Legal
Terms of Service
Version 2.0 — Last updated April 2026
1. The Service
PodDispatch LLC provides a software-as-a-service platform for non-emergency medical transportation (NEMT) ambulance companies. The platform includes dispatch management, crew scheduling, patient run coordination, electronic patient care report (ePCR) documentation, billing claim generation, and 837P EDI file export.
2. What PodDispatch Is Not
PodDispatch is not a clearinghouse, billing agent, or billing service. PodDispatch does not adjudicate claims, transmit claims directly to payers on behalf of the operator (except where the operator has independently configured a clearinghouse integration under their own trading partner agreement), or provide medical coding, billing, or legal advice.
3. Operator Responsibility
The operator is the responsible billing party for all claims submitted through or generated by the platform. The operator is solely responsible for the accuracy of all clinical documentation, patient demographics, insurance information, diagnosis codes, HCPCS codes, modifiers, and any other claim data entered into the system. PodDispatch makes no guarantee that claims generated will be accepted or paid by any payer or clearinghouse.
4. User Roles and Access Control
The platform supports multiple user roles including Owner, Dispatcher, Biller, and Crew. Each operator is responsible for managing access and permissions for their own employees, including provisioning and deprovisioning user accounts, enforcing password and credential hygiene, and ensuring only authorized workforce members access protected health information.
5. Account Registration
You must provide accurate and complete information when creating an account. The owner-role user who creates the account represents that they have authority to bind the operator company to these terms and to the Business Associate Agreement that is incorporated by reference upon account creation.
6. Subscription and Payment
PodDispatch is offered on a recurring monthly subscription basis. Payment is due in advance at the beginning of each billing period and is processed automatically by our payment provider. Subscriptions automatically renew at the end of each billing period unless cancelled before the renewal date through the account settings. All fees are non-refundable. You may cancel at any time to prevent the next renewal, but no partial-month, prorated, or retroactive refunds are issued for the current billing period, unused features, account suspensions for terms violations, or downgrades.
7. HIPAA Compliance
You acknowledge that you are a HIPAA covered entity or business associate and that you are responsible for your own HIPAA compliance. PodDispatch executes a Business Associate Agreement with you upon account creation by an owner-role user. You are responsible for ensuring your use of PodDispatch complies with all applicable federal and state privacy and security laws.
8. Acceptable Use
Your use of the platform is subject to the Acceptable Use Policy, which is incorporated by reference into these terms. PodDispatch LLC reserves the right to suspend or terminate accounts that violate these terms or the Acceptable Use Policy without refund.
9. Data Ownership
You own all data you enter into PodDispatch including patient records, trip records, and billing information. PodDispatch will not sell your data or use it for any purpose other than providing the service. Upon cancellation you may request an export of your data within 30 days as described in the Data Retention and Deletion Policy.
10. Limitation of Liability
PodDispatch is provided as is without warranty of any kind. PodDispatch shall not be liable for any indirect, incidental, special, or consequential damages including lost revenue, lost profits, denied claims, or data loss arising from your use of the service. PodDispatch's total liability shall not exceed the fees paid in the three months preceding the claim.
11. Indemnification
You agree to indemnify and hold harmless PodDispatch LLC and its officers, employees, and agents from any claims, damages, or expenses including reasonable attorneys fees arising from your use of the service, your submission of claim data, or your violation of these terms.
12. Modifications
PodDispatch reserves the right to modify these terms at any time. You will be notified of material changes by email or in-app notification. Continued use of the service after notification constitutes acceptance of the modified terms.
13. Termination
PodDispatch may suspend or terminate your account for violation of these terms, the Acceptable Use Policy, non-payment, or any conduct that PodDispatch determines is harmful to other users or to the service. You may cancel your subscription at any time through the account settings.
14. Governing Law
These terms are governed by the laws of the State of Georgia. Any disputes shall be resolved in the courts of Georgia.
15. Contact
For questions about these terms contact support@thepoddispatch.com.