These Terms & Conditions (the "Terms") are an agreement between you and Heron Billing, Inc. ("Heron," "we," "us," or "our"). They govern your access to and use of our website at https://www.heronbilling.com, the client portal at app.heronbilling.com, and the medical billing services we provide (together, the "Services").
Please read these Terms carefully. By accessing or using the Services, or by signing a service agreement or order form with Heron that references these Terms, you agree to be bound by them and by our Privacy Policy. If you accept these Terms on behalf of a practice, company, or other organization, you confirm that you have the authority to bind that organization. If you do not agree, please do not use the Services.
1. Definitions
- "Practice" or "you" means the person or organization that uses the Services or has agreed to these Terms.
- "Authorized User" means an employee or representative of a Practice who accesses the Services on that Practice's behalf.
- "Service Agreement" means any signed order form, statement of work, or master services agreement between a Practice and Heron that sets out the scope of the Services and the fees.
- "Business Associate Agreement" or "BAA" means the agreement between a Practice and Heron that governs protected health information ("PHI") under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA").
- "Practice Data" means any data, documents, or information that you or your Authorized Users submit to the Services or direct Heron to process on your behalf, including patient, encounter, claim, and payer information.
2. What Heron provides
Heron is an AI-native medical billing partner for practices. Depending on your Service Agreement, the Services may include prior authorization preparation and submission, denial prevention, denial analysis and appeals, after-hours front desk support, and related reporting. Heron works alongside the team, electronic medical record, practice management, and clearinghouse systems you already use, and performs the Services on your behalf.
The specific Services, scope, service levels, and fees that apply to your Practice are set out in your Service Agreement. Content published on our website, including guides and articles, is for general information only and is not legal, medical, coding, or financial advice.
3. Accounts and Authorized Users
To use certain Services you will need an account. You agree to provide accurate, current, and complete information and to keep it up to date. You decide which Authorized Users may access the Services for your Practice, and you are responsible for their use of the Services and their compliance with these Terms.
You are responsible for keeping sign-in credentials confidential and for all activity that takes place under your account. If you learn of or suspect any unauthorized access or security incident, notify us promptly at founders@heronbilling.com.
4. Your responsibilities
You are responsible for the accuracy, completeness, and lawfulness of the Practice Data you provide to Heron. You agree to:
- use the Services in compliance with all applicable laws and rules, including HIPAA, the False Claims Act, and your payer contracts;
- maintain the provider enrollments, payer credentials, system access, and authorizations Heron needs to perform the Services on your behalf;
- obtain any patient or third-party consents required for Heron to receive and process Practice Data; and
- review and respond to requests from Heron in a timely way where your input is needed to complete an authorization, claim, or appeal.
5. Clinical judgment stays with you
Heron drafts, prepares, and submits administrative work. Your clinicians keep final clinical judgment and approval at all times. Nothing in the Services is medical advice, and the Services are not a substitute for the professional judgment of a licensed provider. You remain responsible for the clinical documentation, coding decisions, and claims submitted under your Practice's name.
6. Acceptable use
You agree not to, and not to allow anyone else to:
- use the Services to submit claims or information that you know, or should know, to be false, fraudulent, or unlawful;
- interfere with or disrupt the Services, or bypass any security measure;
- attempt to gain unauthorized access to the Services, other accounts, or our systems;
- copy, modify, reverse engineer, or decompile the Services, except where the law expressly allows it;
- access the Services with bots, scrapers, or other automated means, other than public search and AI crawlers permitted by our robots.txt file;
- use the Services to build a competing product or for benchmarking; or
- upload viruses, malware, or other harmful code.
We may suspend access where reasonably necessary to protect the Services, our customers, or our systems.
7. Fees and payment
Fees for the Services, including any performance-based fees, are set out in your Service Agreement. Invoices are due as stated in that agreement. Fees do not include applicable taxes, which you are responsible for paying, other than taxes on Heron's net income. Browsing our website is free.
8. Protected health information and privacy
Heron signs a BAA with a Practice before receiving any PHI. Where Heron handles PHI, the BAA governs that handling and controls if it conflicts with these Terms. Information we collect through the website and portal that is not PHI is handled under our Privacy Policy. Please do not send PHI or patient data through the contact forms on our website.
9. Your data
As between you and Heron, you own your Practice Data. You grant Heron the rights needed to host, process, transmit, and display Practice Data in order to provide and support the Services.
Heron may use information derived from the Services in aggregated and de-identified form to operate, analyze, and improve the Services, in each case only in a manner consistent with your BAA and applicable law. Heron will not disclose your payer contracts, contracted rates, or other reimbursement terms to any third party, except to subprocessors that need them to deliver the Services and are bound by confidentiality obligations.
10. Confidentiality
Each party may receive non-public information from the other that a reasonable person would understand to be confidential. The receiving party will protect that information with at least the same care it uses for its own confidential information, and no less than reasonable care. It will use the information only to perform or receive the Services, and will share it only with personnel and subprocessors who need to know it and are bound by confidentiality obligations.
These obligations do not apply to information that is or becomes public through no fault of the receiving party, was already lawfully known to it, or was independently developed without use of the other party's information. If the law requires a disclosure, the receiving party will give prompt notice where legally permitted and will cooperate with reasonable efforts to limit the disclosure.
11. Intellectual property and feedback
Heron and its licensors own all right, title, and interest in the Services, including the software, models, interfaces, workflows, documentation, website content, and any improvements. Subject to these Terms and your Service Agreement, Heron grants you a limited, non-exclusive, non-transferable, revocable right to access and use the Services for your Practice's internal business purposes during your term.
If you share suggestions or feedback about the Services, you agree that Heron may use them freely, without restriction or compensation.
12. Third-party services
The Services connect to and rely on systems that Heron does not own or control, such as electronic medical records, clearinghouses, and payer portals. Our website may also link to third-party sites and tools. Those systems are governed by their own terms and privacy policies, and Heron is not responsible for their availability, accuracy, or practices.
13. Warranties and disclaimers
Heron will provide the Services in a professional manner consistent with industry standards.
Healthcare reimbursement is complex and depends on payer decisions, policy changes, and many other factors outside our control. Forecasts, estimates, denial risk scores, and similar outputs are informational, and you should verify them before relying on them. Heron does not guarantee that any particular authorization will be approved, that any claim will be paid, or that any specific reimbursement result will be achieved.
Except as expressly stated in a written agreement with Heron, the Services are provided "as is" and "as available," and Heron disclaims all other warranties, whether express, implied, or statutory, including the implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. Heron does not warrant that the Services will be uninterrupted or error free.
14. Limitation of liability
To the fullest extent permitted by law, neither party will be liable for any indirect, incidental, consequential, special, exemplary, or punitive damages, or for any loss of profits, revenue, data, or business, arising out of or relating to these Terms or the Services, whether in contract, tort, or otherwise, even if advised that such damages were possible.
Each party's total liability arising out of or relating to these Terms will not exceed the fees paid or payable by you to Heron in the twelve (12) months before the event giving rise to the claim. These limits do not apply to a party's indemnification obligations, a breach of confidentiality, willful misconduct or fraud, or any liability that cannot be limited under applicable law.
15. Indemnification
Heron will defend you against any third-party claim alleging that the Services, as provided by Heron and used in line with these Terms, infringe a valid intellectual property right, and will pay damages finally awarded or agreed in settlement.
You will defend Heron against any third-party claim arising out of your Practice Data or instructions, your use of the Services in violation of law or these Terms, or your regulatory and payer obligations, and will pay damages finally awarded or agreed in settlement.
The party seeking indemnification must give prompt notice of the claim, cooperate reasonably, and allow the indemnifying party to control the defense and settlement.
16. Term and termination
These Terms apply from the date you first accept them and continue for as long as you use the Services or have a Service Agreement in effect. Either party may terminate for a material breach that is not cured within thirty (30) days after written notice, or as otherwise provided in your Service Agreement.
When these Terms end, your right to access the Services ends, fees earned before termination remain payable, and each party will return or delete the other's confidential information, except where the law or the BAA requires it to be retained. Sections that by their nature should survive, including those on data, confidentiality, intellectual property, disclaimers, limitation of liability, indemnification, and governing law, will survive.
17. Governing law
These Terms are governed by the laws of the State of Delaware, without regard to its conflict of laws principles. Subject to any dispute resolution terms in your Service Agreement, the state and federal courts located in Delaware will have exclusive jurisdiction over any dispute arising out of or relating to these Terms, and each party consents to personal jurisdiction and venue in those courts.
18. General
- Order of precedence. If documents conflict, the BAA controls for matters involving PHI, then your Service Agreement, then these Terms.
- Availability. The Services may occasionally be unavailable for maintenance or updates. We will make reasonable efforts to give advance notice of planned downtime.
- Events outside our control. Neither party is liable for a delay or failure caused by events beyond its reasonable control, other than payment obligations.
- Assignment. Neither party may assign these Terms without the other's written consent, which will not be unreasonably withheld, except to an affiliate or to a successor to all or substantially all of its business or assets.
- Notices. Notices to Heron must be sent to founders@heronbilling.com. We will send notices to the email address associated with your account. You agree that electronic communications satisfy any requirement that a notice be in writing.
- Severability and waiver. If any part of these Terms is found unenforceable, the rest remains in effect. A failure to enforce a provision is not a waiver of it.
- Entire agreement. These Terms, together with the Privacy Policy, your Service Agreement, and your BAA, are the entire agreement between you and Heron on this subject and replace any earlier understandings.
19. Changes to these Terms
We may update these Terms from time to time. When we make material changes, we will update the "Last updated" date above and, where appropriate, notify you by email or with a notice on our website. Your continued use of the Services after an update means you accept the revised Terms.
20. Contact us
Questions about these Terms, your account, or a Service Agreement? Email us at founders@heronbilling.com.
Last Updated: These Terms & Conditions were last updated on September 19, 2026.