Terms of Service

These terms are an agreement between SpeakSOAP and you. If you create a clinician account, “you” includes the practice you set up or join, and you confirm you are authorised to accept these terms for it. If you use the patient portal, you were invited by your clinic, and these terms apply alongside whatever your clinic has agreed with you.

Clinician accounts are for licensed physical therapists and the staff who work with them. You must be at least eighteen to hold an account. By using SpeakSOAP you accept these terms and the Privacy Policy.

Signing up creates a practice with you as its admin. Admins can invite and remove therapists; every member can see and work with all of the practice’s patients. Keep your password to yourself, use a real email address you control, and tell us at hello@speaksoap.com if you think your account has been used without your permission. You are responsible for what happens under your account and for the people you invite.

SpeakSOAP drafts. It transcribes what you say, sorts it into a SOAP note, suggests billing codes, and proposes exercises from your library. Every draft waits for you. You review, correct, and sign each note, and you are responsible for its accuracy, for the codes you submit, and for the program you prescribe. Code suggestions are not billing advice, and SpeakSOAP does not verify medical necessity, payer rules, or your scope of practice.

SpeakSOAP is documentation software. It is not a medical device, it does not diagnose, and nothing it produces is medical advice. For patients: the portal delivers a program your clinician chose. It is not for emergencies, and it does not replace your clinician’s judgement. If something hurts in a way that worries you, stop and contact your clinic.

At signup you agree to refer to patients by nickname or alias, and not to enter real names, birthdates, or insurance IDs into SpeakSOAP. That commitment is part of these terms.

You are responsible for the permissions your own rules require: consent to record a visit, to have it transcribed and drafted by AI service providers, to invite a patient into the portal, and to keep the records you keep. If your practice needs a Business Associate Agreement, arrange it with us before entering protected health information. The Privacy Policy describes exactly which providers process what.

Notes, programs, transcripts, videos, and photos you create or upload are yours. You give SpeakSOAP the permission it needs to store, process, transcode, and display that content in order to run the service for you and your patients, and nothing more.

Publishing to the exercise marketplace is different. When you publish a collection, you grant SpeakSOAP and every other practice that adopts it a permission to view, copy, and use those exercises, descriptions, videos, and photos in their own programs. You confirm you have the right to grant that, including the consent of anyone who appears in a video. You can unpublish at any time, which stops new adoptions; copies that other practices already adopted keep working. We may unpublish or remove a collection that breaks these terms or that our review flags as not a plausible therapeutic exercise.

SpeakSOAP is free during early access. Plans carry limits, such as the number of seats, active patients, AI notes per month, and storage. A limit only ever blocks something new; it never deletes what you already have. We may introduce paid plans or change limits, and when we do we will tell account admins by email at least thirty days before anything you rely on changes. Continuing to use SpeakSOAP after that date means you accept the new terms; you can export your notes and close your account at any time before it.

Do not use SpeakSOAP to:

• enter information about people you are not authorised to treat, or identifiers the alias rule excludes;
• upload content you do not have the right to, or that is unlawful, harmful, or not related to care;
• share an account, probe or overload the service, or try to reach data that is not yours;
• copy, scrape, or resell the service, the exercise library, or other practices’ marketplace content outside the permission described above;
• send messages to patients that are not about their care.

SpeakSOAP is in early access. Features will change, some will be added, and some may be withdrawn. We work to keep the service available and your data intact, and we keep short-lived backups, but we do not promise uninterrupted service. If we ever decide to shut SpeakSOAP down, we will give clinicians at least sixty days’ notice and a way to export their records first.

You can stop using SpeakSOAP at any time and ask us to delete your practice and its data by emailing hello@speaksoap.com. We can suspend or close an account that breaks these terms, puts patients or other users at risk, or has been inactive for a very long time, and we will tell you why unless the law prevents it. After an account closes, its data is deleted on the schedule in the Privacy Policy.

SpeakSOAP is provided as it is. To the fullest extent the law allows, we make no warranties about it, express or implied, including fitness for a particular purpose, and we are not liable for indirect, incidental, or consequential losses, or for clinical, billing, or regulatory outcomes that follow from notes, codes, or programs you sign and submit. Our total liability to you for any claim is limited to the amount you paid us in the twelve months before the claim, or one hundred US dollars if you paid nothing. Some places do not allow these limits, in which case they apply as far as they can.

You agree to cover us against claims that arise from your breach of these terms, from content you upload, or from your use of patient information in a way your obligations do not permit.

These terms are governed by the laws of [State], United States, without regard to its conflict of law rules. Disputes will be brought in the courts of [State], unless the law where you live gives you the right to bring them elsewhere.

When these terms change in a way that matters, we will update the date at the top and tell account admins by email before the change takes effect. Minor clarifications may be made without notice.

SpeakSOAP is operated by its founders in Austin, Texas. Write to hello@speaksoap.com about anything in these terms.