Legal

Terms of Use

Last updated: October 28, 2026

Contracting party

Medical Automation Technologies, LLC, an Oklahoma limited liability company, provides the DocuRounds service. It is the same company formerly named EDSCRIBE PRO LLC, also styled EDScribe Pro LLC. An amendment of its articles of organization was filed with the Oklahoma Secretary of State on October 28, 2026. The amendment changes the company name only. It does not form a new company. Agreements made in the former name remain agreements of Medical Automation Technologies, LLC.

Public Website

By accessing the DocuRounds public website at edscribepro.com, you agree to use it only for lawful business evaluation and communication. The public website is not intended for clinical documentation processing and must not be used to submit patient information, Protected Health Information, or clinical chart content.

Authenticated Application

Business Associate Agreement Requirement

Use of the authenticated DocuRounds application to process Protected Health Information requires acceptance of a Business Associate Agreement between the covered entity and Medical Automation Technologies, LLC. Individual providers signing as individual covered entities, and authorized representatives signing on behalf of facility or group practice covered entities, must accept the applicable Business Associate Agreement before using the application for clinical documentation.

De-identification

Medical Automation Technologies, LLC, as Business Associate, may de-identify Protected Health Information that it creates, receives, maintains, or transmits on behalf of a covered entity, using the Safe Harbor method at 45 CFR 164.514(b)(2), as described in the Business Associate Agreement and Privacy Policy. Once a clinical note is de-identified under Safe Harbor, it is no longer Protected Health Information and is no longer part of the legal medical record.

De-identified chart rows displayed in the DocuRounds History interface are marked with a De-Identified badge and a sequential History number. The Process Notes and facesheet edit controls are disabled on de-identified rows. The clinician remains responsible for reviewing, attesting to, and signing the original clinical documentation that is copied into the electronic health record or other legal medical record system. DocuRounds does not replace clinician review, attestation, or EHR signing obligations.

Voice Calibration

Optional voice calibration features, if enabled, are provided to support clinical documentation workflows and do not guarantee that all background voices, ambient noise, or overlapping speech will be removed. Providers remain responsible for reviewing transcripts, generated chart text, copied output, and final EHR documentation before use.

Voice calibration may involve sensitive voice profile data and must be used only by authorized users under applicable organizational policy, customer agreements, and any required consent or notice process.

Limitation of Liability and Indemnity

Medical Automation Technologies, LLC provides the DocuRounds service on an "as is" and "as available" basis. To the extent permitted by law, Medical Automation Technologies, LLC disclaims all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

Medical Automation Technologies, LLC's total liability to any covered entity, provider, or user for any claim arising out of or relating to the service or this agreement, whether in contract, tort, or otherwise, shall not exceed the amount paid by the covered entity to Medical Automation Technologies, LLC in the twelve (12) months preceding the claim.

In no event shall Medical Automation Technologies, LLC be liable for indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, data, or use, even if Medical Automation Technologies, LLC has been advised of the possibility of such damages.

The covered entity agrees to indemnify, defend, and hold harmless Medical Automation Technologies, LLC and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses, including reasonable attorneys' fees, arising out of or in any way connected with the covered entity's use of the service, violation of these terms, or violation of any rights of another.

These limitations apply to the fullest extent permitted by law. Some jurisdictions do not allow the exclusion or limitation of certain warranties or damages, so some of the above limitations may not apply.

HIPAA Terms

Required HIPAA terms in the Business Associate Agreement remain enforceable and are not limited by the general limitation of liability. The limitation of liability does not excuse breach notification, safeguard, or other HIPAA obligations set forth in the Business Associate Agreement.

Referral Program

Draft, pending counsel review — October 15, 2026

Medical Automation Technologies, LLC may offer an optional Referral Program (the "Program"). The following Program Terms (R.1 through R.11) apply to participants and are part of these Terms of Use. If they conflict with other sections, these Program Terms control for the Program.

R.1 Eligibility and Attestations

To participate you must:

  • (a) Be at least 18 years of age;
  • (b) Be a legal resident of the United States;
  • (c) Not be listed on any U.S. government sanctions, export restriction, or denied party list;
  • (d) Not be a government employee or official acting in your official capacity;
  • (e) Not be employed by a covered entity (healthcare provider, health plan, or healthcare clearinghouse) where you make or influence purchasing decisions for items or services reimbursed by Medicare, Medicaid, TRICARE, or other federal or state healthcare programs;
  • (f) Not be an employee or immediate family member of an employee of Medical Automation Technologies, LLC;
  • (g) Be able to complete Stripe Connect Express onboarding, including providing accurate tax identification information;
  • (h) Attest that you understand referral rewards are for personal software subscriptions only, not for referring patients, healthcare services, or your own employer or any organization where you influence purchasing decisions; and
  • (i) Not be subject to any law, regulation, professional rule, licensing requirement, or employer policy that prohibits you from accepting referral compensation.

By participating, you represent that all attestations are true and remain true for the duration of your participation.

R.2 Qualifying Referrals and Rewards

For each Qualifying Referral, you will earn the reward amount displayed in your referral dashboard at the time the referred person signs up (currently $40 USD, subject to change per R.10). A "Qualifying Referral" requires:

  • (a) The referred person must be a new customer who has never had an DocuRounds account;
  • (b) Sign-up using your unique referral code or invitation link;
  • (c) Complete a first paid subscription or chart pack purchase;
  • (d) Payment must be made directly by the referred customer using their own personal or practice funds (not reimbursed or paid for by any government healthcare program); and
  • (e) The transaction must not be reversed, refunded, or charged back.

Rewards are taxable compensation for referral services, not prizes, sweepstakes, or gifts.

R.3 Self-Referral Prohibition

You may not refer yourself. Self-referral includes but is not limited to:

  • (a) Using your own referral code or link to create a second account;
  • (b) Referring an email address, phone number, or payment method you control;
  • (c) Referring your own employer, practice, facility, or any organization where you are an owner, partner, employee, contractor, or board member; or
  • (d) Creating or using duplicate, fake, or nominee accounts to circumvent this prohibition.

DocuRounds uses multiple identity signals (user ID, email, phone number, and payment identity) to detect and block self-referrals. Violations result in forfeiture of all related rewards and may result in program termination and account suspension.

R.4 Data Handling and Invitee Privacy

When you send referral invitations:

  • (a) You may only invite contacts you personally select — DocuRounds does not access, upload, or synchronize your address book or contact lists;
  • (b) Invitee email addresses are stored only until the invitation is sent or the invitee signs up;
  • (c) Email addresses for invitations that are not claimed within 30 days are automatically deleted;
  • (d) You must not submit any Protected Health Information (PHI), patient data, or medical record information through the referral system; and
  • (e) You may not use patient contact information, clinical data, or medical record data for referral purposes.

R.5 Communication Compliance

When sharing your referral code or inviting others:

  • (a) Email: DocuRounds will send one invitation email on your behalf only when you explicitly select a contact and request that DocuRounds send an invitation. No automatic reminder emails will be sent. All referral invitation emails include an unsubscribe link and comply with the CAN-SPAM Act. DocuRounds checks a global email suppression list before every send. You may not send referral emails through your own mail system using patient lists, purchased lists, or bulk email services;
  • (b) SMS/Text Messaging: DocuRounds does not send referral text messages on your behalf. If you choose to share your code via SMS, you must send it yourself using your own device and messaging app, you must have prior express written consent from each recipient, and you must comply with the Telephone Consumer Protection Act (TCPA), including prohibitions on autodialers, prerecorded messages, and text messages to mobile phones without consent;
  • (c) Disclosure Requirement: You must clearly and conspicuously disclose your financial relationship when recommending DocuRounds. Acceptable disclosure: "I may earn a referral reward if you sign up." You must comply with the FTC Endorsement Guides (16 CFR Part 255) in all communications; and
  • (d) Prohibited Marketing: You may not share referral codes on public coupon sites, deal aggregators, or cashback platforms; bid on DocuRounds trademarks or brand terms in paid search advertising; send unsolicited commercial email (spam); or make false, misleading, or unsubstantiated claims about DocuRounds, including claims about clinical accuracy, HIPAA compliance, medical outcomes, or regulatory approval.

Pre-filled sample messages in the referral interface include required disclosure language. You must include that disclosure if you edit the message.

R.6 Payment, Hold Period, and Clawback

  • (a) Payment Method: Rewards are paid through Stripe Connect Express to your connected Stripe account. Stripe deducts its processing fees; DocuRounds does not control those fees and is not responsible for them;
  • (b) Hold Period: Rewards become eligible for payout 30 days after the referred customer's first successful qualifying payment. The hold period aligns with the customer's refund window under R.6A;
  • (c) Clawback After Payout: After a reward has been paid out, DocuRounds may withhold, reverse, offset, or recover the reward only if: (i) the referred customer initiates a chargeback; (ii) the transaction is confirmed as fraudulent; (iii) the referral violated these Program Terms; (iv) you violated the eligibility attestations in R.1; or (v) payment was made using funds from a government healthcare program. Ordinary refunds requested and processed through DocuRounds within the customer's 30-day refund window do not trigger clawback after payout has occurred. Clawback amounts are recovered from future rewards first before any other collection method;
  • (d) No Escrow or Custody: DocuRounds does not hold funds on your behalf and is not a money transmitter. Stripe holds funds during the hold period as part of its Connected Account services; and
  • (e) Unclaimed Rewards: Rewards not claimed because you have not completed Stripe Connect onboarding within 180 days of being earned are forfeited to the extent permitted by law.

R.6A Subscriber Refund Policy

Subscribers may request a refund within 30 days of any chart pack purchase or subscription payment. After 30 days from payment, no refunds are provided. This policy does not waive or limit any rights you may have to dispute charges with your card issuer under applicable card network rules or consumer protection laws. To request a refund within the 30-day window, contact support@docurounds.com with your account email and payment details.

R.7 Tax Reporting and Compliance

  • (a) You must provide accurate tax identification information (SSN, EIN, or ITIN) through Stripe's onboarding process. Stripe collects W-9 information directly; DocuRounds never collects, receives, or stores your Social Security number or tax ID;
  • (b) DocuRounds will report rewards to tax authorities as required by law. For U.S. participants, rewards are reported as Other income on IRS Form 1099-MISC, Box 3 (not 1099-K), for amounts at or above the IRS annual reporting threshold (currently $600);
  • (c) You are responsible for all taxes on rewards you receive, including federal, state, and local income taxes and self-employment taxes where applicable; and
  • (d) DocuRounds does not provide tax advice. Consult a tax professional regarding your tax obligations.

R.8 Health Care Program Exclusions

Referral rewards must not relate to any item or service paid for by a federal or state healthcare program, including Medicare, Medicaid, TRICARE, Veterans Health Administration, Indian Health Service, or any state Medicaid program. By participating, you represent that:

  • (a) You will not refer your own employer, practice, facility, health system, or any organization where you make or influence purchasing decisions;
  • (b) No reward you receive relates to software or services that will be billed to or reimbursed by a government healthcare program;
  • (c) You will not offer, pay, or transfer any portion of a reward to a referred person (no reward splitting);
  • (d) You understand that the federal Anti-Kickback Statute (42 U.S.C. § 1320a-7b) and similar state laws prohibit offering or receiving remuneration to induce referrals for items or services paid by government healthcare programs; and
  • (e) Your participation complies with all applicable professional licensing rules, healthcare regulations, and employer policies.

Violations of this Section may result in immediate termination from the Program, forfeiture of all rewards, and referral to appropriate authorities.

R.9 Administrator Controls and Caps

The DocuRounds system administrator may:

  • (a) Set a per-referrer reward cap (currently unlimited by default);
  • (b) Set a total program budget cap;
  • (c) Ban or suspend participants for violations of these Program Terms, fraud, abuse, or suspected gaming;
  • (d) Reverse or withhold rewards during investigation of suspected violations;
  • (e) Require additional identity verification or eligibility documentation; and
  • (f) Maintain an audit trail of attestations, invitations, claims, and payouts for compliance and legal purposes.

Administrator decisions regarding eligibility, qualification, and violations are final.

R.10 Changes, Suspension, and Termination

DocuRounds may:

  • (a) Change the reward amount for new Qualifying Referrals at any time with notice in your referral dashboard or by email;
  • (b) Modify eligibility requirements, attestations, or compliance obligations;
  • (c) Suspend or terminate the Program entirely; or
  • (d) Terminate your participation for any violation of these Program Terms, fraud, abuse, or for no reason.

Changes apply prospectively to referrals completed after the change. Rewards for Qualifying Referrals completed before a change will be honored unless the referral or participation violated these Program Terms. Termination of your participation does not automatically forfeit vested rewards (past the hold period) unless termination is for cause.

R.11 Independent Relationship and Stripe Agreement

  • (a) Independent Relationship: You participate as an independent individual. You are not an employee, agent, partner, joint venturer, franchisee, or contractor of Medical Automation Technologies, LLC. You have no authority to bind DocuRounds, make commitments on its behalf, access its systems beyond the referral dashboard, or hold yourself out as its representative;
  • (b) Stripe Connected Account Agreement: Payouts are processed by Stripe, Inc., a third-party payment processor. By connecting a Stripe Express account, you agree to be bound by the Stripe Connected Account Agreement and Stripe Services Agreement, available at https://stripe.com/connect-account/legal. DocuRounds is not a party to your agreement with Stripe and is not responsible for Stripe's payment processing, identity verification requirements, account holds, disputes between you and Stripe, or Stripe's terms and policies; and
  • (c) No Guarantee of Approval: DocuRounds does not guarantee that you will be approved for a Stripe Express account or that Stripe will process your payouts. Stripe's approval and ongoing compliance requirements are outside DocuRounds's control.

Changes

Medical Automation Technologies, LLC may update these Terms of Use from time to time. Continued use of the service after changes are posted constitutes acceptance of the updated terms. Material changes to HIPAA-related obligations in the Business Associate Agreement will be presented for re-acceptance or will take effect only as allowed by applicable law.

Governing Law

These Terms of Use are governed by the laws of the State of Oklahoma, without regard to conflict-of-law rules. The state and federal courts of Oklahoma are the exclusive venue for disputes arising out of these terms, except for proceedings by the Secretary of Health and Human Services under HIPAA.

Contact

For questions about these Terms of Use, contact support@docurounds.com. For information about the Business Associate Agreement, see https://edscribepro.com/legal/baa. For information about data handling and retention, see the Privacy Policy.