PracticeHQ Professional User Terms

Instrument: PROF-01 | Version: 2026-09-07.5 | Effective date: September 9, 2026

These Professional User Terms are between Vytivo, Inc. and you as an individual professional user. They supplement ACCT-01, the PracticeHQ Terms of Service, version 2026-09-07.5, which is supplied with them. They do not replace the practice's Services Agreement, your employment or contractor agreement, practice workforce acceptance, credential verification or patient-specific authority.

1. Your professional account

Provide accurate identity, contact, professional role, license and practice-affiliation information. Keep material information current and promptly report a lapse, restriction, suspension or other change that could affect your authorized use. Vytivo and the practice may verify appropriate information and proportionately restrict affected capabilities while a material authority issue is resolved. An account designation does not certify your professional qualifications.

Access to a particular practice requires its authorization and your assigned current role. Being a licensed professional does not give you authority over every patient, practice or service. You may not use an administrator role to grant yourself a clinical privilege you do not hold.

2. Professional responsibilities

You remain responsible for services you actually provide, including professional scope, standard of care, patient evaluation, required informed-consent discussions, clinical decisions, orders, prescriptions, record integrity and follow-up. Check the correct patient and practice context before acting. For telehealth, review the patient's stated current location and required encounter facts, and comply with applicable service and professional rules. A patient attestation or system warning does not expand your license.

Technology and AI do not replace independent judgment. Before signing, ordering, publishing a care plan or sending material clinical direction based on AI, review the final content and relevant sources, resolve discrepancies and warnings, and complete the authorized professional action. Do not portray unreviewed AI as a clinician's reviewed opinion or use AI for prohibited independent therapeutic or clinical conduct. You are responsible for your own review, not for guaranteeing the platform is error-free.

3. Records and confidentiality

Use only information and capabilities authorized for your current work. Do not access records out of curiosity, for personal or competitive purposes, or across practice boundaries without a lawful basis. Respect Part 2, psychotherapy-note, SUD-counseling-note, state-confidentiality and legal-hold restrictions. A general chart view or “full access” label does not remove them.

Maintain accurate, appropriately dated records. Corrections to signed records must preserve required history. Do not backdate consent, manufacture patient signatures or misrepresent an event as completed. Cooperate with lawful access, amendment, restriction, incident and record-return processes within your role. Optional patient replay and record access are distinct; absence of a replay feature is not a basis to deny an otherwise required record request.

4. Recording, playback, preservation and export

Do not start recording, transcription or Scribe before all required participant authority and applicable service controls are satisfied. Use the explicit start or restart action and ensure the announcement accurately describes the active modalities. A provider preference cannot override an individual patient's refusal. Respect a stop request and any mandatory psychotherapy refusal protections.

Use playback only for an authorized purpose. Affirmative preservation, export and disclosure are separate actions. Identify a recording used as a clinical record so that applicable access and retention duties can be honored. Protect a copy you download and use only an authorized destination. Do not distribute a group recording to participants through the initial PracticeHQ workflow. You may not bypass these limits with personal recording software or a personal file-sharing account.

5. Other controlled actions

A patient consent, portal connection, payment mandate or third-party record direction must come from its legally proper actor. You may request or explain an action but may not execute it as the patient. Preparing a laboratory order does not establish the patient's authorization for unrelated record disclosure or payment. Using an available button does not establish prescribing authority, lawful marketing permission or a right to send specially protected information.

You may use approved practice templates, terminology and clinician-approved exemplars within the practice's authority. Do not put patient information into an external AI tool or service lacking the required contracts, protections and permission. Do not use PracticeHQ patient or practice content for model training or fine-tuning in violation of the platform's no-training commitment. Your lawful professional research or other outside activities require their own authority and are not licensed by these Terms. Supplying practice materials or configuration through your professional account does not make them nonconfidential product suggestions or override the practice's rights under its Services Agreement.

6. Security and reporting

Protect credentials, devices, downloads and sessions; use required authentication and security settings; and complete applicable training. Do not share accounts, evade access controls or disable protective evidence. Report suspected disclosure, misrouting, lost devices, account compromise or a material AI/record error promptly through your practice's designated process and, when platform involvement is relevant, privacy@mypracticehq.com or support@mypracticehq.com. Do not include unnecessary clinical content in ordinary email; obtain a suitable secure route.

Cooperate reasonably with a lawful investigation without altering evidence or disclosing unrelated records. Good-faith regulatory reports, protected disclosures and professional reporting duties are not prohibited by these Terms. Ordinary access/security logs may be reviewed for authorized purposes. Diagnostic replay or employment monitoring has its own applicable notice and authority; professional acceptance is not blanket consent to it.

7. Relationship, fees and risk allocation

These Terms do not make Vytivo your employer, credentialing body, malpractice insurer or supervising clinician. They do not make you personally guarantee the practice's invoices or assume the practice's customer-contract indemnities merely because you use its workspace. A separately disclosed professional subscription may impose a fee only if you accept it in the proper capacity. Signing an Order for a practice requires actual authority and is a separate act.

The individual platform warranties, remedies, liability limits, governing law and forum in ACCT-01 apply to this individual relationship without a second or cumulative liability limit. No patient-care disclaimer eliminates Vytivo's own platform, privacy or security responsibility. These Terms do not impose a separate personal indemnity. The Services Agreement governs claims between Vytivo and the practice; these individual Terms do not reduce the practice's contracted rights or bind a patient to a professional-negligence waiver. No arbitration, class-action waiver or jury-trial waiver is included. Technical support follows the reasonable-efforts standard in ACCT-01. Any separately agreed practice service level applies according to that business agreement; these individual Terms neither reduce it nor turn it into a promise of clinical response to patients.

8. Access changes, termination and acceptance

A practice may change or end your workspace authority consistent with law. Vytivo may proportionately restrict access for the grounds stated in ACCT-01. Ended authority must not be reused through a saved session, token or local copy. On departure, return or securely dispose of practice information as lawfully directed, preserving required records and holds. Continuing confidentiality does not prevent legally protected reporting or required record retention.

Material changes in professional duties require the appropriate updated presentation and assent. Ordinary title changes, credential renewals and narrowed role assignments do not automatically require another signature. Changes to ACCT-01 follow its notice and acceptance rules; a later online posting does not silently replace the version accepted here.

Acceptance action: “I agree to the PracticeHQ Terms of Service and Professional User Terms, and intend this action to sign both electronically.” Select Agree to account and professional terms. When account Terms have already been accepted separately, the action may identify only these Professional User Terms. Each accepted document retains its own version and copy. The practice-owned workforce acceptance remains separately attributable to that practice.