Terms of Use
1. Definitions
"Company," "we," "us," or "our" means MedRoute Technologies, LLC, a Texas limited liability company doing business as CodeReflex, with its principal place of business in San Antonio, Texas.
"Service" means the CodeReflex web application located at codereflex.app, including all features, tools, content, documentation, and related services made available by the Company.
"User," "you," or "your" means any individual who creates an account on or otherwise accesses or uses the Service.
"Output" means any E/M code suggestion, documentation strength assessment, explanation, or other result generated by the Service in response to User input.
2. Nature of the Service
2.1. Educational Decision-Support Tool.
CodeReflex is an educational decision-support tool designed to assist medical professionals in understanding and applying Evaluation and Management (E/M) billing code concepts based on commonly referenced E/M documentation guidelines. The Service analyzes de-identified clinical documentation text entered by Users and generates Outputs for educational and informational purposes only. The Service is not a professional medical coding service, certified coding tool, medical device, clinical decision-support system for diagnosis or treatment, or any product cleared or authorized by the FDA. It is not a provider of medical care, legal advice, or compliance consulting, and does not guarantee any particular audit outcome, payer acceptance, or reimbursement result. Use of the Service does not create any professional relationship between you and the Company.
2.2. No Obligation to Update.
The Company has no obligation to update the Service or any Output to reflect changes in AMA guidelines, CMS rules, payer policies, or any other coding or billing standard. E/M coding guidelines and payer policies change frequently, and the Service may not reflect the most current version at any given time.
3. Eligibility and Accounts
3.1. Eligibility.
The Service is intended for use by medical professionals, including licensed physicians, residents, fellows, and medical students, located in the United States. By creating an account, you represent that you are at least 18 years of age and that you will use the Service solely for lawful educational and professional purposes.
3.2. Account Security.
To access the Service, you must create an account by providing a valid email address. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify the Company promptly of any unauthorized use of your account.
3.3. Organizational Use.
If you create an account or use the Service on behalf of a medical practice, residency program, academic institution, or other organization (an "Organization"), you represent that you have authority to bind that Organization to these Terms, and "you" includes both you individually and the Organization. The Organization is responsible for ensuring that all individuals who access the Service through or at the direction of the Organization comply with these Terms.
3.4. Suspension and Termination.
The Company may suspend or terminate any account at any time, with or without notice and with or without cause, including if the Company reasonably believes you have violated these Terms.
4. User Responsibilities
4.1. Sole Responsibility for Coding and Billing.
You are solely and exclusively responsible for all coding, documentation, billing, claims submission, and compliance decisions you make, whether or not you consult any Output. You must independently verify all Outputs against current official guidelines published by the American Medical Association, the Centers for Medicare and Medicaid Services, applicable commercial payer policies, and any other relevant authority before acting on any Output.
4.2. No Submission of Protected Health Information.
You will not enter, upload, transmit, or otherwise submit any protected health information ("PHI") as defined under the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations (45 C.F.R. Parts 160 and 164), or any patient-identifiable information, into the Service. This includes patient names, medical record numbers, dates of birth, Social Security numbers, addresses, telephone numbers, email addresses, health plan beneficiary numbers, account numbers, or any other information that could reasonably be used to identify an individual patient. You must de-identify all clinical text before entering it into the Service.
4.3. Feedback.
You must not include PHI or patient-identifiable information in any feedback submitted through the Service. The Service may display a reminder of this prohibition before accepting feedback text. The Company may use feedback you submit to improve and operate the Service, without obligation or compensation to you.
4.4. Compliance With Law.
You will use the Service in compliance with all applicable federal, state, and local laws and regulations, including the False Claims Act (31 U.S.C. 3729-3733), the Anti-Kickback Statute (42 U.S.C. 1320a-7b), HIPAA, and applicable state billing and coding regulations.
4.5. Prohibited Uses.
You will not:
- (a)Use the Service for any purpose other than lawful educational and professional decision-support.
- (b)Represent or imply to any third party that Outputs constitute certified coding, professional coding services, legal advice, compliance certification, or audit guarantees.
- (c)Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code or underlying algorithms of the Service.
- (d)Resell, sublicense, redistribute, or commercially exploit the Service or any Output, except as part of your own internal professional or educational use.
- (e)Use the Service in any manner that could damage, disable, overburden, or impair the Service or interfere with any other party's use.
- (f)Use automated means (bots, scrapers, or similar tools) to access or interact with the Service without the Company's prior written consent.
5. Data Handling and HIPAA Positioning
5.1. No Storage of Clinical Input.
The Service processes clinical note text in memory to generate Outputs. The Company does not store, retain, or log the clinical text you enter. The Company does not intentionally retain clinical input text after your session interaction is complete, but does not warrant that transient caching inherent to standard internet and cloud infrastructure will never occur.
5.2. Not a Business Associate.
Because the Service is designed not to receive, create, maintain, or transmit PHI, and because Users are prohibited from submitting PHI under Section 4.2, the Company does not act as a "business associate" as defined by HIPAA with respect to data processed through standard use of the Service. No Business Associate Agreement is offered or required under the standard use of the Service. If you are a HIPAA covered entity or business associate, you are solely responsible for ensuring that you do not submit PHI into the Service.
5.3. Future BAA.
If the Company and an Organization mutually agree in the future to a use case involving the processing of PHI, that arrangement will be governed by a separate written Business Associate Agreement executed by both parties.
5.4. Privacy Policy.
The Company's collection and use of account information (such as your email address) and other non-clinical data is described in the Company's Privacy Policy, available at codereflex.app/privacy. The Privacy Policy is incorporated into these Terms by reference.
6. Intellectual Property
6.1. Company Ownership.
The Service, including all software, algorithms, models, text, graphics, user interface design, documentation, and other materials, is owned by or licensed to the Company and is protected by copyright, trademark, trade secret, and other intellectual property laws.
6.2. License to You.
Subject to your compliance with these Terms, the Company grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your own internal educational and professional purposes. This license does not include any right to sublicense, resell, or redistribute the Service or any Output.
6.3. User Input and Feedback.
You retain ownership of any original clinical text you enter into the Service (subject to Section 4.2). By submitting feedback or suggestions, you grant the Company a perpetual, irrevocable, worldwide, royalty-free license to use, reproduce, modify, and incorporate such feedback into the Service or the Company's other products and services, without obligation or compensation to you.
7. Fees and Subscription Plans
7.1. Plans.
The Service may be offered under free and paid subscription plans. Features, limitations, and pricing will be described on the Service's website or within the application.
7.2. Payment.
If you subscribe to a paid plan, you agree to pay all applicable fees in accordance with the pricing and payment terms presented at the time of purchase. Payments are processed through Stripe, Inc., and your use of Stripe is subject to Stripe's terms of service and privacy policy.
7.3. Renewal and Cancellation.
Paid subscriptions renew automatically at the end of each billing period unless you cancel before the renewal date through your account settings. Fees are non-refundable except (a) as required by applicable law, or (b) for verified billing errors or duplicate charges, which the Company will refund within thirty (30) days of confirmation.
7.4. Price Changes.
The Company may change its fees and pricing at any time upon reasonable notice. Fee changes apply to the next billing cycle following the effective date of the change.
7.5. Taxes.
All fees are exclusive of taxes. You are responsible for all applicable sales, use, or other taxes imposed by any governmental authority on your use of the Service, other than taxes on the Company's net income.
8. Disclaimers of Warranties
THE SERVICE AND ALL OUTPUTS ARE PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS, WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, THE COMPANY DISCLAIMS ALL WARRANTIES, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, COMPLETENESS, RELIABILITY, AND NON-INFRINGEMENT. WITHOUT LIMITING THE FOREGOING, THE COMPANY DOES NOT WARRANT THAT:
- (a)ANY OUTPUT WILL BE ACCURATE, COMPLETE, CURRENT, OR ERROR-FREE.
- (b)ANY SUGGESTED E/M CODE, DOCUMENTATION STRENGTH ASSESSMENT, OR EXPLANATION WILL BE ACCEPTED BY ANY PAYER, AUDITOR, OR REGULATORY BODY.
- (c)USE OF THE SERVICE WILL ENSURE COMPLIANCE WITH ANY LAW, REGULATION, GUIDELINE, OR PAYER POLICY.
- (d)THE SERVICE WILL BE UNINTERRUPTED, SECURE, OR FREE FROM VIRUSES OR OTHER HARMFUL COMPONENTS.
NO INFORMATION OR ADVICE, WHETHER ORAL OR WRITTEN, OBTAINED FROM THE COMPANY OR THROUGH THE SERVICE CREATES ANY WARRANTY NOT EXPRESSLY STATED IN THESE TERMS.
9. Limitation of Liability
9.1. Consequential Damages Waiver.
TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, THE COMPANY, ITS MEMBERS, MANAGERS, OFFICERS, EMPLOYEES, AGENTS, LICENSORS, AND SERVICE PROVIDERS WILL NOT BE LIABLE TO YOU OR ANY THIRD PARTY FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, INCLUDING DAMAGES FOR LOST PROFITS, LOST REVENUE, LOST DATA, LOSS OF GOODWILL, AUDIT DEFICIENCIES, PAYER RECOUPMENTS, FINES, PENALTIES, BILLING ERRORS, OVERCODING, UNDERCODING, CLAIMS DENIALS, OR REGULATORY ACTIONS, ARISING OUT OF OR RELATING TO YOUR USE OF OR INABILITY TO USE THE SERVICE, ANY OUTPUT, OR THESE TERMS, REGARDLESS OF THE THEORY OF LIABILITY AND EVEN IF THE COMPANY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
9.2. Aggregate Cap.
THE COMPANY'S TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THE SERVICE OR THESE TERMS WILL NOT EXCEED THE GREATER OF (A) THE TOTAL FEES ACTUALLY PAID BY YOU TO THE COMPANY FOR THE SERVICE DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) FIFTY DOLLARS ($50.00).
9.3. Survival.
THE LIMITATIONS IN THIS SECTION APPLY EVEN IF ANY REMEDY FAILS OF ITS ESSENTIAL PURPOSE AND SURVIVE TERMINATION OF THESE TERMS.
10. Indemnification
You will indemnify, defend, and hold harmless the Company and its members, managers, officers, employees, agents, licensors, and service providers from and against any claims, demands, liabilities, losses, damages, judgments, settlements, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to:
- (a)Your use of the Service or any Output.
- (b)Any coding, documentation, billing, or claims submission decision you make, whether or not informed by any Output.
- (c)Your submission of PHI or patient-identifiable information into the Service in violation of these Terms.
- (d)Your violation of any applicable law, regulation, or third-party right.
- (e)Your breach of these Terms.
11. Third-Party Services
The Service uses third-party services for hosting, authentication, payment processing, and AI processing, including Netlify, Supabase, Stripe, and Anthropic (Claude API). Your use of the Service may be subject to the terms and policies of these providers. The Company is not responsible for the acts, omissions, or policies of any third-party service provider. The Service may contain links to third-party websites or resources, and the Company does not endorse and is not responsible for the content, products, or services available from such third parties.
12. Modifications
12.1. Service.
The Company may modify, suspend, or discontinue the Service (or any part thereof) at any time, with or without notice. The Company is not liable for any modification, suspension, or discontinuation of the Service.
12.2. Terms.
The Company may revise these Terms from time to time. The most current version will be posted at codereflex.app/terms with the "Last Updated" date. If the Company makes material changes, it will notify you by email or by posting a notice within the Service at least thirty (30) days before the effective date of the revised Terms. Your continued use of the Service after the effective date of revised Terms constitutes acceptance of the revised Terms. If you do not agree, you must stop using the Service and close your account.
13. Term and Termination
13.1. Effective Date.
These Terms are effective as of the date you create an account and remain in effect until terminated.
13.2. Termination by You.
You may terminate these Terms at any time by closing your account and ceasing all use of the Service.
13.3. Termination by the Company.
The Company may terminate or suspend your access at any time, with or without cause and with or without notice.
13.4. Effect of Termination.
Upon termination, your license to use the Service immediately ceases. Sections 2, 4.1, 5, 6, 8, 9, 10, 11, 14, 15, and 16 survive termination.
14. Governing Law and Dispute Resolution
14.1. Governing Law.
These Terms and any dispute arising out of or relating to these Terms or the Service are governed by the laws of the State of Texas, without regard to conflict of laws principles.
14.2. Venue.
Any legal action or proceeding arising out of or relating to these Terms or the Service must be brought exclusively in the state or federal courts located in Bexar County, Texas, and you irrevocably consent to the personal jurisdiction and venue of such courts.
14.3. Jury Waiver.
YOU AND THE COMPANY EACH WAIVE ANY RIGHT TO A JURY TRIAL IN ANY ACTION ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE, TO THE FULLEST EXTENT PERMITTED BY LAW.
14.4. Class Action Waiver.
TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, YOU AND THE COMPANY AGREE THAT ANY CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE WILL BE BROUGHT IN AN INDIVIDUAL CAPACITY ONLY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION.
15. General Provisions
15.1. Entire Agreement.
These Terms, together with the Privacy Policy, constitute the entire agreement between you and the Company with respect to the Service and supersede all prior or contemporaneous communications and proposals.
15.2. Severability.
If any provision of these Terms is held invalid, illegal, or unenforceable, the remaining provisions continue in full force and effect.
15.3. Waiver.
The failure of the Company to enforce any right or provision of these Terms does not constitute a waiver of that right or provision.
15.4. Assignment.
You may not assign or transfer these Terms without the Company's prior written consent. The Company may freely assign these Terms without restriction.
15.5. Notices.
The Company may provide notices to you by email to the address associated with your account or by posting a notice within the Service. You may provide notices to the Company by email at info@codereflex.app.
15.6. Force Majeure.
The Company is not liable for any delay or failure to perform resulting from causes outside its reasonable control, including natural disasters, pandemics, acts of government, internet or utility outages, or third-party service failures.
15.7. Headings.
Section headings are for convenience only and have no legal or contractual effect.
16. Contact Information
If you have questions about these Terms, please contact:
MedRoute Technologies, LLC
San Antonio, Texas
Email: info@codereflex.app
CodeReflex — Educational Decision-Support Tool
Operated by MedRoute Technologies, LLC
This disclaimer applies to all features of CodeReflex, including E/M code suggestions, documentation strength assessments, and audit-focused explanations. Your use of CodeReflex is governed by the Terms of Use at codereflex.app/terms.
CodeReflex is an educational decision-support tool. It is not a certified medical coding service, compliance program, billing service, or substitute for the professional judgment of a qualified medical coder or compliance officer.
Documentation strength assessments (such as "Audit-Ready," "Strengthen Before Billing," or "Documentation Gap") are educational indicators generated by automated analysis. They are not certifications, guarantees, or predictions that any payer, auditor, government agency, or other entity will accept or approve any code or documentation.
You are solely responsible for the E/M codes you select, the documentation you create, and the claims you submit. You must independently verify all Outputs against current AMA, CMS, and applicable payer guidelines before submitting any code or claim. E/M coding guidelines and payer policies change frequently, and CodeReflex may not reflect the most current version at any given time.
Do not enter patient names, dates of birth, medical record numbers, Social Security numbers, or any other information that could identify an individual patient. CodeReflex processes de-identified clinical text only and does not store your clinical input.
Use of CodeReflex does not create any professional relationship between you and MedRoute Technologies, LLC.
Questions: info@codereflex.app