Payment And Service Terms

Services And Scope

These terms cover advanceapractice.com and the AdvanceAPractice Command Suite, operated by AdvanceAPractice LLC in Portland, Oregon. We provide medical billing, credentialing and payer contracting, practice operations, and custom software and automation. Your Order Form defines the services, price, schedule, and exclusions. A Business Associate Agreement applies where protected health information is involved.

AdvanceAPractice is not a law or accounting firm and does not give legal or tax advice.

Payments And Refunds

Everything a package includes is listed on its page and in your Order Form, and we’re glad to walk through it before you pay. Payments aren’t refundable because the work turns out different from what you expected, because you change your mind or your plans, because onboarding, documents or access are late, because of a payer’s decision or timeline, or because of something about your own situation you could have checked before buying, such as whether your state requires a supervising or collaborating physician or a prescriptive authority agreement, your license and scope of practice, an employment agreement, or whether a plan is taking new providers where you practice. If something we delivered doesn’t do what your Order Form says, tell us within 30 days of delivery and we fix it at no cost. If we can’t fix it or can’t deliver what you bought, we refund that part. Contact hello@advanceapractice.com with your order and a description of the issue.

Before you buy, you decide whether a package fits your practice. We publish what each package includes, link each state’s official rules in our state guides, and tell you about anything we know of during onboarding. Your license, scope of practice, employment terms, and legal and tax decisions are yours to confirm. Questions first? Ask us before you pay.

Monthly installments are available on eligible one-time orders of $1,000 or more, at the same total with no interest or installment fees. Checkout and your Order Form state the number, amount, and timing of payments. Installments spread the agreed price across payments; they don’t turn a fixed-scope purchase into a cancel-anytime subscription. Final completion and handoff follow the payment and delivery milestones in your Order Form.

Monthly services follow the billing and cancellation terms in your signed agreement. Standalone Command Suite subscriptions follow the Subscription Terms. Send cancellation requests in writing through the Command Suite or by email. Cancellation doesn’t create a refund for prior payments. Monthly payment plans run on autopay with no late fees, interest or returned-payment fees, and you can pay the remaining balance anytime. If a payment is more than 7 days late, work pauses after written notice until the plan is current. Other notices and any suspension of work follow your agreement. Nothing in this policy limits rights or refunds required by law.

When Work Starts

In-scope work begins within three business days after we receive complete onboarding information, required documents, and the authorized access needed for that work. Business days are Monday through Friday, excluding U.S. federal holidays.

We review the completed onboarding packet, record the first in-scope task, and notify you when work starts. Payment alone doesn’t start this clock. The start commitment doesn’t promise a payer application, response, approval, effective date, or completed engagement within three days. Payer decisions and processing times are outside our control.

Your Responsibilities And Delays

You’re responsible for accurate information, required documents, signatures, authorized system access, and timely answers. Unless your Order Form says otherwise, return the onboarding packet within 10 business days, answer written questions within three business days, and request needed access from your IT provider or software company within five business days.

If anything takes longer on your side, let us know and we’ll keep things moving as quickly as we can. Under our standard agreement, monthly fees continue and installment payments stay on schedule. One-time work waiting on you for more than 30 days may be paused until the missing information or access arrives. Your signed agreement governs these terms.

Questions And Meetings

Questions are part of working with us, during setup and for as long as you’re a client. Send them in the Command Suite or by email, and we reply within one business day, usually the same day. If a question turns into new work, like a new build or a change to something we built, we send a written quote before we start.

Unless your Order Form says otherwise, the work runs in the Command Suite, plus meetings on request, up to two a month. A standing weekly meeting is included only when your Order Form lists one. Either of us can move a meeting with at least one business day’s notice.

Requests And Changes

Submit requests in writing through the Command Suite. We confirm whether they’re included, any price, and a target date within two business days. Discussion in a meeting doesn’t add work to the scope. Extra work requires written approval. A custom build outside the existing Order Form requires its own signed Order Form with scope and acceptance tests. We walk through builds with the staff who’ll use them before they go live.

Accounts And Intellectual Property

You’re responsible for safeguarding your practice’s credentials. Don’t attempt unauthorized access, misuse the services, or upload unlawful content. Our website, Command Suite, and related materials belong to AdvanceAPractice LLC. Your data remains yours; ownership and use of project deliverables follow your Order Form.

Liability And Governing Law

Services are provided as described in the applicable engagement documents. To the maximum extent permitted by law, AdvanceAPractice’s aggregate liability is limited to the fees paid for the engagement giving rise to the claim. Nothing here limits liability that cannot be limited by law.

Oregon law governs these website terms, with venue in Multnomah County, Oregon. Signed engagement documents control where they conflict. See our Privacy Policy for information handling. Questions? Email hello@advanceapractice.com.