Terms of Service

These terms are an agreement between SpeakSOAP LLC (“SpeakSOAP”, “we”) 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.

Until your practice accepts SpeakSOAP’s Business Associate Agreement, refer to patients by a nickname in their chart and don’t enter contact details. A legal name and date of birth may be kept on a patient’s billing details so the practice can issue superbills. A patient’s email is used only for their portal: the invite, sign-in and care emails. Once the agreement is accepted, you may keep patient identity and contact details needed for care and billing, under that agreement.

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. A practice admin accepts the Business Associate Agreement when signing up, or later on the Privacy & security page under Practice. 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.

YouTube videos linked to exercises play in YouTube’s player or open on YouTube. By watching them you agree to be bound by the YouTube Terms of Service.

SpeakSOAP respects the rights of copyright owners and answers notices of claimed infringement under the Digital Millennium Copyright Act (17 U.S.C. § 512). If you believe content on SpeakSOAP, such as an exercise, description, video, or photo in the exercise marketplace, infringes your copyright, send a written notice to our designated agent that includes:

• your physical or electronic signature, as the copyright owner or a person authorised to act for the owner;
• a description of the copyrighted work you say was infringed;
• where the material is on SpeakSOAP, with enough detail for us to find it, such as the collection and exercise name;
• your name, postal address, telephone number, and email address;
• a statement that you believe in good faith that the use is not authorised by the owner, its agent, or the law;
• a statement, under penalty of perjury, that the notice is accurate and that you are the owner or authorised to act for the owner.

Designated agent: Copyright Agent, SpeakSOAP LLC
Email: support@speaksoap.com
Mail: 5900 Balcones Drive STE 100, Austin, TX 78731
Telephone: 737-235-6210

Please leave patient information out of a notice. When we receive a complete notice we remove or disable access to the material promptly and tell the clinician who posted it, with a copy of the notice. Knowingly misrepresenting that material infringes, or that it was removed by mistake, can make you liable for damages.

Counter-notice. If you posted material that was removed and you believe that was a mistake or misidentification, send our agent a written counter-notice with your signature, a description of the material and where it appeared before removal, a statement under penalty of perjury that you believe in good faith it was removed by mistake or misidentification, your name, address, and telephone number, and your consent to the jurisdiction of the federal court for your address (or, outside the United States, any district where SpeakSOAP can be found) and to accept service from the person who sent the original notice. We pass the counter-notice on and, unless the sender tells us within ten business days that they have gone to court, we restore the material within ten to fourteen business days.

Repeat infringers. We close the accounts of clinicians who repeatedly post material that infringes other people’s copyright.

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.

This section is about SpeakSOAP’s own paid plans, once your practice subscribes to one. It is not about what your patients pay your practice, which is covered under Patient payments below.

A paid plan is priced per therapist seat, billed monthly or annually, at the price shown at checkout before you confirm. A practice that has never had a trial gets 30 days free. We collect a card at checkout through Stripe, and unless an admin cancels before the trial ends, the first charge is made the day it ends.

Your subscription renews automatically. At the end of each month or year, as you chose, it renews for the same length and the card is charged again, at the price shown on your plan page, until it is cancelled. A seat added during a period is charged at once, in proportion to the time left in that period. If we change the price, we tell account admins by email at least thirty days before it applies, and it does not change a period you have already paid for.

Cancelling. Any practice admin can cancel at any time on the Your plan page under Practice, using Manage billing, which opens Stripe’s billing portal. You do not need to contact us. Cancelling takes effect at the end of the period you have paid for; the plan stays in place until then, and we do not refund or prorate that period. Afterwards the practice moves to the limits of the plan new practices start on. Nothing you already have is deleted, and you can export your records at any time.

A practice can take patient payments through SpeakSOAP using its own Stripe account. The practice is the seller and Stripe processes the payment under Stripe’s own terms; SpeakSOAP does not hold the money. The practice sets its prices, decides on refunds and answers its patients’ billing questions. A patient who saves a card agrees to the auto-charge terms shown when they save it, and can remove the card at any time.

Do not use SpeakSOAP to:

• enter information about people you are not authorised to treat, or identifying details beyond what the Patient information section allows before your practice has accepted the Business Associate Agreement;
• 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 thirty days later, as the Privacy Policy describes.

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 three 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 the State of Texas, United States, without regard to its conflict of law rules. Disputes will be brought in the courts of Texas, 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 SpeakSOAP LLC, in Austin, Texas. Write to hello@speaksoap.com about anything in these terms.