Terms of Service

1. Agreement to These Terms

These Terms of Service (“Terms”) form a binding agreement between you and Bright Spectrum Billing Consultants LLC (“BSBC,” “we,” “us,” or “our”), a Colorado limited liability company with its principal place of business at 2280 Ance Street, Strasburg, CO 80136.

By visiting our website, accessing our portals, or engaging our services, you agree to these Terms and to our Privacy Policy. If you do not agree, do not use our website or services.

If you enter into a separate signed service agreement, statement of work, or Business Associate Agreement with us, that document controls wherever it conflicts with these Terms.

2. Who May Use Our Services

Our services are offered to businesses — healthcare providers, clinics, and practices — and not to consumers. You must be at least 18 years old and authorized to enter into contracts on behalf of the organization you represent. Our services are offered only within the United States.

3. Services We Provide

Depending on your service agreement, we may provide:

• Medical billing and revenue cycle management — charge entry, claim submission, payment posting, accounts receivable follow-up, denial management, and appeals
• Medical coding — code review, assignment, and audit support
• Credentialing and payer enrollment — application preparation, submission, follow-up, and revalidation tracking
• Consulting — workflow, compliance, and revenue cycle advisory services
• Portal and Copilot access — web applications providing reporting, task tracking, document management, and AI-assisted workflow support

The specific scope, deliverables, and fees that apply to you are defined in your service agreement.

4. What We Do Not Provide

We do not provide medical, legal, or tax advice. Coding and billing recommendations are advisory. You, as the healthcare provider, remain solely responsible for the accuracy of clinical documentation, for the medical necessity of services rendered, and for the final content of any claim submitted under your NPI or Tax ID.

We do not guarantee financial outcomes. We do not guarantee that any claim will be paid, that any appeal will succeed, that any credentialing application will be approved, or that any particular reimbursement rate, collection rate, or timeline will be achieved. Payer decisions are outside our control.

AI-assisted features are advisory only. Output from our Copilot and similar features may be incomplete or incorrect and must be reviewed by a qualified person before it is relied upon. Never submit a claim based solely on AI output.

5. Your Responsibilities

You agree to:

• Provide complete, accurate, and timely information, documentation, and system access necessary for us to perform
• Maintain all licenses, certifications, and payer enrollments required for the services you bill
• Review claims, reports, and submissions we prepare, and promptly notify us of any error
• Keep your account credentials confidential, use multi-factor authentication where offered, and notify us immediately of any suspected unauthorized access
• Use our portals only for their intended business purpose, and refrain from attempting to circumvent security controls, access data belonging to others, reverse engineer the platform, or introduce malicious code
• Comply with HIPAA and all other laws applicable to your practice

6. Fees, Invoicing, and Payment

6.1 Fees

Fees are set out in your service agreement. Depending on the engagement, fees may be a percentage of collections, a flat monthly fee, a per-provider or per-application fee, an hourly consulting rate, or a subscription fee for portal access. Unless your agreement says otherwise, fees are quoted in U.S. dollars and exclude any applicable taxes.

6.2 Invoicing and payment terms

We invoice monthly in arrears unless your agreement provides otherwise. Invoices are due net 15 days from the invoice date. Payments are processed through Stripe, our third-party payment processor; by paying an invoice you also agree to Stripe’s terms. We accept card and ACH bank transfer.

6.3 Late payment

Invoices unpaid after 30 days may accrue interest at 1.5% per month, or the maximum rate permitted by Colorado law if lower. We may suspend services and portal access on 10 days’ written notice for any account more than 30 days past due. Suspension does not relieve you of the obligation to pay amounts already owed.

6.4 Disputed charges

If you believe an invoice is incorrect, notify us in writing within 30 days of the invoice date with a description of the dispute. We will investigate in good faith and issue a correction or credit if an error is confirmed. Please contact us before initiating a chargeback so we can resolve the issue directly.

6.5 Refunds

Fees for services already performed are non-refundable, because our fees compensate work already completed on your behalf. If we invoice you in advance for services not yet performed and the engagement ends before we perform them, we will refund the unearned portion on a pro-rata basis within 30 days of termination. If we make a billing error in our favor, we will refund or credit the difference in full.

7. Term and Termination

Either party may terminate an engagement with 30 days’ written notice, unless your service agreement specifies a different notice period. Either party may terminate immediately for a material breach that remains uncured 15 days after written notice.

On termination:

• You remain responsible for all fees earned through the termination date
• We will complete a reasonable transition, including delivering outstanding reports and claim status information
• We will return or destroy PHI in accordance with the applicable Business Associate Agreement
• Portal access will be deactivated

8. HIPAA and Confidentiality

Where we handle Protected Health Information on your behalf, we act as a Business Associate under HIPAA. A signed Business Associate Agreement must be in place before any PHI is exchanged, and that agreement governs our handling of PHI.

Each party agrees to keep the other’s confidential business information in confidence and to use it only to perform under these Terms. This obligation survives termination.

9. Intellectual Property

We retain all rights in our website, portals, Copilot platform, software, templates, workflows, documentation, and methodologies, including any improvements we develop while providing services. You are granted a limited, non-exclusive, non-transferable, revocable license to access and use our portals during your engagement, for your internal business purposes only.

You retain all rights in your data, including your patient records, claims data, and practice information. You grant us the limited right to process that data as necessary to perform the services.

10. Third-Party Services

Our services depend on third parties including payers, clearinghouses, electronic health record systems, and hosting and payment providers. We are not responsible for outages, errors, or changes in those systems, though we will use reasonable efforts to work around them and to keep you informed.

11. Disclaimers

Our website and portals are provided “as is” and “as available.” To the fullest extent permitted by law, we disclaim all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that our services will be uninterrupted, error-free, or that defects will be corrected.

We perform our services with the professional care and skill reasonably expected of a qualified medical billing service. Nothing in this section limits that commitment.

12. Limitation of Liability

To the fullest extent permitted by law, neither party is liable to the other for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, or lost data, even if advised of the possibility.

Except for the excluded claims below, our total aggregate liability arising out of or relating to these Terms is limited to the total fees you paid us in the twelve months preceding the event giving rise to the claim.

These limits do not apply to a party’s obligations under a Business Associate Agreement, to liability for gross negligence or willful misconduct, or to any liability that cannot be limited under applicable law.

13. Indemnification

You agree to indemnify and hold us harmless from third-party claims arising out of the clinical services you provide, the accuracy of documentation you supply, your failure to maintain required licenses or enrollments, or your breach of these Terms. We agree to indemnify and hold you harmless from third-party claims arising out of our gross negligence, willful misconduct, or breach of our Business Associate obligations.

14. Governing Law and Disputes

These Terms are governed by the laws of the State of Colorado, without regard to its conflict of laws rules. The parties agree to attempt in good faith to resolve any dispute through direct negotiation for 30 days before filing suit. Any action that proceeds will be brought exclusively in the state or federal courts located in Colorado, and each party consents to that jurisdiction.

15. Changes to These Terms

We may update these Terms from time to time. We will revise the “Last updated” date above, and for material changes affecting active clients we will provide at least 30 days’ notice by email or through the portal. Continued use of our services after changes take effect constitutes acceptance.

16. General

If any provision of these Terms is held unenforceable, the remainder stays in effect. Our failure to enforce a provision is not a waiver of it. You may not assign these Terms without our written consent; we may assign them to a successor in a merger or sale of assets. These Terms, together with your service agreement, Business Associate Agreement, and our Privacy Policy, are the entire agreement between us on this subject.

17. Contact Us

Bright Spectrum Billing Consultants LLC
2280 Ance Street, Strasburg, CO 80136
admin@brightspectrumbillingconsultants.com
(720) 662-4508