Subscription and Billing Terms
Clear rules for your monthly membership. These Subscription and Billing Terms govern monthly memberships, billing, renewals, cancellations, membership updates, extra credit purchases, and related payment matters for the HH Notes AI platform and related services.
Monthly memberships
HH Notes AI currently offers monthly membership plans. Each membership renews on a monthly basis unless canceled before the next billing date.
Automatic renewal
Unless canceled, your HH Notes AI membership automatically renews every month, and you authorize charges to your selected payment method.
No refunds
All payments are final and non-refundable, except where a refund is required by applicable law.
This page is written for clarity and does not limit any stricter obligations in a signed agreement, Business Associate Agreement, order form, or applicable law.
Introduction
These Subscription and Billing Terms (“Subscription Terms”) govern monthly memberships, billing, renewals, cancellations, membership updates, extra credit purchases, and related payment matters for the HH Notes AI platform and related services.
These Subscription Terms are incorporated into and made part of the HH Notes AI Terms of Use. By purchasing, activating, renewing, continuing, or using a membership to HH Notes AI, you agree to these Subscription Terms, the Terms of Use, the Privacy Policy, and, where applicable, the Business Associate Agreement.
If you purchase or use a membership on behalf of a home health agency, healthcare organization, company, or other legal entity, you represent and warrant that you are legally authorized to bind that organization to these Subscription Terms, the Terms of Use, the Privacy Policy, the Business Associate Agreement, and all payment obligations. If you are not authorized to bind that organization, you may not purchase, activate, or use a membership on its behalf. If you do so anyway, you are personally responsible for the unauthorized purchase, use, and payment obligations.
1. Monthly Memberships Only
HH Notes AI currently offers monthly membership plans. Each membership renews on a monthly basis unless canceled before the next billing date.
Each monthly membership may include specific access rights, features, usage limits, OASIS generation limits, visit note generation limits, user limits, storage limits, support levels, or other plan-based limits. Your access to the Platform is limited to the membership plan selected or assigned to your account.
HH Notes AI may modify, add, remove, rename, or discontinue membership plans, features, limits, or pricing at any time, subject to applicable notice requirements.
2. Automatic Monthly Renewal
Unless canceled, your HH Notes AI membership automatically renews every month. By purchasing a monthly membership, you authorize HH Notes AI and its third-party payment processor to automatically charge your selected payment method each month at the then-current membership rate, plus any applicable taxes, until you cancel.
Your membership will continue month to month unless canceled by you or terminated by HH Notes AI in accordance with the Terms of Use or these Subscription Terms.
4. Payment Timing
Monthly membership fees are charged in advance at the beginning of each monthly billing cycle. Your billing date is generally based on the date you first purchased or activated your membership, unless otherwise stated in your account or billing portal.
You are responsible for all charges incurred before cancellation, including charges processed before HH Notes AI receives or processes your cancellation.
5. Cancel Anytime
You may cancel your HH Notes AI membership at any time. Cancellation stops future monthly renewal charges. Cancellation does not refund, credit, or prorate the current billing period.
After cancellation, you may continue to use your paid membership until the end of the current monthly billing cycle, unless your access is terminated earlier due to nonpayment, misuse, legal risk, security risk, violation of the Terms of Use, or other grounds for suspension or termination.
6. No Refunds
All payments to HH Notes AI are final and non-refundable, except where a refund is required by applicable law.
HH Notes AI does not provide refunds, credits, or prorated refunds for: 1. partial months; 2. unused membership time; 3. unused OASIS generations; 4. unused visit note generations; 5. unused extra credits; 6. failure to use the Platform; 7. accidental renewal; 8. cancellation after the billing date; 9. membership downgrade; 10. agency closure; 11. staff turnover; 12. customer workflow changes; 13. dissatisfaction after purchase; 14. documentation issues caused by customer use; 15. billing or payer issues unrelated to HH Notes AI; or 16. any other unused portion of the membership.
HH Notes AI may, in its sole discretion, issue a courtesy credit or refund in exceptional circumstances. Any such courtesy action does not create a right to future refunds, credits, or exceptions.
7. Updating Membership
You may update your membership at any time, subject to the options available in your account or billing portal. Membership updates may include upgrading or downgrading.
Upgrades may take effect immediately, and HH Notes AI may charge the applicable upgraded membership fee or prorated amount at the time of upgrade.
Downgrades may take effect immediately or at the start of the next billing cycle, depending on the billing portal, plan structure, and HH Notes AI’s then-current policies.
8. Membership Limits
Each membership plan will include a monthly limit for OASIS generation and visit note generation. Monthly membership limits reset at the beginning of each new monthly billing cycle unless otherwise stated in the Platform.
Unused monthly membership limits do not roll over to future months unless HH Notes AI expressly states otherwise in writing.
HH Notes AI may restrict further OASIS or note generation once membership limits are reached unless you upgrade your membership or purchase extra credits.
9. Extra OASIS and Note Generation Credits
If you reach your membership limits, you may purchase extra credits for additional OASIS generation or visit note generation. Extra credits are optional and are charged separately from your monthly membership fee.
By purchasing extra credits, you authorize HH Notes AI and its third-party payment processor to immediately charge your selected payment method for the extra credits purchased.
Extra credits are non-refundable, non-transferable, and may only be used within the HH Notes AI account for which they were purchased, unless HH Notes AI expressly allows otherwise.
Extra credits have no cash value, cannot be redeemed for cash, and cannot be transferred, resold, assigned, or exchanged.
HH Notes AI may set limits, expiration rules, usage rules, or other restrictions for extra credits. Any such limits or restrictions may be displayed in the Platform, billing page, checkout page, or applicable plan description.
10. Failed Payments
If a payment fails, is declined, is reversed, or cannot be processed, HH Notes AI or its third-party payment processor may retry the payment method. HH Notes AI may notify you of the failed payment and request updated payment information.
If payment remains unpaid, HH Notes AI may suspend, restrict, downgrade, or terminate access to the Platform, including access by authorized users. You remain responsible for all unpaid charges.
HH Notes AI is not responsible for documentation delays, missed deadlines, incomplete notes, billing delays, claim issues, survey issues, or operational consequences caused by failed payment, suspension, termination for nonpayment, or improper use of the platform.
11. Taxes
Fees are exclusive of taxes unless otherwise stated. You are responsible for all applicable taxes, duties, assessments, governmental charges, and similar amounts related to your purchase or use of HH Notes AI, except taxes based on HH Notes AI’s income.
HH Notes AI may collect and remit taxes where required by law.
12. Price Changes
For existing monthly memberships, HH Notes AI will provide notice of price changes as required by applicable law. Continued use of the Platform after a price change takes effect means you accept the updated pricing unless you cancel before the effective date.
13. Billing Disputes
You must notify HH Notes AI of any billing dispute within fourteen (14) days after the charge or invoice date. Billing disputes must be sent to: Billing Email: info@hhnotes.ai.
You agree to provide enough information for HH Notes AI to investigate the dispute, including the account email, charge date, amount, and reason for the dispute. Failure to raise a billing dispute within this period may waive your right to dispute the charge, to the extent permitted by law.
14. Chargebacks
You agree to contact HH Notes AI first to resolve billing issues before initiating a chargeback, unless prohibited by law.
If you initiate a chargeback or payment reversal, HH Notes AI may suspend or terminate your account, restrict access to the Platform, require updated payment information, and recover unpaid charges, chargeback fees, collection costs, or other amounts permitted by law.
A chargeback does not cancel your membership unless HH Notes AI confirms cancellation or the membership is canceled through an approved cancellation method.
16. Data Access After Cancellation or Termination
Cancellation or termination may affect your ability to access, export, download, edit, generate, or retain data in the Platform. HH Notes AI may provide a limited post-cancellation or post-termination period to export available data, subject to the Terms of Use, Business Associate Agreement, and Privacy Policy.
After the applicable period ends, HH Notes AI may delete, restrict, archive, or retain data according to its retention policies, backup policies, legal obligations, and applicable agreements.
HH Notes AI is not your official medical record system unless expressly agreed in writing. You are responsible for exporting, saving, signing, submitting, retaining, and backing up all clinical documentation, OASIS documentation, visit notes, billing records, medical records, and other required records.
17. No Clinical, Billing, or Regulatory Relief Due to Membership Status
You are solely responsible for maintaining an active membership if you depend on HH Notes AI for documentation workflows.
HH Notes AI is not liable for missed visits, incomplete notes, delayed documentation, OASIS delays, billing delays, claim denials, survey deficiencies, compliance issues, patient-care issues, or operational harm caused by: 1. failed payment; 2. expired membership; 3. canceled membership; 4. suspended account; 5. downgraded membership; 6. exceeded usage limits; 7. unavailable payment method; 8. failure to purchase extra credits; 9. failure to export data; or 10. failure to maintain an active membership.
18. Changes to These Subscription Terms
HH Notes AI may update these Subscription Terms from time to time. If we make material changes, we may notify you by email, Platform notice, account notice, website posting, or another legally permitted method.
Changes will apply prospectively unless otherwise permitted by law. Continued use of the Platform after updated Subscription Terms take effect means you accept the updated Subscription Terms.
19. Conflict With Other Agreements
If these Subscription Terms conflict with a signed order form or written agreement executed by HH Notes AI, the signed order form or written agreement controls only for the conflicting subscription or billing term.
If these Subscription Terms conflict with the Business Associate Agreement regarding PHI, the Business Associate Agreement controls only with respect to PHI.
20. Contact for Billing Questions
Billing questions, cancellation requests, and payment disputes may be sent to: HH Notes AI, 1311 E California Ave, Glendale CA, 91206. Email: info@hhnotes.ai.
21. Acknowledgment
BY PURCHASING, ACTIVATING, RENEWING, UPDATING, OR USING A MONTHLY MEMBERSHIP OR EXTRA CREDITS, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREE TO THESE SUBSCRIPTION AND BILLING TERMS.