CaseFloSign In

Terms of Service

Last updated: January 12, 2026

Effective Date: January 12, 2026 Last Updated: January 12, 2026

2. Description of Service

2.1 Overview

CaseFlo provides surgical case management software designed for oral and maxillofacial surgery (OMS) residency programs and healthcare organizations. The Service enables healthcare professionals to manage surgical cases, track patient workflows, assign tasks, and coordinate care team activities.

2.2 Features

The Service includes, but is not limited to:

  • Case Management: Create, track, and manage surgical cases through defined workflow stages
  • Task Management: Assign and track tasks associated with patient cases
  • Scheduling: Manage surgery schedules and case timelines
  • Notifications: Receive push notifications for task reminders, status changes, and updates
  • Document Storage: Upload and organize case-related documents
  • Team Collaboration: Coordinate activities among care team members
  • Reporting: View case statistics and workflow analytics

2.3 Service Model

The Service is provided on a subscription basis to healthcare organizations. Individual users access the Service through their organization's subscription and are subject to both these Terms and their organization's policies.

2.4 Service Modifications

We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time. We will provide reasonable notice of material changes that may affect your use of the Service.

3. Account Registration and Security

3.1 Account Creation

To access the Service, you must create an account. When creating an account, you agree to:

  • Provide accurate, current, and complete information
  • Maintain and promptly update your account information
  • Keep your login credentials confidential
  • Accept responsibility for all activities under your account

3.2 Account Security

You are responsible for maintaining the security of your account. You must:

  • Use a strong password or biometric authentication (Face ID/Touch ID)
  • Not share your login credentials with others
  • Not use another person's account
  • Notify CaseFlo immediately at support@caseflo.tech if you suspect unauthorized access to your account

3.3 One Account Per User

Each user must maintain only one account. Sharing accounts or creating multiple accounts is prohibited.

3.4 Account Suspension and Termination

We may suspend or terminate your account if:

  • You violate these Terms
  • Your healthcare organization's subscription is terminated
  • Your healthcare organization requests account termination
  • We detect suspicious or unauthorized activity
  • Required by law

4. Acceptable Use Policy

4.1 Permitted Use

You may use the Service only for:

  • Legitimate healthcare workflow purposes within your organization
  • Managing surgical cases and related administrative functions
  • Activities authorized by your healthcare organization
  • Purposes consistent with applicable law, including HIPAA

4.2 Prohibited Conduct

You agree not to:

Security Violations:

  • Attempt to access other organizations' data or accounts
  • Attempt to bypass security measures or access controls
  • Probe, scan, or test the vulnerability of the Service
  • Interfere with or disrupt the Service or servers
  • Introduce malware, viruses, or other harmful code

Misuse of Service:

  • Use the Service for any unlawful purpose
  • Use the Service in a manner that violates HIPAA or other applicable laws
  • Access or use patient information for purposes other than treatment, payment, or healthcare operations
  • Share login credentials or allow unauthorized access
  • Reverse engineer, decompile, or disassemble any part of the Service

Content Violations:

  • Upload content that infringes intellectual property rights
  • Upload content that is defamatory, obscene, or otherwise objectionable
  • Use the Service to transmit spam or unsolicited communications

4.3 Compliance with Laws

You agree to comply with all applicable federal, state, and local laws, including:

  • Health Insurance Portability and Accountability Act (HIPAA)
  • State health privacy laws
  • Professional licensing requirements
  • Your healthcare organization's policies and procedures

5. Healthcare Organization Responsibilities

5.1 Business Associate Agreement

Healthcare organizations must execute a Business Associate Agreement with CaseFlo before accessing features that involve Protected Health Information (PHI). The Business Associate Agreement governs CaseFlo's handling of PHI on behalf of the organization.

5.2 User Management

Healthcare organizations are responsible for:

  • Authorizing users to access the Service
  • Assigning appropriate roles and permissions
  • Training users on proper use of the Service
  • Training users on HIPAA compliance requirements
  • Notifying CaseFlo promptly when a user's access should be terminated (e.g., employment termination)

5.3 Data Accuracy

Healthcare organizations are responsible for:

  • The accuracy of patient data entered into the Service
  • Ensuring data entry practices comply with applicable standards
  • Verifying information before making clinical decisions

5.4 Compliance

Healthcare organizations agree to:

  • Use the Service in compliance with HIPAA and applicable laws
  • Ensure authorized users comply with these Terms
  • Implement appropriate administrative safeguards
  • Report security incidents promptly

6. Intellectual Property

6.1 CaseFlo's Intellectual Property

CaseFlo owns all rights, title, and interest in and to the Service, including:

  • Software, code, and technical architecture
  • User interface design and visual elements
  • Trademarks, logos, and branding
  • Documentation and training materials
  • Proprietary algorithms and methodologies

The Service is protected by copyright, trademark, patent, and other intellectual property laws.

6.2 Limited License

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service solely for its intended purpose. This license does not include the right to:

  • Modify, copy, or create derivative works
  • Sublicense, sell, or distribute the Service
  • Use the Service for commercial purposes outside your organization
  • Remove or alter any proprietary notices

6.3 Healthcare Organization Data

Healthcare organizations retain all ownership rights to:

  • Patient data and PHI entered into the Service
  • Organizational configurations and settings
  • Reports and analytics generated from their data

CaseFlo acts as a custodian, not owner, of healthcare organization data.

6.4 Feedback

If you provide feedback, suggestions, or ideas about the Service, you grant CaseFlo a non-exclusive, worldwide, royalty-free license to use, modify, and incorporate such feedback without compensation or attribution.

6.5 Third-Party Code Sets and Medical Terminology

The Service enables users to associate standardized medical codes with surgical cases, including CPT (Current Procedural Terminology) codes and ICD-10 (International Classification of Diseases, 10th Revision) codes. The following intellectual property notices apply:

CPT Codes and Descriptions: CPT is a registered trademark of the American Medical Association ("AMA"). CPT copyright 2026 American Medical Association. All rights reserved. Fee schedules, relative value units, conversion factors, and/or related components are not assigned by the AMA, are not part of CPT, and the AMA is not recommending their use. The AMA does not directly or indirectly practice medicine or dispense medical services. The AMA assumes no liability for data contained or not contained herein. CPT is provided "as is" without warranty of any kind, either expressed or implied, including but not limited to, the implied warranties of merchantability and fitness for a particular purpose. Applicable FARS/HHSAR Restrictions Apply to Government Use.

ICD-10 Codes: ICD-10-CM and ICD-10-PCS codes are maintained by the National Center for Health Statistics (NCHS) under the Centers for Medicare and Medicaid Services (CMS) and are works of the U.S. federal government in the public domain.

AI-Generated Code Suggestions: CaseFlo's AI-assisted code suggestion feature generates code recommendations using third-party language models. AI-generated code suggestions and descriptions are provided for informational purposes only. Users are solely responsible for verifying the accuracy of any codes before clinical or administrative use. AI-suggested codes and descriptions do not replace the professional judgment of a qualified medical coder or healthcare professional.

No Billing or Claims Functionality: The Service is a clinical workflow and case management tool. It does not generate, submit, or process insurance claims, superbills, CMS-1500 forms, or 837 electronic transactions. Medical codes within the Service are used solely for case categorization, educational tracking, and workflow organization.

7. Data Ownership and Portability

7.1 Data Ownership

As between CaseFlo and healthcare organizations:

  • Healthcare organizations own all PHI and patient data
  • Healthcare organizations own all organizational data and configurations
  • CaseFlo owns the Service and aggregated, de-identified data

7.2 Data Portability

Upon termination of a subscription:

  • Healthcare organizations may request export of their data in a standard format
  • Data export will be provided within 30 days of request
  • Standard data export is included; custom formats may incur additional fees

7.3 Data Return and Destruction

Upon termination:

  • PHI will be returned or destroyed as specified in the Business Associate Agreement
  • Return/destruction will occur within 60 days unless otherwise agreed
  • Certification of destruction will be provided upon request
  • Data required for legal compliance may be retained per applicable law

8. Service Availability and Support

8.1 Availability Target

We target 99.5% uptime for the Service, excluding:

  • Scheduled maintenance windows
  • Emergency maintenance required for security
  • Circumstances beyond our reasonable control

8.2 Scheduled Maintenance

We will provide reasonable advance notice of scheduled maintenance when possible. Maintenance will be scheduled during off-peak hours when feasible.

8.3 Support

Support is available via:

  • Email: support@caseflo.tech
  • Support hours: Business hours (Monday-Friday, 9 AM - 5 PM Central Time)

Emergency support for critical issues affecting patient safety is available outside business hours. Contact your organization administrator for emergency procedures.

8.4 No Guarantee

We do not guarantee that the Service will be uninterrupted, error-free, or meet your specific requirements. The Service is provided subject to the disclaimers in Section 10.

9. Fees and Payment

9.1 Subscription Fees

Subscription fees are set forth in the Order Form or subscription agreement between CaseFlo and your healthcare organization. Individual users do not pay fees directly to CaseFlo.

9.2 Billing

Unless otherwise specified in the subscription agreement:

  • Fees are billed monthly or annually as agreed
  • Payment is due within 30 days of invoice date
  • Fees are non-refundable except as expressly provided

9.3 Late Payment

If payment is not received within 30 days:

  • We may charge late fees as specified in the subscription agreement
  • We may suspend access to the Service after providing notice
  • We may terminate the subscription for continued non-payment

9.4 Fee Changes

We may change subscription fees with 60 days written notice. Fee changes will take effect at the next renewal period unless otherwise agreed.

10. Disclaimers

10.1 "As Is" Provision

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO:

  • IMPLIED WARRANTIES OF MERCHANTABILITY
  • FITNESS FOR A PARTICULAR PURPOSE
  • NON-INFRINGEMENT
  • ACCURACY OR COMPLETENESS OF CONTENT

10.2 No Medical Advice

CASEFLO DOES NOT PROVIDE MEDICAL ADVICE. THE SERVICE IS AN ADMINISTRATIVE AND WORKFLOW MANAGEMENT TOOL. THE SERVICE:

  • Is not intended to diagnose, treat, cure, or prevent any disease
  • Is not a substitute for professional medical judgment
  • Does not provide clinical decision support or treatment recommendations
  • Should not be relied upon for making clinical decisions

Healthcare professionals are solely responsible for all clinical decisions. Users should verify all patient information independently before making clinical decisions.

10.3 Data Accuracy

We do not warrant the accuracy, completeness, or timeliness of any data entered into the Service by users or healthcare organizations. Users and healthcare organizations are responsible for verifying data accuracy.

10.4 Third-Party Services

We are not responsible for third-party services, integrations, or content that may be accessed through or in connection with the Service.

11. Limitation of Liability

11.1 Liability Cap

TO THE MAXIMUM EXTENT PERMITTED BY LAW, CASEFLO'S TOTAL LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE TOTAL FEES PAID BY YOUR HEALTHCARE ORGANIZATION TO CASEFLO IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

11.2 Exclusion of Damages

IN NO EVENT SHALL CASEFLO BE LIABLE FOR ANY:

  • Indirect, incidental, special, consequential, or punitive damages
  • Loss of profits, revenue, or business opportunities
  • Loss of data or data corruption
  • Business interruption
  • Cost of substitute services

These limitations apply regardless of the legal theory (contract, tort, negligence, strict liability, or otherwise) and even if CaseFlo has been advised of the possibility of such damages.

11.3 Exceptions

The limitations in this Section 11 do not apply to:

  • Breaches of confidentiality obligations
  • Gross negligence or willful misconduct
  • Indemnification obligations
  • Liability that cannot be limited by applicable law

11.4 Jurisdictional Limitations

Some jurisdictions do not allow the exclusion of certain warranties or limitations of liability. In such jurisdictions, our liability shall be limited to the maximum extent permitted by law.

12. Indemnification

12.1 Your Indemnification

You agree to indemnify, defend, and hold harmless CaseFlo and its officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to:

  • Your violation of these Terms
  • Your misuse of the Service
  • Your violation of any third-party rights
  • Your violation of applicable laws, including HIPAA
  • Data or content you upload to the Service

12.2 CaseFlo's Indemnification

CaseFlo will indemnify, defend, and hold harmless your healthcare organization from and against any third-party claims alleging that the Service infringes such third party's intellectual property rights, subject to the limitations in Section 11.

12.3 Indemnification Procedures

The indemnified party must:

  • Provide prompt written notice of the claim
  • Allow the indemnifying party to control the defense
  • Cooperate in the defense at the indemnifying party's expense
  • Not settle without the indemnifying party's consent

13. Term and Termination

13.1 Term

These Terms are effective until terminated as provided herein.

13.2 Termination by Healthcare Organization

Healthcare organizations may terminate their subscription with 30 days written notice, subject to the terms of their subscription agreement.

13.3 Termination by CaseFlo

CaseFlo may terminate or suspend access:

With Notice (30-Day Cure Period):

  • Material breach of these Terms
  • Violation of the Business Associate Agreement
  • Non-compliance with HIPAA requirements

Immediately:

  • Non-payment after notice and opportunity to cure
  • Illegal activity or use of the Service for unlawful purposes
  • Security threats or unauthorized access
  • As required by law or court order

13.4 Effect of Termination

Upon termination:

  • Your right to access the Service immediately ceases
  • All licenses granted hereunder terminate
  • Healthcare organization may request data export per Section 7.2
  • PHI will be handled per the Business Associate Agreement
  • Accrued payment obligations remain due

13.5 Survival

The following sections survive termination: Section 6 (Intellectual Property, including Section 6.5 Third-Party Code Sets), Section 10 (Disclaimers), Section 11 (Limitation of Liability), Section 12 (Indemnification), Section 15 (Dispute Resolution), and Section 16 (General Provisions).

14. Modifications to Terms

14.1 Right to Modify

We may modify these Terms at any time. We will provide notice of material changes by:

  • Email to the address associated with your account or organization
  • Prominent notice within the Service
  • Updating the "Last Updated" date above

14.2 Effective Date

Material changes will take effect 30 days after notice unless a longer period is required by law or specified in the notice.

14.3 Acceptance

Your continued use of the Service after the effective date of changes constitutes acceptance of the modified Terms. If you do not agree to the modified Terms, you must stop using the Service and your healthcare organization may terminate the subscription.

15. Dispute Resolution

15.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Minnesota, without regard to its conflict of laws principles.

15.2 Informal Resolution

Before initiating formal dispute resolution, the parties agree to attempt to resolve disputes through good-faith negotiation. Either party may initiate informal dispute resolution by sending written notice describing the dispute. The parties shall have 30 days to attempt resolution.

15.3 Binding Arbitration

If informal resolution fails, disputes shall be resolved by binding arbitration administered by the American Arbitration Association ("AAA") under its Commercial Arbitration Rules. The arbitration shall be conducted:

  • In Minneapolis, Minnesota
  • Before a single arbitrator with experience in healthcare technology
  • In the English language

The arbitrator's decision shall be final and binding. Judgment on the arbitration award may be entered in any court of competent jurisdiction.

15.4 Arbitration Costs

Each party shall bear its own costs and attorneys' fees. Arbitrator fees and AAA administrative fees shall be split equally between the parties, unless the arbitrator determines otherwise.

15.5 Exceptions to Arbitration

Either party may seek injunctive relief in court for:

  • Intellectual property infringement
  • Breach of confidentiality obligations
  • Unauthorized access or security breaches

15.6 Class Action Waiver

YOU AGREE THAT ANY DISPUTE RESOLUTION PROCEEDINGS WILL BE CONDUCTED ONLY ON AN INDIVIDUAL BASIS AND NOT IN A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION.

16. General Provisions

16.1 Entire Agreement

These Terms, together with the Privacy Policy, subscription agreement, Business Associate Agreement, and any Order Forms, constitute the entire agreement between you and CaseFlo regarding the Service.

16.2 Severability

If any provision of these Terms is held invalid or unenforceable, that provision shall be modified to the minimum extent necessary, and the remaining provisions shall continue in full force and effect.

16.3 Waiver

No waiver of any provision of these Terms shall be effective unless in writing and signed by CaseFlo. Failure to enforce any right or provision shall not constitute a waiver.

16.4 Assignment

You may not assign or transfer these Terms or your rights hereunder without CaseFlo's prior written consent. CaseFlo may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of its assets. Any attempted assignment in violation of this section is void.

16.5 Force Majeure

Neither party shall be liable for delays or failures in performance resulting from circumstances beyond its reasonable control, including natural disasters, acts of government, pandemic, war, terrorism, labor disputes, or internet service provider failures.

16.6 Notices

Notices to CaseFlo should be sent to:

CaseFlo LLC Minneapolis, MN Email: support@caseflo.tech

Notices to you will be sent to the email address associated with your account or organization.

16.7 Relationship of Parties

Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between you and CaseFlo.

16.8 Third-Party Beneficiaries

These Terms do not create any third-party beneficiary rights, except that healthcare organizations are intended third-party beneficiaries with respect to the limitations and disclaimers herein.

16.9 Headings

Section headings are for convenience only and do not affect the interpretation of these Terms.

17. Contact Information

If you have questions about these Terms, please contact us:

General Inquiries: Email: support@caseflo.tech

Legal Notices: CaseFlo LLC Minneapolis, MN

These Terms of Service are effective as of the date listed above.

CaseFlo LLC