Practice Advisor finds key dates, highlights important terms, and reminds you before contracts auto-renew so you can renew, renegotiate, or walk away.
Plain-language highlights for education only. Not legal advice. For advice about your situation, consult your attorney.
Every feature built to keep your vendor contracts organized and your deadlines visible.
You're not alone. These are the problems we built Practice Advisor to solve.
A family medicine doc stuck in an EHR contract she wanted to leave because the termination deadline was buried on page 47.
A practice manager who couldn't find the original payer contract when disputing a rate change.
Too busy seeing patients to comb through legal jargon. Signed and hoped for the best.
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Your subscription auto-renews annually. Cancel anytime before renewal.
Last updated: January 15, 2026
IMPORTANT: PLEASE READ THESE TERMS CAREFULLY BEFORE USING THE SERVICE. BY ACCESSING OR USING PRACTICE ADVISOR, YOU AGREE TO BE BOUND BY THESE TERMS AND ALL APPLICABLE LAWS AND REGULATIONS.
These Terms of Service ("Terms") constitute a legally binding agreement between you ("User," "you," or "your") and SmartOps Health Inc., a Delaware corporation ("SmartOps Health," "Company," "we," "us," or "our"), governing your access to and use of the Practice Advisor software-as-a-service platform, including any associated websites, applications, and services (collectively, the "Service").
By creating an account, accessing, or using the Service, you represent that: (a) you are at least 18 years of age; (b) you have the legal capacity to enter into these Terms; (c) if acting on behalf of an organization, you have authority to bind that organization to these Terms; and (d) you are not prohibited from using the Service under applicable law.
Practice Advisor is an AI-powered contract review and management platform designed as an educational tool for healthcare practices. The Service includes:
All AI-generated content is for educational and informational purposes only and should be reviewed by a licensed attorney before being relied upon.
SMARTOPS HEALTH IS NOT A LAW FIRM AND DOES NOT PROVIDE LEGAL ADVICE. The Service provides AI-generated analysis and suggestions for informational purposes only. This information:
You should ALWAYS consult with a qualified attorney licensed in your jurisdiction before signing any contract, making legal decisions, or taking action based on information provided by the Service. SmartOps Health expressly disclaims any liability for decisions made based on Service output without independent legal review.
4.1 Account Creation. To access the Service, you must create an account by providing accurate, current, and complete information. You agree to update your information to maintain its accuracy.
4.2 Account Security. You are solely responsible for: (a) maintaining the confidentiality of your account credentials; (b) all activities that occur under your account; and (c) immediately notifying us of any unauthorized access or security breach. We reserve the right to suspend accounts that we reasonably believe have been compromised.
4.3 Account Restrictions. You may not: share account credentials; create multiple accounts; use another user's account; or transfer your account without our written consent.
You agree NOT to use the Service to:
6.1 Pricing. The Service is offered on an annual subscription basis at $199/year. We reserve the right to modify pricing with 30 days' notice to existing subscribers; price changes apply only at renewal.
6.2 Billing. Subscriptions are billed annually in advance. Payment is processed through our third-party payment processor (Stripe). You authorize us to charge your designated payment method for all applicable fees.
6.3 Auto-Renewal. YOUR SUBSCRIPTION WILL AUTOMATICALLY RENEW EACH YEAR at the then-current rate unless you cancel before your renewal date. We will send a reminder email at least 30 days before renewal. You may cancel anytime through your account settings to prevent future charges.
6.4 30-Day Money-Back Guarantee. If you are not satisfied with the Service, you may request a full refund within 30 days of your initial purchase by emailing support@smartopshealth.com. Refunds are not available after the 30-day period or for renewal charges (cancel before renewal to avoid charges).
6.5 Cancellation. You may cancel your subscription at any time through your account settings or by emailing support@smartopshealth.com. Cancellation takes effect at the end of the current billing period. No prorated refunds are provided for partial periods after the 30-day guarantee window.
6.6 Taxes. Fees are exclusive of taxes. You are responsible for all applicable taxes, excluding taxes based on our net income.
6.7 Failed Payments. If payment fails, we may suspend access to the Service until payment is received. We may terminate accounts with outstanding balances after 30 days.
7.1 Your Content. You retain all ownership rights to documents and content you upload to the Service ("User Content"). By uploading User Content, you grant SmartOps Health a limited, non-exclusive, royalty-free license to process, analyze, store, and display such content solely to provide the Service to you.
7.2 Our Property. The Service, including its software, algorithms, user interface, documentation, and branding, is owned by SmartOps Health and protected by intellectual property laws. These Terms do not grant you any right, title, or interest in the Service except the limited right to use it as described herein.
7.3 Feedback. If you provide suggestions, feedback, or ideas regarding the Service, you grant us an unrestricted, perpetual, royalty-free license to use such feedback for any purpose.
7.4 AI Training. We do NOT use your User Content to train our AI models. Analysis is performed using pre-trained models, and your documents are not retained for machine learning purposes.
We treat User Content as confidential and will not disclose it except: (a) as necessary to provide the Service; (b) with your consent; (c) as required by law, regulation, or court order; or (d) to our service providers bound by confidentiality obligations. Our data security practices are described in our Privacy Policy.
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.
WITHOUT LIMITING THE FOREGOING, SMARTOPS HEALTH DOES NOT WARRANT THAT:
YOU ACKNOWLEDGE THAT AI-GENERATED CONTENT MAY CONTAIN ERRORS AND SHOULD BE INDEPENDENTLY VERIFIED BY A QUALIFIED PROFESSIONAL.
10.1 Exclusion of Damages. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL SMARTOPS HEALTH, ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR LICENSORS BE LIABLE FOR ANY:
REGARDLESS OF THE THEORY OF LIABILITY (CONTRACT, TORT, NEGLIGENCE, STRICT LIABILITY, OR OTHERWISE), EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
10.2 Liability Cap. OUR TOTAL CUMULATIVE LIABILITY ARISING FROM OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF: (A) THE AMOUNTS PAID BY YOU TO SMARTOPS HEALTH IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM; OR (B) ONE HUNDRED DOLLARS ($100).
10.3 Essential Purpose. THE LIMITATIONS IN THIS SECTION APPLY EVEN IF ANY LIMITED REMEDY FAILS OF ITS ESSENTIAL PURPOSE. SOME JURISDICTIONS DO NOT ALLOW CERTAIN LIMITATIONS, SO SOME LIMITATIONS MAY NOT APPLY TO YOU.
You agree to indemnify, defend, and hold harmless SmartOps Health and its affiliates, officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising from: (a) your use of the Service; (b) your User Content; (c) your violation of these Terms; (d) your violation of any third-party rights; or (e) decisions made or actions taken based on Service output.
12.1 Term. These Terms remain in effect until terminated by either party.
12.2 Termination by You. You may terminate by canceling your subscription and deleting your account through the Service settings.
12.3 Termination by Us. We may suspend or terminate your access immediately, without notice, for: (a) violation of these Terms; (b) fraudulent or illegal activity; (c) non-payment; (d) extended inactivity; or (e) any other reason at our sole discretion.
12.4 Effect of Termination. Upon termination: (a) your right to access the Service ceases immediately; (b) we may delete your User Content after 30 days; (c) provisions that by their nature should survive (including Sections 3, 7, 9, 10, 11, 14, and 15) shall survive.
We may modify these Terms at any time by posting revised Terms on our website. Material changes will be communicated via email or in-app notification at least 30 days before taking effect. Your continued use of the Service after the effective date constitutes acceptance of the modified Terms. If you do not agree, you must stop using the Service.
14.1 Informal Resolution. Before initiating formal proceedings, you agree to contact us at legal@smartopshealth.com to attempt to resolve any dispute informally.
14.2 Binding Arbitration. Any dispute not resolved informally shall be resolved by binding arbitration administered by JAMS under its Streamlined Arbitration Rules. The arbitration shall be conducted in Houston, Texas, by a single arbitrator. The arbitrator's decision shall be final and binding.
14.3 Class Action Waiver. YOU AND SMARTOPS HEALTH AGREE THAT EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN YOUR OR ITS INDIVIDUAL CAPACITY AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY CLASS OR REPRESENTATIVE ACTION.
14.4 Exceptions. Either party may seek injunctive relief in any court of competent jurisdiction to protect intellectual property rights.
15.1 Governing Law. These Terms are governed by the laws of the State of Texas, without regard to conflict of law principles.
15.2 Entire Agreement. These Terms, together with the Privacy Policy and any executed BAA, constitute the entire agreement between you and SmartOps Health regarding the Service.
15.3 Severability. If any provision is held unenforceable, the remaining provisions remain in full force and effect.
15.4 Waiver. Our failure to enforce any right or provision does not constitute a waiver of such right or provision.
15.5 Assignment. You may not assign these Terms without our written consent. We may assign these Terms freely.
15.6 Force Majeure. Neither party is liable for delays or failures due to causes beyond reasonable control, including natural disasters, acts of government, or internet outages.
15.7 Notices. Notices to you may be sent to the email address associated with your account. Notices to us should be sent to legal@smartopshealth.com.
SmartOps Health Inc.
Email: legal@smartopshealth.com
For support: support@smartopshealth.com
Last updated: January 15, 2026 | Effective Date: January 15, 2026
SmartOps Health Inc. ("SmartOps Health," "Company," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our Practice Advisor service (the "Service"). Please read this policy carefully. By using the Service, you consent to the practices described herein.
1.1 Information You Provide Directly
1.2 Information Collected Automatically
1.3 Information from Third Parties
We use collected information for the following purposes:
We do NOT use your User Content to train AI models.
For users in the European Economic Area, UK, or Switzerland, we process personal data based on:
We do NOT sell, rent, or trade your personal information. We share data only in the following circumstances:
4.1 Service Providers
We engage trusted third-party companies to perform services on our behalf, subject to confidentiality obligations:
| Provider | Purpose | Data Shared |
|---|---|---|
| Supabase | Database & Authentication | Account data, User Content |
| Anthropic | AI Contract Analysis | Document text (not retained) |
| Stripe | Payment Processing | Billing information |
| Vercel | Web Hosting | Log data, IP addresses |
4.2 Legal Requirements
We may disclose information if required by law, subpoena, court order, or government request, or if we believe disclosure is necessary to: (a) comply with legal obligations; (b) protect our rights or property; (c) prevent fraud or illegal activity; or (d) protect the safety of any person.
4.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.
We implement industry-standard security measures to protect your information:
While we use commercially reasonable safeguards, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.
Depending on your location, you may have the following rights:
To exercise these rights, contact us at privacy@smartopshealth.com. We will respond within 30 days (or as required by applicable law). We may request verification of your identity.
California Residents (CCPA/CPRA): You have the right to know what personal information is collected, request deletion, opt out of sale (we do not sell data), and not be discriminated against for exercising your rights.
Essential Cookies Only: We use strictly necessary cookies for:
We do NOT use: Advertising cookies, third-party tracking cookies, or cross-site tracking.
You can configure your browser to block cookies, but this may affect Service functionality.
Practice Advisor is designed for analyzing business contracts, which typically do not contain Protected Health Information (PHI). However:
Your information may be transferred to and processed in the United States or other countries where our service providers operate. We ensure appropriate safeguards are in place, including:
The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn we have collected information from a child, we will delete it promptly.
The Service may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to review their privacy policies.
We may update this Privacy Policy periodically. Material changes will be communicated via email or in-app notification at least 30 days before taking effect. The "Last Updated" date at the top indicates the most recent revision.
SmartOps Health Inc.
Privacy Inquiries: privacy@smartopshealth.com
General: support@smartopshealth.com
If you have a complaint about our privacy practices, you may also contact your local data protection authority.
HIPAA Compliance Information for Covered Entities
Important: This page provides information about Business Associate Agreements. To execute a BAA with SmartOps Health, please contact us directly at legal@smartopshealth.com.
Under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA") and its implementing regulations, including the Privacy Rule (45 CFR Part 160 and Subparts A and E of Part 164) and the Security Rule (45 CFR Part 160 and Subparts A and C of Part 164), a Covered Entity must enter into a Business Associate Agreement ("BAA") with any Business Associate that creates, receives, maintains, or transmits Protected Health Information ("PHI") on behalf of the Covered Entity.
In most cases, no. Practice Advisor is designed to analyze business contracts such as:
These documents typically do not contain PHI as defined under HIPAA (45 CFR § 160.103). If you only upload business contracts without individually identifiable health information, a BAA is generally not required.
You must execute a BAA with SmartOps Health before uploading any document that contains PHI. PHI includes any information that:
Examples of documents that MAY contain PHI:
When you execute a BAA with SmartOps Health, we contractually commit to:
4.1 Permitted Uses and Disclosures
4.2 Safeguards
4.3 Reporting Obligations
4.4 Subcontractors
4.5 Access and Amendment
4.6 Termination
SmartOps Health maintains security controls aligned with HIPAA requirements:
| Control Category | Implementation |
|---|---|
| Encryption | AES-256 at rest, TLS 1.3 in transit |
| Access Control | Role-based access, unique user identification, automatic session termination |
| Audit Controls | Comprehensive logging of system activity and data access |
| Integrity | Data validation, checksums, tamper detection |
| Transmission Security | Encrypted channels only, certificate validation |
| Infrastructure | SOC 2 Type II compliant providers (Supabase, Vercel) |
| AI Processing | Anthropic API does not use inputs or outputs to train models |
The following subprocessors may process data on behalf of SmartOps Health:
We maintain BAAs or equivalent data protection agreements with all subprocessors that may access PHI.
As a Covered Entity, you are responsible for:
To execute a BAA with SmartOps Health, please provide:
BAA Request Contact
Email: legal@smartopshealth.com
Subject Line: BAA Request - [Your Organization Name]
Response Time: 2-3 business days
Note: This information is provided for educational purposes and does not constitute legal advice. Please consult with your legal counsel or compliance officer regarding your organization's HIPAA obligations.
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Important: SmartOps highlights contract terms for educational purposes only. This is not legal advice. Always consult a licensed attorney before signing or making decisions about contracts.
Contracts often reference exhibits (A through H, etc.) that contain the actual obligations. The main contract may look simple, but the details live in the exhibits. Ask for all of them before signing.
Vendors often describe contracts as "standard" or "non-negotiable." This is almost never true. Terms like auto-renewal windows, liability caps, and termination clauses are regularly negotiated.
General business attorneys may miss healthcare-specific issues like HIPAA, BAAs, or CMS compliance. Look for an attorney who works with medical practices. Your state medical association can often provide referrals.
Before signing, make sure you understand: How do I leave? How much notice do I need to give? What happens to my data? Can I terminate for convenience, or only for cause? If these aren't clear, ask.
Identifies contract terms and explains them in plain language. Generates questions you can bring to your attorney. Tracks renewal dates so you don't miss deadlines.
SmartOps does not provide legal advice, recommend whether to sign or reject a contract, or replace the judgment of a qualified attorney. AI analysis may miss important terms or misinterpret language.
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MSO and employment agreements that restrict where you can practice after selling
Leases, payer contracts, and vendor agreements that can't transfer to a buyer
Contracts with obligations that continue after you exit (clawbacks, indemnification)
EHR and software contracts with data hostage clauses or export fees
Clauses that allow termination or rediscussion upon sale
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Tips, guides, and account overview.
Auto-renewals lock you in without negotiation. Ask the vendor to let the contract expire naturally so you can renegotiate terms each cycle. This is the single biggest source of overpayment.
Never accept "unlimited liability" or uncapped indemnification. For a $50K/year contract, your liability should not exceed $50K-$100K. This is standard and vendors expect to be asked.
EHR and software vendors should guarantee you can export your data in a standard format if you leave. Without this, switching costs skyrocket and you lose negotiating power forever.
You should always have the right to end a contract with 60-90 days notice, even if neither party has breached. If this clause is missing, ask for it before signing.
No. Practice Advisor provides educational analysis to help you understand your contracts. Always consult a licensed attorney before making decisions based on what you see here.
Yes. All documents are encrypted in transit and at rest using 256-bit encryption. We never share your contract data with third parties, and your data never trains AI models. Hosted on SOC 2 compliant infrastructure.
PDF and Word documents (.docx). Most contracts you receive via email will be in one of these formats.
The AI identifies key terms and potential concerns with high accuracy, but it's not perfect. It may miss nuances or context that a lawyer would catch. Use it as a starting point for informed conversations with your attorney.
Yes. Open any contract, scroll to the bottom, and click "Delete Contract." This permanently removes all data including the uploaded file.
Email us at support@smartopshealth.com any time before your annual renewal and we'll cancel immediately. If you're within your first 30 days, you'll get a full refund.
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