Usage policy

Purpose and Scope

This Usage Policy outlines the terms and conditions governing the acceptable use of ClinicalPad's platform and services. Our platform is designed to support healthcare professionals in clinical documentation, practice management, and healthcare delivery through AI-assisted technology. These terms apply to all users across our service tiers: Starter, Core, Pro, and Enterprise.

Fair Usage Policy

ClinicalPad maintains a fair usage policy to ensure consistent, high-quality service for all users while preventing platform abuse. This policy applies to all subscription tiers and services.

‍

General Principles

‍

All platform features, including but not limited to AI document generation, audio consultations, and template usage, are subject to fair usage limits. While we offer "unlimited" features within certain plans, this is predicated on reasonable, legitimate healthcare professional usage. Usage patterns that suggest automated processes, system abuse, or usage significantly beyond typical professional requirements may trigger review.

Usage Monitoring

We monitor platform usage patterns to ensure fair access for all users. Typical indicators we monitor include:

• Number of document generations per day
• Frequency of API calls
• Volume of data processing requests
• Template creation and modification rates
• Storage utilisation patterns

Fair Usage Thresholds

While specific limits vary by subscription tier, the following general guidelines apply:

• Document Generation: Maximum of 2000 documents per user per month
• Template Modifications: Maximum of 50 template updates per day
• Concurrent Sessions: Maximum of 3 active sessions per user at any given time

Excessive Usage Management

While specific limits vary by subscription tier, the following general guidelines apply:

• Document Generation: Maximum of 2000 documents per user per month
• Template Modifications: Maximum of 50 template updates per day
• Concurrent Sessions: Maximum of 3 active sessions per user at any given time

Special Requirements

Users with legitimate needs exceeding standard fair usage limits should contact us to discuss Enterprise plans or custom solutions. We are committed to supporting healthcare professionals while maintaining platform integrity and service quality for all users.

Platform Overview

ClinicalPad serves as a comprehensive healthcare documentation and practice management platform. We facilitate clinical documentation through multiple input methods, including text entry, voice dictation, and consultation recordings. Our platform provides sophisticated tools for patient profile management, medical history tracking, and team collaboration, with features varying by subscription tier.

Professional Requirements

Users must maintain appropriate professional credentials and licenses within their jurisdiction of practice. All platform users bear responsibility for ensuring their use of ClinicalPad complies with local regulatory requirements and professional standards. Professional verification may be required for certain feature access.

Documentation Standards

Healthcare professionals using our platform must maintain rigorous documentation standards. All users shall verify the accuracy of generated content, maintain appropriate patient consent records, and follow clinical documentation best practices. The responsibility for documentation accuracy remains with the healthcare professional regardless of subscription tier or feature utilisation.

Audio Consultation Management

Each subscription tier includes specific audio consultation minute allocations:

• Core Plan users receive 750 minutes monthly
• Pro Plan users receive 7,500 minutes monthly per user
• Enterprise Plan users receive custom minute allocations

Users must manage their audio consultation minutes responsibly. Minutes reset monthly and do not carry over to subsequent periods. Users approaching their limit will receive notifications through the platform.

Template and Design Usage

Template and design usage varies by subscription level:

• Starter Plan users may create up to 5 custom templates and one design
• Core Plan users may create up to 20 custom templates with unlimited designs
• Pro Plan users receive unlimited template and design capabilities
• Enterprise Plan users receive unlimited template and design capabilities

All templates must comply with professional standards and maintain appropriate clinical terminology.

Team Collaboration Standards

For plans supporting team features, users must:

• Maintain appropriate access controls
• Follow role-based permission structures
• Document all collaborative activities
• Use secure communication channels
• Maintain audit trails of shared resources

Security Requirements

All users must adhere to platform security protocols:

• Maintain strong, unique passwords
• Enable two-factor authentication where available
• Log out from shared devices
• Report security concerns promptly
• Follow organisational security protocols

Data Management Standards

Data Input Requirements

Users shall ensure that:

• Patient data remains accurate and current
• Information is appropriately categorised
• Sensitive information is properly marked
• Data entry follows organisational protocols
• Personal information is minimised to necessary elements

Data Retention Management

Data retention periods vary by subscription:

• Starter Plan: Up to 30 days or never delete
• Core Plan: Up to 60 days or never delete
• Pro Plan: Up to 90 days or never delete
• Enterprise Plan: Custom retention periods

Users must actively manage their data retention settings according to their organisational requirements and local regulations.

Compliance Standards

Users must maintain compliance with:

• GDPR requirements where applicable
• HIPAA regulations for U.S. users
• NHS Digital standards where relevant
• DSPT requirements for NHS-affiliated users
• Local privacy laws and regulations
• Professional confidentiality standards
• Organisational privacy policies

Prohibited Activities

Users must not:

• Share account credentials
• Upload false or misleading information
• Attempt to circumvent platform security
• Use the platform for non-clinical purposes
• Violate patient privacy
• Exceed template or audio minute allocations
• Attempt to reverse engineer the platform
• Access the platform through unauthorised means

AI Technology Usage Standards

Users must:

• Review all AI-generated content thoroughly
• Validate information accuracy
• Maintain professional judgment
• Document any modifications
• Take responsibility for final content
• Operate within subscription tier limitations

Service Limitations

Support availability varies by subscription:

• Starter/Core: Basic support through standard channels
• Pro: Priority support with faster response times
• Enterprise: Dedicated account manager support

Incident Reporting

Users must promptly report:

• Security breaches
• Privacy violations
• Platform malfunctions
• Content inaccuracies
• Unauthorised access attempts

Policy Updates

ClinicalPad reserves the right to update this Usage Policy as needed. Updates will be communicated through:

• Platform notifications
• Email communications

Support and Assistance

For policy-related inquiries: Email: enquiries@clinicalpad.com

‍