Last updated: June 6, 2026

EMRFlow Terms and Conditions

Terms and Conditions

Effective Date: June 6, 2026 Last Updated: June 6, 2026

Welcome to EMRFlow ("EMRFlow," "we," "our," or "us"). By accessing or using our website at https://emrflow.com (the "Website"), the EMRFlow mobile or web applications (collectively, the "App"), or any other service we provide (together with the Website and App, the "Services"), or by clicking to accept when you create an EMRFlow account, you agree to comply with and be bound by these Terms and Conditions ("Terms"). If you do not agree to these Terms, please do not use the Services.

These Terms incorporate by reference our Privacy Policy (https://emrflow.com/privacy) and License Agreement (https://emrflow.com/legal/eula).

1. Definitions

• "User" — anyone accessing the Website, App, or any other Service, including patients, administrators, therapists, supervisors, billing staff, and Practitioners.
• "Practitioner" — a licensed healthcare provider or the practice entity employing such provider that holds an EMRFlow account.
• "Patient" — an individual whose Protected Health Information ("PHI") is processed through the Services on behalf of a Practitioner. Patients interact with the Services through the Solo Practice client portal, intake forms, telehealth sessions, and the Practitioner's communications.
• "Solo Practice Mode" — the subscription product under which a single Practitioner operates EMRFlow independently of a connected EHR.
• "FHIR Mode" — the connectivity product under which EMRFlow integrates with a Practitioner's external Electronic Health Record via the HL7 FHIR R4 standard.
• "Subscription" — a recurring paid plan governing access to features of the Services as described on the Solo Practice plan tier page or in a written agreement.
• "PHI" — Protected Health Information as defined by HIPAA.

2. Acceptance of Terms

By accessing or using the Services, you confirm that:

• You are at least 18 years old, or you are using the Services with the supervision and consent of a parent or legal guardian, or you are an authorized representative acting on behalf of a Practitioner organization.
• You will use the Services in accordance with applicable laws, regulations, and professional standards.
• If you are a Practitioner, you are authorized to use the Services for healthcare-related purposes and are responsible for ensuring your own and your staff's compliance with HIPAA and applicable state and federal law.

3. Modification of Terms

We reserve the right to update these Terms at any time. Material changes will be communicated through the Website, the App, or by email to the account holder. Your continued use of the Services after the changes take effect constitutes acceptance of the new Terms. The "Effective Date" and "Last Updated" timestamps at the top of this page reflect the current version.

4. Description of Services

4.1 General

EMRFlow provides electronic-health-record and practice-management software including documentation tools, scheduling, telehealth, voice dictation, AI-assisted note generation, insurance claim submission, and patient billing.

4.2 FHIR Mode

The Services integrate with HL7 FHIR R4 Electronic Health Records (OpenEMR validated today; Epic and Cerner sandboxes on roadmap) via SMART on FHIR 2.0. Practitioners connecting an external EHR authorize EMRFlow's access through the EHR's standard OAuth flow.

4.3 Solo Practice Mode

Solo Practice Mode is a standalone offering for individual Practitioners. It includes a tiered Subscription with features including scheduling, voice dictation, telehealth video sessions, public booking widget, AI-assisted documentation, supervision logs, and patient billing through Stripe Connect. See the plan-details page for the feature gates that apply to each tier.

4.4 Solo Practice client portal

Patients of a Solo Practice clinician receive magic-link access to a portal where they can view appointments and join telehealth sessions without creating an account. The portal is accessible only through the magic-link the clinician issues; there is no public landing page. Magic links are time-limited and tied to a specific Practitioner relationship.

4.5 Patient intake portal

Practitioners can share intake-form links from https://forms.emrflow.com with prospective patients. Responses route to the appropriate Practitioner bucket via a referral code.

5. Account and Access

5.1 Account creation

You must provide accurate, complete, and current information when creating an account. You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account.

5.2 Automatic sign-out

For HIPAA Security Rule compliance, the Services automatically sign you out after 30 minutes of inactivity. You will see a notice on the sign-in screen explaining the reason for the sign-out and prompting you to sign in again.

5.3 Two-factor and biometric

Where the platform supports it, you may opt into biometric unlock (Face ID / Touch ID / fingerprint) or other additional authentication factors. EMRFlow does not store biometric data; biometric unlock is handled by the device operating system.

5.4 Account suspension and termination

We may suspend or terminate your access to the Services if you violate these Terms, the License Agreement, or applicable law, or if your account becomes inactive for an extended period. We may also terminate accounts where required to protect the safety or security of the Services or other users.

You may close your account at any time using the in-app account- deletion flow or by contacting support@emrflow.com. Termination provisions and data-handling on termination are described in Section 6 of the Privacy Policy.

6. Solo Practice Subscription Terms

The following terms apply to paid Solo Practice Subscriptions. They do not apply to no-charge plan tiers.

6.1 Billing cycle

Subscriptions renew automatically at the end of each billing cycle (monthly or annual, depending on the plan selected) unless cancelled before the renewal date. The renewal charge is billed to the payment method on file via Stripe.

6.2 Cancellation

You may cancel a Subscription at any time through the in-app subscription-management screen or by contacting support@emrflow.com. Cancellation takes effect at the end of the current billing cycle; access to paid features continues until that date. We do not provide pro-rata refunds for unused portions of a billing cycle.

6.3 Tier changes

You may upgrade or downgrade between Subscription tiers at any time. Upgrades take effect immediately and may be pro-rated. Downgrades take effect at the next renewal.

6.4 Per-claim credits (Solo Practice)

Some Solo Practice tiers include an allotment of claim-submission credits per billing cycle. Additional credits may be purchased in packs through Stripe. Credit packs are non-refundable except where required by law and do not expire while the Subscription remains active.

6.5 Patient billing (Stripe Connect)

Solo Practice Practitioners may collect payments from patients through their own Stripe Connect Standard account. EMRFlow does not receive, hold, or process patient funds; payments settle directly to the Practitioner's Stripe Connect account. The Practitioner is solely responsible for the substance of the patient invoice, the Practitioner's relationship with Stripe Connect, and any tax, licensing, or regulatory obligations arising from collecting patient payments.

6.6 Mobile app store distribution

Where the App is distributed through a mobile platform store (Apple App Store, Google Play Store), the platform store's own terms also apply. Paid Subscriptions are sold through https://app.emrflow.com, not through in-app purchase on the mobile App.

7. Telehealth Services

7.1 Provider responsibility

Telehealth sessions through EMRFlow's integrated video service are provided as a communication tool. The Practitioner is solely responsible for the clinical content of any telehealth visit, including informed consent, state telehealth licensing compliance, prescribing restrictions, and patient suitability for telehealth care.

7.2 Not for emergencies

The Services are not intended for medical emergencies. If you are experiencing a medical emergency, call 911 or your local emergency number, or go to the nearest emergency room. Telehealth sessions are not a substitute for emergency medical services.

7.3 Recording

EMRFlow does not record telehealth video or audio. If you record a session for any reason, you are solely responsible for compliance with state recording laws (one-party vs two-party consent) and for the security of the recording.

7.4 Service availability

Telehealth depends on a working internet connection, supported browser or device, and the availability of our subprocessor's infrastructure. We do not guarantee uninterrupted service.

8. AI-Assisted Features

8.1 AI is a tool, not a clinician

The Services include AI-assisted documentation features (voice dictation transcription, AI form fill, AI note suggestions). These features are tools to accelerate documentation workflow. They are not clinical decision support, do not constitute medical advice, and do not replace the Practitioner's clinical judgment.

8.2 Practitioner review required

Every AI-generated draft must be reviewed, edited where necessary, and signed by the Practitioner before being recorded as part of the patient's clinical record. The Practitioner is solely responsible for the accuracy and completeness of all clinical documentation attributed to them, regardless of whether AI tools assisted in the draft.

8.3 AI providers

Voice audio is transmitted to Deepgram for transcription; clinical narratives are transmitted to Amazon Web Services for AI-assisted generation, where they are processed by Anthropic Claude models hosted on Amazon Bedrock. Both providers process content under terms that prohibit training on customer inputs. Each provider's BAA status is described in the Privacy Policy. EMRFlow may change providers; we will update the Privacy Policy accordingly.

8.4 No warranty of accuracy

AI-generated drafts may contain errors, omissions, or fabrications. We make no warranty of medical accuracy. The Practitioner's clinical judgment is the source of truth for any documentation that becomes part of the patient's record.

9. Acceptable Use

You agree to use the Services lawfully and not to:

• Access or attempt to access PHI of patients for whom you are not authorized.
• Hack, scrape, reverse-engineer, decompile, or otherwise attempt to interfere with the Services or the underlying systems.
• Use the Services to send spam, malware, or unlawful content.
• Impersonate another User or misrepresent your identity or professional credentials.
• Use the Services to violate any applicable law or regulation, including HIPAA, state licensing laws, or state-specific telehealth restrictions.
• Use the Services to harass, defraud, or harm any person.
• Resell, redistribute, or commercially exploit the Services without our prior written consent.

10. User Responsibilities — Practitioners

If you are a Practitioner, in addition to the acceptable-use provisions above:

• You are the covered entity under HIPAA for the patients whose PHI you process through the Services. EMRFlow is your business associate.
• You are responsible for delivering a Notice of Privacy Practices to your patients.
• You are responsible for compliance with state licensing, telehealth, billing, and scope-of-practice laws in every jurisdiction where you practice.
• You are responsible for the accuracy of all clinical documentation entered into the Services under your account, even if drafted with the assistance of AI tools.
• You are responsible for your staff — administrators, supervisors, supervisees, and billing staff who you grant access to your EMRFlow account or to your data.
• You are responsible for the appropriateness of any patient data shared with the Services, including obtaining any consents required by HIPAA, state law, or your own Notice of Privacy Practices.
• You must execute a Business Associate Agreement with EMRFlow before processing real PHI; see docs/legal/baa-template-therapist.md for the template.

11. Intellectual Property

The Services, including all software, content, designs, logos, graphics, and trademarks, are the property of Facets Novum, LLC or its licensors. These Terms grant you a limited, non-exclusive, non-transferable, revocable license to use the Services for their intended purpose; full license terms appear in the License Agreement.

You retain all rights to the clinical content you create through the Services. You grant us a limited license to process that content as necessary to provide the Services as described in the Privacy Policy and the Business Associate Agreement.

Unauthorized reproduction, distribution, modification, or reverse engineering of the Services or its content is prohibited.

12. Third-Party Services

The Services integrate with the third-party services listed in Section 4 of the Privacy Policy. We are not responsible for the substance, availability, or privacy practices of those services beyond what is required by our subprocessor agreements and Business Associate Agreements. Please review each service's terms and policies before relying on it.

13. Disclaimers

13.1 No medical advice

The Services do not provide medical, dental, behavioral health, or other professional clinical advice. Content generated by the Services, including AI-drafted notes, is for use by the Practitioner as a documentation aid only. Patients must rely on their treating clinician for medical decisions.

13.2 "As is"

THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF HARMFUL COMPONENTS, OR THAT ANY CONTENT (INCLUDING AI-GENERATED CONTENT) WILL BE ACCURATE OR RELIABLE.

13.3 No financial advice

The Services include billing and claims-submission features. EMRFlow does not provide accounting, tax, or financial advice. You are responsible for verifying all financial information before submitting claims, charging patients, or filing taxes.

14. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY LAW, IN NO EVENT WILL FACETS NOVUM, LLC, ITS AFFILIATES, OFFICERS, EMPLOYEES, AGENTS, LICENSORS, OR SUBPROCESSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, PUNITIVE, OR EXEMPLARY DAMAGES, INCLUDING WITHOUT LIMITATION LOSS OF PROFITS, REVENUE, GOODWILL, OR DATA, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICES, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL CUMULATIVE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICES WILL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID US FOR THE SERVICES IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED U.S. DOLLARS ($100).

These limitations apply regardless of the legal theory on which the claim is based and regardless of whether we have been advised of the possibility of such damages.

15. Indemnification

You agree to indemnify, defend, and hold harmless Facets Novum, LLC, its affiliates, officers, employees, agents, licensors, and subprocessors from any claim, demand, loss, liability, damage, or expense (including reasonable attorneys' fees) arising out of or related to:

• Your use of or access to the Services.
• Your violation of these Terms or the License Agreement.
• Your violation of any third-party right, including without limitation any intellectual property, privacy, or publicity right.
• Your violation of any applicable law or regulation, including HIPAA, state licensing law, and state telehealth law.
• Any content you submit, transmit, store, or share through the Services.
• Any patient interaction conducted through or facilitated by the Services.

16. Termination

We may suspend or terminate your access to the Services at our discretion for violation of these Terms, the License Agreement, or applicable law, or as otherwise described in Section 5.4. On termination:

• Sections that by their nature should survive termination will survive, including without limitation Sections 11 (Intellectual Property), 13 (Disclaimers), 14 (Limitation of Liability), 15 (Indemnification), 17 (Governing Law), and 18 (Dispute Resolution).
• Data-handling on termination is described in the Privacy Policy and the Business Associate Agreement.

17. Governing Law

These Terms are governed by the laws of the State of Georgia, United States, without regard to conflict-of-law principles.

18. Dispute Resolution

The Parties will first attempt to resolve any dispute through good-faith negotiation. If informal negotiation fails, the dispute will be submitted to mediation in the State of Georgia. If mediation does not resolve the dispute within sixty (60) days, either Party may submit the dispute to binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, with the arbitration to take place in the State of Georgia. Judgment on the award may be entered in any court of competent jurisdiction.

Notwithstanding the foregoing, either Party may seek injunctive or other equitable relief in any court of competent jurisdiction to prevent or stop the unauthorized use or disclosure of confidential information or violation of intellectual property rights.

19. Force Majeure

We are not liable for any delay or failure to perform under these Terms due to causes beyond our reasonable control, including without limitation acts of God, war, terrorism, civil disturbance, pandemic, governmental action, internet or telecommunications outage, denial- of-service attack, fire, flood, earthquake, or labor strike.

20. Severability

If any provision of these Terms is held invalid or unenforceable, the remaining provisions remain in full force and effect. The invalid provision will be replaced with a valid provision that most closely approximates the original intent.

21. Entire Agreement

These Terms, together with the Privacy Policy, the License Agreement, the Business Associate Agreement (if applicable), and any plan-tier or order documents, constitute the entire agreement between you and EMRFlow regarding the Services and supersede any prior agreement on the same subject.

22. Contact Us

Questions about these Terms can be directed to:

Facets Novum, LLC d/b/a EMRFlow 3961 Floyd Rd, Suite 300-229 Austell, GA 30106 United States

General: support@emrflow.com Legal: legal@emrflow.com

By accessing or using the Services, you acknowledge that you have read, understood, and agreed to these Terms and Conditions.

End of Terms and Conditions.