Refund & Cancellation Policy

This Refund and Cancellation Policy is derived from and governed by the terms of the Revenue Cycle Infrastructure & Management Agreement between ClaiMed Solutions and its clients.

1. Nature of Services
ClaiMed Solutions provides revenue cycle infrastructure and management services, including billing operations, claims management, accounts receivable follow-up, and revenue optimization.
Due to the operational, labor-based, and ongoing nature of these services, all work performed is considered earned upon delivery.

2. No Refund Policy
All payments made to ClaiMed Solutions are non-refundable, including but not limited to:
Monthly service fees
Platform and software fees
Setup or onboarding efforts
Add-on services and consulting
Revenue-based fees tied to Net Collections
Once services have commenced or work has been performed, no refunds will be issued under any circumstances.

3. Term Commitment & Cancellation Timing
3.1 Initial Term
Clients agree to an initial service period (e.g., 180-day stabilization period) beginning on the Kickoff Date, defined as when ClaiMed Solutions receives all required system access and credentials.
Services may not be canceled without obligation during this initial term unless otherwise agreed in writing.

3.2 Ongoing Cancellation (Post-Term)
After the initial term:
Services continue on a month-to-month basis
Cancellation requires written notice
Services and billing continue through the applicable notice period

4. No Prorated Refunds
No refunds or credits will be issued for partial months
No refunds will be issued for unused services
No refunds will be issued if Client elects to terminate early
All fees incurred prior to termination remain fully due and payable.

5. Wind-Down & Post-Termination Services
Upon termination:
ClaiMed Solutions will continue servicing existing accounts receivable for a defined Wind-Down Period (typically 90 days)
Fees continue to apply during this period
ClaiMed Solutions remains entitled to compensation for claims submitted during the active term until fully adjudicated and paid
This ensures continuity of revenue recovery and protects both parties during transition.

6. Immediate Termination by Client
If a Client elects to terminate services immediately:
All outstanding balances become immediately due
No refunds or credits will be issued
ClaiMed Solutions may, at its sole discretion, limit or withhold transition services until payment is received

7. Suspension for Non-Payment
ClaiMed Solutions reserves the right to suspend services if payment obligations are not met.
Services may be suspended after notice and failure to cure
Client remains responsible for all fees during suspension
Suspension may impact claims processing, collections, and reporting

8. Third-Party & Platform Fees
Fees related to third-party platforms, including practice management systems such as AdvancedMD, are:
Non-refundable
Billed separately or passed through
Not subject to offset or dispute related to service performance

9. Data Release & Final Deliverables
Upon termination and full payment of all outstanding balances:
ClaiMed Solutions will provide a data export of accounts receivable in a standard format
Additional reporting, custom exports, or migration support may incur additional fees
No data release obligations exist until payment is satisfied.

10. Chargebacks and Payment Disputes
Clients agree not to initiate chargebacks or payment disputes without first attempting to resolve the matter directly with ClaiMed Solutions.
Improper disputes may result in:
Immediate service termination
Collection actions
Recovery of associated fees and legal costs

11. Exceptional Circumstances
Refunds, if any, are granted solely at the discretion of ClaiMed Solutions and only under rare, exceptional circumstances.

12. Policy Updates
ClaiMed Solutions reserves the right to modify this policy at any time. Continued use of services constitutes acceptance of any updates.

13. Contact
ClaiMed Solutions
[Insert Email]
[Insert Address]
4. No Guarantee of Results
We apply proven revenue cycle strategies and systems. However:
Results vary based on documentation, payer behavior, and patient eligibility
We do not guarantee specific revenue increases or collection outcomes

5. Client Responsibilities
Clients are responsible for:
Providing accurate and timely data
Maintaining proper documentation
Ensuring compliance with healthcare regulations
Delays or inaccuracies may impact results.

6. Fees and Payments
All fees are outlined in your service agreement.
Payments are due according to agreed terms
Late balances may accrue interest at 6% annually or the maximum allowed by law
Services may be paused for non-payment

7. Third-Party Platforms
Clients may be responsible for third-party systems such as:
Practice management or EHR platforms (e.g., AdvancedMD)
Clearinghouses and payer systems
ClaiMed Solutions is not responsible for outages or limitations of third-party systems.

8. HIPAA and Data Security
We maintain safeguards to protect Protected Health Information (PHI) in accordance with HIPAA.
A Business Associate Agreement (BAA) is provided where required
Access is restricted to authorized personnel and approved subcontractors

9. Confidentiality
We protect all client and patient data and do not disclose information except as required to perform services or by law.

10. Limitation of Liability
To the fullest extent permitted by law:
ClaiMed Solutions is not liable for indirect or consequential damages
Liability is limited to fees paid for services

11. Service Termination
Either party may terminate services per the terms of the service agreement.
Outstanding balances remain due upon termination.

12. Governing Law
These terms are governed by the laws of the State of Texas.

13. Updates to These Terms
We may update these Terms at any time. Continued use of our website or services constitutes acceptance of any changes.

14. Contact
ClaiMed Solutions
info@claimedsolutions.com
5900 Balcones Dr. #18440
Austin, TX 78731

15. SMS Messaging Terms & Conditions
By providing your phone number and opting in to receive SMS communications from ClaiMed Solutions, you agree to the following:
You may cancel the SMS service at any time by replying “STOP” to any message. Upon sending “STOP,” you will receive a confirmation
message, and you will no longer receive SMS messages from us unless you opt in again.
If you need assistance, reply “HELP” to any message or contact us at support@claimedsolutions.com.
Message frequency may vary and may include appointment reminders, confirmations, and service-related communications.
Message and data rates may apply for messages sent to you from us and to us from you. Please contact your wireless provider for details
regarding your messaging or data plan.
Carriers are not liable for delayed or undelivered messages.
For information on how we collect and use your data, please review our Privacy Policy:
https://stage.claimedsolutions.com/privacy-policy