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LeadingReach Software & Services Terms and Conditions

Summary of Updates

Effective Date: July 1, 2026

Replaces Version Dated: January 9, 2023

We have updated our Software & Services Terms and Conditions. This summary describes what changed and why. The full updated Terms and Conditions are available at leadingreach.com/software-services-terms-and-conditions.

These updates reflect the growth of the LeadingReach platform, the addition of new service capabilities, and our commitment to operating with clear, transparent agreements. No changes have been made to our core privacy or security obligations, which remain governed by our Business Associate Agreement.

1. New Defined Terms

We added a formal Definitions section to make key terms consistent and easy to reference throughout the agreement. The following terms are now defined:

  • Account — a distinct instance of the LeadingReach platform provisioned for your organization. A customer may have multiple Accounts, each governed by its own Order Form
  • Add-On — an optional feature or module available in addition to your base subscription. Activating an Add-On constitutes acceptance of any associated terms and fees
  • Administrator — an Authorized User with administrative-level access to manage account settings and user credentials. Each Account must have at least one active Administrator at all times
  • Authorized User — an individual employee, contractor, or agent granted access credentials to the Software
  • Location — a distinct physical site or practice address registered under an Account, used for organizational and access control purposes. For ancillary service customers, Locations may serve as the basis for fee assessment
  • Order Form — the executed ordering document that sets out services, fees, subscription term, and other deal-specific terms. Order Form terms control over the general Terms and Conditions where there is a conflict
  • Physician — any licensed healthcare provider or credentialed clinical staff member listed within an Account, regardless of whether they have been granted login credentials. Standard subscription fees are assessed on a per-Physician basis
  • Platform — all LeadingReach software-as-a-service offerings, including Automation and Integration Services
2. Account Administration

We added a formal provision governing Administrator designation. Each Account must have at least one active Administrator at all times. If no Administrator exists, LeadingReach may temporarily designate one from among existing Authorized Users until the customer makes a designation. This designation does not create any obligation on LeadingReach to manage the account on the customer’s behalf.

We also clarified that LeadingReach may connect your Account with other organizations in the LeadingReach network based on suggested connections identified by the Software. You can review and manage these connections in your Account settings at any time.

3. Billing and Payment

We added two new payment provisions:

  • Invoicing threshold — customers with aggregate monthly subscription fees exceeding $500.00 per month may be invoiced with payment due within 30 days. All other customers must provide valid ACH or credit card information at or before execution of their Order Form
  • Fee acceleration — if fees are 30 or more days past due, LeadingReach may accelerate all unpaid amounts under any applicable Order Form so that they become immediately due and payable, and may suspend access upon 10 days’ prior written notice
4. Termination

We added two provisions to the termination section:

  • Healthcare-specific termination — LeadingReach may terminate immediately if a customer is excluded from participation in any federal or state healthcare program, is named as a defendant in a criminal proceeding under federal or state law, or is found in violation of federal or state health information privacy or security law
  • Data export on termination — upon termination or expiration, customers may export their Account data using the self-service reporting functionality within the Software. LeadingReach has no obligation to provide data export assistance; any such assistance may be provided at LeadingReach’s then-current rates at its sole discretion
5. Automation & Integration Services

We added a dedicated section governing Automation and Integration (A&I) Services, which include EHR/EMR integration, fax automation, API-based workflow automation, and related features. Key points:

  • A&I Services are subscription Add-Ons, not professional services engagements. LeadingReach does not deliver work product in connection with A&I Services and no work-for-hire rights are created
  • Customers are responsible for providing all access, credentials, documentation, and technical cooperation required for configuration and deployment. Delays caused by the customer do not affect payment obligations
  • A&I Services may depend on third-party systems such as EHRs, fax infrastructure, and external APIs. LeadingReach’s uptime commitments do not extend to A&I Service availability where disruption is caused by third-party factors outside LeadingReach’s control
  • A&I Services do not constitute clinical advice or medical recommendations. All outputs are for operational and administrative workflow purposes only. Customers are solely responsible for reviewing and acting on any A&I output
  • A&I Services may incorporate automated processing, machine learning, or AI capabilities. No automated system eliminates the need for human review of patient care information
  • LeadingReach may modify or discontinue A&I features at any time. Modification or discontinuation does not entitle customers to a refund
  • Where A&I Services process PHI, such processing is subject to the Business Associate Agreement
6. Customer Obligations

We added explicit obligations for customers regarding their workforce and account management:

  • Customers must train all Authorized Users on the requirements of the agreement applicable to their access and use of the Software
  • Customers must take appropriate disciplinary action against any Authorized User who violates the terms of the agreement
  • Customers must immediately notify LeadingReach when an Authorized User’s employment or engagement ends and revoke that individual’s credentials without delay
  • Any change to a customer’s legal name or organizational identity must be reported to LeadingReach in writing with supporting documentation within 30 days. A name change does not release the customer from any payment obligations
7. Customer Indemnification

We added a customer indemnification provision. Customers agree to indemnify, defend, and hold LeadingReach harmless from claims arising out of:

  • Negligent or unauthorized use of the Software by the customer or its Authorized Users
  • Breach of any representation, warranty, or obligation under the agreement
  • Any access to or use of the Software under credentials assigned to the customer or any Authorized User, whether or not authorized
  • Violation of applicable law or regulation
  • Failure to obtain, maintain, or honor required consents in connection with SMS features
8. Free, Evaluation, and Beta Access

We added a section clarifying the terms that apply to free, evaluation, beta, and Network Level access. Such access is provided as-is, without warranty, indemnification, or support, and is not subject to any service level commitments. LeadingReach may terminate free or evaluation access at any time without notice or liability.

9. SMS and Text Messaging

We added a section that applies when customers use SMS or text messaging features in the Software. Customers represent and warrant that they have obtained all legally required consents from recipients before sending any message, in compliance with the Telephone Consumer Protection Act (TCPA), HIPAA, and any applicable carrier or messaging platform requirements. LeadingReach provides messaging infrastructure and is not responsible for the customer’s compliance with consent obligations.

10. Electronic Signature and Acceptance

We added a provision confirming that clicking “I Accept,” checking an acceptance box, or executing an Order Form constitutes an electronic signature under the Electronic Signatures in Global and National Commerce Act (E-SIGN Act, 15 U.S.C. §7001 et seq.), and that customers consent to conduct business with LeadingReach by electronic means.

11. Suspension

We added an explicit suspension provision. LeadingReach may suspend any Authorized User’s access or a customer’s entire Account immediately if LeadingReach determines that continued access may jeopardize the security, confidentiality, privacy, integrity, or availability of the Software or any information within it, or that the customer or an Authorized User has violated or may violate the agreement or applicable law. Suspension does not waive LeadingReach’s right to terminate.

12. Dispute Resolution

We added a tiered dispute resolution process and updated the governing dispute terms:

  • Pre-arbitration escalation — before initiating any arbitration, the parties must first escalate the dispute to management-level personnel for 10 business days, and then to a vice president-level executive for an additional 10 business days. Completion of this process is a condition precedent to arbitration
  • Binding arbitration — all disputes arising under the agreement are resolved by binding arbitration in Austin, Texas, administered by JAMS under its Comprehensive Arbitration Rules and Procedures, before a single arbitrator
  • Jury trial waiver — each party waives any right to a jury trial in connection with any dispute arising under the agreement
  • Class action waiver — each party waives any right to participate in a class action or class arbitration in connection with any dispute arising under the agreement
  • Provisional remedies — either party may seek provisional remedies from a court of appropriate jurisdiction without waiving the right to arbitrate
13. Publicity

We updated the publicity provision. LeadingReach may include your organization’s name and logo on its publicly displayed customer lists, website, and marketing materials without requiring further consent. We may request your participation in a co-branded press release or testimonial; you agree to reasonably consider such requests and will not unreasonably withhold participation.

14. Agreement Modifications

We updated how modifications to the agreement work. LeadingReach may modify these Terms and Conditions at any time by providing 30 days’ prior written notice. Continued use of the Software after the effective date of any modification constitutes acceptance. If you do not agree to a modification, you must notify LeadingReach in writing before the effective date and cease using the Software. Modifications to executed Order Forms continue to require a written amendment signed by both parties.

15. No Third-Party Beneficiaries

We added an explicit provision confirming that no patient, provider, or other third party is a third-party beneficiary of the agreement. The agreement confers rights and obligations only on LeadingReach and the customer.

For questions about these updates, contact us at [email protected].