Terms of Service

1. Acceptance of Terms

By accessing or using SnapBill (the “Service”), operated by ViteMD Inc., you agree to be bound by these Terms of Service (“Terms”). If you disagree with any part of the Terms, you may not access the Service. These Terms apply to all visitors, users, and others who access or use the Service.

By using the Service, you also agree to our Privacy Policy, which is incorporated into these Terms by reference. You further acknowledge that, as a healthcare provider, you have obligations as a Health Information Custodian (“HIC”) under the Personal Health Information Protection Act, 2004 (PHIPA) and that your use of the Service does not relieve you of those obligations.

2. Description of Service

SnapBill is an OHIP billing platform provided by ViteMD Inc.. The Service processes personal health information (“PHI”) on behalf of the Health Information Custodian (the physician or healthcare provider) for the purpose of facilitating billing under the Ontario Health Insurance Plan. The Service includes, but is not limited to:

• Creation and management of OHIP billing claims
• Submission of claims to OHIP via the Medical Claims Electronic Data Transfer (MCEDT) system
• Claim status tracking, reconciliation, and remittance processing
• AI-assisted claim error analysis and correction suggestions
• Private (non-OHIP) invoicing
• Billing analytics and reporting

SnapBill is a billing administration tool. It does not provide medical advice, clinical decision support, or diagnostic services.

3. User Accounts

To use the Service, you must be a licensed healthcare provider eligible to bill a provincial health insurance plan in a province where SnapBill operates, or an authorized billing agent acting on behalf of such a provider. By creating an account, you represent that you meet this requirement.

When you create an account with us, you must provide information that is accurate, complete, and current at all times. Failure to do so constitutes a breach of the Terms, which may result in immediate termination of your account on our Service.

You are responsible for safeguarding the password that you use to access the Service and for any activities or actions under your account credentials. You agree not to disclose your password to any third party and must not share your account or login credentials with any other person. Two-factor authentication (2FA) is strongly recommended for all accounts and may be required for certain features. You must notify us immediately upon becoming aware of any breach of security or unauthorized use of your account.

You are responsible for the accuracy and completeness of all patient data entered into the Service through your account. Inaccurate patient data, including health card numbers, diagnostic codes, and billing codes, may result in claim rejections and is solely your responsibility.

4. Health Information Custodian Responsibilities

As the physician or healthcare provider using SnapBill, you are the Health Information Custodian (“HIC”) under PHIPA (or the equivalent custodian, trustee, or controller under the applicable health-privacy legislation of your province) with respect to the personal health information you enter into the Service. SnapBill acts as your agent and information manager for the limited purpose of processing PHI to facilitate billing on your behalf.

As the HIC, you are responsible for:

• Obtaining any required patient consent before entering patient data into SnapBill, in accordance with applicable law
• Ensuring that all patient data entered into SnapBill is accurate, complete, and up to date
• Establishing and maintaining your own privacy compliance program, including privacy policies, breach protocols, and staff training
• Notifying SnapBill promptly of any consent withdrawals or patient requests to restrict the use of their PHI
• Using the Service only for authorized billing and administrative purposes directly related to the provision of healthcare services
• Complying with all applicable laws and regulations governing the collection, use, and disclosure of personal health information in your province

5. Data Processing

SnapBill acts as an electronic service provider and agent under PHIPA (and equivalent roles under other applicable provincial health-privacy legislation). We process personal health information solely for the purpose of providing billing services on behalf of the Health Information Custodian. We do not use PHI for any purpose other than fulfilling our obligations under these Terms.

We implement appropriate technical and organizational security safeguards to protect PHI, including:

• Encryption of data in transit and at rest
• Comprehensive audit logging of access to PHI
• Role-based access controls
• Regular security assessments and monitoring

Some data may be stored or processed by our infrastructure and service providers outside Canada, including in the United States. PHIPA does not require personal health information to remain in Canada; where data is processed outside Canada, we ensure comparable protection through written data processing agreements and the safeguards described in our Privacy Policy.

Upon request, SnapBill will enter into a written data processing agreement with the Health Information Custodian to formalize the terms under which PHI is processed. To request a data processing agreement, please contact us at support@snapbill.ca.

6. AI-Assisted Features

SnapBill incorporates AI-assisted features, including claim error analysis, correction suggestions, and billing code recommendations. These features are designed to support, not replace, your professional judgment as a healthcare provider.

When AI-assisted features process claim data, all personal health information is first anonymized and de-identified before being submitted to AI models. Patient names, health card numbers, dates of birth, and other direct identifiers are stripped from the data before it leaves our servers. In addition, our AI service provider is bound by a data processing agreement that contractually prohibits it from storing, retaining, or using any submitted data for model training or any other purpose. Only de-identified data is transmitted, and it is processed transiently and discarded immediately after generating a response.

You must review and approve all AI-suggested changes before they are applied to your claims. SnapBill is not liable for any consequences arising from AI-suggested corrections or modifications that are reviewed and approved by you. You retain full responsibility for the accuracy and appropriateness of all claims submitted through the Service, including those informed by AI suggestions.

7. Aggregate Data and Analytics

SnapBill compiles aggregate, de-identified analytics from billing activity across the Service. This includes metrics such as average billing volumes by specialty, claim acceptance rates, seasonal patterns, and practice benchmarks. This data never includes personal health information, patient data, or individually identifiable provider details.

By using the Service, you agree that your billing activity may be included in aggregate analytics, subject to the de-identification and minimum group-size safeguards described in our Privacy Policy. You may opt out of aggregate data inclusion by contacting us at privacy@snapbill.ca.

8. Billing and Plans

SnapBill operates on a commission-based pricing model. You are charged a percentage of your claims only after they have been paid by OHIP. There are no upfront fees, monthly minimums, or setup costs.

All new users receive 3 months of free Premium access upon account creation. After the free Premium period, your account will continue on the Premium plan unless you choose to switch to the Basic plan. You may switch between the Basic and Premium plans at any time from your account settings, and you may return to Premium at any time in the future.

Because SnapBill only charges commissions after claims have been paid, there are no traditional refunds. If you are ever dissatisfied with the Service, we encourage you to contact us and we will work to address your concerns.

9. Intellectual Property Rights

The Service and its original content, features, and functionality are and will remain the exclusive property of ViteMD Inc. (operating as SnapBill) and its licensors. The Service is protected by copyright, trademark, and other laws of Canada and foreign countries.

Our trademarks and trade dress may not be used in connection with any product or service without the prior written consent of SnapBill.

You acknowledge and agree that any billing data, claim templates, analytics, and other content provided through the Service are the intellectual property of SnapBill and are protected by copyright laws. Any unauthorized reproduction, distribution, or use of this content is strictly prohibited. You retain ownership of the patient data and billing records you create within the Service; we claim no ownership over your data.

10. Billing Compliance and Responsibility

SnapBill is a billing administration and submission tool. It facilitates the creation, validation, and submission of claims on your behalf. SnapBill does not verify the clinical appropriateness of any billing code, diagnostic code, or service claim. The selection of billing codes, diagnostic codes, and the determination that a service was rendered and is eligible for payment remains entirely your professional responsibility as a licensed healthcare provider.

Without limiting the generality of the foregoing, you acknowledge and agree that:

• You are solely responsible for ensuring that every claim submitted through the Service accurately reflects services that were actually rendered to the patient
• You are solely responsible for selecting the correct billing codes, diagnostic codes, and service dates, and for ensuring that the codes used are clinically appropriate and comply with the current applicable Schedule of Benefits and all applicable billing rules
• SnapBill’s validation features (including AI-assisted suggestions, code recommendations, error checking, and pre-submission validation) are designed to assist you but do not constitute a guarantee that any claim is correct, complete, or compliant
• You are solely responsible for any consequences of incorrect, incomplete, improper, or fraudulent billing, including but not limited to overbilling, upcoding, duplicate billing, unbundling, or billing for services not rendered
• Any audits, reviews, investigations, clawbacks, repayment demands, penalties, fines, or disciplinary actions arising from claims submitted through the Service are your sole responsibility
• SnapBill is not a billing agent, consultant, or advisor. The Service does not provide billing advice, and no information provided through the Service (including AI-generated suggestions) should be construed as professional billing, legal, or compliance advice
• You must independently verify the accuracy and appropriateness of all claims before submission, regardless of any validation, suggestion, or recommendation provided by the Service

11. User Conduct

You agree not to use the Service:

• To enter false, fabricated, or misleading patient data, billing codes, or diagnostic codes
• For any purpose not authorized under these Terms, including purposes unrelated to health billing or healthcare administration
• To distribute, publicly display, or publicly perform any part of the Service, including but not limited to billing data, claim templates, or analytics
• To share your account or account access with any third party
• To attempt to decompile, reverse engineer, disassemble, or hack any part of the Service
• To upload or transmit viruses or any other type of malicious code
• To collect or track the personal information of others
• To spam, phish, pharm, pretext, spider, crawl, or scrape
• To interfere with or circumvent the security features of the Service
• In any way that violates any applicable federal, provincial, local, or international law or regulation, including PHIPA, applicable provincial health-privacy legislation, and the Canada Health Act

12. Data Export and Account Closure

You may request a full export of your data at any time by contacting us at support@snapbill.ca. Data export requests are processed within 30 business days. Exports are delivered after a 7-day waiting period following confirmation of the request, to allow for identity verification and security review.

Upon account closure, your data is soft-deleted from active systems. In accordance with provincial recordkeeping requirements, billing records and associated PHI are retained for a minimum of 10 years from the date of the most recent claim submission. After the retention period has elapsed, data is permanently and irreversibly deleted. You may request account closure by contacting us at the email address above.

13. Termination

We may terminate or suspend your account and bar access to the Service immediately, without prior notice or liability, under our sole discretion, for any reason whatsoever and without limitation, including but not limited to a breach of the Terms.

Upon termination, SnapBill will retain your data in accordance with legal retention requirements, including the minimum 10-year retention period for billing records described in Section 11. You may request a data export prior to or within 30 days following termination.

All provisions of the Terms which by their nature should survive termination shall survive termination, including, without limitation, ownership provisions, warranty disclaimers, indemnity, and limitations of liability.

14. Indemnification

You agree to indemnify, defend, and hold harmless SnapBill, ViteMD Inc., and their respective directors, officers, employees, agents, and affiliates from and against any and all claims, demands, actions, losses, liabilities, damages, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

• Your use of the Service, including any claims you submit through the Service
• Any inaccuracy, error, or omission in patient data, billing codes, diagnostic codes, or other information you enter into the Service
• Any allegation of overbilling, upcoding, duplicate billing, fraudulent billing, or other improper billing practices related to claims submitted through the Service
• Any audit, review, investigation, clawback, or penalty related to your billing practices
• Your breach of these Terms or any applicable law, regulation, or professional obligation
• Any third-party claim arising from your use of the Service, including claims by patients, a Ministry of Health, regulatory bodies, or professional colleges

This indemnification obligation survives the termination of your account and these Terms.

15. Limitation of Liability

To the maximum extent permitted by applicable law, in no event shall SnapBill, nor its directors, employees, partners, agents, suppliers, or affiliates, be liable for any indirect, incidental, special, consequential or punitive damages, including without limitation, loss of profits, data, use, goodwill, or other intangible losses, resulting from (i) your access to or use of or inability to access or use the Service; (ii) any conduct or content of any third party on the Service; (iii) any content obtained from the Service; and (iv) unauthorized access, use or alteration of your transmissions or content, whether based on warranty, contract, tort (including negligence) or any other legal theory, whether or not we have been informed of the possibility of such damage, and even if a remedy set forth herein is found to have failed of its essential purpose.

To the maximum extent permitted by applicable law, the total aggregate liability of SnapBill arising out of or relating to these Terms or the Service, from all causes of action and under all theories of liability, shall not exceed the greater of (a) the total commissions and fees paid by you to SnapBill in the twelve (12) months preceding the event giving rise to the liability, or (b) CAD $100.

Without limiting the foregoing, SnapBill is a billing administration tool and does not provide medical advice, clinical guidance, or legal counsel. SnapBill is not responsible for claim rejections, payment delays, changes to fee schedules, modifications to Ministry of Health policies, or any other actions or decisions by a provincial health insurance plan or Ministry of Health. You are solely responsible for the accuracy of all claims submitted through the Service and for compliance with all applicable billing regulations.

16. Disclaimer

Your use of the Service is at your sole risk. The Service is provided on an “AS IS” and “AS AVAILABLE” basis. The Service is provided without warranties of any kind, whether express or implied, including, but not limited to, implied warranties of merchantability, fitness for a particular purpose, non-infringement or course of performance.

SnapBill, its subsidiaries, affiliates, and its licensors do not warrant that (a) the Service will function uninterrupted, secure or available at any particular time or location; (b) any errors or defects will be corrected; (c) the Service is free of viruses or other harmful components; or (d) the results of using the Service will meet your requirements.

17. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law provisions. Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of the Province of Ontario, except where applicable consumer-protection or professional-regulation law in your province of practice requires otherwise. As SnapBill expands to additional provinces, province-specific terms may apply and, where they do, will be made available to you.

Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. If any provision of these Terms is held to be invalid or unenforceable by a court, the remaining provisions of these Terms will remain in effect.

18. Changes to Terms

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material we will provide at least 30 days notice prior to any new terms taking effect and may require you to re-accept the Terms before continuing to use the Service. What constitutes a material change will be determined at our sole discretion.

By continuing to access or use our Service after any revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, you are no longer authorized to use the Service.

19. Contact Us

If you have any questions about these Terms, your obligations as a Health Information Custodian, or data processing under this agreement, please contact us at support@snapbill.ca.