PriorAuth Pilot Terms of Service

Last updated October 12, 2026

1. Who We Are and Accepting These Terms

PriorAuth Pilot ("we," "us") is a software service offered at priorauthpilot.com. These Terms of Service ("Terms") are an agreement between PriorAuth Pilot and the behavioral health agency or other organization that signs up ("Customer," "you").

The person who signs up confirms they are authorized to bind Customer. Customer accepts these Terms, the Business Associate Agreement ("BAA") and the Privacy Policy by checking the acceptance box at sign-up or by using PriorAuth Pilot.

2. Accounts and Users

• Customer names at least one administrator. Administrators add and remove Customer's users and set their roles.
• Each user must have their own sign-in. Users may not share accounts.
• Customer is responsible for everything done under its users' accounts, and for removing users promptly when they no longer need access.
• Customer will tell us right away at support@priorauthpilot.com if it suspects unauthorized access.

3. The Service

PriorAuth Pilot helps Customer prepare and track prior authorization requests. Features may include document upload and client profile pre-fill, completion of state forms such as Ohio's ODM 10406, AI-assisted medical necessity summaries, PDF packets, status and unit tracking, expiration alerts and reports. We may improve or change features over time. We will give 30 days' notice before removing a major feature Customer pays for.

4. AI Assistance

• AI-drafted text is a starting point only. It may be incomplete or wrong.
• A qualified Customer staff member must review, correct and approve every request before it is submitted. Customer is solely responsible for what it submits.
• PriorAuth Pilot does not make clinical decisions, determine medical necessity, or guarantee that any health plan will approve a request.
• We do not use Customer data to train AI models.

5. Customer Responsibilities

Customer will:

• Enter accurate information and keep its practitioner, NPI and agency details current.
• Have any consents or authorizations needed to use client information in PriorAuth Pilot.
• Follow health plan rules, state Medicaid rules and the law when submitting requests.
• Keep its own copies of anything it needs to retain under its record-keeping obligations.

6. Acceptable Use

Customer and its users will not:

• Submit false or misleading information to any health plan.
• Upload information unrelated to prior authorization work, or malware.
• Try to get around security, access another customer's data, or test the system's security without our written permission.
• Overload the service or use automated tools to scrape it.
• Resell, sublicense or let anyone outside Customer's organization use PriorAuth Pilot.

7. Plans, Billing and Cancellation

• Plans and prices. Prices are listed on priorauthpilot.com or in Customer's order. Founding prices offered to early customers last for the period stated in the offer.
• Payment. Subscriptions are billed in advance, monthly or yearly, through our payment processor, Stripe. Charges appear on statements as PRIORAUTH PILOT. Any setup fee is billed once and is not refundable.
• Automatic renewal. Subscriptions renew automatically for the same period until canceled.
• Price changes. We will give at least 30 days' email notice before a price change takes effect at Customer's next renewal.
• Late payment. If a payment fails and is not fixed within 15 days of our notice, we may suspend access until it is paid. Customer data is kept during suspension.
• Cancellation. Customer may cancel anytime in account settings or by emailing billing@priorauthpilot.com. Cancellation takes effect at the end of the current billing period. Fees already paid are not refunded, except where the law requires.
• Taxes. Prices do not include sales or similar taxes, which Customer pays where they apply.

8. Customer Data and HIPAA

• Customer owns its data. Customer keeps all rights to the client records, documents and other information it enters ("Customer Data"). We use Customer Data only to provide and support the service, as described in the BAA and Privacy Policy.
• BAA. The BAA governs all Protected Health Information. If these Terms and the BAA conflict about PHI, the BAA controls.
• Separation. Each customer's data is kept separate and is visible only to that customer's users.
• Export and deletion. Customer may export its records at any time while subscribed and for 30 days after the subscription ends. After that, we delete Customer Data as stated in the BAA.
• Usage data. We may use de-identified, aggregated information about how the service is used (for example, number of requests created) to run and improve PriorAuth Pilot. It will not identify Customer's clients.

9. Our Intellectual Property and Non-Replication

• PriorAuth Pilot, including its software, design, workflows, form templates, prompts, text and branding, belongs to us. Customer receives a limited, non-exclusive, non-transferable right to use it for its own internal prior authorization work during its subscription.
• Customer will not, and will not help anyone else to: copy, modify or create works based on PriorAuth Pilot; reverse engineer it; copy its screens, workflows or templates; or use access to PriorAuth Pilot to design, build or market a competing prior authorization product.
• These restrictions continue for 2 years after Customer's subscription ends.
• If Customer sends us suggestions, we may use them without any obligation to Customer.

10. Availability and Support

We aim to keep PriorAuth Pilot available 24 hours a day, except for planned maintenance, which we schedule outside 8 a.m.–6 p.m. Eastern on weekdays when we can. Support is by email at support@priorauthpilot.com on business days.

11. Warranties and Disclaimers

We will provide the service with reasonable skill and care, and will follow the BAA. Otherwise, PriorAuth Pilot is provided "as is." To the fullest extent the law allows, PriorAuth Pilot disclaims all other warranties, including merchantability, fitness for a particular purpose and non-infringement. We do not promise that any request will be approved, or that the service will be error-free or uninterrupted.

12. Limitation of Liability

• Neither party is liable for indirect, incidental, special or consequential damages, or for lost profits or revenue, including denied or delayed authorizations or claims.
• Each party's total liability under these Terms is limited to the fees Customer paid PriorAuth Pilot in the 12 months before the claim.
• These limits do not apply to Customer's payment obligations, either party's indemnity duties, or a party's gross negligence or willful misconduct.

13. Indemnity

• PriorAuth Pilot will defend Customer against third-party claims that PriorAuth Pilot infringes their intellectual property, and pay resulting damages.
• Customer will defend PriorAuth Pilot against third-party claims arising from Customer Data, Customer's submissions to health plans, or Customer's breach of these Terms, and pay resulting damages.

14. Suspension and Termination

• We may suspend access right away if needed to protect the service, other customers or PHI, and will tell Customer why.
• Either party may end these Terms if the other materially breaches them and does not fix the breach within 30 days of written notice.
• Sections 7 (fees owed), 8, 9, 11, 12, 13 and 15 survive termination.

15. General

• Governing law. Ohio law governs these Terms. Any dispute will be heard in the state or federal courts in Hamilton County, Ohio.
• Changes to these Terms. We will email Customer's administrators at least 30 days before material changes take effect.
• Assignment. Neither party may transfer these Terms without the other's consent, except as part of a merger or sale of the business.
• Entire agreement. These Terms, the BAA, the Privacy Policy and any order form are the full agreement.

16. Contact

PriorAuth Pilot
info@priorauthpilot.com · support@priorauthpilot.com · billing@priorauthpilot.com