Terms & Conditions

1. Acceptance of Terms

By accessing or using the SpecialtyDox RTM platform ("Platform") at rtm.specialtydox.com, you ("Practice User," "you," or "your") agree to be bound by these Terms & Conditions ("Terms") and all applicable laws and regulations. If you do not agree to these Terms, do not use the Platform.

These Terms constitute a legally binding agreement between you and SpecialtyDox LLC, a Texas limited liability company ("Company," "we," "us," or "our"). These Terms apply to all users of the Platform including healthcare practices, providers, and their authorized staff.

2. Service Description

SpecialtyDox RTM is a cloud-based Remote Therapeutic Monitoring (RTM) platform that enables licensed healthcare providers to:

• Enroll and manage patients in CPAP therapy and CBT-I monitoring programs
• Collect and review patient device data and sleep diary entries
• Send and receive SMS messages for patient monitoring purposes
• Document RTM clinical encounters and generate billing eligibility reports
• Track CPT billing codes including 99457, 99458, 99215, 90838, and related codes
• Manage RTM scheduling, activity logging, and compliance tracking

3. Eligibility & Account Registration

Eligibility Requirements

• You must be a licensed healthcare provider, credentialed clinical staff member, or authorized administrative personnel of a licensed healthcare practice
• You must be located in the United States and comply with all applicable federal and state laws
• You must be at least 18 years of age
• Your practice must hold all required licenses, certifications, and accreditations to provide the services supported by this Platform

Account Security

You are responsible for maintaining the confidentiality of your login credentials. You agree to notify us immediately at hello@specialtydox.com of any unauthorized access to your account. We are not liable for losses resulting from unauthorized account access due to your failure to maintain credential security.

Accurate Information

You agree to provide accurate, current, and complete information during registration and to update such information to keep it accurate, current, and complete.

4. Practice Responsibilities

As a Practice User of SpecialtyDox RTM, you agree to:

• Obtain written informed consent from each patient prior to enrolling them in any RTM program, including explicit consent for SMS text monitoring
• Document patient consent in the patient record prior to initiating any remote monitoring or messaging
• Ensure that only licensed, credentialed, or appropriately supervised staff access patient data
• Verify patient eligibility and insurance coverage for RTM services before billing
• Comply with all applicable CPT coding guidelines and payer policies for RTM billing
• Maintain appropriate clinical supervision of all RTM monitoring activities
• Respond promptly to patient alerts, escalations, and safety concerns flagged by the Platform
• Execute and maintain a current Business Associate Agreement (BAA) with SpecialtyDox LLC
• Notify SpecialtyDox LLC promptly of any suspected security incidents or data breaches
• Comply with all CTIA messaging guidelines for patient SMS communications
• Maintain licensure, malpractice insurance, and all required professional credentials

5. Prohibited Activities

You agree NOT to:

• Use the Platform for any unlawful purpose or in violation of any federal, state, or local law
• Allow unlicensed individuals to make clinical decisions using the Platform
• Share your login credentials with unauthorized persons
• Attempt to access another practice's data, accounts, or patient information
• Send unsolicited, promotional, or non-healthcare-related SMS messages to patients
• Use the Platform to send messages that violate CTIA guidelines or carrier policies
• Enroll patients without proper documented consent
• Submit false or fraudulent billing claims using data from this Platform
• Reverse engineer, decompile, or copy any portion of the Platform
• Use automated scripts, bots, or scrapers to access the Platform
• Attempt to circumvent any security measures or access controls
• Resell, sublicense, or transfer access to the Platform to any third party
• Use the Platform in any manner that could damage, overburden, or impair its operation

6. HIPAA & BAA Requirements

SpecialtyDox RTM involves the storage, transmission, and processing of Protected Health Information (PHI) as defined by HIPAA. As a Covered Entity or Business Associate using this Platform, you agree to:

• Execute a Business Associate Agreement with SpecialtyDox LLC before entering any PHI into the Platform
• Use the Platform only in ways consistent with your HIPAA obligations
• Ensure your staff using the Platform complete required HIPAA training
• Implement appropriate safeguards to prevent unauthorized PHI disclosure
• Report any known or suspected PHI breach to SpecialtyDox LLC within 24 hours of discovery

To request a BAA, email hello@specialtydox.com. BAAs are executed within 3 business days.

7. SMS Messaging Terms

By using the SMS monitoring features of SpecialtyDox RTM, you agree that:

• You have obtained documented patient consent for SMS monitoring before sending any messages
• You will honor all patient opt-out requests (STOP) immediately
• You will only send messages related to the patient's enrolled RTM program
• You will not use the SMS feature for marketing, solicitation, or non-clinical purposes
• You are responsible for any patient complaints arising from SMS communications initiated through your account
• Message and data rates may apply to patients receiving messages
• You will comply with all CTIA Messaging Principles and Best Practices

8. Subscription & Billing

Trial Period

New practices receive a 30-day free trial with full platform access. No credit card is required to start the trial. At the end of the trial period, a subscription is required to continue using the Platform.

Subscription Fees

After the trial period, SpecialtyDox RTM is billed on a per-enrolled-patient, per-month basis. Current pricing is available upon request at hello@specialtydox.com. Prices are subject to change with 30 days written notice.

Billing Cycle

Billing occurs monthly based on the number of actively enrolled patients at the start of each billing period. Patients enrolled mid-month are billed pro-rata.

Cancellation

You may cancel your subscription at any time with 30 days written notice to hello@specialtydox.com. Upon cancellation, your account remains active through the end of the current billing period. No refunds are issued for partial months or unused services.

Non-Payment

Accounts with overdue balances exceeding 30 days may be suspended. Data is retained for 90 days after suspension before deletion.

9. Intellectual Property

The SpecialtyDox RTM platform, including all software, algorithms, workflows, user interface designs, documentation, and content, is the proprietary property of SpecialtyDox LLC and is protected by U.S. copyright law, trade secret law, and patent law (including pending U.S. provisional patent application No. 64/079,149), and the platform software is registered with the U.S. Copyright Office.

You are granted a limited, non-exclusive, non-transferable license to use the Platform solely for your practice's internal RTM operations during your active subscription. No ownership interest is transferred to you.

Your practice retains ownership of all patient data and clinical documentation entered into the Platform. SpecialtyDox LLC claims no ownership of your patient data.

10. Disclaimers & Limitations of Liability

No Medical Advice

SpecialtyDox RTM is a technology platform only. Nothing in the Platform constitutes medical advice, diagnosis, or treatment recommendations. All clinical decisions are the sole responsibility of the licensed healthcare provider.

No Warranty

The Platform is provided "as is" and "as available" without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, or non-infringement.

Limitation of Liability

To the maximum extent permitted by law, SpecialtyDox LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages. Our total cumulative liability for any claims arising from your use of the Platform shall not exceed the total fees paid by you in the three (3) months immediately preceding the claim.

Billing Compliance

SpecialtyDox LLC provides billing eligibility indicators as a reference tool only. We make no guarantee that any claim submitted based on Platform data will be reimbursed. Practice Users are solely responsible for ensuring compliance with all applicable billing regulations and payer policies.

11. Indemnification

You agree to indemnify, defend, and hold harmless SpecialtyDox LLC and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys fees) arising from: (a) your use of the Platform; (b) your violation of these Terms; (c) your violation of any applicable law or regulation; (d) your clinical decisions made using Platform data; (e) any patient complaint related to SMS communications you initiated; or (f) your violation of any third-party rights.

12. Termination

SpecialtyDox LLC reserves the right to suspend or terminate your account immediately and without notice if you:

• Violate any provision of these Terms
• Use the Platform for fraudulent or illegal purposes
• Fail to pay subscription fees
• Engage in conduct that could harm other users, patients, or SpecialtyDox LLC

Upon termination, your right to access the Platform ceases immediately. Patient data will be retained for 90 days following termination, during which you may request an export. After 90 days, data will be permanently deleted.

13. Governing Law & Disputes

These Terms shall be governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict of law provisions.

Any dispute arising from these Terms or your use of the Platform shall first be attempted to be resolved through good-faith negotiation. If negotiation fails, disputes shall be resolved by binding arbitration in Travis County, Texas, under the rules of the American Arbitration Association, except that either party may seek injunctive relief in court to protect intellectual property or confidential information.

You waive any right to a jury trial and to participate in any class action lawsuit against SpecialtyDox LLC.

14. Changes to Terms

SpecialtyDox LLC reserves the right to modify these Terms at any time. Material changes will be communicated via email to your registered practice email address at least 30 days before taking effect. Your continued use of the Platform after the effective date of changes constitutes acceptance of the revised Terms.

We recommend reviewing these Terms periodically. The "Last Updated" date at the top of this page indicates when the Terms were last revised.

15. Contact