Terms of Service

By accessing our website, using our services, or entering into a service agreement with us, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you do not agree to these Terms, you must not access our website or use our services.

Virtual Nurse Rx provides administrative support services to healthcare practices, including but not limited to appointment scheduling, medical transcription, insurance verification, prior authorization assistance, patient intake, referral coordination, virtual receptionist services, and medical billing and coding support.

WE DO NOT PROVIDE: medical services, clinical consultations, independent clinical decision-making, diagnoses, treatment plans, medical advice, emergency medical services, or any form of professional medical advice to patients. Our role is strictly administrative. All clinical and medical decisions are the sole responsibility of the licensed healthcare providers we support.

Services are provided on a prepaid basis unless otherwise agreed in writing by Virtual Nurse Rx. Client must maintain sufficient prepaid hours, subscription coverage, or approved payment authorization before services are performed. Virtual Nurse Rx is not required to provide services once prepaid hours are exhausted, a balance becomes past due, or payment authorization fails.

Virtual Nurse Rx may immediately suspend or terminate services, access, coverage, meetings, documentation work, transition assistance, or other support if payment is declined, reversed, disputed, past due, unavailable, or if prepaid hours are exhausted. Suspension or termination for non-payment does not relieve Client of responsibility for services already performed.

If Virtual Nurse Rx performs work after prepaid hours are exhausted, Client remains responsible for all time worked, whether or not Client later disputes continuation of service. Any negative balance, overage, additional requested coverage, onboarding time, training time, meetings, SOP work, troubleshooting, or administrative support may be billed at Virtual Nurse Rx's then-current rates.

Virtual Nurse Rx tracks time using its internal project tracking and time-tracking systems. Client agrees that Virtual Nurse Rx's time records are the authoritative record of time worked unless clear written evidence shows an error. Standard timesheets or reports are provided according to Virtual Nurse Rx's normal reporting schedule. Requests for off-cycle, manual, expedited, or reconciled reports may be billed or declined.

Client is responsible for providing complete, accurate, and timely workflows, SOPs, system access, escalation rules, provider preferences, scripts, clinical instructions, and operational guidance. Virtual Nurse Rx is not responsible for delays, errors, rework, service gaps, or performance issues caused by incomplete, changing, conflicting, inaccurate, or unavailable client instructions.

Virtual Nurse Rx provides administrative, operational, and support services. Unless expressly agreed in a separate written agreement, Virtual Nurse Rx does not provide medical diagnosis, treatment, prescribing, independent clinical decision-making, emergency medical services, or professional medical advice to patients. Client remains solely responsible for all clinical decisions, provider oversight, patient care, escalation protocols, and regulatory obligations.

Client is responsible for determining whether a Business Associate Agreement is required. If Client expects Virtual Nurse Rx to access, receive, use, store, transmit, or create protected health information, Client must request and execute Virtual Nurse Rx's BAA before providing PHI access. Client must not provide PHI access until any required BAA is fully executed.

Client is solely responsible for its own EHR, phone system, email and productivity suite, scheduling tools, shared drives, portals, communication systems, passwords, user permissions, call recording settings, retention settings, audit logs, and access controls. Client must provide unique user credentials where possible and must promptly remove Virtual Nurse Rx access upon suspension, cancellation, or termination.

Virtual Nurse Rx does not guarantee that calls are recorded, retained, or available unless expressly agreed in writing and unless recording is technically enabled in the applicable system. If calls are handled through Client-owned systems, Client is responsible for recording settings, recording notices, consent requirements, call logs, retention, and retrieval.

Client acknowledges that Virtual Nurse Rx may record onboarding, training, workflow, support, or operational meetings for quality assurance, documentation, training, dispute resolution, and account management purposes, subject to applicable law. Client is responsible for notifying its attendees as required.

Upon suspension or termination for non-payment, Virtual Nurse Rx is not required to provide continued coverage, transition services, meetings, documentation, account access, login activity, SOP creation, training, or handoff assistance unless Virtual Nurse Rx agrees in writing and Client prepays for that support.

SOPs, workflows, templates, training materials, process documents, and account documentation created by Virtual Nurse Rx remain Virtual Nurse Rx work product unless otherwise agreed in writing. Upon full payment of all outstanding amounts, Client may receive a copy of client-specific SOPs created for Client's account, excluding Virtual Nurse Rx proprietary methods, templates, internal notes, training materials, staffing processes, and confidential business materials.

Client must pay undisputed and time-worked amounts when due. A service concern, performance complaint, request for records, or billing question does not excuse non-payment for services already performed. Client must raise billing disputes in writing within five (5) business days after receiving a timesheet or invoice.

If Client initiates a chargeback, payment reversal, payment dispute, or failed payment, Virtual Nurse Rx may immediately suspend services and recover payment processor fees, collection costs, and reasonable administrative costs to the extent permitted by law.

Any stated deployment timing, uptime, backup coverage, response time, or continuity commitment is an operational goal, not an unconditional guarantee, unless expressly stated in a separate written service agreement. Such commitments depend on Client's timely payment, complete onboarding materials, accurate workflows, required system access, executed compliance documents, staffing availability, and Client cooperation.

OUR SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT OUR SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE. WE MAKE NO WARRANTIES REGARDING THE ACCURACY OR COMPLETENESS OF ANY WORK PRODUCT, AND YOU ARE RESPONSIBLE FOR REVIEWING AND VERIFYING ALL WORK PERFORMED.

To the maximum extent permitted by applicable law, Virtual Nurse Rx's liability arising from the website, subscriptions, services, staffing, account support, documentation, delays, suspension, cancellation, termination, or any related transaction shall not exceed the fees actually paid by Client to Virtual Nurse Rx for the affected services during the prior thirty (30) days. In no event shall Virtual Nurse Rx, its officers, directors, employees, agents, or affiliates be liable for any indirect, incidental, special, consequential, or punitive damages; loss of profits, revenue, data, or business opportunities; or damages arising from clinical decisions or patient care. This limitation applies regardless of the theory of liability and even if we have been advised of the possibility of such damages.

Without limiting the foregoing, Virtual Nurse Rx shall not be liable for any act, omission, error, delay, defect, or alleged failure in the performance of its services, work product, staffing, recommendations, or deliverables, except to the extent caused by Virtual Nurse Rx's own gross negligence or willful misconduct as finally determined by a court of competent jurisdiction. Ordinary negligence, mistakes, judgment calls, training errors, scheduling errors, documentation errors, communication errors, system errors, and any errors by Client-directed staff are expressly excluded from Virtual Nurse Rx's liability. Client acknowledges that Virtual Nurse Rx provides administrative support only, that Client retains all clinical responsibility and final review authority, and that Client's use of and reliance on the services is at Client's sole risk.

Client agrees to defend, indemnify, and hold Virtual Nurse Rx, its officers, directors, employees, agents, and affiliates harmless from claims, damages, penalties, costs, or expenses (including reasonable attorneys' fees) arising from Client's systems, Client's instructions, inaccurate information, incomplete workflows, failure to obtain patient consents, failure to execute required compliance documents, clinical decisions, patient care obligations, provider conduct, failure to remove access, or failure to maintain compliant systems.

Client's indemnification obligation is full, complete, and unconditional, and covers any and all claims, demands, actions, suits, proceedings, judgments, fines, penalties, settlements, losses, damages, costs, and expenses (including reasonable attorneys' fees and expert fees) brought by any third party (including patients, payers, regulators, employees, contractors, or other providers) arising from or related to the services, work product, staffing, or any act or omission of Virtual Nurse Rx in providing the services, except to the extent finally adjudicated to result solely from Virtual Nurse Rx's gross negligence or willful misconduct. This indemnification survives termination of this Agreement.

Client is solely responsible for determining and satisfying its legal, regulatory, licensure, payer, documentation, supervision, patient-consent, call-recording, and professional obligations. Virtual Nurse Rx supports Client's operations but does not replace Client's legal, clinical, compliance, or professional responsibilities.

Services are limited to the package, role, schedule, and scope selected or approved by Virtual Nurse Rx. Work outside the selected package, including executive support, workflow design, system troubleshooting, emergency requests, software implementation, developer meetings, SOP reconstruction, or urgent transition support, may be declined or billed separately.

Upon cancellation, suspension, or termination, all rights to receive services immediately cease. Client must remove all Virtual Nurse Rx users from all systems, disable shared credentials, revoke shared links, and confirm access removal upon request. Client remains responsible for amounts owed for services performed before termination. Virtual Nurse Rx enforces a strict 48-hour cancellation policy for scheduled meetings and coverage windows.

• Directing our staff to provide medical advice, diagnoses, or treatment recommendations to patients
• Representing our staff as licensed healthcare providers to patients or third parties
• Using our services for any unlawful purpose
• Sharing access credentials with unauthorized individuals
• Violating any applicable laws, including HIPAA and state healthcare regulations
• Misrepresenting the nature of our services to patients, insurers, or regulatory bodies

These Terms shall be governed by and construed in accordance with the laws of the State of Florida, without regard to its conflict of law provisions. Any dispute arising from these Terms or our services shall first be submitted to mediation in Florida. If mediation is unsuccessful, disputes shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association, with arbitration to take place in Florida. You waive any right to participate in a class action lawsuit or class-wide arbitration.

We reserve the right to modify these Terms at any time. Material changes will be communicated with 30 days' notice. Continued use after changes constitutes acceptance. If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in effect. These Terms, together with any service agreement and our Privacy Policy, constitute the entire agreement between you and Virtual Nurse Rx regarding our services.

We offer services on this Website. The price of these services is customized based on your needs, which means that we will provide you with a quote after we determine your needs. This price does not include taxes or other fees that you may be charged.

When you make a purchase on the Website, you will be able to choose a third party payment processor that will collect your payment information and process your payment. We are not responsible for the collection, use, sharing or security of your billing information by these third party payment processors. Available payment methods are determined by the third party payment processors and typically include major credit and debit cards, digital wallets, and bank transfer.

You represent and warrant that you have the legal right to use the payment method(s) in connection with any purchase and that the information that you supply to us and to the third party payment processor(s) is true, correct and complete.

We do not offer refunds on any purchases made of the services offered on our Website.

We do not offer you the ability to cancel any purchases that you have made of the services offered on our Website. We reserve the right to cancel your purchase for any reason, at our sole discretion, including but not limited to fraud, inaccuracies, and unavailability of the items or services purchased. We will let you know immediately if we plan on cancelling your purchase. Except as set forth in the Advance Payments section, we will not be able to issue you a refund of the purchase price that you paid if we cancel your purchase.

We may ask you to provide an advance payment on any purchase made of the services offered on our Website. An advance payment is a partial payment of the total purchase price that will help pay for our actual expenses while providing the services. We will issue you a refund of the advance payment that you made if we cancel your purchase before the advance has been applied. We do not otherwise offer you the ability to cancel any purchases that you have made of the services offered on this Website. As such, we do not refund advance payments that have already been applied to services.

When you create an account on our Website, you guarantee that you are 18 years of age or older and that the information that you provide us is accurate, complete, and current at all times. Inaccurate, incomplete, or obsolete information may result in the immediate termination of your account on the Website.

You are responsible for maintaining the confidentiality of your account and password, including but not limited to the restriction of access to your computer and/or account. You agree to accept responsibility for any and all activities or actions that occur under your account and/or password, whether your password is with our Website or a third party service. You must notify us immediately upon becoming aware of any breach of security or unauthorized use of your account. We reserve the right to terminate your account anytime at our sole discretion. You can terminate your account by contacting us.

In addition to the prohibited uses listed above, you agree that you will not perform any of the following:

1. Impersonating or attempting to impersonate Virtual Nurse Rx or its employees, representatives, subsidiaries or divisions;
2. Misrepresenting your identity or affiliation with any person or entity;
3. Sending or attempting to send any advertising or promotional material, including spam, junk mail, chain mail or any similar material;
4. Engaging in any conduct that restricts or inhibits any person's use or enjoyment of the Website, or which may harm us or other users or expose us or other users to liability;
5. Using the Website in any manner that could disable, overburden, damage or impair the Website or interfere with another party's use of the Website;
6. Using any robot, spider or other automatic technology, process or means to access or use the Website for any purpose, including monitoring or copying any material;
7. Using any manual process or means to monitor or copy any of the material on this Website for any unauthorized purpose;
8. Using any device, software, means or routine that interferes with the proper working of the Website, including viruses, trojan horses, worms, logic bombs or other such materials;
9. Attempting to gain unauthorized access to, interfering with, damaging or disrupting any parts of the Website, the server(s) on which the Website is stored, or any server, computer or database connected to the Website;
10. Attempting to attack or attacking the Website via a denial-of-service or distributed denial-of-service attack;
11. Otherwise attempting to interfere with the proper working of the Website.

We assume no liability for the availability, errors or inaccuracies of the information, products or services provided on this Website. We may experience delays in updating information on this Website and in our advertising on other websites. The information, products and services found on the Website may contain errors or inaccuracies or may not be complete or current. Products or services may be incorrectly priced or unavailable. We expressly reserve the right to correct any pricing errors on our Website. The inclusion or offering of any product or service on this Website does not constitute an endorsement or recommendation of such product or service by us.

If you opt in to receiving SMS messages from us, we will send you conversational, informational, and promotional messages (for example: "Hello, your appointment is confirmed for 4pm. Reply STOP to end all messages."). Messaging frequency may vary. Message and data rates may apply. Carriers are not liable for undelivered or delayed messages. You may opt out of SMS messages at any time by texting "STOP". You may also opt out by emailing us at my@virtualnurserx.com. If you would like to re-subscribe, you can do so by re-enrolling through the website or by contacting us. For assistance with SMS messaging, contact us. For additional information regarding SMS messaging and your privacy, please read our Privacy Policy.

Any controversy or claim arising out of or relating to these Terms, including but not limited to the interpretation or breach thereof, shall be resolved in a court of competent jurisdiction in Hillsborough County, Florida. THESE TERMS SHALL NOT BE GOVERNED BY THE UNITED NATIONS CONVENTION ON CONTRACTS FOR THE INTERNATIONAL SALE OF GOODS, THE UNIFORM COMMERCIAL CODE, NOR INCOTERMS.