ClearPath Clinical Documents — Terms of Service

Last Updated: 2025

Welcome to ClearPath Clinical Documents (“we,” “our,” “us”). By submitting documents or using our services, you (“the client,” “user”) agree to the following Terms of Service. Please review them carefully before placing an order.

1. Scope of Service

ClearPath Clinical Documents provides document transformation services, including but not limited to:

• Converting clinical documents into updated Functional Behavior Assessment (FBA) formats
  
  

• Reformatting Behavior Support Plans (BSPs)
  
  

• Reorganizing and clarifying clinical documentation
  
  

• Preparing documents to meet agency, state, or HRC expectations
  
  

We do not provide clinical recommendations, diagnoses, or treatment planning. Any edits or reorganized content remain the responsibility of the clinician to review, verify, and approve before use.

2. HIPAA-Aligned Process & Client Responsibilities

ClearPath Clinical Documents uses HIPAA-aligned procedures, including:

• Encrypted data transfer
  
  

• Encrypted storage of uploaded documents
  
  

• Secure email routing through HIPAA-appropriate systems (Proton Business Suite)
  
  

• Restricted access to client files
  
  

• Automatic deletion of files after a defined retention period
  
  

However, we are not acting as a HIPAA-covered entity or Business Associate in a legal sense.
Clients are responsible for:

• Ensuring that any PHI submitted is permitted under their agency’s HIPAA policy
  
  

• Removing PHI if they are not authorized to transmit it
  
  

• Ensuring the final document is appropriate for clinical use
  
  

• Retaining compliant storage of final documents once received
  
  

We do not assume responsibility for improper submission or misuse of PHI by the client.

3. Document Submission

By uploading documents, you represent that:

• You have legal authorization to submit them
  
  

• The information provided is accurate
  
  

• The documents belong to a case you are permitted to work on
  
  

• You assume responsibility for verifying accuracy before use
  
  

We reserve the right to reject documents that appear incomplete, corrupted, or illegible.

4. Turnaround Times

Standard turnaround times apply:

• Standard: 72 hours
  
  

• Expedited: 48 hours (+$50)
  
  

• Priority: 24 hours (+$75)
  
  

Turnaround begins after:

• Payment is received
  
  

• All required documents and details are fully submitted
  
  

If information is missing, turnaround may be delayed.

We do not offer same-day service.

5. Payments & Refunds

Payments are collected at the time of submission.

Refunds are not guaranteed once work has begun, but will be considered in cases of:

• Duplicate orders
  
  

• Incorrect service selection
  
  

• ClearPath’s inability to complete the service
  
  

We strive to resolve all payment concerns fairly.

6. Confidentiality & File Deletion

All documents are stored in encrypted systems and deleted after 30 days unless otherwise requested.

We do not retain copies of your documents beyond the deletion window.

You are responsible for securely storing the final files we return to you.

7. Limitations of Service

ClearPath Clinical Documents does not:

• Provide clinical judgment or modify treatment recommendations
  
  

• Guarantee acceptance by any third-party agency or HRC
  
  

• Assume liability for incorrect, incomplete, or outdated source material provided by the client
  
  

• Offer legal, diagnostic, or therapeutic services
  
  

Final responsibility for document accuracy lies with the submitting clinician.

8. Liability

ClearPath Clinical Documents is not liable for:

• Misuse of information by the client
  
  

• Consequences of inaccurate or outdated original documents
  
  

• Institutional decisions made based on the final document
  
  

• Unauthorized transmission of PHI by the client
  
  

Our service is a document-formatting tool, not a clinical decision-making authority.

9. Acceptance of Terms

By submitting a form or uploading documents, you acknowledge:

• You have read and understood these Terms
  
  

• You agree to follow them
  
  

• You accept responsibility for the clinical and legal use of the final product