Acceptance of these terms
By creating an account or using ClinicFlow AI, the clinic and its authorised users agree to these Terms of Service.
If the person using the service is acting on behalf of a clinic, they confirm that they have authority to accept these terms for that clinic.
If they do not agree with these terms, they should not use the service.
The service
ClinicFlow AI is a clinic management and outpatient workflow application.
The service may include:
- Patient registration and records
- Visit and consultation-fee billing
- Procedure ordering and collection
- Consultation and procedure payments
- Staff-owned shift settlement
- Refund requests and approvals
- Receipts and visit tokens
- Day Book and reports, including doctor-wise business
- Dashboard and financial summaries
- Follow-up management
- Role-based access
- Data export and ClinicFlow backup files
- Clinic branding on supported documents
A doctor consulting-room workspace and the recording of clinical notes and prescriptions are not part of the current service. If they are offered in future, these terms will be updated before they are made available.
The exact features available may change over time as the product is updated.
Plans, pricing and subscriptions
ClinicFlow AI is sold on a per-clinic subscription basis.
There are no per-patient charges under the current plans.
The currently offered plans and their capacity are shown on the pricing page. Every plan includes the same ClinicFlow features; plans set how many Doctor Listings are included and how many Front Desk Users can sign in. The Clinic Admin is included on every plan and does not count toward the Front Desk Users limit.
Plan availability, pricing and included capacity may change for future subscriptions. An existing subscription follows the terms applicable to its active period unless stated otherwise.
Current plans and prices are set out on the pricing page.
Trial period
ClinicFlow AI may offer a trial as shown on the sign-up and pricing pages. During the trial, the clinic can use the available product functionality subject to the applicable trial rules.
When a trial or subscription is no longer active:
- existing records remain available
- new clinic activity, such as registering patients and taking payments, is paused until the plan is restored
- backups and exports remain available according to the current permissions
- service resumes when the subscription is restored
The trial currently offered runs for 14 days.
Accounts and authorised users
The clinic is responsible for:
- providing accurate account information
- keeping credentials confidential
- giving access only to authorised staff
- removing or disabling users who should no longer have access
- choosing appropriate roles and permissions
- promptly reporting suspected unauthorised access
The clinic is responsible for activity performed through its authorised accounts.
ClinicFlow AI does not ask clinics to share passwords.
Your clinic data
The clinic retains its rights to the patient, visit, financial and operational data it enters into ClinicFlow AI, subject to applicable law.
ClinicFlow AI provides the software service needed to store and process that information for the clinic’s use.
The clinic is responsible for ensuring that it has the appropriate authority and legal basis to collect, store and process patient information.
ClinicFlow AI does not become the owner of the clinic’s patient records simply because they are stored in the software.
Patient information and clinic responsibilities
The clinic is responsible for:
- entering accurate patient information
- correcting inaccurate records
- controlling staff access
- using the application appropriately
- complying with applicable laws and professional obligations
- maintaining appropriate consent and notices where required
ClinicFlow AI provides software tools but does not replace the clinic’s clinical, legal or professional responsibilities.
Clinical decisions
ClinicFlow AI is a software tool. Doctors and clinic staff remain responsible for:
- diagnosis
- treatment decisions
- prescriptions
- procedure decisions
- clinical documentation
- patient safety
- professional judgment
ClinicFlow AI does not provide medical advice and does not make independent clinical decisions for the clinic.
Billing and payment responsibility
The clinic is responsible for:
- entering correct charges
- applying appropriate discounts
- selecting the correct payment mode
- verifying payments
- issuing appropriate receipts
- reconciling daily accounts
ClinicFlow AI records the payment mode and reference entered by the clinic. It does not itself process card or UPI transactions, and payment is collected by the clinic through its own arrangements.
ClinicFlow AI provides billing and payment-recording tools, but the clinic remains responsible for the accuracy of its financial records.
Procedures and collections
ClinicFlow AI may allow clinics to:
- configure a procedure master
- order procedures
- record procedures performed
- collect procedure payments
- print procedure receipts
- report procedure revenue separately from consultation revenue
The clinic is responsible for ensuring that the procedures, prices and staff actions entered into the system are accurate and authorised.
Receipts and reports
ClinicFlow AI may generate:
- consultation receipts
- procedure receipts
- Day Reports
- other supported print and export documents
The clinic is responsible for reviewing documents before giving them to patients or using them for official purposes.
Clinic branding and information shown on documents depend on the clinic’s configured settings.
Data export
Where export functionality is available, clinics may export supported information in the formats provided by the application. Export functionality depends on the feature set actually implemented.
The clinic remains responsible for the security and handling of exported data once it has left the service.
A Clinic Admin may also download a ClinicFlow backup file. Server-level infrastructure backups are managed separately from the application and are not a substitute for the clinic’s own exports and backup files.
Availability and maintenance
ClinicFlow AI aims to provide a reliable service, but uninterrupted availability cannot be guaranteed.
The service may occasionally be unavailable because of:
- maintenance
- upgrades
- infrastructure issues
- network problems
- third-party dependencies
- events outside reasonable control
Security
ClinicFlow AI uses security controls appropriate to the product architecture, including:
- authenticated access
- role-based permissions
- clinic-level data separation
- audit logging for important actions
- password protection for accounts
- controlled access to sensitive information
Acceptable use
The clinic and its users must not use ClinicFlow AI to:
- violate applicable law
- gain unauthorised access
- attempt to access another clinic’s data
- interfere with the service
- upload malicious or prohibited content
- abuse authentication or payment functions
- misuse the system for fraudulent activity
- circumvent plan, access or security controls
Unauthorised access attempts and deliberate misuse may result in suspension or termination.
Suspension or restriction
ClinicFlow AI may suspend or restrict an account where reasonably necessary because of:
- non-payment
- security risk
- abuse
- unauthorised access
- unlawful use
- material violation of these terms
Where practical, the clinic will be given an opportunity to resolve the issue.
Where a trial or subscription is no longer active the account is restricted rather than deleted: existing records remain available, and new clinic activity is paused until the plan is restored.
Cancellation
The clinic may cancel its subscription according to the cancellation process shown by ClinicFlow AI.
Cancellation does not automatically transfer responsibility for clinic data or remove the clinic’s legal obligations regarding patient records.
Where export functionality is available, the clinic should export any information it requires before its access ends.
Refunds
Refund eligibility is governed by the commercial terms presented at the time of purchase and any applicable law.
Intellectual property
ClinicFlow AI and its software, branding, interface, code, documentation and related materials belong to ClinicFlow AI or its licensors, except for materials supplied by the clinic.
The clinic receives a limited right to use the service during its active subscription. The clinic does not acquire ownership of the underlying software.
Clinic-created content
The clinic retains its rights in content and data it provides to the service, subject to applicable law.
The clinic grants ClinicFlow AI the limited rights needed to host, process, display and transmit that content for the purpose of providing the service.
Third-party services
Some parts of ClinicFlow AI may depend on infrastructure, communication, payment, hosting or other third-party services.
ClinicFlow AI may not control the availability or performance of those third-party services.
Disclaimer
ClinicFlow AI is provided as software for clinic operations.
Except where required by law, the service is provided without guarantees that it will be uninterrupted, error-free or suitable for every particular workflow.
The clinic remains responsible for reviewing important records, financial entries and clinical information.
Limitation of liability
To the extent permitted by applicable law, ClinicFlow AI will not be responsible for indirect, incidental, special or consequential losses arising from use of the service.
Nothing in these terms excludes or limits liability where it cannot lawfully be excluded or limited.
Changes to these terms
ClinicFlow AI may update these terms as the service evolves.
Material changes will be communicated through an appropriate channel where required, and the updated version will show a revised “Last updated” date.
Governing law
These terms are governed by the laws of India.
Contact
Questions about these terms can be submitted through the ClinicFlow AI contact page.