Terms & Conditions

1 Acceptance of Terms

These Terms and Conditions ("Terms") constitute a legally binding agreement between you ("User," "Client," or "you") and Prime Medex ("Prime Medex," "Company," "we," "us," or "our"), a medical billing and revenue cycle management company headquartered in the State of Texas, United States.

These Terms apply to all visitors, users, and clients of our website located at www.Primemedex.com (the "Site") and to all users of our medical billing and related services (the "Services").

Your access to and use of the Site constitutes your acceptance of these Terms. If you are entering into these Terms on behalf of a company, organization, or other legal entity, you represent and warrant that you have the authority to bind that entity to these Terms.

2 Use of Website

Subject to your compliance with these Terms, Prime Medex grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Site for your personal and professional informational purposes.

2.1 Permitted Uses

• Browsing and reading content on the Site for informational purposes
• Submitting inquiries or consultation requests through our contact forms
• Downloading publicly available resources we make available
• Sharing links to pages on our Site through lawful means

2.2 Account Access

If we provide you with login credentials to access a client portal or reporting dashboard, you are responsible for maintaining the confidentiality of those credentials. You agree to notify us immediately of any unauthorized use of your account. We are not liable for any loss or damage resulting from your failure to secure your credentials.

2.3 Accuracy of Information

While we strive to ensure the accuracy of all content on our Site, medical billing regulations, payer policies, and coding guidelines change frequently. Content on our Site is provided for general informational purposes only and should not be relied upon as legal, medical, or professional billing advice for specific situations. Always consult a qualified professional for guidance specific to your practice.

3 Prohibited Activities

You agree not to engage in any of the following activities when using our Site or Services:

• Using the Site for any unlawful purpose or in violation of any federal, state, or local law or regulation
• Attempting to gain unauthorized access to any portion of the Site, our servers, or any connected systems
• Transmitting any harmful, offensive, defamatory, or fraudulent content through our Site
• Using automated tools, bots, scrapers, or crawlers to collect data from our Site without our written permission
• Attempting to reverse engineer, decompile, or disassemble any software or technology underlying our Site or Services
• Impersonating Prime Medex, our employees, or any other person or entity
• Submitting false or misleading information in any form or communication
• Using our Site or Services to transmit spam, unsolicited commercial messages, or chain letters
• Interfering with or disrupting the integrity or performance of the Site or its underlying infrastructure
• Engaging in any activity that could expose Prime Medex to legal liability or reputational harm
• Violating any applicable healthcare laws including HIPAA, the False Claims Act, or Anti-Kickback Statute

4 Services Description

Prime Medex provides medical billing, revenue cycle management, and related administrative services to healthcare providers. Our Services may include:

• Medical coding and charge entry
• Electronic claim submission and tracking
• Insurance eligibility verification
• Payment posting and reconciliation
• Denial management and appeals
• Accounts receivable management
• Provider credentialing and enrollment
• Prior authorization management
• Patient billing and collections support
• Reporting and analytics

The specific Services provided to any client are defined in the applicable Service Agreement. Prime Medex reserves the right to modify, suspend, or discontinue any Service at any time with reasonable notice to active clients.

4.1 No Medical Advice

Prime Medex provides administrative billing and coding services only. Nothing in our Services constitutes medical advice, clinical guidance, or a recommendation regarding patient care. Clinical decisions remain the exclusive responsibility of the licensed healthcare provider.

4.2 No Guarantee of Reimbursement

While we work diligently to maximize collections on behalf of our clients, Prime Medex cannot guarantee that any specific claim will be paid by an insurance payer. Payer decisions are made independently by insurance companies and government programs based on their coverage rules, medical necessity determinations, and policy terms.

5 Client Responsibilities

Clients who engage Prime Medex for billing services agree to the following responsibilities:

5.1 Accurate Information

You agree to provide Prime Medex with accurate, complete, and timely information necessary for billing, including patient demographics, insurance information, encounter documentation, and charge data. Prime Medex is not responsible for billing errors arising from inaccurate or incomplete information provided by the client.

5.2 Documentation Adequacy

You are responsible for ensuring that clinical documentation supports the services billed. Prime Medex may flag documentation concerns but cannot manufacture or alter clinical records. You agree to maintain documentation that meets the standards required by applicable payers and regulatory bodies.

5.3 Regulatory Compliance

You are ultimately responsible for compliance with all applicable laws and regulations governing your practice, including federal and state healthcare laws, licensure requirements, and payer contracts. Prime Medex's Services do not relieve you of this responsibility.

5.4 Timely Cooperation

You agree to respond to requests for information, documentation, or authorization from Prime Medex in a timely manner. Delays caused by non-responsive clients may affect claim timeliness and are not the responsibility of Prime Medex.

5.5 System Access

Where Prime Medex requires access to your EHR or practice management system to perform Services, you agree to provide appropriate secure access and to maintain the accuracy and integrity of data in those systems.

6 Fees & Payment

6.1 Fee Structure

Our fees are based on a percentage of collections or a flat rate as defined in your Service Agreement. The specific fee arrangement, including the applicable percentage, billing cycle, and any minimum fees, is outlined in your signed Service Agreement.

6.2 Payment Terms

Invoices are issued monthly and are due within 30 days of the invoice date unless otherwise specified in your Service Agreement. Late payments may accrue interest at the rate of 1.5% per month (18% per annum) or the maximum rate permitted by applicable law, whichever is lower.

6.3 Fee Changes

Prime Medex reserves the right to adjust fees with 60 days written notice to active clients. Continued use of Services after the effective date of a fee change constitutes acceptance of the new fees.

6.4 Disputed Invoices

If you dispute an invoice, you must notify us in writing within 15 days of the invoice date, specifying the amount disputed and the reason. Undisputed portions of invoices remain due and payable. We will work in good faith to resolve disputes promptly.

7 Intellectual Property

7.1 Our Content

All content on the Prime Medex website, including but not limited to text, graphics, logos, icons, images, data compilations, software, and the overall design and arrangement of the Site ("Content"), is the exclusive property of Prime Medex or its licensors and is protected by United States and international copyright, trademark, and other intellectual property laws.

7.2 Limited License

You may view, print, and download Content from our Site for your personal, non-commercial use only, provided that you do not modify the Content and you retain all copyright and other proprietary notices. No other use of our Content is permitted without our prior written consent.

7.3 Trademarks

The Prime Medex name, logo, and all related names, logos, product and service names, designs, and slogans are trademarks of Prime Medex. You may not use such marks without our prior written permission. All other names, logos, and marks appearing on our Site are the trademarks of their respective owners.

7.4 Feedback

If you provide us with suggestions, ideas, improvements, or other feedback ("Feedback") regarding our Site or Services, you grant us a non-exclusive, royalty-free, perpetual, irrevocable license to use, reproduce, and incorporate such Feedback into our products and services without compensation to you.

8 Confidentiality

In connection with providing Services, each party may disclose or receive confidential information belonging to the other party. Both parties agree to:

• Hold all Confidential Information in strict confidence
• Use Confidential Information only for the purpose of performing obligations under the Service Agreement
• Not disclose Confidential Information to any third party without prior written consent, except as required by law
• Protect Confidential Information using at least the same degree of care used to protect their own confidential information, but no less than reasonable care

"Confidential Information" includes, but is not limited to, patient data, billing records, financial information, business processes, pricing, and any information marked as confidential or that a reasonable party would understand to be confidential given the nature of the disclosure.

9 HIPAA Compliance

Prime Medex operates as a Business Associate under HIPAA when providing billing services to covered healthcare entities. Our handling of Protected Health Information (PHI) is governed by:

• The Business Associate Agreement (BAA) executed with each covered entity client
• The Health Insurance Portability and Accountability Act of 1996 (HIPAA)
• The Health Information Technology for Economic and Clinical Health (HITECH) Act
• All applicable implementing regulations at 45 CFR Parts 160, 162, and 164

Clients warrant that they are a "Covered Entity" as defined under HIPAA and agree to execute and comply with the terms of Prime Medex's standard BAA as a condition of receiving billing Services. Clients may not provide Prime Medex with access to PHI prior to the execution of a signed BAA.

10 Services Disclaimer

THE SITE AND ALL CONTENT AND SERVICES ARE PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED.

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, Prime MEDEX DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO:

• IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT
• WARRANTIES THAT THE SITE WILL BE AVAILABLE, UNINTERRUPTED, SECURE, OR ERROR-FREE
• WARRANTIES REGARDING THE ACCURACY, COMPLETENESS, OR TIMELINESS OF ANY CONTENT
• WARRANTIES THAT SPECIFIC CLAIMS WILL BE ACCEPTED, PAID, OR REIMBURSED AT ANY PARTICULAR RATE
• WARRANTIES THAT OUR SERVICES WILL MEET YOUR SPECIFIC PRACTICE NEEDS OR EXPECTATIONS

11 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, Prime MEDEX, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, CONTRACTORS, AND LICENSORS SHALL NOT BE LIABLE FOR:

• ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES
• LOSS OF PROFITS, REVENUE, DATA, BUSINESS, OR GOODWILL
• DAMAGES ARISING FROM CLAIM DENIALS, PAYER DISPUTES, OR GOVERNMENT AUDITS
• DAMAGES RESULTING FROM UNAUTHORIZED ACCESS TO OR ALTERATION OF YOUR DATA
• ANY MATTER BEYOND OUR REASONABLE CONTROL

IN ANY CASE, OUR AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICES SHALL NOT EXCEED THE TOTAL FEES PAID BY YOU TO Prime MEDEX IN THE THREE (3) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

12 Indemnification

You agree to defend, indemnify, and hold harmless Prime Medex, its officers, directors, employees, agents, contractors, and successors from and against any and all claims, damages, obligations, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from:

• Your use of or access to the Site or Services
• Your violation of any provision of these Terms
• Your violation of any applicable law, regulation, or third-party rights
• Inaccurate, incomplete, or fraudulent information you provide to us
• Your failure to maintain adequate clinical documentation supporting billed services
• Any government investigation, audit, or enforcement action arising from your billing practices
• Disputes with patients, insurance payers, or other third parties arising from your practice operations

13 Term & Termination

13.1 Term

These Terms remain in effect while you access or use the Site. Service Agreements with billing clients have their own term provisions as outlined in the applicable agreement.

13.2 Termination by You

You may stop using our Site at any time. Billing service clients may terminate their Service Agreement in accordance with the notice provisions specified therein, typically 30 days written notice.

13.3 Termination by Us

We reserve the right to suspend or terminate your access to the Site or Services, with or without notice, for any reason including but not limited to:

• Violation of these Terms or your Service Agreement
• Non-payment of fees
• Conduct we reasonably believe exposes us to legal liability
• Requests from law enforcement or government agencies
• Discovery of fraudulent or abusive billing practices

13.4 Effects of Termination

Upon termination of Services, Prime Medex will cease processing new claims. Any fees earned through the termination date remain due and payable. We will return or destroy PHI in accordance with our BAA. Provisions of these Terms that by their nature should survive termination shall survive, including Sections 7, 8, 11, 12, 14, and 15.

14 Dispute Resolution

14.1 Informal Resolution

Before initiating any formal dispute, you agree to contact Prime Medex in writing to describe your concern and allow 30 days for us to attempt to resolve it informally. Most disputes can be resolved quickly through direct communication with your account manager.

14.2 Binding Arbitration

If informal resolution fails, any dispute, claim, or controversy arising out of or relating to these Terms or the Services shall be resolved by binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules, rather than in court.

• Arbitration shall take place in Dallas, Texas, or remotely by mutual agreement
• The arbitrator's decision shall be final and binding on both parties
• Judgment on the award may be entered in any court of competent jurisdiction
• The prevailing party shall be entitled to recover reasonable attorneys' fees and costs

14.3 Class Action Waiver

YOU AGREE THAT ALL CLAIMS MUST BE BROUGHT IN YOUR INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS OR REPRESENTATIVE PROCEEDING. The arbitrator may not consolidate more than one person's claims and may not otherwise preside over any form of class or representative proceeding.

14.4 Exceptions

Notwithstanding the foregoing, either party may seek emergency injunctive or other equitable relief from a court of competent jurisdiction to prevent imminent harm, including protection of confidential information or intellectual property.

15 Governing Law

These Terms and any disputes arising hereunder shall be governed by and construed in accordance with the laws of the State of Texas, United States, without regard to its conflict of laws principles.

For any matters not subject to arbitration under Section 14, the parties consent to the exclusive jurisdiction of the state and federal courts located in Dallas County, Texas. You waive any objection to the laying of venue in such courts.

16 Changes to Terms

Prime Medex reserves the right to modify these Terms at any time. When we make material changes, we will:

• Update the "Last Updated" date at the top of this page
• Post the revised Terms on our Site
• For active billing clients, provide at least 30 days advance written notice of material changes

Your continued use of the Site or Services after any changes become effective constitutes your acceptance of the revised Terms. If you do not agree to the modified Terms, you must discontinue use of the Site and Services and provide written notice of termination per Section 13.

17 Severability & Entire Agreement

17.1 Severability

If any provision of these Terms is found by a court or arbitrator of competent jurisdiction to be invalid, illegal, or unenforceable, that provision shall be modified to the minimum extent necessary to make it enforceable, or if modification is not possible, it shall be severed from these Terms. The remaining provisions shall continue in full force and effect.

17.2 Entire Agreement

These Terms, together with our Privacy Policy, your signed Service Agreement (if applicable), and any BAA, constitute the entire agreement between you and Prime Medex regarding the subject matter hereof and supersede all prior or contemporaneous agreements, representations, warranties, and understandings, whether oral or written.

17.3 Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision. A waiver in any particular instance does not constitute a continuing waiver or waiver in any other instance.

17.4 Assignment

You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations without restriction, including in connection with a merger, acquisition, or sale of assets.

17.5 Force Majeure

Neither party shall be liable for any failure or delay in performance resulting from circumstances beyond that party's reasonable control, including natural disasters, pandemics, government actions, power outages, internet disruptions, or other events of force majeure. The affected party will notify the other promptly and use commercially reasonable efforts to resume performance as soon as practicable.

18 Contact Information

If you have questions, concerns, or notices regarding these Terms and Conditions, please contact us:

For general inquiries, please use our contact form. For privacy-related matters, see our Privacy Policy for the appropriate contact details.