Terms of Service

Last updated [[DATE]] · Between [[FULL LEGAL NAME]] and the dental practice subscribing to the service

1. What the service is

An automated telephone reception service for dental practices. It answers inbound calls, identifies callers, books and reschedules appointments against the practice's calendar, maintains a cancellation waitlist, sends appointment messages by SMS, and applies the emergency triage rules described in section 4.

2. What the service is not

It is not a medical or dental service and provides no clinical care, diagnosis or advice.
It is not an emergency service. It is not a substitute for emergency telephone numbers, an emergency department, or a clinician.
It is not an insurance or billing service. It will state which insurers a practice works with and will not confirm that any treatment is covered.
It is not a practice management system and is not a record of care.

3. The practice's responsibilities

The practice is responsible for:

The accuracy of the information it gives us to configure the service — hours, services, clinicians, appointment types and durations.
Reviewing bookings and escalations. The service surfaces them; a human at the practice is expected to look.
Determining whether calls may lawfully be recorded in its jurisdiction, and telling us whether to enable recording and disclosure. See the Privacy Policy, section 4.
Executing a Business Associate Agreement with us before live patient calls are routed to the service.
Its own clinical decisions, without exception.

4. Emergency triage — what it does and does not mean

The service is designed to identify defined red-flag indicators in what a caller says — including difficulty breathing or swallowing, spreading facial swelling, swelling with fever, uncontrolled bleeding, head or jaw injury, and avulsed teeth. Where one is identified, the service directs the caller to seek emergency care, declines to offer them a routine appointment, and writes a permanent audit record.

The limit of that, stated plainly. The service recognises indicators in language, not conditions in patients. A caller may describe a serious problem in words the system does not recognise, may understate their symptoms, or may not mention them at all. The absence of an escalation is not a finding that no emergency exists, and must never be relied on as one. Triage reduces the chance that a patient in danger is quietly booked for next Tuesday. It does not replace clinical judgement, and no configuration of it will.

5. Fees and payment

Plan	Fee	Includes
Practice	$997 per location, per month	Unlimited calls and minutes
Founding Practice	$497 per location, per month	As above. Available to the first three practices only, and held for the life of the account

Fees are in US dollars, invoiced monthly in advance, and due within [[N]] days.
Payment is by [[PAYMENT METHOD]]. Bank charges on the practice's side are the practice's own.
Fees exclude any taxes that apply in the practice's jurisdiction.
There is no setup fee, and no charge per call or per minute.
Founding Practice pricing does not increase for as long as the account remains continuously active. It is given in exchange for a named testimonial and permission to use one anonymised call recording, and it lapses if the account is closed.

Price changes

Standard fees may change on 60 days' written notice, no more than once in any 12-month period. A practice that does not accept a change may cancel before it takes effect, and the old price applies until then.

6. Term, cancellation and what happens to the data

Month to month. No minimum term and no lock-in.
Either party may cancel on 30 days' written notice, for any reason. Fees already paid for the current month are not refunded, and no further fees fall due.
We may suspend the service on notice for non-payment, or immediately where continuing would breach the law or endanger callers.
On termination the practice may request its data in a machine-readable format within 30 days, after which it is deleted — other than emergency triage audit records, which are retained as described in the Privacy Policy.

7. Availability

We aim for continuous availability and do not guarantee it. The service depends on third-party telephony, model and hosting providers, and on the public telephone network. [[SERVICE LEVEL — state a target and any credit, or state plainly that none is offered. Do not promise a number that is not monitored.]]

Planned maintenance will be notified in advance where practical and scheduled outside normal practice hours.

8. Confidentiality and ownership

The practice's patient data, call records and configuration belong to the practice.
The software, prompts, triage rules and documentation belong to us. Subscribing grants the practice a non-exclusive, non-transferable right to use the service, and nothing more.
We may use aggregated, de-identified statistics to improve and describe the service. Nothing identifying a practice or a patient is used without written permission — the Founding Practice testimonial and recording being the specific, agreed exception.

9. Liability

[[COUNSEL TO SETTLE — the intended position: liability capped at fees paid in the preceding 12 months, with the usual carve-outs for death or personal injury caused by negligence, fraud, and anything else that cannot lawfully be limited. A cap below the annual fee is not credible to a buyer and should not be attempted.]]

Neither party is liable for indirect or consequential loss, or for loss of profit, revenue or goodwill.

10. Indemnity

The practice will indemnify us against claims arising from information it gave us that was inaccurate, from its instruction to record calls where it was not lawful to do so, and from its own clinical decisions.

11. General

Neither party may assign without the other's written consent, except to a successor of substantially the whole business.
Notices may be given by email to the addresses each party has given for the purpose.
Nothing here creates a partnership, employment or agency relationship.
If a provision is unenforceable, the rest stands.
These terms and the Business Associate Agreement together form the whole agreement. If they conflict on the handling of patient information, the BAA prevails.

12. Governing law

[[GOVERNING LAW AND FORUM — this needs a decision, not a placeholder, before signing anyone. A US practice will generally resist a foreign forum, and a supplier trading personally rather than through an entity carries unlimited personal liability wherever the forum sits. Both points are worth an hour with an attorney before the first signature.]]

13. Contact

hello@receptionistai.health
[[REGISTERED ADDRESS]]