Effective Date: February 26, 2025 | Last Updated: February 26, 2025
Welcome to CodeMax Medical Billing ("CodeMax," "we," "us," or "our"). These Terms and Conditions ("Terms") govern your access to and use of our website at codemaxmb.com, our mobile application (available on iOS and Android), our Client Portal at customer-portal.codemaxmb.com, and any related services we provide, including billing and claims management, utilization management, quality assurance, verification of benefits, and consulting services.
By accessing or using our website, mobile app, Client Portal, or engaging our services, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you do not agree to these Terms, you must discontinue use of our website, app, and services immediately.
Our website, mobile app, and services are intended for use by healthcare providers, treatment centers, and authorized representatives of behavioral health, mental health, substance abuse, and eating disorder treatment facilities. By using our services, you represent that you are at least 18 years of age, have the legal authority to enter into these Terms on behalf of yourself or the organization you represent, and that all information you provide to us is accurate and complete.
CodeMax Medical Billing provides revenue cycle management solutions designed specifically for behavioral health providers. Our services include billing and claims management, utilization management, quality assurance, verification of benefits, and consulting services. We deliver these services through our proprietary software platform, Client Portal, and mobile application, supported by a team of experienced clinicians and billing experts with over 20 years of industry experience.
The specific scope, terms, and pricing of services provided to each client are defined in separate service agreements or contracts entered into between CodeMax and the client. These Terms supplement but do not replace any such service agreements. In the event of a conflict between these Terms and a signed service agreement, the service agreement shall control.
Access to certain features of our platform, including the Client Portal and mobile app, requires account registration. When creating an account, you agree to provide accurate, current, and complete information, maintain and promptly update your account information, keep your login credentials confidential and not share them with unauthorized individuals, and notify us immediately of any unauthorized access to or use of your account.
You are responsible for all activity that occurs under your account. CodeMax is not liable for any loss or damage arising from your failure to safeguard your login credentials.
You agree to use our website, mobile app, Client Portal, and services only for lawful purposes and in accordance with these Terms. You agree not to use our platform in any way that violates applicable federal, state, or local laws or regulations, including HIPAA. You shall not attempt to gain unauthorized access to any part of our platform, systems, or networks, interfere with or disrupt the integrity or performance of our website, app, or services, upload or transmit viruses, malware, or any other harmful code, use our platform to transmit unsolicited or unauthorized advertising or promotional materials, or impersonate any person or entity, or falsely state or misrepresent your affiliation with any person or entity.
We reserve the right to suspend or terminate your access to our platform at any time, without prior notice, if we reasonably believe you have violated these Terms.
All content, features, and functionality on our website, mobile app, and Client Portal — including but not limited to text, graphics, logos, icons, images, software, the CodeMax name and brand, and the design and layout of our platform — are the exclusive property of CodeMax Medical Billing or its licensors and are protected by United States and international copyright, trademark, patent, and other intellectual property laws.
You are granted a limited, non-exclusive, non-transferable, and revocable license to access and use our platform for its intended purposes. You may not reproduce, distribute, modify, create derivative works from, publicly display, or otherwise exploit any content from our platform without our prior written consent.
Our Client Portal and CodeMax mobile application provide healthcare providers with real-time access to billing information, utilization review data, verification of benefits submissions, and other revenue cycle management tools. Use of the Client Portal and mobile app is subject to these Terms as well as any additional terms presented during registration or within the application.
The CodeMax mobile app is available for download on the Apple App Store and Google Play Store. Your use of the app is also subject to the terms and policies of the respective app store from which you downloaded it. We may update the app from time to time, and you are responsible for installing updates to ensure optimal functionality and security.
All data accessed through the Client Portal and mobile app, including Protected Health Information (PHI), is handled in compliance with HIPAA regulations and our Privacy Policy.
CodeMax operates as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). We maintain strict administrative, physical, and technical safeguards to protect the confidentiality, integrity, and availability of Protected Health Information (PHI) entrusted to us. Our obligations regarding PHI are further defined in the Business Associate Agreements (BAAs) we execute with each covered entity client.
By using our services, you agree to comply with all applicable federal and state healthcare regulations, including HIPAA, and to cooperate with CodeMax in maintaining the security and privacy of PHI. You are responsible for ensuring that any information you submit through our platform is transmitted in a secure and authorized manner.
Fees for CodeMax services are outlined in the separate service agreement between CodeMax and each client. Unless otherwise specified in your service agreement, invoices are due upon receipt, late payments may be subject to interest charges or service suspension as described in your service agreement, and all fees are non-refundable unless otherwise stated in writing.
CodeMax reserves the right to modify pricing with reasonable advance notice. Any pricing changes will not affect services already under an active contract unless mutually agreed upon.
Our website, mobile app, Client Portal, 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 law, CodeMax disclaims all warranties, including but not limited to implied warranties of merchantability, fitness for a particular purpose, non-infringement, and accuracy.
While we strive to provide accurate and timely billing services, CodeMax does not guarantee specific reimbursement amounts, claim approval rates, or payment timelines, as these are determined by insurance carriers and other third parties beyond our control. Information provided on our website, blog, and marketing materials is for general informational purposes only and does not constitute legal, financial, or medical advice.
To the maximum extent permitted by applicable law, CodeMax Medical Billing, its officers, directors, employees, agents, and affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of revenue, loss of data, loss of business opportunities, or any other intangible losses arising out of or in connection with your use of our website, mobile app, Client Portal, or services.
In no event shall our total aggregate liability to you exceed the total fees paid by you to CodeMax during the twelve (12) months immediately preceding the event giving rise to the claim. This limitation applies regardless of the legal theory under which such liability is asserted, whether in contract, tort, negligence, strict liability, or otherwise.
You agree to indemnify, defend, and hold harmless CodeMax Medical Billing, its officers, directors, employees, agents, and affiliates from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to your violation of these Terms, your misuse of our website, app, or services, your violation of any applicable law or regulation, any breach of your representations or obligations under these Terms, or any dispute between you and a third party related to your use of our services.
Our website and mobile app may contain links to third-party websites, applications, or services, including but not limited to the Apple App Store, Google Play Store, Change Healthcare, and other healthcare technology platforms. These links are provided for your convenience only. CodeMax does not endorse, control, or assume responsibility for the content, privacy policies, or practices of any third-party websites or services. Your use of third-party services is at your own risk and subject to the terms and policies of those third parties.
We may suspend or terminate your access to our website, mobile app, Client Portal, or services at any time and for any reason, including if we reasonably believe you have violated these Terms. Upon termination, your right to use our platform ceases immediately. Any provisions of these Terms that by their nature should survive termination shall remain in effect, including but not limited to intellectual property rights, disclaimers, limitation of liability, and indemnification.
Termination of services provided under a separate service agreement shall be governed by the terms of that agreement.
These Terms shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law provisions. Any disputes arising out of or related to these Terms or your use of our website, app, or services shall be resolved exclusively in the state or federal courts located in Los Angeles County, California, and you consent to the personal jurisdiction of such courts.
We reserve the right to modify or update these Terms at any time. When we make changes, we will update the "Last Updated" date at the top of this page. Your continued use of our website, mobile app, Client Portal, or services after any changes constitutes your acceptance of the revised Terms. We encourage you to review these Terms periodically to stay informed of any updates.
If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. The invalid or unenforceable provision shall be modified to the minimum extent necessary to make it valid and enforceable while preserving the original intent of the provision.
These Terms, together with our Privacy Policy and any separate service agreements between you and CodeMax, constitute the entire agreement between you and CodeMax Medical Billing regarding your use of our website, mobile app, Client Portal, and services. These Terms supersede all prior or contemporaneous communications, proposals, and agreements, whether oral or written, between you and CodeMax with respect to the subject matter herein.
If you have any questions or concerns about these Terms and Conditions, please contact us:
CodeMax Medical Billing
7100 Hayvenhurst Ave, Suite 204
Van Nuys, CA 91406
Phone: 866-CODEMAX
Email: info@codemaxmb.com
Website: codemaxmb.com/contact-us
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