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Terms of Service

Last updated: February 12, 2026

These Terms of Service (“Terms”) govern your access to and use of the services provided by Codavera LLC (“Codavera,” “we,” “us,” or “our”), including the codavera.net website, client portal, AI-powered tools, and medical billing and revenue cycle management services (collectively, the “Services”). By accessing or using our Services, you agree to be bound by these Terms.

1. Services Overview

Codavera provides:

  • Medical Billing & RCM: Claims processing, coding, submission, payment posting, denial management, and appeals on behalf of your practice.
  • Client Portal: A secure web-based platform providing real-time analytics, claims tracking, denial analysis, payer performance benchmarks, and financial reporting.
  • AI Front Desk Agent: An AI-powered phone answering service that handles appointment scheduling, patient inquiries, and call routing for your practice.

2. Account Registration

  • You must provide accurate and complete information when creating an account.
  • You are responsible for maintaining the confidentiality of your login credentials.
  • You must notify us immediately of any unauthorized access to your account.
  • Each user account is for a single individual. Sharing credentials is prohibited.
  • We reserve the right to suspend accounts that violate these Terms.

3. Client Obligations

As a client of Codavera, you agree to:

  • Provide accurate, complete, and timely claims data and supporting documentation.
  • Maintain current provider credentialing and payer enrollments.
  • Execute a Business Associate Agreement (BAA) as required by HIPAA.
  • Notify us promptly of any changes to your practice information, providers, or payer contracts.
  • Not use the Services for any unlawful purpose, including fraudulent billing.

4. Fees and Payment

  • Service fees are defined in your individual service agreement or statement of work.
  • Invoices are issued monthly and are due within 30 days unless otherwise agreed.
  • Late payments may incur a fee of 1.5% per month on the outstanding balance.
  • We reserve the right to suspend Services for accounts more than 60 days past due.
  • All fees are exclusive of applicable taxes.

5. Data Ownership

  • Your Data: You retain all ownership rights to your practice data, patient records, and claims information. We process this data solely on your behalf.
  • Our Platform: Codavera retains all rights to the platform software, analytics algorithms, AI models, portal interface, and any proprietary methodologies.
  • Aggregated Data: We may use de-identified, aggregated data to improve our services and generate industry benchmarks. No individual practice or patient can be identified from aggregated data.

6. Service Level

  • We aim for 99.9% uptime for the client portal.
  • Claims are processed within 24-48 hours of receipt during business days.
  • Support requests are responded to within 1 business day.
  • Scheduled maintenance will be communicated at least 48 hours in advance.

7. AI Services Disclaimer

Our AI Front Desk Agent is designed to assist with appointment scheduling and common inquiries. It is not a substitute for clinical judgment or medical advice. AI-generated analytics and insights in the portal are informational tools and should be verified by qualified billing professionals before taking action.

8. Limitation of Liability

  • Codavera's total liability under these Terms shall not exceed the fees paid by you in the 12 months preceding the claim.
  • We are not liable for indirect, incidental, consequential, or punitive damages.
  • We are not liable for claim denials or payment delays caused by inaccurate data provided by the client, payer system outages, or changes in payer policies.
  • We are not liable for losses resulting from unauthorized access to your account due to failure to safeguard credentials.

9. Indemnification

You agree to indemnify and hold Codavera harmless from any claims, damages, or expenses arising from: (a) your breach of these Terms, (b) inaccurate data or documentation you provide, (c) your violation of applicable laws or regulations, or (d) fraudulent or improper billing practices.

10. Termination

  • Either party may terminate the service agreement with 30 days written notice.
  • We may terminate immediately for material breach, including non-payment exceeding 90 days or fraudulent activity.
  • Upon termination, we will provide a data export within 30 days. After 90 days, data will be deleted in accordance with our retention policy.
  • Termination does not affect obligations that accrued before the termination date.

11. Dispute Resolution

Any disputes arising from these Terms will be resolved through binding arbitration in Atlanta, Georgia, under the rules of the American Arbitration Association. Each party bears its own costs. The arbitrator's decision is final and binding.

12. Governing Law

These Terms are governed by the laws of the State of Georgia, without regard to conflict of law principles.

13. Modifications

We may update these Terms from time to time. Material changes will be communicated via email at least 30 days before they take effect. Continued use of the Services after changes become effective constitutes acceptance.

14. Contact

For questions about these Terms:

  • Email: info@codavera.net
  • Address: Codavera LLC, Atlanta, Georgia