Terms of service
These terms apply to your use of W31 Portal (the "Portal"), provided by W31 LLC ("W31", "we"). By signing in, you agree to them. If you use the Portal on behalf of a clinical practice (a "Practice"), you confirm that you are authorized to do so.
1. Who may use the Portal
The Portal is available only by invitation, to Practices that have an agreement with W31, to the people those Practices authorize, and to W31's own staff. You must sign in with the Google account registered for you, and you may open only the Practice or Practices you are authorized for.
2. The service
The Portal helps Practices with clinical documentation, service authorizations, reminders, billing summaries and related administrative work. It also gives W31 the tools to provide administration and billing support to each Practice. Specific services, fees and payment terms are set out in each Practice's separate service agreement with W31.
3. Your account
Keep your Google account secure and do not share it. Tell us right away at neli@prow31.com if you think someone has used your account without permission. We may suspend access to protect a Practice's records.
4. Practice responsibilities
- The Practice is responsible for the clinical content of its documentation and for professional judgment in its care of clients.
- The Practice is responsible for its licensure, for following payer and program rules (including Medicaid waiver and DARS requirements), and for the accuracy of claims submitted under its own provider numbers.
- The Practice keeps its own Google Workspace account, its agreement with Google (including Google's HIPAA business associate amendment), and the sharing that gives the Portal access to its files.
- The Practice obtains any consents and authorizations its clients must give.
5. HIPAA
W31 handles protected health information only as each Practice's business associate, under a business associate agreement. If these terms and a business associate agreement conflict on the handling of protected health information, the business associate agreement controls. See the privacy policy for how information is handled.
6. Billing support
W31 calculates billable hours and prepares billing information from the records each Practice keeps in the Portal. The Practice remains responsible for reviewing that information and for the claims submitted under its provider numbers.
7. AI-assisted features
Some features use artificial intelligence to read uploaded documents or draft text. AI output may be incomplete or wrong. A qualified person at the Practice must review and correct every draft before it is used or signed. The Portal does not make clinical decisions.
8. Acceptable use
Do not try to reach another Practice's information, get around the Portal's security, overload or disrupt the service, copy or reverse-engineer the Portal's software, or use the Portal for anything unlawful.
9. Third-party services
The Portal relies on services from other companies, including Google, Railway and Anthropic. Their availability and terms are outside W31's control, and changes to those services may affect the Portal.
10. Ownership
Each Practice owns its records. W31 owns the Portal's software and design. Neither party gets ownership of the other's property under these terms.
11. Availability and changes
We work to keep the Portal available and accurate, but it is provided "as is", without warranties of any kind beyond those required by law or stated in a Practice's service agreement. We may change, improve or discontinue features, and will give Practices reasonable notice of significant changes.
12. Limitation of liability
To the extent the law allows, W31 is not liable for indirect, incidental, special or consequential damages, or for lost profits or revenue. W31's total liability arising from the Portal is limited to the fees the Practice paid W31 in the [twelve] months before the claim. [Note for review: confirm this matches each Practice's service agreement.]
13. Suspension and ending use
A Practice may stop using the Portal at any time by telling W31 and removing the Portal's access to its files. W31 may suspend or end access for a breach of these terms, for security reasons, or as set out in the Practice's service agreement.
14. Governing law
These terms are governed by the laws of Virginia, without regard to its conflict-of-law rules.
15. Changes to these terms
We may update these terms. If we make significant changes, we will notify Practices before they take effect. Continuing to use the Portal after that means you accept the updated terms.
16. Contact
W31 LLC · [mailing address] · neli@prow31.com