Terms and conditions
Terms and Conditions
Effective Date: September 2, 2026
Welcome to VMeDx. These Terms and Conditions (“Terms”) govern your access to and use of the VMeDx website located at www.vmedx.com (the “Website”) and, where applicable, the services provided by Virtual MeDx, LLC (“VMeDx,” “we,” “us,” or “our”).
By accessing or using our Website or engaging VMeDx for services, you agree to be bound by these Terms. If you do not agree with these Terms, you should not use the Website or our services.
If you are entering into a separate written agreement with VMeDx for services, that agreement will control over these Terms to the extent of any conflict.
1. About VMeDx
VMeDx provides virtual medical and healthcare support services to healthcare practices, organizations, and other businesses.
Our services may include, depending on the services purchased:
Virtual medical assistant services
Virtual medical receptionist services
Patient scheduling
Appointment management
Insurance verification
Medical billing support
Prior authorization support
Referral coordination
Remote medical scribing
Patient monitoring support
Administrative support
Dental administrative support
Veterinary administrative support
Other healthcare-related administrative services
The specific services provided to a client will be determined by the applicable service agreement, statement of work, proposal, or other written agreement between VMeDx and the client.
2. Acceptance of These Terms
By accessing the Website, submitting information through the Website, requesting information about VMeDx services, or engaging VMeDx for services, you acknowledge that you have read, understood, and agreed to these Terms.
If you are using the Website or services on behalf of a company, medical practice, healthcare organization, or other entity, you represent that you have authority to bind that entity to these Terms.
3. Website Use
You may use the Website only for lawful purposes and in accordance with these Terms.
You agree not to:
Use the Website for unlawful purposes
Attempt to gain unauthorized access to the Website or its systems
Interfere with or disrupt Website functionality
Introduce viruses, malware, or other harmful code
Attempt to access another person’s account or information
Scrape, copy, reproduce, or systematically collect Website content without permission
Use automated systems to access the Website in a manner that could damage or impair its operation
Misrepresent your identity or affiliation
Use the Website to transmit fraudulent, abusive, threatening, or unlawful material
Attempt to circumvent security measures
Use the Website in a way that violates applicable laws or regulations
VMeDx reserves the right to suspend or restrict access to the Website where we reasonably believe these Terms have been violated.
4. VMeDx Services
VMeDx provides administrative and support personnel to assist healthcare practices and other organizations.
VMeDx does not provide medical diagnosis, treatment, medical advice, or other professional medical services through its virtual assistant services.
Virtual medical assistants and other personnel provided through VMeDx perform only the duties authorized, assigned, and permitted under the applicable service agreement and applicable law.
Healthcare providers remain responsible for clinical decisions, patient care, medical diagnosis, treatment decisions, prescriptions, and other professional healthcare responsibilities.
5. Client Responsibilities
Clients using VMeDx services are responsible for:
Providing accurate information to VMeDx
Clearly communicating job duties and expectations
Providing appropriate training and instructions relating to client-specific workflows
Providing appropriate access to systems necessary for authorized work
Maintaining appropriate user accounts and permissions
Protecting passwords and login credentials
Ensuring that assigned personnel have only the access necessary to perform their duties
Maintaining appropriate patient and data privacy procedures
Complying with applicable healthcare, privacy, employment, and other laws
Reviewing work performed by VMeDx personnel when appropriate
Making all final clinical and professional decisions
Clients must not instruct VMeDx personnel to perform duties that are outside their authorized role, qualifications, training, or applicable law.
6. Healthcare and HIPAA Compliance
VMeDx provides services to healthcare organizations and may handle Protected Health Information (“PHI”) on behalf of clients.
Where applicable, VMeDx and the client may enter into a separate Business Associate Agreement (“BAA”) pursuant to the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and its implementing regulations.
When a BAA applies, the BAA governs the parties’ respective obligations concerning PHI.
Nothing in these Terms is intended to replace or supersede a valid BAA.
Clients are responsible for ensuring that their use of VMeDx services is consistent with their own HIPAA compliance obligations and applicable privacy and security requirements.
VMeDx personnel are expected to follow applicable privacy and security policies and receive appropriate training for their assigned responsibilities.
7. No Medical Advice
Information published on the VMeDx Website is provided for general informational and business purposes only.
VMeDx is not a healthcare provider and the Website does not provide medical diagnosis, treatment, or medical advice. Nothing on the Website should be interpreted as a substitute for professional medical advice. If you have a medical emergency, contact emergency services or an appropriately qualified healthcare professional.
8. Client Accounts and Access Credentials
Certain VMeDx services may require clients or authorized users to access online portals, platforms, software, or other systems. You are responsible for maintaining the confidentiality of your account credentials.
You agree to:
Use strong and appropriate passwords
Keep login credentials confidential
Not share credentials with unauthorized individuals
Notify VMeDx promptly of suspected unauthorized access
Use systems only for authorized purposes
VMeDx may suspend or terminate access where necessary to protect the security of its systems, clients, personnel, or information.
9. Fees and Payment
Fees for VMeDx services will be established through the applicable proposal, service agreement, order form, statement of work, or other written agreement.
Unless otherwise agreed in writing:
Clients are responsible for paying all applicable fees when due.
Additional services or hours may result in additional charges.
Taxes and applicable governmental charges may be added where required.
Payment obligations survive termination of services.
If an account becomes overdue, VMeDx may, subject to the applicable service agreement, suspend services or access until outstanding amounts are resolved.
10. Service Availability
VMeDx will make reasonable efforts to provide reliable and consistent services.
However, we do not guarantee that:
Services will always be uninterrupted
Services will always be available
Services will be error-free
Every assigned virtual assistant will remain available for a particular period
A particular business result will be achieved
A client’s productivity, revenue, patient volume, or operating costs will increase as a result of using VMeDx
Service availability may be affected by circumstances outside VMeDx’s reasonable control.
11. Virtual Medical Assistant Assignments
VMeDx may assign, replace, reassign, or adjust personnel based on staffing requirements, availability, performance, client needs, or operational considerations.
Where reasonably practicable, VMeDx will communicate material changes affecting a client’s assigned personnel. Clients may communicate concerns regarding assigned personnel to VMeDx management so that appropriate action can be considered.
12. Employment and Independent Contractor Matters
Unless otherwise expressly stated in a written agreement, VMeDx is responsible for its relationship with its employees, contractors, and personnel.
Clients must not represent VMeDx personnel as employees of the client unless expressly authorized by VMeDx and permitted by applicable law.
Clients must not independently hire, employ, or contract directly with VMeDx personnel introduced through VMeDx during the applicable restricted period specified in the client’s service agreement.
Any applicable non-solicitation, conversion, placement, or direct-hire fees will be governed by the applicable service agreement.
13. Confidentiality
Each party agrees to protect confidential information received from the other party.
Confidential information may include:
Business information
Client information
Patient-related information
Operational procedures
Pricing
Credentials
Trade secrets
Marketing strategies
Internal processes
Technical information
Other non-public information
Confidential information may be used only for legitimate purposes related to the applicable business relationship. Confidentiality obligations do not apply to information that:
Is publicly available through no breach of these Terms
Was already lawfully known by the receiving party
Is independently developed without use of confidential information
Is lawfully obtained from another source without confidentiality restrictions
Must be disclosed by law or valid legal process
Additional confidentiality obligations relating to PHI may be established under a BAA or other applicable agreement.
14. Data Protection and Security
VMeDx uses reasonable administrative, technical, and organizational safeguards designed to protect information handled through its services. However, no electronic system, network, website, or method of transmitting information can be guaranteed to be completely secure.
Clients are responsible for implementing appropriate security measures within systems they control, including access management, passwords, user permissions, endpoint security, and other safeguards.
15. Personal Information
VMeDx’s collection and use of personal information through the Website is governed by our Privacy Policy.
By using the Website, you acknowledge that you have reviewed the applicable Privacy Policy.
16. SMS and Electronic Communications
If you provide your mobile telephone number and consent to receive text messages from VMeDx, you may receive communications relating to your inquiries, appointments, services, or other communications for which you have provided consent.
Message and data rates may apply.
You may opt out of marketing SMS messages by replying STOP.
You may request assistance by replying HELP.
Electronic communications, including emails, electronic notices, and other digital communications, may satisfy legal or contractual communication requirements where permitted by law.
17. Intellectual Property
All content on the Website, including but not limited to:
Text
Logos
Graphics
Images
Videos
Designs
Page layouts
Software
Trademarks
Service names
Written materials
is owned by VMeDx or its licensors unless otherwise stated.
You may not reproduce, distribute, modify, publish, transmit, sell, license, or create derivative works from Website content without prior written permission.
The VMeDx name, logos, trademarks, and branding may not be used without authorization.
18. Client Materials
Clients may provide VMeDx with documents, information, graphics, workflows, content, trademarks, software access, or other materials necessary to provide services (“Client Materials”).
Clients represent that they have the necessary rights and authorization to provide Client Materials to VMeDx.
Clients retain ownership of their Client Materials.
Clients grant VMeDx the limited rights necessary to use Client Materials solely to provide contracted services.
19. Feedback
If you provide suggestions, recommendations, comments, or other feedback regarding VMeDx services, you grant VMeDx permission to use that feedback for legitimate business purposes without compensation, provided that VMeDx does not disclose confidential information or PHI in doing so.
20. Third-Party Services
VMeDx may use or integrate with third-party software, platforms, applications, communication systems, payment processors, scheduling systems, electronic health record systems, or other services.
Third-party services may be subject to their own terms and privacy policies.
VMeDx is not responsible for the availability, security, functionality, or policies of third-party services outside VMeDx’s reasonable control.
Clients are responsible for maintaining appropriate accounts and permissions with third-party systems they use.
21. Third-Party Links
The Website may contain links to third-party websites.
These links are provided for convenience and do not constitute an endorsement or guarantee of the third party.
VMeDx is not responsible for the content, security, privacy practices, or availability of third-party websites.
22. Disclaimer of Warranties
To the maximum extent permitted by law, the Website and VMeDx services are provided on an “as is” and “as available” basis.
VMeDx disclaims all warranties, express or implied, including warranties of:
Merchantability
Fitness for a particular purpose
Non-infringement
Accuracy
Availability
Reliability
Uninterrupted operation
VMeDx does not guarantee that the Website or services will be completely secure, error-free, or uninterrupted.
23. No Guarantee of Business Results
VMeDx does not guarantee specific business, financial, operational, staffing, revenue, patient acquisition, productivity, or cost-saving results.
Examples, case studies, testimonials, statistics, or statements regarding potential benefits are provided for informational purposes and may not represent results that every client will achieve.
Results depend on numerous factors, including the client’s operations, staffing requirements, workflows, technology, management, industry, and other circumstances.
24. Limitation of Liability
To the maximum extent permitted by applicable law, VMeDx and its owners, officers, employees, contractors, affiliates, agents, and service providers will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages arising from or relating to the Website or services.
This may include, without limitation:
Lost profits
Lost revenue
Lost business opportunities
Business interruption
Loss of data
Loss of goodwill
Operational losses
To the maximum extent permitted by law, VMeDx’s total liability arising out of or relating to the applicable services will not exceed the amount paid by the client to VMeDx for the services giving rise to the claim during the applicable period specified in the governing service agreement.
Nothing in these Terms is intended to exclude liability that cannot legally be excluded or limited under applicable law.
Where a separate written agreement contains a different limitation of liability, that agreement will control.
25. Indemnification
To the maximum extent permitted by law, you agree to defend, indemnify, and hold harmless VMeDx and its owners, officers, employees, contractors, agents, affiliates, and service providers from claims, liabilities, damages, losses, costs, and expenses, including reasonable attorneys’ fees, arising from or relating to:
Your violation of these Terms
Your misuse of the Website
Your violation of applicable law
Your unauthorized use of VMeDx services
Your violation of a third party’s rights
Client Materials supplied by you
Your acts or omissions in connection with the services
This provision does not require indemnification to the extent caused by VMeDx’s own conduct where such indemnification would be prohibited by law.
26. Termination
VMeDx may suspend or terminate access to the Website if we reasonably believe that you have violated these Terms or applicable law.
Client service relationships may be terminated according to the applicable service agreement.
Upon termination:
Your right to use applicable VMeDx systems and services may end.
Outstanding payment obligations remain due.
Confidentiality obligations continue as required.
Intellectual property rights continue as applicable.
Provisions that by their nature should survive termination will remain effective.
27. Force Majeure
VMeDx will not be responsible for delays or failures caused by circumstances beyond its reasonable control.
These circumstances may include:
Natural disasters
Severe weather
Internet or telecommunications failures
Power outages
Cybersecurity incidents
Government actions
Labor disruptions
Public health emergencies
War
Terrorism
Civil unrest
Acts of third-party service providers
Other events outside VMeDx’s reasonable control
VMeDx will make reasonable efforts to resume affected services as soon as reasonably practicable.
28. Governing Law
These Terms will be governed by the laws of the State of Tennessee, without regard to conflict-of-law principles, except where applicable law requires otherwise.
Any dispute that cannot be resolved informally will be handled in the courts or dispute-resolution forum specified in the applicable service agreement.
If no separate service agreement specifies a dispute-resolution procedure, the parties agree that applicable disputes will be subject to the jurisdiction of the appropriate state or federal courts located in Tennessee, unless applicable law requires otherwise.
29. Dispute Resolution
Before filing a formal legal claim, the parties agree to make reasonable efforts to resolve disputes informally.
A party seeking to raise a dispute should provide written notice describing:
The nature of the dispute
Relevant facts
The requested resolution
The parties will make reasonable efforts to resolve the matter in good faith.
Nothing in this section prevents either party from seeking immediate legal or equitable relief where necessary to protect confidential information, intellectual property, security, or other rights.
30. Changes to These Terms
VMeDx may modify these Terms from time to time.
When changes are made, the updated version will be posted on the Website with a revised Last Updated date.
Your continued use of the Website after updated Terms are posted constitutes acceptance of the revised Terms to the extent permitted by law.
Material changes to an existing client relationship may also be addressed through the applicable service agreement.
31. Severability
If any provision of these Terms is determined to be invalid, illegal, or unenforceable, that provision will be modified or removed only to the extent necessary, and the remaining provisions will remain in full force and effect.
32. Waiver
A failure by VMeDx to enforce any provision of these Terms does not constitute a waiver of its right to enforce that provision in the future.
33. Entire Agreement
These Terms, together with the Privacy Policy and any applicable service agreement, statement of work, BAA, order form, or other written agreement between VMeDx and a client, constitute the applicable agreement between the parties regarding the subject matter addressed.
If there is a conflict between these Website Terms and a separately executed client agreement, the separately executed agreement will control to the extent of the conflict.
34. Contact Information
If you have questions about these Terms and Conditions, please contact VMeDx:
Virtual MeDx, LLC
101 Bear Track Drive
Nashville, TN 37221
United States
Email: info@vmedx.com
Phone: (615) 866-1649
Website: www.vmedx.com
