Terms of Service

1. Clinical Disclaimer

2. User Responsibility

The clinician is the final authority on the accuracy, completeness, and appropriateness of the medical record. By using this application, you acknowledge and agree that:

• You are a licensed healthcare professional or are operating under direct supervision.
• If you accept terms or a Business Associate Agreement on behalf of a clinic, practice, hospital, or other organization, you represent that you are authorized to do so or are otherwise authorized to accept the agreement on that organization's behalf.
• All AI-generated SOAP notes, clinical descriptions, and extracted data are draft outputs that require professional review before use.
• You will not rely solely on AI-generated content for diagnosis, treatment, or decision-making.
• You are responsible for ensuring that all data entered into this application complies with applicable regulations, including HIPAA and your own organizational policies.
• You will export or copy any needed documentation to your official EHR system before the configured retention window expires.

3. Data Handling

All encounter data is subject to the retention policy described in our Privacy Policy. SyncSOAP is not the long-term system of record, and the application developer is not responsible for data loss resulting from failure to export documentation within the retention window.

4. Workflow Scope

SyncSOAP is currently designed as a documentation drafting and copy/paste workflow. Unless otherwise expressly stated in a written agreement, the Service does not promise direct EHR integration, automatic chart filing, claims submission, coding automation, or autonomous clinical decision support.

5. AI Model Limitations

AI language models can produce inaccurate, incomplete, or hallucinated content. The accuracy of transcription depends on audio quality, accents, medical terminology, and ambient noise. The accuracy of visual descriptions depends on image quality, lighting, and the inherent limitations of computer vision models. No warranty is made regarding the accuracy of any AI-generated output.

6. Security and Compliance Information

Any descriptions of encryption, cloud services, retention settings, subprocessors, or compliance-oriented safeguards are provided for general informational purposes and do not constitute legal advice, a certification, or a warranty that any customer configuration will satisfy all regulatory requirements. SyncSOAP is built to support HIPAA-aligned workflows, but whether a deployment is compliant depends on the customer's BAA, configuration, data handling practices, and operational safeguards.

Depending on the customer relationship, the Business Associate Agreement may be accepted electronically during signup or executed separately through a written order form, addendum, or enterprise contracting process.

Customers are responsible for validating their own deployment, business associate arrangements, access controls, device security, operational practices, and downstream EHR workflows.

7. Limitation of Liability

To the fullest extent permitted by applicable law, the developers and operators of this application shall not be held liable for any direct, indirect, incidental, special, or consequential damages arising from the use of AI-generated clinical documentation, including but not limited to errors in medical records, misdiagnosis, or adverse patient outcomes.

8. Modifications

We reserve the right to update these Terms of Service at any time. Continued use of the application after changes constitutes acceptance of the revised terms.