Terms of Service

Last updated: March 13, 2026

1. Acceptance of Terms

By creating an account or using ChartCoder ("Service"), operated by SmartCoding.ai ("we", "us", "our"), you agree to be bound by these Terms of Service. If you do not agree, do not use the Service.

2. Description of Service

ChartCoder is an AI-powered tool that analyzes de-identified clinical notes and suggests ICD-10 diagnosis codes and CPT procedure codes. The Service is intended as a decision-support tool for healthcare professionals and medical coders.

3. Not Medical Advice

The Service does not provide medical advice, diagnoses, or treatment recommendations. AI-generated coding suggestions are informational only and must be reviewed, validated, and approved by a qualified healthcare professional or certified medical coder before use in any clinical, billing, or claims submission context.

We do not guarantee the accuracy, completeness, or clinical appropriateness of any coding suggestion. You are solely responsible for all coding decisions and any claims submitted based on those decisions.

4. User Responsibilities

4.1 De-identification of Clinical Notes

You are solely responsible for removing all Protected Health Information (PHI) and Personally Identifiable Information (PII) from clinical notes before submission. The Service requires you to confirm de-identification before each analysis. Submitting notes containing PHI is a violation of these Terms.

4.2 Account Security

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account.

4.3 Appropriate Use

You agree not to:

  • Submit clinical notes containing PHI or PII
  • Use the Service for purposes other than medical coding analysis
  • Attempt to circumvent usage limits or access controls
  • Use automated scripts or bots to access the Service without authorization
  • Reverse-engineer, decompile, or attempt to extract the AI model or algorithms
  • Resell, sublicense, or redistribute the Service or its output

5. Usage Tiers & Billing

The Service offers usage tiers (Free, Pro, Unlimited) with monthly analysis limits. Free tier users receive a limited number of analyses per month at no cost. Paid tiers and their terms will be published on the Pricing page when available.

We reserve the right to modify usage limits, pricing, and tier features with reasonable advance notice.

6. Intellectual Property

The Service, including its AI models, algorithms, user interface, and design, is the intellectual property of SmartCoding.ai. Your use of the Service does not grant you any ownership rights.

You retain ownership of clinical notes you submit. Analysis results generated by the Service may be used freely in your professional work.

7. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, OR NON-INFRINGEMENT.

We do not warrant that coding suggestions will be accurate, complete, current with the latest coding guidelines, or appropriate for any specific clinical scenario.

8. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, SMARTCODING.AI SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOST REVENUE, CLAIM DENIALS, AUDIT PENALTIES, OR REGULATORY FINES ARISING FROM YOUR USE OF THE SERVICE.

OUR TOTAL LIABILITY FOR ANY CLAIM ARISING FROM YOUR USE OF THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE 12 MONTHS PRECEDING THE CLAIM, OR $100, WHICHEVER IS GREATER.

9. Indemnification

You agree to indemnify and hold harmless SmartCoding.ai and its officers, employees, and agents from any claims, damages, or expenses arising from: (a) your use of the Service, (b) your submission of PHI in violation of these Terms, (c) your coding or billing decisions based on the Service's output, or (d) your violation of any applicable law or regulation.

10. HIPAA Disclaimer

ChartCoder is designed for use with de-identified clinical data only. The Service is not intended to serve as a Business Associate under HIPAA. By requiring de-identification prior to submission, the data processed by the Service falls outside the scope of HIPAA-protected information. Users who are Covered Entities or Business Associates under HIPAA bear sole responsibility for ensuring compliance with all applicable regulations before using the Service.

11. Termination

We may suspend or terminate your account if you violate these Terms, including but not limited to submitting PHI, abusing usage limits, or using the Service in a manner that may harm other users or our infrastructure.

You may close your account at any time. Upon termination, your analysis history and account data will be deleted.

12. Changes to Terms

We may update these Terms from time to time. Material changes will be communicated via email or a prominent notice on the Service at least 30 days before taking effect. Continued use of the Service after the effective date constitutes acceptance.

13. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Georgia, United States, without regard to its conflict of law provisions.

14. Contact

For questions about these Terms, contact us at legal@smartcoding.ai.