Terms of Service

Last updated: April 2026

These Terms of Service ("Terms") govern your access to and use of DropCharge, a voice-to-billing charge capture application operated by DropCharge LLC ("Company," "we," "us," or "our"). DropCharge is available at dropcharge.app and as a progressive web application ("the Service").

1. Acceptance of Terms

By creating an account, accessing, or using DropCharge, you agree to be bound by these Terms and our Privacy Policy. If you do not agree to these Terms, do not use the Service.

If you are using DropCharge on behalf of a medical practice, hospital, or other organization, you represent that you have the authority to bind that organization to these Terms, and "you" refers to both you individually and the organization.

2. Description of Service

DropCharge is a billing workflow tool designed for physicians. The Service allows physicians to:

• Dictate inpatient encounter descriptions using voice-to-text
• Submit de-identified clinical descriptions to an AI system that extracts suggested CPT and ICD-10 billing codes
• Review, edit, and send charge slips to billing departments

The Service is available in three subscription tiers:

• Email ($149/month) -- Charge slips delivered via the physician's own email account
• Secure Link ($249/month) -- Charge slips delivered via encrypted, time-limited secure links
• Dashboard ($499/month) -- Full billing dashboard with audit trail and access controls

Feature availability varies by tier and may be updated from time to time.

3. Account Registration and Security

To use DropCharge, you must register an account and provide accurate, current information. You are responsible for:

• Maintaining the confidentiality of your account credentials and access codes
• All activity that occurs under your account
• Notifying us immediately at support@dropcharge.app if you suspect unauthorized access to your account

We reserve the right to suspend or terminate accounts that we reasonably believe have been compromised or are being used in violation of these Terms.

4. Subscription, Billing, and Trial Terms

Free Trial. New accounts receive a 14-day free trial with full access to the features of the selected tier. No credit card is required to begin the trial. At the end of the trial period, you must enter valid payment information to continue using the Service.

Subscription Billing. Subscriptions are billed monthly and renew automatically on the anniversary of your subscription start date. By subscribing, you authorize us to charge your designated payment method on a recurring basis.

Auto-Renewal. Your subscription will automatically renew at the then-current rate unless you cancel before the start of the next billing cycle. We will notify you of any price changes at least 30 days in advance.

Cancellation. You may cancel your subscription at any time through your account settings or by contacting support@dropcharge.app. Cancellation takes effect at the end of the current billing period. You will retain access to the Service until then. No refunds are issued for partial billing periods. There are no cancellation fees.

Tier Changes. You may upgrade or downgrade your subscription tier at any time. Upgrades take effect immediately, with a prorated charge for the remainder of the billing cycle. Downgrades take effect at the start of the next billing cycle.

5. Acceptable Use

You agree to use DropCharge only for its intended purpose as a billing code capture and submission tool. You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable laws or regulations
• Attempt to reverse-engineer, decompile, or disassemble any part of the Service
• Interfere with or disrupt the Service, servers, or networks connected to the Service
• Share, transfer, or sell your account credentials to any other person
• Use the Service to submit fraudulent billing claims
• Scrape, data-mine, or extract data from the Service using automated means
• Circumvent any access controls, rate limits, or security measures

Violation of these terms may result in immediate suspension or termination of your account.

6. HIPAA and Data Privacy

DropCharge is designed with a HIPAA Safe Harbor de-identification architecture. Understanding how patient data is handled is critical:

What stays on your device. Patient identifiers -- including patient name, Medical Record Number (MRN), date of birth, and date of service -- are entered on your device and never leave your device via our API. These identifiers are stored only in your browser's local memory or local storage.

What is sent to AI. When you submit an encounter for billing code extraction, only the de-identified clinical description and the patient's age (calculated from date of birth and capped at 90 per HIPAA Safe Harbor standards) are transmitted to the AI provider. No patient identifiers are included in the API request.

No BAA required with AI provider. Because no Protected Health Information (PHI) is transmitted to the AI provider under the Service's de-identification architecture, no Business Associate Agreement is required between the Company and the AI provider for this processing.

Real-time PHI detection. DropCharge includes a real-time PHI detection system that monitors your dictation transcript. If a patient identifier is detected in the transcript, the Service displays a warning, triggers a device alert, and requires your confirmation before any data is sent to the AI.

Charge slip delivery. Patient identifiers are re-attached to the charge slip locally on your device before delivery. Depending on your tier, delivery occurs through your own email infrastructure, encrypted secure links, or the billing dashboard. For complete details on data handling, see our Privacy Policy.

Your responsibility. You are responsible for ensuring that your use of DropCharge complies with all applicable privacy laws, regulations, and your organization's policies, including HIPAA. You should not dictate patient identifiers into the clinical description -- use the designated fields for that information.

7. Disclaimers

Not medical or legal advice. DropCharge is a billing workflow tool. It does not provide medical advice, clinical decision support, legal advice, or coding compliance guidance. The AI-generated billing codes are suggestions only.

Provider responsibility. You, the physician or authorized billing professional, are solely responsible for reviewing, verifying, and approving all CPT and ICD-10 codes before submission to any payer. Billing codes must accurately reflect the services rendered and the clinical documentation. Submitting inaccurate codes may violate federal and state regulations.

No warranty. The Service is provided "AS IS" and "AS AVAILABLE" without warranties of any kind, whether express, implied, or statutory, including but not limited to implied warranties of merchantability, fitness for a particular purpose, accuracy, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that AI-generated billing codes will be correct or complete.

8. Limitation of Liability

To the maximum extent permitted by applicable law:

• In no event shall DropCharge LLC, its officers, directors, employees, agents, or affiliates be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of revenue, profits, data, or business opportunities, arising out of or related to your use of or inability to use the Service.
• In no event shall the Company's total aggregate liability to you for all claims arising out of or related to the Service exceed the total amount you paid to the Company in the twelve (12) months preceding the event giving rise to the claim, or one hundred dollars ($100), whichever is greater.
• The Company is not liable for any damages arising from incorrect, incomplete, or inappropriate billing codes generated by the AI system, including but not limited to claim denials, audit penalties, overpayments, underpayments, or regulatory actions.
• The Company is not liable for any damages arising from your failure to verify billing codes before submission.

These limitations apply regardless of the legal theory on which the claim is based, whether in contract, tort, negligence, strict liability, or otherwise, even if the Company has been advised of the possibility of such damages.

9. Indemnification

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

• Your use of the Service
• Your violation of these Terms
• Your violation of any applicable law or regulation
• Billing codes you submit, whether or not generated or suggested by the Service
• Any claim that your use of the Service infringed the rights of a third party
• Any PHI exposure resulting from your actions, including but not limited to dictating patient identifiers into the clinical description field

10. Intellectual Property

The Service, including its design, code, AI models, prompts, user interface, documentation, and all related intellectual property, is owned by DropCharge LLC or its licensors. These Terms do not grant you any ownership interest in the Service.

You retain ownership of the clinical content you input into the Service. By using the Service, you grant us a limited, non-exclusive license to process your de-identified input solely for the purpose of providing the Service (i.e., generating billing code suggestions).

"DropCharge" and the DropCharge logo are trademarks of DropCharge LLC. You may not use them without our prior written consent.

11. Termination

We may suspend or terminate your access to the Service at any time, with or without cause, and with or without notice, including but not limited to cases where:

• You breach any provision of these Terms
• Your payment method fails and is not resolved within a reasonable period
• We are required to do so by law
• We discontinue the Service or any part of it

Upon termination, your right to use the Service ceases immediately. Sections 7 through 10 and 13 survive termination.

12. Modifications to Terms

We may update these Terms from time to time. When we make material changes, we will notify you by email or through the Service at least 30 days before the changes take effect. Your continued use of the Service after the effective date of the updated Terms constitutes your acceptance of the changes.

If you do not agree to the updated Terms, you must stop using the Service and cancel your subscription before the changes take effect.

13. Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the State of New York, without regard to its conflict-of-law principles.

Any dispute arising out of or relating to these Terms or the Service shall be resolved exclusively in the state or federal courts located in Westchester County, New York. You consent to the personal jurisdiction and venue of such courts.

14. General Provisions

• Entire Agreement. These Terms, together with the Privacy Policy, constitute the entire agreement between you and the Company regarding the Service.
• Severability. If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.
• Waiver. Our failure to enforce any right or provision of these Terms does not constitute a waiver of that right or provision.
• Assignment. You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations without restriction.

15. Contact

Questions about these Terms of Service:

support@dropcharge.app

DropCharge LLC
dropcharge.app

This document is a draft template and does not constitute legal advice. Review by qualified legal counsel is recommended before use. Last updated April 2026.