Terms of Service

Last updated: July 7, 2026

These Terms of Service ("Terms") govern your access to and use of CasePanel and related services provided by Aclera-AI, Inc. ("Aclera-AI," "we," "us," or "our"). By accessing or using our services, you agree to be bound by these Terms.

1. Service Description

CasePanel is an AI-powered clinical reasoning platform designed to assist healthcare professionals by building a comprehensive clinical picture from raw chart data across encounters. From that validated reasoning it drafts clinical documentation — notes, orders, medication reconciliation, and billing guidance — that requires physician review before use. Our service:

  • Provides AI-assisted generation of clinical documentation
  • Includes evidence-based citations and references
  • Offers an optional Ambient Scribe feature (beta) that records and transcribes encounters only after you confirm patient consent; audio is not stored after transcription completes
  • Integrates with healthcare workflows
  • Operates in compliance with HIPAA and healthcare regulations
  • Includes a Business Associate Agreement (/baa) with every plan

2. Eligibility and Account Requirements

To use CasePanel, you must:

  • Be a licensed healthcare professional or authorized staff member
  • Be at least 18 years of age
  • Provide accurate and complete registration information
  • Maintain the security of your account credentials
  • Notify us immediately of any unauthorized access to your account

Organizations may create accounts for their staff, in which case the organization is responsible for ensuring compliance with these Terms by all authorized users.

3. User Responsibilities

As a user of CasePanel, you agree to:

  • Use the service only for lawful purposes related to clinical documentation
  • Review all AI-generated content before incorporating it into patient records
  • Maintain responsibility for the accuracy and appropriateness of all documentation
  • Comply with all applicable healthcare laws and regulations
  • Protect patient privacy and maintain confidentiality
  • Not share account credentials with unauthorized individuals
  • Not attempt to reverse engineer, copy, or misuse our technology

4. Medical Disclaimer

IMPORTANT: CasePanel is a documentation assistance tool, not a substitute for professional medical judgment.

  • All AI-generated content is intended as a draft that requires physician review and approval before use
  • Clinical decisions must be made by qualified healthcare professionals based on their training, experience, and assessment of individual patients
  • AI suggestions and references should be verified against current clinical guidelines and the specific patient context
  • Aclera-AI does not provide medical advice, diagnosis, or treatment recommendations for individual patients
  • The physician or authorized healthcare provider signing the note remains fully responsible for its contents

By using CasePanel, you acknowledge that you understand these limitations and accept full responsibility for all clinical decisions and documentation.

5. Acceptable Use

You may not use our services to:

  • Generate fraudulent or misleading documentation
  • Submit false claims or engage in billing fraud
  • Access or attempt to access another user's account
  • Interfere with or disrupt our services or infrastructure
  • Violate any applicable laws, regulations, or professional standards
  • Use automated systems to access the service without permission
  • Share, sell, or redistribute our services to unauthorized parties

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

6. Intellectual Property

Our Property

CasePanel, including its software, algorithms, user interface, and documentation, is owned by Aclera-AI and protected by intellectual property laws. You receive a limited, non-exclusive license to use our services during your subscription term.

Your Content and De-identified Data

You retain ownership of the clinical content you create or submit using CasePanel ("Customer Data"). By using our services, you grant us a license to process Customer Data to provide, maintain, secure, and improve the services.

We may create de-identified data from Customer Data as permitted by the Business Associate Agreement (/baa), using the HIPAA Safe Harbor de-identification standard (45 CFR §164.514(b)(2)). As between you and Aclera-AI, Aclera-AI owns De-identified Data and may use it for any lawful purpose, including training and improving our AI models. De-identified Data contains no patient or user identifiers and survives termination of these Terms.

Feedback

If you provide feedback or suggestions about our services, you grant us the right to use that feedback without obligation to you.

7. Subscription and Payment

  • Subscription fees are billed in advance on a monthly or annual basis as selected
  • All fees are non-refundable except as required by law or as specified in our refund policy
  • We may change pricing with 30 days' notice; changes apply at the next billing cycle
  • Failure to pay may result in suspension or termination of service

8. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

  • ACLERA AI PROVIDES CASEPANEL "AS IS" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED
  • WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE
  • ACLERA AI SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES
  • OUR TOTAL LIABILITY SHALL NOT EXCEED THE FEES YOU PAID IN THE 12 MONTHS PRECEDING THE CLAIM
  • WE ARE NOT LIABLE FOR CLINICAL DECISIONS, PATIENT OUTCOMES, OR DOCUMENTATION ERRORS RESULTING FROM YOUR USE OF AI-GENERATED CONTENT WITHOUT APPROPRIATE REVIEW

9. Indemnification

You agree to indemnify and hold harmless Aclera-AI and its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from:

  • Your use of CasePanel
  • Your violation of these Terms
  • Your violation of any applicable laws or regulations
  • Clinical documentation you create or submit using our services

10. Termination

Either party may terminate this agreement:

  • You may cancel your subscription at any time through your account settings
  • We may terminate or suspend your account for violation of these Terms
  • We may discontinue the service with 90 days' notice

Upon termination, you may request export of your data within 30 days. After 30 days, we will delete your data in accordance with our retention policies and HIPAA requirements. Our deletion obligations do not apply to De-identified Data, which contains no patient or user identifiers.

11. Changes to Terms

We may modify these Terms at any time. We will provide notice of material changes via email or through the service. Your continued use after changes become effective constitutes acceptance of the modified Terms.

12. Governing Law and Disputes

These Terms are governed by the laws of the State of Delaware, without regard to conflict of law principles. Any disputes shall be resolved through binding arbitration in accordance with the AAA Commercial Arbitration Rules, except that either party may seek injunctive relief in court for intellectual property violations or data breaches.

13. General Provisions

  • Entire Agreement - These Terms, along with our Privacy Policy and the Business Associate Agreement (or a separately signed BAA, if one is in place), constitute the entire agreement between you and Aclera-AI. With respect to Protected Health Information, the BAA controls over these Terms
  • Severability - If any provision is found unenforceable, the remaining provisions continue in effect
  • No Waiver - Our failure to enforce any right does not waive that right
  • Assignment - You may not assign these Terms without our consent; we may assign them in connection with a business transfer

14. Contact Information

For questions about these Terms, please contact us: