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Terms of Use

Effective Date: October 4, 2026·Version 1.1

1. Acceptance of Terms

By accessing or using the Telemedcore clinical practice management platform (the “Platform”) operated by Telemedcore (“Company,” “we,” “us,” or “our”), you agree to be bound by these Terms of Use (“Terms”) and our Privacy Policy. If you do not agree to these Terms, you must not access or use the Platform.

These Terms apply to all users of the Platform, including but not limited to practice administrators, healthcare providers, nurses, receptionists, billers, patients, students, and faculty.

2. Description of Service

The Platform is a cloud-based clinical practice management system that provides the following capabilities:

  • Scheduling: Appointment scheduling, provider calendar management, waitlist management, group appointments, and online scheduling widgets;
  • Electronic Health Records (EHR): Clinical encounters, SOAP notes, vitals recording, diagnosis and procedure tracking, clinical document management, and e-prescribing (via add-on);
  • Billing: Patient invoicing, fee schedule management, payment recording, and insurance billing;
  • Claims Management: CMS-1500 claim creation, submission tracking, denial management, AI-assisted appeal generation, and electronic remittance advice (ERA) processing;
  • Patient Portal: Secure patient messaging, appointment requests, intake forms, document sharing, and self-service access to health records;
  • Reporting: ROI dashboards, denial analytics, revenue cycle analytics, data export, and automated report generation;
  • Document Management: Secure document storage, sharing, and organization;
  • Subscription Management: Tiered subscription plans, per-provider add-on services, and feature gating; and
  • Practice Administration: User management, provider management, location management, compliance dashboards, and referral programs.

3. Account Types

3.1 Medical Practice Tenants

Medical Practice tenant accounts are designed for licensed healthcare practices that handle real patient data. Medical Practice tenants are subject to HIPAA compliance requirements. The Company acts as a Business Associate under HIPAA for Medical Practice tenants and a Business Associate Agreement (BAA) applies to every Medical Practice tenant. It is accepted in the Platform before patient information is stored.

3.2 Educational Institution Tenants

Educational Institution tenant accounts are designed for healthcare and nursing training programs that use the Platform as a clinical practice management training tool. Educational Institution tenants are expected to use the Platform exclusively with simulated, fictitious, or de-identified data.

Because Educational Institution accounts do not handle real patient data, HIPAA Business Associate obligations do not apply to these accounts. The Company does not act as a Business Associate for Educational Institution tenants. See Section 6 for full details on Educational Tenant obligations.

4. User Accounts and Responsibilities

  • Accurate Information: You agree to provide accurate, current, and complete information during account creation and to keep your account information updated.
  • Password Security: You are responsible for maintaining the confidentiality of your password, which must meet our security complexity requirements. You agree to notify us immediately of any unauthorized use of your account.
  • Multi-Factor Authentication: We support and encourage the use of multi-factor authentication (MFA). Your organization’s administrator may require MFA for all users.
  • Account Activity: You are responsible for all activities that occur under your account. You must not share your login credentials with any other person.
  • Role-Based Access: The Platform enforces role-based access controls. Users are granted permissions commensurate with their assigned role. You agree not to attempt to access features or data beyond the scope of your assigned role.

5. Acceptable Use

You agree to use the Platform only for lawful purposes and in accordance with these Terms. You agree not to:

  • Use the Platform in any way that violates any applicable federal, state, local, or international law or regulation;
  • Attempt to gain unauthorized access to any portion of the Platform, other users’ accounts, or any systems or networks connected to the Platform;
  • Use the Platform to transmit any malware, viruses, or other malicious code;
  • Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Platform;
  • Use any automated system, including bots, crawlers, or scrapers, to access the Platform;
  • Interfere with or disrupt the Platform or the servers and networks connected to the Platform;
  • Use the Platform to store or transmit content that infringes on the intellectual property rights of any third party; or
  • Sublicense, resell, or redistribute access to the Platform without our express written consent.

6. Educational Tenant Obligations

This section applies specifically to tenants classified as Educational Institution accounts. By using the Platform as an Educational Institution tenant, you agree to the following:

6.1 Prohibition on Real Protected Health Information

Educational Institution tenants must not enter, store, or transmit real protected health information (PHI) into the Platform. All patient data, clinical records, and related information entered by educational tenants must be simulated, fictitious, or fully de-identified in compliance with the HIPAA Safe Harbor de-identification standard (45 CFR 164.514(b)).

6.2 Institutional Responsibility

The educational institution is responsible for instructing all of its users — including students, faculty, instructors, and staff — that real patient information must not be entered into the Platform. The institution shall implement appropriate policies and training to ensure compliance with this requirement.

6.3 No HIPAA Liability

The Company is not liable under HIPAA or any other health information privacy law for data entered into Educational Institution tenant accounts. Because educational accounts are designed exclusively for training with simulated data, HIPAA Business Associate obligations, breach notification requirements, and related compliance obligations do not apply. The Platform does not employ technical controls that automatically prevent the entry of real PHI into Educational Institution accounts. The prohibition in Section 6.1 is contractual and enforced through institutional policy requirements, not by the Platform’s technical systems.

6.4 Unauthorized Real PHI

If the Company becomes aware or reasonably suspects that an Educational Institution tenant has entered real PHI into the Platform, the Company reserves the right to:

  • Immediately suspend the tenant’s account pending investigation;
  • Require the institution to remove the offending data within a commercially reasonable timeframe;
  • Terminate the tenant’s account if the institution fails to remediate; and
  • Cooperate with regulatory authorities as required by law.

The educational institution shall be solely responsible for any regulatory penalties, claims, or damages arising from the unauthorized entry of real PHI into its Educational Institution account.

7. Subscription and Billing

  • Subscription Tiers: The Platform is available under four subscription tiers: Starter, Growth, Premium, and Enterprise. Each tier includes a defined set of features and capabilities as described on our pricing page.
  • Add-On Services: Optional add-on services (e.g., e-prescribing, SMS reminders, advanced denial AI, custom API integrations) are available for an additional per-provider or flat monthly fee as specified in the add-on catalog.
  • Billing Cycle: Subscriptions are billed monthly or annually. Annual subscriptions include a 17% discount on both the base fee and all active add-ons. Fees are due at the beginning of each billing period.
  • Auto-Renewal: Subscriptions automatically renew at the end of each billing period unless cancelled at least 30 days before the renewal date.
  • Refund Policy: Monthly subscriptions are non-refundable. Annual subscriptions may be eligible for a prorated refund within the first 30 days. Add-on activations are effective immediately; deactivations take effect at the end of the current billing cycle.
  • Price Changes: We reserve the right to change subscription pricing with at least 60 days’ written notice. Price changes take effect at the next billing cycle following the notice period.

8. Intellectual Property

The Platform, including its source code, design, user interface, documentation, APIs, and all associated intellectual property, is and shall remain the exclusive property of Telemedcore. These Terms do not grant you any ownership rights in the Platform.

You are granted a limited, non-exclusive, non-transferable, revocable license to access and use the Platform in accordance with these Terms for the duration of your active subscription.

9. Data Ownership

  • Medical Practice Tenants: Medical practice tenants retain full ownership of all patient data, clinical records, and business data they enter into the Platform. The Company has no claim to this data and will not use it for any purpose other than providing the Service.
  • Educational Institution Tenants: Educational institution tenants retain ownership of all training data, simulated records, and educational materials they create within the Platform.
  • Anonymized Data: We may use anonymized, aggregated, and de-identified data (from which no individual or organization can be identified) for Platform improvement, analytics, and benchmarking purposes.

10. Disclaimer of Warranties

THE PLATFORM IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

THE PLATFORM IS A PRACTICE MANAGEMENT TOOL AND IS NOT A SUBSTITUTE FOR PROFESSIONAL MEDICAL JUDGMENT, CLINICAL DECISION-MAKING, OR MEDICAL ADVICE. HEALTHCARE PROVIDERS USING THE PLATFORM REMAIN SOLELY RESPONSIBLE FOR ALL CLINICAL DECISIONS AND PATIENT CARE.

AI-GENERATED CONTENT, INCLUDING BUT NOT LIMITED TO AI-ASSISTED CLAIM APPEAL LETTERS, IS PROVIDED AS A DRAFTING AID AND MUST BE REVIEWED AND APPROVED BY A QUALIFIED PROFESSIONAL BEFORE SUBMISSION. THE COMPANY MAKES NO WARRANTIES REGARDING THE ACCURACY, COMPLETENESS, OR EFFICACY OF AI-GENERATED CONTENT.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL TELEMEDCORE, ITS OFFICERS, DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING WITHOUT LIMITATION LOSS OF PROFITS, DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES, RESULTING FROM:

  • YOUR ACCESS TO OR USE OF (OR INABILITY TO ACCESS OR USE) THE PLATFORM;
  • ANY CONDUCT OR CONTENT OF ANY THIRD PARTY ON THE PLATFORM;
  • UNAUTHORIZED ACCESS, USE, OR ALTERATION OF YOUR TRANSMISSIONS OR CONTENT; OR
  • ANY OTHER MATTER RELATING TO THE PLATFORM.

OUR TOTAL LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE USE OF THE PLATFORM SHALL NOT EXCEED THE TOTAL AMOUNT PAID BY YOU TO US DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

FOR EDUCATIONAL INSTITUTION TENANTS: THE COMPANY SHALL HAVE NO LIABILITY UNDER HIPAA OR ANY OTHER HEALTH INFORMATION PRIVACY LAW FOR DATA ENTERED INTO EDUCATIONAL INSTITUTION ACCOUNTS. THE EDUCATIONAL INSTITUTION BEARS SOLE RESPONSIBILITY FOR ENSURING THAT REAL PROTECTED HEALTH INFORMATION IS NOT ENTERED INTO THE PLATFORM.

12. Indemnification

You agree to indemnify, defend, and hold harmless Telemedcore and its officers, directors, employees, and agents from and against any and all claims, damages, obligations, losses, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising from:

  • Your violation of these Terms;
  • Your violation of any applicable law, rule, or regulation;
  • Your unauthorized use of the Platform;
  • Any content or data you submit, post, or transmit through the Platform; and
  • For Educational Institution tenants: the entry of real protected health information into the Platform in violation of these Terms, including any resulting regulatory penalties, breach notification costs, and third-party claims.

13. Termination

  • Voluntary Termination: You may terminate your subscription at any time by providing at least 30 days’ written notice. Your access will continue until the end of the current billing period.
  • Termination for Breach: We may suspend or terminate your access to the Platform immediately upon written notice if you materially breach these Terms, including but not limited to: failure to pay fees, violation of acceptable use policies, or (for educational tenants) entry of real PHI.
  • Data Export: Upon termination, you will have a 90-day window to export your data using the Platform’s data export features. After the 90-day window, your data will be securely deleted in accordance with our data retention policies and applicable legal requirements.
  • Survival: Sections regarding intellectual property, limitation of liability, indemnification, and governing law shall survive termination of these Terms.

14. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law provisions.

Any dispute, controversy, or claim arising out of or relating to these Terms or the breach, termination, or validity thereof shall first be submitted to good-faith mediation. If mediation is unsuccessful, the dispute shall be resolved by binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules, conducted in the State of California. The arbitrator’s decision shall be final and binding, and judgment upon the award may be entered in any court of competent jurisdiction.

Notwithstanding the foregoing, either party may seek injunctive or other equitable relief in a court of competent jurisdiction to prevent the actual or threatened infringement, misappropriation, or violation of intellectual property rights or confidentiality obligations.

15. General Provisions

  • Severability: If any provision of these Terms is held to be unenforceable or invalid, such provision shall be changed and interpreted to accomplish the objectives of such provision to the greatest extent possible under applicable law, and the remaining provisions shall continue in full force and effect.
  • Entire Agreement: These Terms, together with the Privacy Policy and any applicable Business Associate Agreement, constitute the entire agreement between you and the Company regarding the use of the Platform and supersede all prior agreements and understandings.
  • Waiver: The failure of the Company to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.
  • Assignment: You may not assign or transfer these Terms without our prior written consent. We may assign these Terms without restriction.
  • Notices: Any notices required under these Terms shall be sent to the email address associated with your account or, for notices to the Company, to the contact information provided below.

16. Contact Information

If you have any questions about these Terms of Use, please contact us at:

Telemedcore
2108 N ST STE N, Sacramento, CA 95816
Phone: 1 (800) 815-9438
Email: legal@telemedcore.com
Website: telemedcore.com