Terms of Service

These Terms of Service ("Terms") govern your access to and use of the website located at drcareservices.com (the "Site") and the revenue cycle management, medical billing, medical coding, medical credentialing, prior authorization, denial management, and related services (collectively, the "Services") provided by Dr Care Services ("Company," "we," "us," or "our"), a healthcare services company registered at 2700 Wabash, PA 19082, USA.

By accessing the Site or engaging our Services, you represent that you have read, understood, and agree to be bound by these Terms and our Privacy Policy, which is incorporated herein by reference. If you are entering into these Terms on behalf of a healthcare practice, clinic, hospital, or other organization, you represent and warrant that you have the legal authority to bind that entity to these Terms.

These Terms may be updated from time to time. We will notify you of material changes by updating the "Last Updated" date and, where appropriate, by email notification. Continued use of our Services after any changes constitutes acceptance of the revised Terms.

Dr Care Services provides outsourced healthcare administrative and revenue cycle management services to licensed healthcare providers, medical practices, clinics, hospitals, and related organizations. Our Services include, but are not limited to:

• Medical Billing Services: Claim preparation, submission, payment posting, and accounts receivable management
• Medical Coding Services: ICD-10, CPT, and HCPCS code assignment by AAPC and AHIMA-certified coders
• Medical Credentialing Services: Provider enrollment with Medicare, Medicaid, and commercial payers; CAQH, NPPES, and PECOS management
• Prior Authorization Services: Insurance eligibility verification, authorization requests, documentation preparation, and payer communication
• Denial Management Services: Denial analysis, root cause identification, claim correction, appeal submission, and prevention strategies
• Revenue Cycle Management: End-to-end management of all the above services as an integrated solution

The specific scope, deliverables, timelines, and terms of any Services engagement are defined in a separate Service Agreement or Statement of Work executed between Dr Care Services and the client. In the event of any conflict between these Terms and a fully executed Service Agreement, the Service Agreement shall govern with respect to the specific Services described therein.

We reserve the right to modify, suspend, or discontinue any Service at any time with reasonable prior notice to affected clients, except where immediate action is required due to legal, regulatory, or security reasons.

Our Services are intended solely for healthcare providers, medical practices, hospitals, and healthcare organizations that are legally authorized to provide healthcare services in the United States and that hold all applicable licenses, certifications, and accreditations required under federal and state law.

By engaging our Services, you represent and warrant that:

• You are a licensed healthcare provider or authorized representative of a licensed healthcare organization
• You are at least 18 years of age and have the legal capacity to enter into binding contracts
• You are in good standing with all applicable licensing boards, regulatory agencies, and payers
• You are not currently excluded from participation in any federal or state healthcare program, including Medicare or Medicaid
• All information you provide to us is accurate, complete, and current

We reserve the right to refuse service to any individual or entity that does not meet these eligibility requirements or that we determine, in our sole discretion, to be ineligible for our Services.

To access our Services, you may be required to create an account and provide login credentials. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

4.1 Account Security

You agree to notify us immediately of any unauthorized use of your account or any other security breach. Dr Care Services will not be liable for any loss or damage arising from your failure to maintain the security of your account credentials. You must not share your login credentials with unauthorized third parties.

4.2 System Access

To facilitate our Services, you may grant Dr Care Services access to your electronic health records (EHR) system, practice management system (PMS), payer portals, and other healthcare technology platforms. You represent that you have the authority to grant such access and that doing so does not violate any third-party agreements or applicable law. You agree to provide access in a manner that complies with all applicable security requirements, including HIPAA technical safeguards.

4.3 Accuracy of Information

You are responsible for the accuracy and completeness of all provider information, patient data, and clinical documentation provided to Dr Care Services for use in delivering our Services. We are not liable for errors, denials, or delays arising from inaccurate or incomplete information provided by you or your staff.

5.1 Fee Structure

Our fees for Services are set forth in the applicable Service Agreement or Statement of Work. Unless otherwise agreed in writing, Dr Care Services charges a percentage of net collections — meaning fees are calculated based on the amount of revenue actually collected on your behalf. The specific percentage rate is determined by the scope of services, practice specialty, volume, and other factors outlined in your Service Agreement.

5.2 Payment Terms

Invoices are issued monthly and are due within thirty (30) days of the invoice date unless otherwise specified in your Service Agreement. Overdue payments accrue interest at a rate of 1.5% per month (18% per annum) or the maximum rate permitted by applicable law, whichever is lower. We reserve the right to suspend Services for accounts with invoices outstanding by more than sixty (60) days.

5.3 Taxes

All fees are exclusive of applicable taxes. You are responsible for any sales, use, value-added, or similar taxes applicable to the Services, excluding taxes based on Dr Care Services' net income.

5.4 Disputes

If you dispute any invoice, you must notify us in writing within thirty (30) days of the invoice date, specifying the nature of the dispute. Undisputed portions of any invoice remain due and payable. We will work in good faith to resolve billing disputes within a reasonable timeframe.

To enable Dr Care Services to deliver our Services effectively, you agree to:

• Provide accurate, complete, and timely clinical documentation, provider information, and patient data required for billing, coding, and credentialing activities
• Maintain all required licenses, certifications, and payer enrollments and notify us promptly of any changes to your licensure status or payer enrollment
• Ensure that all clinical services billed through our Services were actually rendered and are accurately documented in the medical record
• Comply with all applicable federal and state healthcare laws, including HIPAA, the False Claims Act, the Anti-Kickback Statute, and the Stark Law
• Review and approve any reporting or documentation requiring your authorization in a timely manner
• Notify us promptly of any payer audits, investigations, Medicare or Medicaid exclusion proceedings, or legal matters that may affect our Services
• Maintain adequate malpractice insurance and ensure that all providers receiving our credentialing services hold current, valid state medical licenses
• Designate an authorized point of contact who has the authority to make decisions regarding the Services

Dr Care Services functions as a Business Associate as defined under HIPAA (45 CFR § 160.103) when providing Services that involve access to Protected Health Information (PHI). The following terms govern our HIPAA obligations:

7.1 Business Associate Agreement

Prior to accessing any PHI in connection with our Services, Dr Care Services will execute a Business Associate Agreement (BAA) with each client that qualifies as a HIPAA Covered Entity. The BAA governs the permissible uses and disclosures of PHI, our security obligations, breach notification requirements, and related HIPAA compliance obligations. These Terms do not replace or supersede the BAA — the BAA governs all matters specifically related to PHI.

7.2 Use of PHI

We use PHI only to the extent necessary to perform the contracted Services and as permitted by the applicable BAA and HIPAA regulations. We do not sell, rent, or use PHI for marketing purposes. We maintain all required HIPAA administrative, physical, and technical safeguards.

7.3 Your HIPAA Obligations

As a HIPAA Covered Entity, you are responsible for implementing appropriate HIPAA policies and procedures within your own organization, obtaining all necessary patient authorizations, and ensuring that your use of our Services complies with your own HIPAA obligations. You agree to notify Dr Care Services immediately if you become aware of any actual or suspected breach of PHI involving information we have processed on your behalf.

7.4 Breach Notification

In the event of a breach of unsecured PHI, Dr Care Services will notify you without unreasonable delay and in no case later than sixty (60) days after discovery of the breach, as required by the HIPAA Breach Notification Rule (45 CFR Part 164, Subpart D). We will provide all information required by 45 CFR § 164.410 to the extent such information is available.

8.1 Dr Care Services IP

All content on the Site, including but not limited to text, graphics, logos, icons, images, data compilations, software, and methodologies, is the property of Dr Care Services or its content suppliers and is protected by United States and international intellectual property laws. Our proprietary processes, workflows, coding methodologies, denial management strategies, and reporting frameworks are trade secrets and confidential information of Dr Care Services.

You are granted a limited, non-exclusive, non-transferable, revocable license to access and use the Site and our Service deliverables solely for your internal business purposes in connection with the Services. You may not reproduce, distribute, modify, create derivative works from, publicly display, or commercially exploit any content from the Site or our Services without our prior written consent.

8.2 Client IP

You retain all ownership rights in the clinical documentation, patient data, and other materials you provide to us for the purpose of delivering our Services. You grant Dr Care Services a limited license to use, process, and transmit such materials solely as necessary to perform the contracted Services. This license terminates upon the conclusion of our Service relationship.

8.3 Feedback

If you provide feedback, suggestions, or recommendations regarding our Services, you grant Dr Care Services a perpetual, irrevocable, worldwide, royalty-free license to use such feedback for any purpose, including improving our Services, without any obligation to compensate you.

Each party (the "Receiving Party") agrees to keep confidential all non-public information disclosed by the other party (the "Disclosing Party") in connection with these Terms or the Services ("Confidential Information"), including business plans, financial information, patient data, proprietary processes, pricing, and technical information.

The Receiving Party agrees to:

• Use Confidential Information only for the purposes of performing or receiving the Services
• Limit disclosure to employees, agents, and subcontractors who have a need to know and are bound by confidentiality obligations no less restrictive than these Terms
• Protect Confidential Information with at least the same degree of care used to protect its own confidential information, but in no event less than reasonable care
• Promptly notify the Disclosing Party of any unauthorized disclosure or use of Confidential Information

Confidentiality obligations do not apply to information that is or becomes publicly available through no breach of these Terms, is independently developed without use of the Confidential Information, is received from a third party without restriction, or is required to be disclosed by law, regulation, or court order (provided that the Receiving Party gives the Disclosing Party prompt notice and cooperates in seeking a protective order).

10.1 No Medical or Legal Advice

Dr Care Services provides administrative revenue cycle management services. Nothing in our Services, communications, or website constitutes medical advice, legal advice, or compliance counsel. Our coding recommendations reflect our coders' interpretation of provided clinical documentation and do not constitute a representation that a claim will be paid or that a particular course of treatment is medically necessary. You should consult qualified legal and compliance counsel regarding your specific legal and regulatory obligations.

10.2 No Guarantee of Reimbursement

We do not guarantee that any claim submitted on your behalf will be paid or paid at a particular rate. Payer decisions are made solely by the applicable insurance company, government program, or third-party payer and are outside our control. While we work diligently to maximize your collections, reimbursement is subject to patient eligibility, benefit plan limitations, medical necessity determinations, and payer policies.

10.3 Website Disclaimer

THE SITE AND ITS CONTENT ARE PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SITE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

• DR CARE SERVICES WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, LOST REVENUE, LOSS OF DATA, OR BUSINESS INTERRUPTION, ARISING FROM OR RELATED TO THESE TERMS OR OUR SERVICES, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
• OUR TOTAL CUMULATIVE LIABILITY TO YOU FOR ANY CLAIMS ARISING FROM OR RELATED TO THESE TERMS OR OUR SERVICES, WHETHER IN CONTRACT, TORT, STRICT LIABILITY, OR OTHERWISE, WILL NOT EXCEED THE TOTAL FEES PAID BY YOU TO DR CARE SERVICES IN THE THREE (3) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

The limitations above reflect an agreed allocation of risk between the parties and are a fundamental basis of the bargain between us. Some jurisdictions do not allow the exclusion of certain warranties or limitation of liability for certain damages, so some of the above limitations may not apply to you.

11.1 Indemnification

You agree to indemnify, defend, and hold harmless Dr Care Services, its officers, directors, employees, agents, and contractors from and against any claims, liabilities, damages, judgments, costs, and expenses (including reasonable attorneys' fees) arising from: (a) your breach of these Terms; (b) your violation of any applicable law or regulation; (c) inaccurate or incomplete information you provided to us; (d) your infringement of any third-party rights; or (e) any claim by a patient, payer, or regulatory authority arising from the clinical services you provided.

12.1 Term

These Terms remain in effect for as long as you use our website or are a client of Dr Care Services. The term of any specific Services engagement is set forth in the applicable Service Agreement.

12.2 Termination by Either Party

Either party may terminate a Service Agreement with thirty (30) days prior written notice to the other party, unless a different notice period is specified in the Service Agreement. Either party may terminate immediately upon written notice if the other party materially breaches these Terms or the Service Agreement and fails to cure such breach within fifteen (15) days of receiving written notice of the breach.

12.3 Termination for Cause

Dr Care Services may suspend or terminate Services immediately upon notice if: (a) you fail to pay any undisputed amounts owed; (b) you engage in fraudulent billing practices; (c) you violate HIPAA or other applicable healthcare laws; (d) a regulatory authority requires us to cease providing services to you; or (e) your license to practice medicine or your payer enrollment is revoked or suspended.

12.4 Effect of Termination

Upon termination, all outstanding fees become immediately due and payable. We will provide you with access to all work product and records completed through the termination date. We will return or destroy all PHI in accordance with the applicable BAA. Sections covering intellectual property, confidentiality, disclaimers, limitation of liability, governing law, and any accrued payment obligations will survive termination of these Terms.

13.1 Governing Law

These Terms and any disputes arising from or related to them are governed by the laws of the Commonwealth of Pennsylvania, United States, without regard to its conflict of law principles, except to the extent that federal law (including HIPAA) governs specific aspects of our relationship.

13.2 Dispute Resolution

Before initiating any formal legal proceedings, the parties agree to attempt to resolve any dispute through good faith negotiation. If the dispute cannot be resolved informally within thirty (30) days, either party may pursue resolution through binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. The arbitration will be conducted in Pennsylvania and the arbitrator's award will be final and binding on both parties. The prevailing party in any arbitration or legal proceeding is entitled to recover reasonable attorneys' fees and costs.

13.3 Class Action Waiver

YOU AGREE THAT ANY DISPUTE RESOLUTION PROCEEDINGS WILL BE CONDUCTED ON AN INDIVIDUAL BASIS ONLY AND NOT AS A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION. YOU WAIVE YOUR RIGHT TO PARTICIPATE IN A CLASS ACTION LAWSUIT OR CLASS-WIDE ARBITRATION.

13.4 Severability

If any provision of these Terms is found to be unenforceable or invalid under applicable law, that provision will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in full force and effect.

If you have any questions about these Terms of Service or wish to discuss our Services, please contact our legal and compliance team using the details below. All formal legal notices must be delivered in writing to our registered business address.