QuickNotes — Terms of Use
Effective Date: October 15, 2025
Provider/Counterparty: Cronic Care, Inc., d/b/a “Cronic Care” (hereinafter, “Cronic Care,” “we,” “us,” or “our”)
Service: QuickNotes (software and related services for clinical note generation and EMR workflow enablement)
Contact & Notices. Unless otherwise specified in an applicable order form or BAA, all communications to Cronic Care regarding these Terms should be directed to:
Email: hello@cronic.care
Telephone: +1 (408) 600–1412
Physical Address (principal place of business / notice address):
Cronic Care, Inc., 6203 San Ignacio Avenue, San Jose, CA 95119, USA
Website: https://cronic.care
1) Acceptance of Terms
By creating an account, starting a free trial, or using the Service, you agree to be bound by these Terms of Use (“Terms”), our Privacy Policy, and, where applicable, a duly executed Business Associate Agreement (“BAA”).
If you access the Service on behalf of a clinic, medical group, or other entity (collectively, a “Clinic”), you represent and warrant that you are authorized to bind that Clinic to these Terms; references to “you” include both you and the Clinic.
Order of Precedence. In the event of conflict: (i) a signed BAA governs PHI privacy and security; (ii) a signed order form or statement of work governs its subject matter; otherwise, these Terms control.
Changes. We may modify these Terms or the Privacy Policy. Material changes will be posted in-product or sent to your account email and are effective on the stated date. Continued use after the effective date constitutes acceptance.
Electronic Notices. You consent to receive electronic communications (e.g., email, in-app messages) regarding your account, billing, and the Service and agree to keep your contact information current.
Eligibility Reminder. You confirm you meet the eligibility requirements below and will use the Service for lawful, professional purposes only.
PHI Use. A signed BAA is required before you transmit, process, or store PHI via the Service. Without a BAA, use is limited to non-PHI evaluation.
2) Eligibility & Accounts
Users. You must be at least 21 and use the Service for lawful professional clinical documentation and related workflows.
The Service is intended for licensed physicians (MD) in good standing with all required state licenses, typically in solo, small, or mid-size Clinics. Other roles (e.g., DO, NP, PA, scribe) may use the Service only if expressly permitted by the Clinic’s agreement or seat configuration. If your licensure or eligibility status lapses or is suspended, you must cease use until restored.
Verification. We may request proof of identity, licensure, and Clinic affiliation (e.g., NPI, state license lookup, domain/email verification) and may limit or suspend access if verification fails.
Credentials & Security. You are responsible for safeguarding your credentials (including MFA) and all activity under your account. Logins may not be shared; each user must have an individual seat. Notify us promptly of suspected unauthorized access.
Clinic Management. Clinics may assign seats and are responsible for their users’ compliance with these Terms, licensing, and applicable law (including HIPAA). Clinics must timely add/remove users and maintain accurate billing and contact information.
Compliance. You agree to comply with all applicable laws and regulations (e.g., medical practice acts, documentation/coding rules, privacy/security laws). If you handle PHI, a BAA with Cronic Care is required.
Suspension/Termination. We may suspend or terminate access for violations of these Terms, failed verification, legal requests, security risks, non-payment, or misuse (including credential sharing). Clinics remain responsible for actions taken under their accounts until access is removed.
Geography & Scope. Access may be limited by jurisdiction. Specialty coverage outside Cardiology, Family Medicine, and Primary Care may be limited.
Notice of Changes. You must promptly inform us of licensure changes, Clinic affiliation changes, and contact/billing updates.
3) Trial, Prepaid Plans, and Payments
Free Trial. Visit-limited evaluation access (e.g., 5 notes per provider) as posted at signup and on our website. When usage reaches 100%, access pauses unless upgraded. Trial coverage is limited (optimized for Cardiology, Family Medicine, Primary Care). Trial use is non-PHI unless a BAA is executed; with a BAA, PHI use is permitted per Clinic policy. Standard-hours chatbot/email support is included. Trial data may be deleted or archived if you do not convert.
Prepaid Plans. Plans are offered on a prepaid basis on the member pricing page (taxes may apply). Each plan sets quotas (e.g., notes per provider) and support level. Plans renew manually. Any proration, if applicable, is displayed at the time of a plan change.
Changes & Cancellations. You may upgrade or downgrade at any time; new quotas/services apply when the change takes effect. We do not refund the current period. To end service, allow the account to reach 100% of quota; access pauses unless you renew.
Custom EMR Integration. For non-standard EMR/API connections, a one-time nominal fee may apply, quoted in advance and payable upon acceptance of scope.
Payments (Stripe). Charges and eligible refunds are processed via Stripe. You authorize charges to your saved payment method. Prepaid tiers may include Auto Top-Up Visits when usage exceeds 80% of quota, with rollover as specified by plan. Receipts are emailed to the billing contact; you must keep billing email and payment method current.
Upgrades/Downgrades. If you switch plans before reaching 80% of current quota: (i) the new plan applies immediately; (ii) quota resets to the new plan; (iii) unused visits do not roll over; and (iv) Auto Top-Up does not apply to that change. Any proration will be shown at checkout.
4) Refunds & Cancellation
Operational/Validation Issues. If a payment is captured with incorrect physician details (email and/or Clinic ID), we may issue a partial refund (processing fees may be retained).
Processing Errors. If the Service fails to process a paid transaction, we will issue a refund consistent with our refund policy.
Receipts/Notices. Successful payments generate a receipt to the physician email on file; refunds generate a refund notice. If the email is incorrect, Stripe may be unable to deliver the notice; the refund still posts to the Clinic’s payment method.
No Refunds; Quota-Based Access. We do not offer refunds for mid-cycle cancellations or similar scenarios. Plans remain active until 100% of visit quota is used; at 100%, access pauses unless renewed or additional visits are purchased. The mobile web front-end does not include a cancel button; allowing quota to reach 100% will pause service.
Auto Top-Up & Rollovers. Auto Top-Up and rollover apply only as stated in your plan; otherwise, unused quota does not roll over.
Renewal & Cancellation. You may renew at any time (e.g., to add visits); renewal takes effect immediately and resets quota to the new plan. Cancellation stops future renewals; no refund of the current period is issued. After canceling, access continues until quota reaches 100%, then pauses unless renewed.
5) Acceptable Use & Clinical Responsibility
Clinical Judgment. QuickNotes outputs are preliminary and may contain errors or omissions. The Service does not practice medicine, diagnose, treat, or make clinical decisions.
Your Responsibilities. You are solely responsible for (i) reviewing, editing, approving, and entering notes into your EMR; and (ii) compliance with coding, documentation, billing, and applicable laws/policies.
Accuracy & Limits. Transcription and summarization may misinterpret speech or context; confirm medications, allergies, vitals, diagnoses, and orders before finalizing.
Prohibitions. You may not: violate law; infringe IP; harass or discriminate; access others’ data without authorization; share credentials; reverse-engineer or disrupt the Service; upload malware.
PHI & Consents. A BAA is required to handle PHI. You are responsible for obtaining any required patient/provider consents.
Security Practices. Maintain credential hygiene (including MFA), restrict access to authorized staff, revoke access promptly, and report suspected unauthorized access to support@cronic.care.
Enforcement. We may suspend or terminate for violations, legal requests, security risks, or misuse.
6) HIPAA / PHI
BAA Required. A BAA must be in place before transmitting, processing, or storing PHI in the Service; without a BAA, use is limited to non-PHI evaluation.
Shared Responsibilities.
- Cronic Care (Business Associate): implements administrative, technical, and physical safeguards; manages platform security, logging, and secure data handling within our control.
- Clinic (Covered Entity): remains responsible for HIPAA compliance within its environment, including user provisioning, role-based access, EMR governance, minimum-necessary use, policies/training, and device/network hygiene.
Incidents. Report suspected unauthorized access to support@cronic.care without delay; we will investigate and notify per the BAA and applicable law.
Sub processors & Location. We may use HIPAA-eligible, contractually bound sub processors (listed in our BA Appendix). Hosting regions and jurisdictions are as specified in the BAA or upon request.
Retention/Return/Deletion. PHI is retained only as necessary to provide the Service and comply with law. Upon termination or written request, PHI will be returned or deleted per the BAA (subject to lawful retention and backups).
7) EMR Integrations & Data Exchange
Availability. Where supported, the Service may write notes and vitals to your EMR (and, where permitted, read limited context). Availability varies by EMR vendor/edition, access method (API/HL7/FHIR), and Clinic configuration.
Authorization. By enabling an integration, you authorize Cronic Care to exchange the minimum necessary data to operate the features you enable. You may disable connections at any time (or request that we do so).
Clinic Obligations. You are responsible for obtaining/recording patient and provider consents as required and for accurate identifiers (e.g., MRN/encounter IDs) so content posts to the correct chart/encounter. We provide safeguards and status/error messages; final review is yours.
Security & Changes. Data in transit uses TLS; stored credentials are encrypted; access is monitored. EMR upgrades or credential/network changes may affect connectivity; notify us in advance where possible. Upon disconnection, we cease data exchange and retain/delete data per policy.
8) Privacy & Security
We collect and process information as described in our Privacy Policy, including account data, activity logs, and — if a BAA is in place — PHI necessary for integrated workflows. We apply minimum-necessary access and industry-standard safeguards. You agree to maintain unique logins, enable MFA where available, follow least-privilege practices, and keep contact/billing details current. Suspected incidents must be reported immediately to support@cronic.care. Data retention/return/deletion follow the Privacy Policy and, if applicable, the BAA.
9) Service Availability & Support
Availability. We strive for high uptime but do not guarantee uninterrupted service. Temporary disruptions may occur due to maintenance, provider/cloud issues, internet outages, or other factors beyond our control.
Maintenance & Incidents. Routine maintenance is typically scheduled during off-peak hours; urgent security or stability updates may occur without notice. In the event of an incident, we will provide reasonable status updates.
Support. Chatbot and standard-hours assistance are available; escalations are provided per plan tier. Target response times may vary by severity and plan tier.
10) Intellectual Property
Ownership. Cronic Care owns the Service, including software, models, algorithms, interfaces, designs, documentation, and related materials, excluding your content and third-party materials.
Your Content. You retain all rights to your inputs and outputs (e.g., visit audio/text, uploads, generated notes, vitals, Clinic materials).
License to Cronic Care. You grant Cronic Care a non-exclusive, worldwide, revocable license to host, process, transmit, and display the minimum necessary content to provide and secure the Service and integrations you enable and to improve the Service, consistent with the Privacy Policy and, where applicable, the BAA. For PHI, the BAA governs and controls.
Restrictions. You may not reverse-engineer, decompile, disassemble, bypass access controls or usage limits, resell or sublicense the Service, remove proprietary notices, or use the Service to infringe the rights of others.
Feedback. You grant Cronic Care a royalty-free, perpetual license to use feedback to improve the Service without obligation to you.
11) Beta / Early Access
Beta or early-access features are provided “as is”, may change or be withdrawn at any time, may have limited or no support, and are not guaranteed to become generally available. Use with PHI requires a BAA and adherence to Clinic policy.
12) Disclaimers
THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” WE DISCLAIM ALL WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. QUICKNOTES OUTPUTS MAY CONTAIN ERRORS OR OMISSIONS; YOU MUST REVIEW FOR ACCURACY AND CLINICAL APPROPRIATENESS BEFORE USE.
13) Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, CRONIC CARE IS NOT LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR LOST PROFITS/REVENUE/DATA, EVEN IF ADVISED OF THE POSSIBILITY. OUR TOTAL LIABILITY FOR ANY CLAIM RELATING TO THE SERVICE WILL NOT EXCEED THE AMOUNTS YOU PAID TO CRONIC CARE IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.
14) Indemnification
You will defend, indemnify, and hold harmless Cronic Care and its officers, directors, employees, and agents from and against claims, losses, liabilities, damages, costs, and expenses (including reasonable attorneys’ fees) arising out of: (a) your use of the Service; (b) your breach of these Terms or applicable law; © your clinical decisions, documentation, coding, or billing; and (d) content or data you provide, including misidentification or misrouting to EMRs.
15) Suspension & Termination
We may suspend or terminate access for violations of these Terms, legal or regulatory requests, security risks, non-payment, abuse, or to protect users/systems. You may cancel at any time; cancellation takes effect at the end of the current prepaid period unless otherwise stated. Data return/deletion will be handled per the Privacy Policy and, if applicable, the BAA.
16) Changes to the Service or Terms
We may modify the Service or these Terms from time to time. Material changes will be communicated as described above; continued use following the effective date constitutes acceptance.
17) Governing Law & Disputes
These Terms are governed by the laws of the State of California, excluding conflicts-of-law rules. The exclusive venue and jurisdiction for any dispute are the state or federal courts located in Fresno County, California, USA, unless a BAA or separate signed agreement specifies otherwise. To the extent permitted by law, each party waives the right to a jury trial. Either party may seek equitable relief to protect confidential information, security, or intellectual property.
18) Contact
Support: support@cronic.care · +1–408–600–1412
Privacy/Security: privacy@cronic.care
