Terms and Conditions – Synapse Billing
Effective Date: 2025-10-15
Welcome to Synapse Billing. By accessing or using our services, website, or digital platforms, you agree to comply with and be bound by the following Terms and Conditions. These Terms govern your relationship with Synapse Billing and outline your rights, responsibilities, and limitations as a client or user of our services. Please read these Terms carefully before using our services. If you do not agree to these Terms, you should not access or use Synapse Billing’s services.
- Services Provided
- Medical billing and coding
- Revenue cycle management (RCM)
- Claims submission and denial management
- Patient billing and support services
- Analytics and reporting related to billing and financial workflows
- Eligibility and Account Registration
- Be a licensed healthcare provider, medical practice, or authorized representative of a healthcare entity.
- Provide accurate and complete information during account registration or service setup.
- Agree to comply with all applicable laws and regulations related to medical billing and patient information.
- Client Responsibilities
- Payment Terms
- Refunds and Dispute Resolution
- Confidentiality and Privacy
- Intellectual Property
- Limitation of Liability
- Losses resulting from delays, denials, or errors caused by third-party payers or insurance carriers.
- Any indirect, incidental, or consequential damages arising from the use of our services.
- Errors or inaccuracies resulting from incomplete or incorrect information provided by clients.
- Indemnification
- The client’s breach of these Terms or the service agreement.
- Inaccurate or incomplete information provided to Synapse Billing.
- Violation of applicable laws or regulations.
- Termination of Services
- Governing Law and Dispute Resolution
- Modifications to Terms
- Miscellaneous
- Conclusion
Synapse Billing provides comprehensive medical billing and revenue cycle management services, including but not limited to:
All services are provided in accordance with applicable laws, regulations, and industry standards, including HIPAA. Synapse Billing uses technology-driven solutions, certified billing professionals, and compliance experts to ensure accuracy, efficiency, and security. While we strive to deliver the highest quality service, certain outcomes, such as reimbursement amounts or insurance approvals, may be influenced by factors beyond our control.
To access Synapse Billing services, you must:
Clients are responsible for maintaining the confidentiality of their account credentials. Any activity conducted under your account is your responsibility, and you must notify Synapse Billing immediately of any unauthorized use or security breach. Synapse Billing reserves the right to suspend or terminate accounts for non-compliance with these Terms or for fraudulent or unlawful activity.
Clients are responsible for providing complete and accurate information necessary for Synapse Billing to perform services. This includes patient records, insurance details, claim documentation, and any other data required for billing, coding, and revenue cycle management. Inaccurate or incomplete information provided by the client may affect claim outcomes, reimbursement, and the quality of service, and Synapse Billing cannot be held liable for errors resulting from such information.
Clients are also responsible for reviewing invoices, statements, and reports provided by Synapse Billing and notifying us of any discrepancies in a timely manner. Prompt communication and cooperation are essential for accurate service delivery and efficient resolution of issues.
Clients agree to pay Synapse Billing for services rendered in accordance with the service agreement or subscription plan. Fees may be based on a flat rate, percentage of collections, or another mutually agreed-upon billing structure. All invoices are due upon receipt unless otherwise specified in a written agreement.
Late payments may incur interest or penalties as outlined in the service agreement. Synapse Billing reserves the right to suspend services or limit access for accounts with overdue balances until payment is received. Payment does not guarantee specific claim outcomes or reimbursement amounts, as these depend on external payers, insurance carriers, and other factors beyond our control.
Synapse Billing maintains a Refund Policy, which outlines circumstances under which refunds may be issued, including service errors, failure to deliver services, duplicate billing, or cancellation of service plans. Refund requests must be submitted in writing within 30 days of identifying an issue and are subject to verification and approval.
Disputes regarding services or invoices should be submitted promptly to Synapse Billing. We are committed to resolving disputes fairly and professionally and may request additional documentation or clarification during the review process. Final determinations will be communicated to the client, and all parties are expected to cooperate in good faith to resolve disagreements.
Synapse Billing is committed to maintaining the confidentiality, security, and privacy of all client and patient information in accordance with HIPAA and applicable regulations. All information collected, stored, or processed as part of our services will be handled securely and used solely for service delivery, compliance, and operational purposes.
Clients are responsible for ensuring that any information provided to Synapse Billing has been obtained and shared in compliance with applicable laws. Synapse Billing will not disclose confidential information to unauthorized parties except as required by law, regulation, or court order. Our full Privacy Policy, which forms part of these Terms, provides further details on data collection, use, storage, and rights.
All content, software, tools, reports, and technology used by Synapse Billing, including website content, service platforms, and analytics tools, are the intellectual property of Synapse Billing or its licensors. Clients are granted a limited, non-exclusive, non-transferable license to access and use these materials solely for the purpose of utilizing our services.
Clients may not copy, reproduce, modify, distribute, or create derivative works from Synapse Billing’s intellectual property without prior written permission. Unauthorized use may result in legal action and termination of services.
Synapse Billing strives to provide accurate, reliable, and timely services; however, the nature of medical billing and insurance processes means outcomes may vary. To the fullest extent permitted by law, Synapse Billing shall not be liable for:
Clients acknowledge that Synapse Billing provides services in good faith and that liability is limited to the fees paid for services affected by verified errors or failures.
Clients agree to indemnify, defend, and hold harmless Synapse Billing, its affiliates, employees, and agents from and against any claims, losses, liabilities, or expenses arising out of:
This obligation to indemnify applies whether the claim is brought by patients, third-party payers, or other entities.
Synapse Billing reserves the right to suspend or terminate services for clients who violate these Terms, fail to pay fees, engage in fraudulent or unlawful activity, or compromise the security of Synapse Billing systems. Upon termination, all outstanding fees and obligations remain due. Clients must return or destroy any materials or confidential information provided by Synapse Billing. Termination does not affect rights or obligations that accrued prior to termination.
These Terms and Conditions are governed by the laws of the state in which Synapse Billing operates, without regard to conflict-of-law principles. Any disputes arising from or related to these Terms shall first be addressed through informal negotiation. If unresolved, disputes may be submitted to binding arbitration or courts of competent jurisdiction as specified in the service agreement.
Synapse Billing reserves the right to modify or update these Terms and Conditions at any time to reflect changes in regulations, technology, or business practices. Updated Terms will be posted on our website, and the revised effective date will be indicated. Continued use of Synapse Billing services after changes constitute acceptance of the updated Terms. Clients are encouraged to review these Terms regularly to stay informed about their rights and responsibilities.
These Terms, together with the Privacy Policy, Refund Policy, and service agreements, constitute the entire agreement between the client and Synapse Billing regarding the use of our services. Any waiver of these Terms must be in writing and signed by an authorized representative of Synapse Billing. If any provision of these Terms is deemed invalid or unenforceable, the remaining provisions will continue in full force and effect.
Clients may not assign or transfer their rights or obligations under these Terms without prior written consent from Synapse Billing. Synapse Billing may assign its rights and obligations without consent.
By using Synapse Billing’s services, you acknowledge and agree to these Terms and Conditions, which are designed to protect both clients and our organization while ensuring transparent, professional, and secure delivery of medical billing and revenue cycle management services. Our primary objective is to support healthcare providers in managing billing processes efficiently, accurately, and in compliance with applicable laws, allowing them to focus on delivering high-quality patient care.