Acceptance of Terms

By using any of the services provided by AEGIS CARE PARTNERS LLC, the Client agrees to be bound by these Terms and Conditions. These terms apply to all services rendered, including but not limited to medical billing, revenue cycle management (RCM), credentialing, coding, audit support, and compliance consulting.

If you do not agree to these terms, you may not access or use our services. These Terms form a legally binding agreement between AEGIS and the Client.

Scope of Services

AEGIS CARE PARTNERS LLC provides professional medical billing and healthcare administrative services as detailed in individual service agreements, proposals, or statements of work. These may include:

• Medical billing & coding
• Revenue cycle management
• Provider credentialing
• Claims submission & denial management
• Patient billing & support
• Compliance and audit support

Client Responsibilities

To ensure timely and effective delivery of services, the Client agrees to:

• Provide accurate, complete, and timely documentation, including patient demographic and insurance information.
• Grant AEGIS appropriate and secure access to practice management systems, EMRs, clearinghouses, and payer portals as needed.
• Respond to documentation or clarification requests in a timely manner.
• Notify AEGIS of any relevant changes in practice, policies, provider enrollment status, or payer contracts.
• Maintain necessary authorizations and HIPAA-compliant agreements with patients.
• Remain responsible for clinical documentation accuracy and patient care compliance.

AEGIS is not responsible for delays or errors resulting from incomplete, inaccurate, or untimely information provided by the Client.

Fees, Billing, and Payment Terms

Fees for services rendered are outlined in the client’s agreement or service proposal. These may be based on:

• A percentage of collected revenue
• Flat monthly fees
• Per-claim or per-task pricing
• Project-based or hourly rates for consulting or credentialing

Invoicing

Invoices are issued monthly or as agreed upon. Clients agree to pay within the due date stated on the invoice (typically within 15–30 days).

Late Payments

Payments not received by the due date may be subject to a late fee of 1.5% per month or the maximum allowed by law. AEGIS reserves the right to suspend services for accounts past due by more than 30 days.

Non-Refundable Fees:

Setup fees, onboarding charges, and any third-party costs (e.g., payer application fees) are non-refundable unless otherwise stated.

Term and Termination

These Terms remain in effect for the duration of the service agreement.

Termination by Either Party:

Either party may terminate the agreement with 30 days’ written notice, unless otherwise specified. In case of breach or non-performance, termination may be immediate.

Effects of Termination:

Upon termination:

• All outstanding fees become immediately due.
• AEGIS will return or destroy all protected health information (PHI) as per HIPAA rules and contractual obligations.
• Any final claim submissions or account reconciliations must be requested within 15 days of termination.

AEGIS is not obligated to continue claim submission, credentialing, or follow-up activities beyond the termination date unless agreed in writing.

Data Security and HIPAA Compliance

AEGIS CARE PARTNERS LLC adheres strictly to the Health Insurance Portability and Accountability Act (HIPAA) and all applicable healthcare regulations. We implement technical, physical, and administrative safeguards to protect protected health information (PHI) and ensure confidentiality, integrity, and availability.

Clients are responsible for maintaining their own HIPAA compliance and ensuring that their staff, providers, and systems also uphold patient privacy.

A Business Associate Agreement (BAA) must be executed before services begin.

Confidentiality

Both parties agree to maintain the confidentiality of all proprietary or sensitive information, including:

• Patient data and PHI
• Billing and financial records
• Internal processes or strategies
• Technology platforms and tools

Confidentiality obligations continue even after the termination of services, unless required by law or court order.

Intellectual Property

All tools, templates, software, workflows, and content developed by AEGIS CARE PARTNERS LLC remain our sole intellectual property unless otherwise agreed in writing. Clients may not replicate, resell, or distribute any proprietary materials without express permission.

Any content provided to AEGIS by the Client for use in service delivery remains the intellectual property of the Client.

Limitation of Liability

AEGIS CARE PARTNERS LLC will make every reasonable effort to ensure accuracy and timely execution of billing and administrative tasks. However, we are not liable for:

• Claim denials or payment delays resulting from payer errors, outdated fee schedules, or incomplete documentation from the Client.
• Financial losses resulting from third-party software failures, EMR/PMS downtimes, or client miscommunication.
• Indirect, incidental, or consequential damages, including loss of income or reputation.

To the maximum extent permitted by law, AEGIS’s total liability is limited to the amount paid by the Client in the three (3) months preceding the event giving rise to the claim.

Indemnification

The Client agrees to indemnify and hold harmless AEGIS CARE PARTNERS LLC, its affiliates, and its employees from any claims, losses, or damages resulting from:

• Violations of law or professional standards by the Client or its staff
• Errors in clinical documentation or patient records
• Unauthorized use of third-party data
• Breach of these Terms by the Client

Likewise, AEGIS agrees to indemnify the Client in cases of proven negligence, willful misconduct, or unlawful behavior on our part.

Dispute Resolution

In the event of a disagreement or dispute:

• The parties will first attempt to resolve the matter through good-faith discussions.
• If unresolved, disputes will be subject to mediation or arbitration in the state of California.
• The governing law for this agreement will be the laws of the State of California, without regard to conflict-of-law principles.

Force Majeure

AEGIS CARE PARTNERS LLC shall not be held liable for delays or non-performance caused by events beyond reasonable control, including but not limited to natural disasters, power failures, cyberattacks, labor disputes, or government restrictions.

Changes to Terms

We reserve the right to update or modify these Terms and Conditions at any time. Clients will be notified of material changes via email or through our website. Continued use of our services after such notification constitutes acceptance of the revised terms.

Entire Agreement

These Terms and Conditions, along with any signed Service Agreements or Business Associate Agreements, represent the entire agreement between the Client and AEGIS CARE PARTNERS LLC. They supersede any previous communications, whether written or oral.

Contact Information

For questions regarding these Terms and Conditions, please contact:

AEGIS CARE PARTNERS LLC

Phone: 1-833-424-3629
Email: support@aegiscarepartners.com
11840 Streeter Rd, Auburn, CA 95602, USA