Please read these terms carefully before using our medical billing and revenue cycle management services.
Last Updated: March 3, 2026
These Terms of Service ("Terms") govern your access to and use of the services provided by Medfolio Billing Solutions ("Medfolio," "we," "us," or "our"). By engaging our services, you ("Client," "you," or "your") agree to be bound by these Terms.
If you do not agree to these Terms, please do not use our services. These Terms constitute a legally binding agreement between you and Medfolio.
Medfolio provides medical billing, revenue cycle management, provider credentialing, virtual assistant services, and related healthcare administrative services ("Services"). Specific services include:
The specific services provided to you will be outlined in your Service Agreement or Statement of Work. Services may be modified with mutual written consent.
To enable us to provide Services effectively, you agree to:
Submit complete and accurate patient demographic information, insurance details, and clinical documentation
Provide encounter notes, superbills, and supporting documents within agreed timelines
Grant necessary access to your practice management system, EHR, and payer portals
Reply to requests for additional information or documentation within 3 business days
Ensure all clinical documentation complies with applicable laws, regulations, and payer policies
Submit payment for Services according to the agreed schedule and payment terms
Important: Failure to fulfill these responsibilities may result in delayed claim submissions, increased denials, or service interruptions. We are not liable for issues arising from incomplete or inaccurate information provided by you.
Fees for Services are outlined in your Service Agreement or pricing quote and may be structured as:
We reserve the right to adjust fees annually with 60 days' written notice. Fee changes will not apply retroactively to services already rendered.
We strive to provide high-quality services and commit to the following standards:
These commitments are contingent upon receiving complete and accurate information from you. Delays caused by incomplete documentation, payer processing times, or third-party factors are outside our control.
Unless otherwise specified in your Service Agreement, services begin upon signing and continue on a month-to-month basis.
Either party may terminate this agreement with 30 days' written notice. Upon termination:
Either party may terminate immediately for cause, including:
Post-Termination Collections: If services end, we retain the right to collect on claims submitted prior to termination. You will owe fees on those collections per your agreed fee structure.
Both parties agree to maintain strict confidentiality of all proprietary and sensitive information exchanged during the course of providing Services.
As a business associate under HIPAA, we execute a separate Business Associate Agreement (BAA) with you outlining our obligations regarding protected health information (PHI). The BAA is incorporated by reference into these Terms.
We will only use and disclose PHI as necessary to perform Services, comply with legal obligations, or as permitted under the BAA and HIPAA regulations.
IMPORTANT LEGAL NOTICE: Please read this section carefully as it limits our liability.
To the maximum extent permitted by law, Medfolio's total liability for any claims arising from or related to Services shall not exceed the total fees paid by you to Medfolio in the 12 months preceding the claim.
We are not liable for:
We warrant that Services will be performed:
EXCEPT AS EXPRESSLY PROVIDED IN THESE TERMS, SERVICES ARE PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO:
We provide professional billing services but cannot control payer decisions, audit outcomes, or reimbursement rates.
You agree to indemnify, defend, and hold harmless Medfolio and its employees, contractors, and agents from any claims, losses, damages, liabilities, and expenses (including reasonable attorney fees) arising from:
In the event of any dispute, both parties agree to first attempt informal resolution through good-faith negotiations for 30 days before pursuing formal proceedings.
If informal resolution fails, any dispute shall be resolved through binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. The arbitration shall be conducted in New York, NY, and judgment on the award may be entered in any court of competent jurisdiction.
Either party may seek injunctive relief in court for breaches related to confidentiality, intellectual property, or HIPAA violations without first pursuing arbitration.
These Terms shall be governed by and construed in accordance with the laws of the State of New York, without regard to its conflict of law provisions. You consent to the exclusive jurisdiction of state and federal courts located in New York for any disputes not subject to arbitration.
These Terms, together with any Service Agreement and BAA, constitute the entire agreement between the parties and supersede all prior agreements, understandings, and communications.
We may update these Terms from time to time. Material changes will be communicated with 30 days' notice. Continued use of Services after changes take effect constitutes acceptance.
You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights to any successor entity in connection with a merger, acquisition, or sale of assets.
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.
Failure to enforce any provision of these Terms does not constitute a waiver of that provision or any other provision.
Neither party shall be liable for failure to perform due to causes beyond reasonable control, including natural disasters, pandemics, government actions, or internet/utility failures.
If you have questions about these Terms of Service, please contact us:
By using our services, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.