OrthoEHR
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Terms of Service

Last updated: March 21, 2026

1. Acceptance of Terms

By creating an account or using OrthoEHR (“the Service”), you agree to be bound by these Terms of Service. If you are using the Service on behalf of an organization, you represent that you have the authority to bind that organization to these terms. If you do not agree, do not use the Service.

2. Description of Service

OrthoEHR is a cloud-based orthodontic practice management platform that provides electronic health records (EHR), appointment scheduling, patient communication, clinical documentation, dental imaging management, billing, insurance processing, and practice administration tools.

3. Account Registration and Responsibilities

  • You must provide accurate and complete information when creating an account.
  • You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account.
  • You must promptly notify us of any unauthorized use of your account.
  • Account owners are responsible for managing staff access and permissions within their organization.
  • You must be a licensed healthcare provider or authorized staff member of a licensed orthodontic or dental practice to use the clinical features of the Service.

4. Permitted Use

You may use OrthoEHR only for:

  • Legitimate orthodontic and dental practice management operations
  • Managing patient records and clinical documentation
  • Communicating with patients regarding their care and appointments
  • Processing billing and insurance claims

You may not:

  • Use the Service for any unlawful purpose or in violation of applicable healthcare regulations
  • Attempt to access data belonging to other organizations or users
  • Reverse-engineer, decompile, or attempt to extract source code from the Service
  • Use the Service to send unsolicited or spam communications
  • Resell, sublicense, or redistribute access to the Service without written permission

5. Patient Data and Privacy

  • The Provider (practice) is the data controller for all patient information entered into OrthoEHR. OrthoEHR acts as a data processor on behalf of the Provider.
  • Providers are responsible for obtaining all necessary patient consent for data collection, storage, and communication.
  • Providers must comply with all applicable privacy and healthcare laws, including HIPAA, in their use of the Service.
  • Our handling of personal information is described in our Privacy Policy.

6. Communications and Messaging

OrthoEHR provides SMS and email communication features powered by Telnyx for sending appointment notifications, reminders, and confirmations. By using these features:

  • Providers are solely responsible for obtaining proper patient consent before sending any SMS or email communications through the platform.
  • Providers must comply with the Telephone Consumer Protection Act (TCPA), CAN-SPAM Act, and all applicable carrier and regulatory requirements.
  • The Service must not be used to send unsolicited, spam, or marketing messages without proper opt-in consent.
  • Patients may opt out of SMS messages at any time by replying STOP. Providers must honor all opt-out requests promptly.
  • Message and data rates may apply to recipients. Providers should inform patients of this when obtaining consent.
  • OrthoEHR reserves the right to suspend messaging capabilities if we reasonably believe they are being misused.

7. Payments and Billing

Payment processing is handled through Stripe. By using billing features:

  • Providers are responsible for the accuracy of fees, charges, and billing information entered into the system.
  • Patient payment processing is subject to Stripe's terms of service.
  • OrthoEHR is not responsible for disputes between Providers and Patients regarding charges or refunds.

8. HIPAA Compliance

OrthoEHR is designed to support HIPAA compliance for covered entities. We will enter into a Business Associate Agreement (BAA) with covered entities upon request. However, Providers remain solely responsible for their own HIPAA compliance, including:

  • Implementing appropriate administrative safeguards
  • Training staff on HIPAA requirements
  • Obtaining necessary patient authorizations
  • Reporting breaches as required by law

9. Intellectual Property

  • OrthoEHR and its licensors own all rights, title, and interest in the Service, including all software, design, trademarks, and content.
  • Providers retain full ownership of all data they enter into the Service, including patient records, clinical notes, and practice information.
  • We do not claim ownership of Provider or Patient data. We will not use your data for purposes other than providing and improving the Service.

10. Service Availability and Warranties

OrthoEHR is provided “as is” and “as available.” While we strive for high availability and reliability, we do not guarantee that the Service will be uninterrupted, error-free, or free of harmful components. We disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement.

11. Limitation of Liability

To the maximum extent permitted by law, OrthoEHR and its officers, employees, and affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service. Our total liability for any claim arising from or related to the Service shall not exceed the fees you paid to OrthoEHR in the twelve (12) months preceding the claim.

OrthoEHR is a practice management tool and does not provide medical advice. Providers are solely responsible for all clinical decisions and patient care.

12. Termination

  • You may terminate your account at any time through the account settings. Account deletion will permanently remove all associated organization data, including patient records.
  • We may suspend or terminate your access if we reasonably believe you have violated these terms, applicable law, or are using the Service in a manner that could harm other users or our infrastructure.
  • Upon termination, your right to use the Service ceases immediately. We recommend exporting any needed data before deleting your account.

13. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, without regard to conflict of law principles. Any disputes arising from these Terms or the Service shall be resolved in the courts located in Delaware.

14. Changes to These Terms

We may update these Terms from time to time. We will notify registered users of material changes via email or through the platform at least 30 days before the changes take effect. Continued use of the Service after changes become effective constitutes acceptance of the updated terms.

15. Contact Us

If you have questions about these Terms of Service, please contact us at:

Email: amanshah@berkeley.edu