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Terms of Service

Last updated: May 1, 2026

1. Acceptance of Terms

By accessing or using Essence EMR ("the Service"), operated by Essence Health ("we," "our," or "us"), you agree to be bound by these Terms of Service. If you do not agree to these terms, do not use the Service.

These terms apply to all users of the Service, including practitioners, administrators, and staff members within an organization.

2. Description of Service

Essence EMR is a cloud-based electronic medical records platform designed for physical therapy practitioners. The Service includes:

  • Patient management and record keeping
  • AI-assisted clinical documentation (SOAP notes)
  • Voice dictation and transcription
  • Smart templates and documentation tools
  • Practice management features

3. Account Registration

To use the Service, you must create an account and provide accurate, complete information. You are responsible for:

  • Maintaining the confidentiality of your login credentials
  • All activities that occur under your account
  • Notifying us immediately of any unauthorized use
  • Ensuring that your use complies with applicable healthcare regulations

4. Subscription and Billing

The Service is offered under subscription plans as described on our pricing page.

  • Subscriptions are billed monthly or annually as selected
  • Free tier usage is subject to feature and capacity limitations
  • Price changes will be communicated 30 days in advance
  • Refunds are available within 14 days of initial subscription
  • Cancellation takes effect at the end of the current billing period

5. Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You must not:

  • Use the Service for any unlawful purpose or to violate any regulations
  • Attempt to gain unauthorized access to any part of the Service
  • Interfere with or disrupt the Service or its infrastructure
  • Share your account credentials with unauthorized parties
  • Use automated systems to scrape or extract data from the Service
  • Store information that you do not have the right to collect or maintain

6. Clinical Responsibility

Essence EMR is a documentation tool. Important limitations:

  • The Service does not provide medical advice, diagnoses, or treatment recommendations
  • AI-generated content is assistive only — clinicians are responsible for reviewing and approving all documentation
  • You are solely responsible for the accuracy and completeness of clinical records
  • The Service does not replace professional clinical judgment

7. Data Ownership

You retain full ownership of all data you enter into the Service, including patient records and clinical documentation. We do not claim ownership of your content. You grant us a limited license to process your data solely for the purpose of providing the Service.

You may export your data at any time. Upon account termination, we will make your data available for export for 30 days before permanent deletion.

8. Intellectual Property

The Service, including its design, features, code, and documentation, is owned by Essence Health and protected by intellectual property laws. Your subscription grants you a non-exclusive, non-transferable right to use the Service for its intended purpose.

9. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted access. We may perform scheduled maintenance with advance notice. We are not liable for temporary service interruptions due to maintenance, updates, or circumstances beyond our control.

10. Limitation of Liability

To the maximum extent permitted by law, Essence Health shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service. Our total liability shall not exceed the amount you paid for the Service in the 12 months preceding the claim.

11. Termination

Either party may terminate this agreement at any time. We may suspend or terminate your access if you violate these Terms. Upon termination:

  • Your right to use the Service ceases immediately
  • You may export your data within 30 days
  • We will delete your data after the export period unless required by law to retain it

12. Changes to Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated via email or through the platform at least 30 days before taking effect. Continued use after changes constitutes acceptance.

13. Governing Law

These Terms are governed by the laws of the United States. Any disputes shall be resolved through binding arbitration, except where prohibited by law.

14. Contact

For questions about these Terms, contact us at:

Email: support@essence-health.com