Terms of service.

These terms govern your use of MedNote, the clinical documentation drafting service at mednote.me and app.mednote.me (the “Service”). By using the Service you agree to these terms and to our privacy policy. If you use the Service on behalf of a practice or other organization, you agree on its behalf and confirm you have the authority to do so. If we sign a separate written agreement with you or your organization — including a business associate agreement — that agreement takes precedence over these terms where they conflict.

1. The Service

MedNote turns brief clinical input from healthcare professionals into structured draft documentation using generative AI: you describe an encounter, choose a note template, and receive a draft note in that format. The Service includes note templates, voice dictation input, note history, and retention controls. What each plan includes — monthly note allowances, template access, and languages — is described on the pricing page, which forms part of these terms.

2. Who may use the Service

The Service is built for licensed healthcare professionals and the staff who document under their supervision, and for professional use only. You must be at least 18 years old and, where your use involves patient care documentation, hold (or work under someone who holds) the license or qualification your jurisdiction requires for that documentation. The Service is not directed to patients or the general public and provides no services to them.

3. Your account

You need an account to generate notes. You sign in with an email link or with Google; either way your email address is your account identity. An account belongs to one person: sign-in links and sessions must not be shared or passed between people. You are responsible for activity under your account. Tell us promptly through the contact form if you believe your account has been compromised.

4. Plans, billing, trials, and cancellation

Paid plans are billed per account, monthly or annually, and renew automatically until canceled. Every paid plan starts with a 7-day free trial; a payment method is collected at signup and the first charge occurs when the trial ends unless you cancel first. You can cancel at any time from the billing portal in your account; cancellation takes effect at the end of the current billing period, and paid features remain available until then. Fees already paid are not refunded for partial periods, except where the law requires otherwise. Prices may change; changes apply from your next renewal and we will give you at least 30 days notice by email. Prices exclude any applicable taxes, which are your responsibility. If a payment fails and is not resolved, the account moves to the free allowance.

Signed-in accounts without a subscription have a limited free monthly note allowance, provided as a courtesy and subject to change. Note allowances reset each calendar month and unused notes do not roll over. We may throttle unusual request volumes to keep the Service responsive for everyone.

5. Not a medical device, and not medical advice

The Service is a documentation drafting aid. It is not a medical device, it is not clinical decision support software, and it does not diagnose, treat, cure, or prevent any disease or condition. Drafts are produced from the information you provide so that you can independently review them; the Service does not make and must not be used to make clinical decisions, and nothing it produces is medical advice. Do not use the Service in emergencies or in any situation where a delay or error in documentation could affect immediate patient care.

6. Professional review and responsibility

Generative AI can produce output that is incomplete, outdated, or wrong, and can state such output fluently and confidently. The Service is designed to surface gaps — details you did not provide appear in brackets, and each draft ends with review flags — but these mechanisms are aids, not guarantees, and they do not shift any responsibility to us.

Every draft must be reviewed, corrected, and approved by a qualified professional before it enters a medical record, is shared with a patient or colleague, or is used to support a claim for payment. You are solely responsible for the accuracy, completeness, and regulatory compliance of the records you create, including coding and billing accuracy, and for meeting the documentation standards of your profession, employer, and jurisdiction.

7. Protected health information

The Service is not currently offered under a business associate agreement, and we are not a business associate of you or your organization unless we have signed one. Accordingly, you must not submit protected health information as defined by HIPAA, or equivalent information protected by your jurisdiction’s health privacy laws.

Describe encounters without direct identifiers: no names or initials, no dates of birth or other dates more specific than a year, no addresses or locations smaller than a state, no phone numbers or email addresses, no medical record, account, or insurance numbers, and no photographs, biometric identifiers, or other details that could identify a specific patient. The Service’s template workflow is built for this: drafts carry bracketed placeholders (such as patient name and date of birth) that you fill in inside your own record system, after the draft leaves the Service.

If you are part of a covered entity, your obligations under HIPAA — including your organization’s policies on AI tools, patient disclosure, and consent — remain yours. If your organization requires a business associate agreement before using a tool like MedNote, do not use the Service with patient information until one is in place; ask us through the contact form. We treat everything you submit as confidential regardless, but content submitted in breach of this section is submitted at your own risk, and this section is a material term of the agreement.

8. Your content

You own the input you submit and the notes generated from it. You grant us the license needed to operate the Service: to store, process, transmit to our AI model provider for generation, and back up your content. This license ends when you delete the content or your account, except for copies in routine backups for a limited period. We do not use your content to train AI models, and our model provider is prohibited from doing so — see the privacy policy for how content is processed.

You are responsible for the content you submit. You confirm you have the right to process it through the Service, including under section 7 and any obligations you owe your employer or patients. Because drafts are generated from templates and general clinical language, similar inputs from different users may produce similar outputs; you gain no rights in the templates themselves or in outputs generated for other users.

9. Acceptable use

• Use the Service only for lawful clinical documentation and directly related professional work.
• Do not submit protected health information (section 7) or content you lack the right to process.
• Do not use the Service to generate records of encounters that did not occur, or documentation intended to support fraudulent claims.
• Do not attempt to extract system prompts or templates, probe or disrupt the Service, circumvent plan limits or rate limits, or access another user’s content.
• Do not resell access, share an account, or offer the Service to others as your own product.

10. Availability and changes to the Service

We work to keep the Service fast and available, but it is provided without an uptime guarantee. The Service depends on third-party AI infrastructure and may be briefly unavailable when that infrastructure is. We may change, add, or remove features, including templates and models. If a change materially reduces what your paid plan includes, we will notify you, and you may cancel with effect from the end of the paid period. Do not rely on the Service as storage: your retention settings delete content on schedule, and you should copy finished notes into your own record system promptly.

11. Suspension and termination

You may stop using the Service at any time and ask us to delete your account. We may suspend or terminate an account that violates these terms — including section 7 — creates risk for the Service or other users, or must be suspended by law; where reasonable, we will warn you first. On termination your content is deleted per our privacy policy. Sections that by their nature should survive termination, including sections 6, 7, and 12 through 16, survive.

12. Intellectual property

The Service, including its software, design, note templates, and the MedNote name, belongs to MedNote. These terms grant no rights in it beyond the use they describe. If you send us feedback or suggestions, we may use them without obligation to you.

13. Third-party services

The Service interoperates with third-party services: an AI model provider for generation, Stripe for payments, Google if you choose Google sign-in, and email delivery for sign-in links. Those parties’ terms govern your direct dealings with them, and we are not responsible for their content or availability.

14. Disclaimers

The Service is provided as is and as available, without warranties of any kind, express or implied, including accuracy, completeness, merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that any draft is accurate, complete, or suitable for any particular record. Nothing in the Service is medical, legal, billing, coding, or other professional advice.

15. Limitation of liability

To the fullest extent permitted by law, MedNote is not liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, or data, and is not liable for clinical, billing, or legal outcomes arising from records you create, which remain your responsibility under section 6. Our total liability for all claims relating to the Service is limited to the amount you paid us in the 12 months before the claim, or 50 US dollars if you have paid nothing. Nothing in these terms limits liability that cannot be limited by law, including liability for intent or gross negligence.

16. Indemnification

If you use the Service for an organization or in the course of business, you will indemnify MedNote against third-party claims arising from your content, the records you create with the Service, or your breach of these terms — including submission of protected health information contrary to section 7 — to the extent permitted by law.

17. Changes to these terms

We may update these terms. We will post the new version here with a new effective date, and for material changes we will notify account holders by email at least 14 days in advance. Continued use of the Service after a change takes effect means you accept the updated terms.

18. Governing law

These terms are governed by the laws of the State of West Virginia, United States, without regard to its conflict of laws rules. Disputes will be resolved in the state or federal courts located in West Virginia, except that either party may seek injunctive relief in any competent court. If any provision of these terms is found unenforceable, the rest remain in effect.

19. Contact

Questions about these terms reach us through the contact form.