. Service Modifications

We reserve the right to modify or discontinue our service at any time without notice. We shall not be liable for any modification, suspension, or discontinuance of the service.

15. General

If any provision of these terms is held unenforceable, the remaining provisions continue in full force. These terms, together with any signed agreement and the Privacy Notice, form the entire agreement regarding the services.

16. Governing Law

These terms shall be governed by and construed in accordance with the laws of the State of Texas, United States, without regard to conflict-of-law rules. Any disputes shall be brought in the state or federal courts located in Texas, unless a signed agreement with your organization specifies otherwise.

17. Contact Information

For questions about these terms, please contact: legal@medcopilot.co