Terms of Use

1. Acceptance and scope

By using the Service you represent that you are at least 18 years of age (or the age of majority in your jurisdiction), have the authority to enter into these Terms, and—if you are using the Service on behalf of a clinic, hospital, or other organization—that you have the authority to bind that entity and that the entity agrees to be bound. If you do not agree to these Terms, you may not use the Service.

Additional terms may apply (e.g. Data Processing Agreement, Business Associate Agreement, or subscription/order terms). In the event of conflict, those terms will govern for the subject matter they cover.

2. Description of the service

The EMR platform is an electronic medical record and practice management system designed for clinics and healthcare providers in the Philippines. The Service includes, as applicable to your plan and configuration:

• Patient registry: Enrolling and maintaining patient demographics, contact details, and clinical history; patient search and detail views with timeline of consultations, prescriptions, lab results, and attachments.
• Consultations: Creating and storing consultation records with modular sections such as chief complaint, SOAP notes, vital signs, diagnoses, allergies, e-prescriptions, lab requests, medical certificates, diagrams, and file attachments; consultation list and voiding.
• Appointments and queue: Scheduling, calendar and agenda views, appointment status (e.g. confirmed, completed, cancelled); queue management for daily patient flow.
• Multi-clinic: Managing multiple practice locations under one account; switching between clinics; clinic-scoped data so that schedule, patients, and consultations are per clinic.
• Staff and roles: Inviting staff (e.g. secretaries) by email; role-based access so that doctors have full clinical access and secretaries can manage appointments and queue without access to sensitive clinical notes.
• E-prescriptions and e-signature: Creating and printing prescriptions; storing and applying your e-signature on prescriptions and medical certificates.
• SMS reminders: Sending appointment reminders to patient phone numbers when enabled under your plan.

We may add, modify, or discontinue features with reasonable notice where practicable. The Service is a tool to support your practice; you remain solely responsible for clinical decisions, patient consent, and compliance with healthcare and data privacy laws.

3. Your responsibilities

You agree to use the Service only for lawful purposes and in compliance with these Terms, the Philippine Data Privacy Act (RA 10173), applicable healthcare regulations, and your professional obligations. You are responsible for:

• Providing accurate account and clinic information and keeping your credentials confidential. You must not share accounts or allow others to use your login.
• Obtaining and documenting any consent or lawful basis required for collecting and processing patient data before entering it into the EMR.
• Ensuring that data you enter (including consultations, prescriptions, and attachments) is accurate and that you have the right to use and store it.
• Configuring staff roles and clinic access appropriately so that only authorized personnel access patient and clinical data.

You must not circumvent security or access controls, use the Service to process data in violation of law or patient consent, or use it for any fraudulent or unauthorized purpose.

4. Accounts and subscription

Registration requires accurate contact and, where applicable, clinic information. Subscription plans (e.g. Standard, Clinic Pro), fees, billing cycles, and payment terms are as presented at signup or in your account. Fees may be billed monthly or annually depending on the plan. We may change pricing or plan features with reasonable notice; continued use after the effective date may constitute acceptance. You are responsible for any taxes (e.g. VAT) applicable to your use of the Service unless we are required by law to collect them.

If payment is not received when due, we may suspend access to premium features (e.g. SMS reminders, multi-staff) or the entire Service after a grace period. We will try to notify you before suspension. Refund policies are as stated at purchase or in our support documentation.

5. Data ownership and use after termination

You own your data. All patient records, consultations, prescriptions, appointments, and other content you create or upload remain yours. We process and store them solely to provide the Service to you and in accordance with our Privacy Policy and any Data Processing Agreement we have with you.

If your subscription ends or you terminate your account, you may export your data (e.g. patient list, consultation records) during a grace period we provide (typically at least 30 days). After that period, we may restrict access and, in accordance with our retention policy, delete or anonymize data. We do not use your or your patients’ data for our own commercial purposes beyond providing the Service.

6. Acceptable use

You must not use the Service to violate any law; infringe the rights of others; transmit malware or interfere with the Service or others’ use; scrape or automate access beyond normal use (e.g. approved APIs within their limits); or resell or sublicense the Service without our prior written agreement. We may suspend or terminate access immediately if we reasonably believe you have breached these Terms or that your use poses a risk to the Service, other users, or third parties.

7. Intellectual property

We (or our licensors) own the EMR platform, including its software, design, and branding. We grant you a limited, non-exclusive, non-transferable license to access and use the Service for your internal business use in accordance with these Terms and your subscription. You grant us the rights necessary to operate and improve the Service (e.g. to host, store, process, and display your data; to perform backups and support).

8. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. WE DO NOT GUARANTEE THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF HARMFUL COMPONENTS. THE EMR PLATFORM IS A TOOL TO SUPPORT CLINICAL AND ADMINISTRATIVE WORKFLOWS. YOU REMAIN SOLELY RESPONSIBLE FOR CLINICAL DECISIONS, PATIENT CONSENT, COMPLIANCE WITH HEALTHCARE LAWS AND PROFESSIONAL STANDARDS, AND THE ACCURACY OF DATA YOU ENTER. WE ARE NOT LIABLE FOR ANY OUTCOMES ARISING FROM YOUR USE OF THE SERVICE IN YOUR PRACTICE.

9. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WE ARE NOT LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES (INCLUDING LOSS OF PROFITS, DATA, OR GOODWILL). OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING FROM OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM (OR, IF NO FEES WERE PAID, ONE HUNDRED US DOLLARS (USD 100)). Some jurisdictions do not allow certain exclusions or limitations; in those, our liability is limited to the maximum extent permitted by law.

10. Indemnification

You agree to indemnify, defend, and hold harmless EMR and its affiliates, officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising from or related to: your use of the Service; your violation of these Terms or applicable law; your data or your violation of third-party rights; or any dispute between you and a patient or third party relating to the use or content of the Service.

11. Termination

You may close your account at any time through the Service or by contacting us. We may suspend or terminate your access for breach of these Terms, non-payment, or for operational or legal reasons, with or without notice where permitted.

Upon termination, your right to use the Service ceases. You may export your data during the grace period we provide; after that we may delete data in accordance with our retention policy. Provisions that by their nature should survive (including Sections 7–10) will survive termination.

12. Governing law and contact

These Terms are governed by the laws of the Republic of the Philippines. Any dispute arising from these Terms or the Service shall be resolved in the courts of the Philippines. If any provision is held invalid, the remaining provisions remain in effect.

For questions about these Terms: legal@emrdocs.ph or our Contact page.