Terms of Service

1. Acceptance of Terms

By creating an account or using AgenciesForge, you agree to these Terms of Service.

2. Service Description

AgenciesForge provides software-based tools to help behavioral health organizations prepare documentation, navigate certification, and operate their agency — including AI-assisted clinical documentation, claims submission via the Stedi clearinghouse, patient charting, scheduling, eligibility verification, and patient-portal features. The platform is a tool; it does not constitute legal, medical, or accreditation advice. You remain responsible for clinical decisions, billing accuracy, and regulatory compliance.

3. Accounts and Subscriptions

Plans are billed via Stripe according to the published pricing (agenciesforge.com). Two plan families:

• Certification family — setup fee + monthly access (Launch, Guided Launch, Concierge). Optional installment payment plan splits the setup fee across recurring monthly payments.
• EHR-only family — monthly subscription for already-certified agencies that need the EHR + Stedi billing layer (EHR Starter, Professional, Enterprise). No setup fee.
• Custom tier — agencies above 500 active patients; talk-to-us pricing outside the Stripe self-serve flow.

Each plan includes a monthly voice-dictation minute pool. Overage minutes accrue at the plan's posted per-minute rate; usage is metered against your agency's monthly aggregate and visible in Settings → Plan. You may cancel at any time through your account settings; cancellations take effect at the end of the current billing period. Refunds are handled on a case-by-case basis.

4. Stedi Clearinghouse Pass-Through

Eligibility checks (270/271), claim submissions (837P/I/D), 835 ERA, and CMS-1500 PDF generation flow through Stedi as a subprocessor under our Stedi BAA (effective 2025-04-14). Each call carries an agency-scoped cost tracked in your usage ledger. Per-call rates are documented in our pricing page; we absorb Stedi's monthly minimum commitment. Pass-through fees imposed by payers, intermediaries, or government entities are billed at actual without markup and don't count toward AgenciesForge revenue.

5. Acceptable Use

You agree not to misuse the platform, including attempting unauthorized access, sharing credentials, generating unlawful content, uploading data you do not have rights to, or submitting Protected Health Information without a signed Business Associate Agreement (see section 7). Automated scraping, reverse-engineering, or load testing without prior written approval is prohibited.

6. AI-Assisted Features

AgenciesForge integrates Anthropic Claude models via AWS Bedrock to provide AI-assisted documentation, claim audits, voice-to-SOAP transcription, and the AI Forge agent. AI output is a draft you must review before signing or submitting to a payer. You remain the licensed clinician of record; AI assistance does not transfer clinical responsibility. Voice transcription runs through Google Cloud Speech-to-Text under the Google Cloud BAA; audio is not retained beyond the transcription latency window.

AgenciesForge does not use customer PHI to train any model. AWS Bedrock's data privacy guarantees (no prompt or output retention for model training) apply.

7. Business Associate Agreement (HIPAA)

Customers operating in HIPAA-regulated workflows must execute the AgenciesForge Business Associate Agreement before transmitting Protected Health Information. The current BAA template is available on request and is maintained atdocs/BAA_TEMPLATE_v1.md in our repository. The BAA governs:

• Permissible PHI use (Treatment, Payment, Health Care Operations) and prohibited uses (no marketing, no model training, no sale of PHI).
• Subcontractor flow-down — every AgenciesForge subprocessor with PHI access has either a signed BAA, a HIPAA-eligible service offering, or is exempt (payment processors). See the Privacy Policy for the current subprocessor list.
• Security Rule safeguards (encryption at rest + in transit, access controls, audit logging).
• Breach notification within 10 business days of discovery.
• Customer rights under § 164.524 (access), § 164.526 (amendment), and § 164.528 (accounting of disclosures).

8. Audit Logging & Data Retention

Every PHI read, write, export, and disclosure is recorded in an append-only audit log retained for at least six years per HIPAA § 164.530(j). PHI is retained for the duration of your subscription plus six years thereafter, then deleted. You may export your patient data as an FHIR R4 Bundle at any time and may request earlier deletion subject to legal retention obligations. See the Privacy Policy for details.

9. Limitation of Liability

To the maximum extent permitted by law, AgenciesForge is provided "as is" without warranty. We are not liable for indirect or consequential damages arising from use of the platform. Aggregate liability for direct damages is capped at the fees you paid in the twelve months preceding the claim. Nothing in this section limits liability that cannot be excluded under applicable law (including HIPAA breach liability under your BAA).

10. Changes to These Terms

We may update these terms; material changes will be communicated by email and reflected in the "Last updated" date above. Continued use after the effective date constitutes acceptance.

11. Contact

Questions about these terms: support@agenciesforge.com
BAA / HIPAA inquiries: privacy@agenciesforge.com
Security incidents: security@agenciesforge.com