Terms of Use

Agreement to Terms

These Terms of Use ("Terms") constitute a legally binding agreement between you ("User," "Healthcare Provider," or "you") and SigXA ("Company," "we," "us," or "our") regarding your use of the SigXA AI medical scribe platform and related services (collectively, the "Service").

By accessing or using our Service, you agree to be bound by these Terms and our Privacy Policy. If you disagree with any part of these terms, you may not access or use our Service.

Service Description

SigXA provides an AI-powered medical scribe platform that:

• Transcribes patient encounters in real-time
• Generates clinical documentation and medical notes
• Integrates with Electronic Health Record (EHR) systems
• Provides specialty-specific documentation templates
• Supports healthcare workflow optimization

Eligibility and Account Creation

Healthcare Provider Requirements

To use SigXA, you must be a licensed healthcare provider or authorized representative of a healthcare organization. You represent and warrant that:

• You hold a valid medical license in good standing
• You are authorized to access and create protected health information (PHI)
• Your use of the Service complies with applicable healthcare regulations
• You have the authority to enter into this agreement on behalf of your organization

Account Security

You are responsible for:

• Maintaining the confidentiality of your account credentials
• Ensuring only authorized personnel access your account
• Implementing appropriate access controls within your organization
• Immediately notifying us of any suspected security breaches

HIPAA Compliance and Business Associate Agreement

Business Associate Relationship

SigXA acts as a Business Associate to healthcare providers who are HIPAA covered entities. By using our Service, you acknowledge that:

• A Business Associate Agreement (BAA) governs our handling of PHI
• You remain the covered entity responsible for HIPAA compliance
• SigXA will use and disclose PHI only as permitted by the BAA and HIPAA
• Both parties must implement appropriate safeguards for PHI

Healthcare Provider Responsibilities

As a healthcare provider using SigXA, you must:

• Obtain appropriate patient consent for recording and documentation
• Ensure compliance with all applicable healthcare regulations
• Review and validate all AI-generated clinical documentation
• Maintain appropriate medical malpractice insurance
• Use the Service only for legitimate healthcare purposes

Acceptable Use Policy

Permitted Uses

You may use SigXA for:

• Clinical documentation and medical note generation
• Patient encounter transcription
• Healthcare workflow optimization
• Integration with your existing EHR systems
• Quality improvement and clinical research (with appropriate approvals)

Prohibited Uses

You may not use SigXA for:

• Non-healthcare related purposes
• Recording conversations without proper consent
• Generating documentation for encounters you did not conduct
• Circumventing security measures or accessing unauthorized data
• Reverse engineering or attempting to extract our AI models
• Sublicensing or reselling our services without authorization

Service Availability and Performance

Service Level Agreement

SigXA strives to maintain:

• 99.9% uptime on an annual basis
• Real-time transcription with minimal latency
• 24/7 technical support for critical issues
• Regular platform updates and improvements

Planned Maintenance

We may perform scheduled maintenance that temporarily affects service availability. We will provide advance notice of planned maintenance whenever possible.

Data Ownership and Intellectual Property

Your Data

You retain ownership of all clinical data, patient information, and PHI processed through our Service. SigXA claims no ownership rights to your healthcare data.

SigXA Intellectual Property

SigXA retains all rights to our:

• AI models and algorithms
• Software platform and technology
• Documentation templates and workflows
• Trademarks, logos, and branding materials

AI Model Training

SigXA does not use customer PHI or clinical data to train our AI models. Our models are trained exclusively on publicly available, de-identified datasets and synthetic data.

Payment Terms

Subscription Fees

Service fees are based on your selected subscription plan and are billed monthly or annually as specified in your agreement.

Free Trial

We offer a 7-day free trial for new customers. No payment information is required during the trial period.

Refund Policy

Subscription fees are non-refundable except as required by law or as specifically stated in your service agreement.

Privacy and Security

Zero Audio Retention

SigXA maintains a strict zero audio retention policy. Audio recordings are processed in real-time and immediately deleted after transcription.

Data Security

We implement enterprise-grade security measures including:

• End-to-end encryption for all data transmission
• AES-256 encryption for data at rest
• Multi-factor authentication and access controls
• Regular security audits and penetration testing
• SOC 2 Type II compliance

Disclaimers and Limitations

Medical Disclaimer

SigXA is a documentation tool and does not provide medical advice, diagnosis, or treatment recommendations. Healthcare providers remain solely responsible for:

• All clinical decisions and patient care
• Reviewing and validating AI-generated documentation
• Ensuring accuracy of medical records
• Compliance with medical standards of care

AI Technology Limitations

While our AI technology is highly accurate, you acknowledge that:

• AI-generated content may contain errors or inaccuracies
• All documentation should be reviewed by qualified healthcare providers
• The Service is an aid to, not a replacement for, clinical judgment

Limitation of Liability

To the maximum extent permitted by law, SigXA's total liability for any claims arising from these Terms or the Service shall not exceed the amount you paid for the Service in the 12 months preceding the claim.

Indemnification

You agree to indemnify and hold SigXA harmless from any claims, damages, or expenses arising from:

• Your use of the Service in violation of these Terms
• Your violation of applicable laws or regulations
• Clinical decisions made using our documentation tools
• Unauthorized access to or disclosure of PHI under your control

Termination

Termination by You

You may terminate your account at any time by providing 30 days' written notice.

Termination by SigXA

We may terminate your access to the Service if:

• You breach these Terms or the BAA
• Your account becomes delinquent on payments
• You engage in prohibited activities
• We discontinue the Service (with 90 days' notice)

Effect of Termination

Upon termination:

• Your access to the Service will be immediately suspended
• We will provide you with access to export your data for 30 days
• All PHI will be deleted or returned as specified in the BAA
• Outstanding fees remain payable

Governing Law and Dispute Resolution

These Terms are governed by the laws of the United States and the state where our headquarters are located. Any disputes will be resolved through binding arbitration in accordance with the rules of the American Arbitration Association.

Changes to Terms

We may modify these Terms periodically. Material changes will be communicated to users with at least 30 days' advance notice. Continued use of the Service after changes become effective constitutes acceptance of the modified Terms.

Contact Information

For questions about these Terms of Use, please contact us: