Terms and Conditions

Last Updated: September 12, 2026

These Terms and Conditions constitute a legally binding agreement between CareSphere (“Company,” “we,” “us,” or “our”) and the client (“Client,” “you,” or “your”) accessing our website or utilizing our professional services.

By accessing our website, requesting a project quote, or executing an active service agreement, you confirm that you have read, understood, and agreed to be legally bound by the terms outlined below.

1. Scope of Professional Services

CareSphere provides specialized digital infrastructure, organic growth architecture, and back-office healthcare operations:

• Custom Web Development: Enterprise WordPress engineering, custom Python/Flask development, RESTful API bridging, secure patient intake portals, and Core Web Vitals performance optimization.

• Healthcare Search Engine Optimization: Local Google Map Pack optimization, structured healthcare schema implementation, technical site audits, and organic patient acquisition strategies.

• Revenue Cycle Operations (RCM): Back-office practice data processing, Electronic Data Interchange (EDI) batch transmissions, pre-submission claims scrubbing, and Accounts Receivable (A/R) reconciliation.

• Provider Credentialing Logistics: Primary source document verification, CAQH profile management, commercial insurance network contracting, and re-credentialing lifecycle tracking.

Detailed deliverables, deadlines, pricing schedules, and operational parameters are governed by individual, signed Statements of Work (SOW) or Master Service Agreements.

2. Client Obligations & System Access

To maintain project timelines and operational accuracy, the Client agrees to:

• Provide Required Administrative Access: Supply active server credentials, domain management access, database tokens, or clearinghouse portal permissions in a timely manner.

• Ensure Information Integrity: Verify that all submitted provider credentials, practice records, and data files are complete, authentic, and legally compliant.

• Maintain Designated Points of Contact: Assign authorized team members to review milestones, approve staging deliverables, and resolve operational queries without delay.

CareSphere is not liable for project postponements or operational delays caused by incomplete records, denied server access, or unverified client data.

3. Healthcare Regulatory Compliance & HIPAA

• Business Associate Framework: When services involve handling or transmitting Protected Health Information (PHI), both parties must formally execute a Business Associate Agreement (BAA) before any operational data transfer begins.

• Administrative Scope Limitation: CareSphere operates strictly as a technical and back-office administrative service provider. We do not provide medical advice, establish patient care plans, deliver clinical diagnoses, or operate as a consumer debt collection agency.

• Payer Adjudication Authority: Third-party insurance payers retain sole legal authority regarding claim approvals, coverage determinations, and payment disbursement schedules. CareSphere enforces stringent scrubbing standards but does not guarantee specific financial collection totals.

4. Intellectual Property Rights & Licensing

• Custom Client Deliverables: Upon complete settlement of all invoiced development fees, all custom website design files, unique front-end styling, and bespoke code created specifically for the Client become the exclusive property of the Client.

• Pre-Existing Frameworks: CareSphere retains full ownership of its pre-existing proprietary codebase, reusable utility libraries, internal operational scripts, and software architecture tools used during project execution.

• Trademark Use: The Client grants CareSphere a limited, revocable license to display the Client’s public brand name and logo within our professional case studies and agency portfolio.

5. Performance Standards & Search Disclaimers

• Technical Code Standards: All web applications are engineered using clean-code standards designed to achieve top-tier performance ratings and fast mobile render times at the date of delivery.

• Third-Party Modifications: CareSphere is not responsible for speed regressions, script conflicts, or platform crashes resulting from unauthorized theme edits or unvetted third-party plugins installed by the Client after final deployment.

• Algorithm Volatility: Search engine algorithms (including Google) update unpredictably. While CareSphere utilizes strict white-hat technical SEO practices, we do not guarantee specific keyword rank positions or fixed organic traffic targets.

6. Payment Schedules, Invoicing & Pauses

• Payment Terms: Standard invoices are issued on a Net 15 or Net 30 basis, as formally established in your active contract schedule.

• Late Payment Policy: Overdue accounts will incur a monthly finance fee of 1.5%, or the maximum amount allowed by applicable state law.

• Work Suspension: CareSphere reserves the right to pause live web development, search marketing campaigns, or daily claim transaction processing if invoices remain past due beyond written notice.

• Tax Liabilities: The Client is solely responsible for applicable state, municipal, or local sales taxes associated with digital deliverables and operational services.

7. Mutual Confidentiality

Both parties agree to treat all exchanged business records, technical blueprints, system credentials, and operational pricing models as Strictly Confidential Information:

• Confidential assets must not be shared with unauthorized third parties without prior written consent.

• Sensitive technical data must be guarded with enterprise-grade physical, digital, and organizational safeguards.

• Confidentiality obligations remain binding for three (3) years following project termination, while proprietary code trade secrets and Protected Health Information remain safeguarded indefinitely.

8. Warranties & Limitation of Liability

• Service Warranty: CareSphere guarantees that all technical, design, and administrative services will be executed in a professional, industry-standard manner. All software deliverables are provided “as is” without unwritten warranties of any kind.

• Damage Exclusions: Neither party will be held liable for incidental, indirect, punitive, or consequential damages—including system downtime, lost business profits, or data interruption.

• Liability Ceiling: CareSphere’s total cumulative liability arising from any single contract or dispute shall not exceed the total service fees actually paid by the Client to CareSphere during the three (3) months immediately preceding the event in question.

9. Indemnification

The Client agrees to protect, defend, and indemnify CareSphere, its directors, developers, and operational staff against any third-party claims, legal liabilities, fines, and legal expenses resulting from:

• Erroneous, fraudulent, or non-compliant practice documentation submitted by the Client.

• Copyright or trademark infringements associated with digital content, media, or copy provided by the Client.

• Direct breaches of state or federal compliance statutes committed by the Client’s organization.

10. Agreement Termination

• Standard Retainer Notice: Either party may terminate an ongoing service agreement by submitting a 30-day formal written notice, subject to initial commitment terms defined in the statement of work.

• Termination for Material Breach: If either party commits a substantial violation of these terms, the non-breaching party may terminate the contract immediately if the issue is not remedied within fifteen (15) days of formal notice.

• Final Settlement: Upon termination, all fees for active hours logged and completed milestones become immediately due and payable. Completed design assets and project repositories will be transferred once balances are fully cleared.

11. Governing Law & Dispute Resolution

These Terms and Conditions are governed by and constructed according to the laws designated within the overarching Master Services Agreement.

Both parties agree that before filing any formal court litigation, they will first engage in good-faith administrative negotiations followed by non-binding mediation overseen by an agreed-upon dispute mediator.

12. Amendments to Terms

CareSphere reserves the right to revise these Terms and Conditions to reflect updated industry standards, operational changes, or new regulatory mandates. Updated versions will be published directly to this page with an updated timestamp.

13. Official Contact & Inquiries

For official legal correspondence, operational verification, or billing inquiries, contact our administrative team:

• Company: CareSphere

• Primary Contact: legal@caresphere.com / contact@healthsbridge.com

• Telephone: +1 (800) 555-0199

• Operational Hours: Monday – Friday, 9:00 AM – 6:00 PM EST