Terms of service for SuperbillDesk

1. Acceptance

These terms form the agreement between MLJ, SASU, the publisher of SuperbillDesk, and the practice that subscribes to the service. By creating an account, approving a superbill batch or paying a subscription fee, the practice accepts these terms in full. If the person accepting is doing so for a professional corporation, a partnership or a clinic, that person confirms they are authorized to bind it. Publisher identification details appear on the legal notice.

2. What the service does

SuperbillDesk generates itemized superbills for the clients of an out of network mental health practice. It reads session records that the practice supplies, applies the coding profile the practice has configured for each client, produces one statement per client per billing period with the procedure codes, diagnosis codes, place of service, dates of service, fees paid and provider identifiers that the practice has entered, and delivers those statements to clients through a secure link or the practice portal. It stores a delivery record and a version history for each statement, and it assembles annual packets.

SuperbillDesk does not submit claims to health plans, does not operate as a clearinghouse, does not negotiate with payers, and does not guarantee reimbursement of any amount by any insurer. Clinical judgment, diagnosis selection, procedure code selection, fee setting and compliance with payer and licensure rules remain entirely the responsibility of the practice and its licensed clinicians. The service is a documentation tool, not a billing agent and not a substitute for professional advice.

3. Accounts and eligibility

An account may be opened by a licensed mental health professional in the United States, or by administrative staff acting for such a professional or for a practice entity. The practice is responsible for the accuracy of the identifiers it enters, including rendering and billing NPI numbers, EIN, taxonomy codes and license numbers, and for keeping user credentials confidential. Each named user must have their own sign in. The practice must tell us without delay if it believes an account has been used by someone who should not have access.

4. Acceptable use

The service may be used only for lawful documentation of services the practice actually delivered. It may not be used to create a statement for a session that did not take place, to represent a fee as paid when it was not, to assign a diagnosis code that the treating clinician did not record, or to misstate the identity of the rendering provider. The practice may not resell access, share a single account across separate legal entities, attempt to circumvent tier limits, probe or interfere with the security of the platform, or extract data by automated means outside the export tools provided.

5. Subscription and billing

Three plans are offered and all are billed monthly in United States dollars: Solo Practice at $29 per month for one clinician and up to 40 active clients, Group Practice at $79 per month for up to 12 rendering providers and 300 active clients, and Clinic at $159 per month for unlimited clinicians and clients with location level identifiers. Prices are exclusive of any tax that may apply in the practice jurisdiction. There is no setup fee, no per statement fee, no per client fee and no share of any amount your clients are reimbursed.

The subscription renews automatically each month on the anniversary of the first payment until it is cancelled. If the practice grows past the limits of its tier, we contact the billing owner before the next renewal date and the higher tier applies from that renewal, never retroactively. Price changes are announced at least 30 days in advance by email to the billing owner and apply from the next renewal, so a practice always has the chance to cancel before a new price takes effect. Failed payments are retried, and access may be suspended if an invoice remains unpaid 14 days after the due date.

6. Cancellation

The practice may cancel at any time from account settings. Cancellation takes effect at the end of the paid month, there is no notice period and there is no exit fee. Partial months are not refunded, except where a refund is required by law. Statements already delivered to clients remain valid and remain in the possession of those clients. For 60 days after cancellation the practice may sign in to export its full statement history and client coding profiles as PDF and CSV files. After 60 days the account and its records are deleted from production systems, and from backups within the normal backup rotation.

7. Customer data

All data the practice enters or imports, including session records, coding profiles, identifiers and generated statements, remains the property of the practice. MLJ, SASU processes that data only to provide the service, to keep it secure, and to support the practice when it asks. We do not use practice data to train models, we do not sell it, and we do not disclose it except where a signed data processing agreement or the law requires it. A business associate agreement is available on every plan and is signed before the first batch is produced. Aggregated statistics that cannot identify a practice, a clinician or a client may be used to describe how the product performs.

8. Availability and support

We aim for the service to be reachable at all times and we schedule maintenance outside United States business hours where possible. Planned interruptions likely to affect a monthly batch are announced by email in advance. Support is provided by email on every plan and is answered within one business day; Clinic accounts also have a named onboarding contact for the first 60 days. No uptime figure is contractually guaranteed on the monthly plans described here.

9. Warranty disclaimer and limitation of liability

The service is provided as it stands, without any warranty that it will meet a particular payer expectation, that a statement will be accepted by any insurer, or that operation will be free of interruption or error. To the fullest extent permitted by law, the liability of MLJ, SASU arising out of or connected with this agreement is limited to the total subscription fees paid by the practice during the twelve months preceding the event giving rise to the claim. We are not liable for indirect or consequential loss, including lost reimbursement, lost profit, lost caseload, reputational harm or the cost of substitute services. Nothing in this clause limits liability for fraud, for willful misconduct, or for any liability that cannot be limited under applicable law.

10. Indemnity

The practice agrees to hold MLJ, SASU harmless from third party claims arising out of the content it enters into the service, its own coding and billing decisions, its treatment of protected health information outside the platform, and any use of the service in breach of clause 4. We will tell the practice promptly of any such claim and cooperate reasonably in its defense.

11. Changes to these terms

These terms may be updated to reflect new features, new legal requirements or a change in how the service operates. The revised version is published on this page with a new date, and material changes are announced by email to the billing owner at least 30 days before they take effect. Continuing to use the service after that date means the new terms are accepted; a practice that does not accept them may cancel before they apply.

12. Governing law and contact

This agreement is governed by French law. Any dispute that cannot be settled amicably falls within the exclusive jurisdiction of the competent courts of Paris, France. Mandatory consumer protections available under the law of the subscriber place of residence are unaffected. Questions about these terms go to jimenezjulien42@gmail.com. Details of the person accountable for the product are on the author page, and the handling of personal data is set out in the privacy policy.