Last updated: April 27, 2026
These Terms of Service (“Terms”) govern access to and use of the ClinicOctane practice management platform at cxosy.com and any practice subdomains (collectively, the “Service”). By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.
1. The Service
ClinicOctane provides healthcare practices (“Practices”) with workflow tools for patient communications, medical records release, billing inquiry management, payments collection, and related administrative functions. The Service is provided to Practices under a separate master subscription agreement and applicable Business Associate Agreement (BAA); these Terms supplement, but do not replace, those agreements.
2. Eligibility and Accounts
The Service is intended for use by Practices and their authorized staff, by patients and their authorized representatives interacting with a Practice, and by other parties (such as attorneys, insurers, and records-retrieval companies) the Practice authorizes to transact on its behalf. You must provide accurate information when registering or otherwise providing identity details, keep your credentials confidential, and promptly notify us of any unauthorized access.
3. Acceptable Use
You agree not to:
- Use the Service to violate any applicable law, including HIPAA, state privacy laws, anti-spam laws (such as the TCPA and CAN-SPAM Act), or laws governing professional conduct.
- Upload, transmit, or distribute any content that is unlawful, infringing, defamatory, or that contains malware.
- Attempt to access data, systems, or accounts that you are not authorized to access.
- Interfere with, disrupt, or impair the integrity, performance, or security of the Service.
- Reverse-engineer, scrape, or otherwise extract data from the Service except as expressly permitted.
- Use the Service to send unsolicited commercial communications without the recipient’s required consent.
4. Healthcare Information and BAAs
Where the Service handles Protected Health Information (PHI) on behalf of a Practice, the Practice and ClinicOctane will execute a Business Associate Agreement that governs ClinicOctane’s permitted uses, disclosures, and safeguards. Practices are responsible for the lawfulness of the data they upload, the consents they obtain from patients, and the accuracy of records they release.
5. Third-Party Integrations
The Service integrates with third-party services (including, without limitation, Google Workspace and Gmail, Twilio, SendGrid, Telnyx, Stripe, and AI processing providers). When you authorize the Service to connect to a third-party account, you authorize the Service to access and exchange data with that third party as described in our Privacy Policy. Your use of third-party services remains subject to those services’ own terms and policies.
6. Intellectual Property
The Service, including its software, design, and content (excluding Practice and patient data), is owned by ClinicOctane or its licensors and is protected by intellectual-property laws. We grant you a limited, non-exclusive, non-transferable, revocable license to use the Service in accordance with these Terms and any applicable subscription agreement. Practice and patient data uploaded to the Service remain the property of the Practice; the Practice grants ClinicOctane a license to process that data solely as necessary to operate the Service.
7. Communications and Consent
By providing a phone number or email address through the Service, you consent to receive operational and account-related communications from the Practice and from ClinicOctane on the Practice’s behalf. Patients and other recipients may opt out of non-essential SMS at any time by replying STOP to a message and may opt out of marketing emails by following the unsubscribe link.
8. Disclaimers
The Service is provided on an “AS IS” and “AS AVAILABLE” basis. To the maximum extent permitted by law, ClinicOctane disclaims all warranties, whether express, implied, statutory, or otherwise, including warranties of merchantability, fitness for a particular purpose, and non-infringement. ClinicOctane does not provide medical, legal, or financial advice; nothing on the Service is a substitute for professional clinical judgment.
9. Limitation of Liability
To the maximum extent permitted by law, ClinicOctane and its affiliates, officers, employees, and agents will not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, or goodwill, arising out of or related to your use of the Service. Our aggregate liability for any claim arising out of or related to these Terms or the Service will not exceed the amounts paid by the applicable Practice to ClinicOctane during the twelve (12) months preceding the event giving rise to the claim.
10. Indemnification
You agree to indemnify and hold harmless ClinicOctane and its affiliates from any claims, damages, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising out of your violation of these Terms, your misuse of the Service, or your violation of any law or third-party right.
11. Termination
We may suspend or terminate your access to the Service if you violate these Terms or if a Practice’s subscription ends. Upon termination, your right to use the Service ceases immediately. Sections that by their nature should survive termination (including ownership, disclaimers, limitations of liability, and governing law) will survive.
12. Governing Law and Disputes
These Terms are governed by the laws of the State of Texas, United States, without regard to its conflict-of-laws rules. Any dispute arising out of or related to these Terms or the Service will be brought exclusively in the state or federal courts located in Texas, and you consent to the personal jurisdiction of those courts.
13. Changes to these Terms
We may modify these Terms from time to time. The “Last updated” date at the top reflects the most recent revision. Material changes will be communicated to Practice administrators. Continued use of the Service after the effective date of an update constitutes acceptance of the updated Terms.
14. Contact
Questions about these Terms may be directed to: legal@clinicoctane.com.