Practice KPIs
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Terms of use.

Version 2026-10-10. Draft, not yet reviewed by a lawyer.

These terms are an agreement between Clinihealth LLC, a Georgia limited liability company ("Clinihealth", "we", "us") and the business that downloads or uses Practice KPIs ("you", "the practice"). They are also the licence for the app: there is no separate licence screen in the installer.

You accept these terms by downloading the app with your access code, and again by ticking "I agree" the first time you open it. If you accept for a practice, a billing company or another business, you confirm that you are authorised to bind it. Practice KPIs is for businesses only, not for personal or household use.

1. What Practice KPIs is

Practice KPIs is a program that runs on your own Windows PC. It reads the report files you export from your eClinicalWorks system and turns them into charts, tables, lists and downloads about how your practice is doing.

2. Decision support only

Practice KPIs is decision support. It is not billing, coding, legal, tax, accounting or medical advice, and it does not replace your billing staff, coders, accountant or clinical judgment. Every number comes from the files you give it. If a file is wrong, incomplete or exported with the wrong settings, the numbers will be wrong too. Check anything important against your source system before you act on it.

3. Your data stays yours, and stays on your PC

You own your data. The reports you import, and everything the app builds from them, are stored on your own PC, inside your Windows user profile. We do not receive, copy or store your patient data, we cannot see it, and we cannot recover it for you.

You are responsible for the PC the app runs on and for who can use it: Windows sign-in, disk encryption, backups, and your own duties under HIPAA and other privacy laws for the data on it. The security page on our website lists the steps we recommend.

4. What the app sends us

The app does not upload patient data. It sends one small message when it starts and about once a day while it is open. The message holds exactly these fields and nothing else:

  • a random install number made by the app on your PC
  • the app version
  • the download code from your download, which links the install to it
  • the terms version you accepted, and when you accepted it
  • the number of your licence, if you have one
  • the names of the practices you have set up in the app
  • the size of your data store in megabytes
  • the add-ons that are switched on

It never sends rows, patient names, patient counts, file names, folder paths or error text.

The app also asks our server for your licence and for update notices, and downloads updates from it. If you connect the app to an account (to activate a practice with your access code, or to share access), it sends what that needs: your email and the code we email you, your name if you give it, your access code, the practice names you add, and the emails of the people you give access to. You pay our invoices through our payment provider; your card or bank details go to it, not to us. The privacy notice says how we use all of this.

5. Your licence

While these terms are in force and your fees are paid (or a free code covers you), we grant you a non-exclusive, non-transferable licence to install and use Practice KPIs for the practices named on your licence. One licence covers one practice. You may install the app on the PCs you need for those practices, and anyone you give access to may use it for them. There is no limit on the number of users.

You may keep your own data and every export you made for as long as you like, including after this agreement ends.

6. What you may not do

You may not:

  • reverse engineer, decompile or take the app apart, except where the law allows it despite this term
  • remove, get around or interfere with its licence checks or update checks
  • use it for practices that are not on your licence, or share your licence with another business
  • sell, rent, lend, sublicense or host the app for others
  • use it to break the law, including privacy and health-information laws

7. Accounts and access

To activate a practice or share access, you connect the app to an account by an emailed code. You decide who has access: a manager can see and change everything on the account, and a user can open the practices you give them. You are responsible for the people you give access to, for keeping your email account secure, and for removing access when someone leaves. Tell us straight away if you think someone has used your account without permission.

8. Access codes

Each practice gets its own access code from us once its first invoice is paid. You use the code to download the app, and again in the app to activate that practice. A code covers the practices and the dates it states, and we extend it each time a renewal invoice is paid. Keep your code private: it is for your business only. We may also give free codes, for example during a pilot; a free code works the same way until its end date, and we may stop offering free codes at any time.

9. Fees, invoices and renewal

  • Price. The fee is per provider, with a minimum per practice, paid monthly or yearly in advance, at the prices on our pricing page when you sign up. Above a monthly cap we agree a price with you in a quote instead. Your invoice shows what you pay. Each client practice of a billing company or fractional CFO needs its own licence; any discount for several practices is in your quote. A custom add-on is priced separately and agreed before it is switched on.
  • How you pay. There is no checkout on our website. We send an invoice through our payment provider, Stripe, and you pay it by card or bank transfer. Fees are paid in advance, monthly or yearly, as your quote says.
  • Providers. Where the price is per provider, we count your providers when you sign up and again at each renewal, and the next invoice uses the new count.
  • Renewal. Your licence renews at the end of each period you paid for. We send the renewal invoice before the period ends, and it is due by the end of the period. It renews this way until you cancel (section 10).
  • Price changes. We will email you at least 30 days before a price change. It applies from your next renewal; if you don't want the new price, cancel before then.
  • Unpaid invoices. If a renewal invoice is not paid by the end of the period, you get 14 days' grace in which everything keeps working. After that the practice becomes read-only as section 11 says, until the invoice is paid.
  • Taxes. Our prices do not include sales or similar taxes. We don't charge them at launch. If a tax applies to you later, we will tell you before your next renewal, and you agree to pay it.

10. Cancelling

You can cancel any time by writing to us before your renewal date. We then send no further invoices. There is no charge for cancelling, and no refund for the rest of a period already paid, except under section 12. The practice keeps full use until the end of the period you have paid for, then 14 days' grace, then it becomes read-only as section 11 says.

11. Read-only, and never locked out

If a licence or free code ends and is not renewed, there is a grace period of 14 days in which everything keeps working. After that the practice becomes read-only: every page and every export still works, so you can always see and take out your own numbers. Importing new data for that practice stops until it is renewed, and once your whole licence has lapsed, installing updates stops too. You are never locked out of your data.

12. Refunds

If you ask within 30 days of your first payment, we refund everything you have paid us, no questions asked, and the practice's access code is turned off. After that, payments are not refundable, except where the law requires a refund or we end this agreement under section 17 without your fault.

13. Updates

Updates come only from our server. Each one is signed by us, and the app checks the signature and the file before it installs anything. The app tells you when an update is ready, and installs it when you click. An update installs over the program and never touches your practice data, which is stored outside the program folder. Your add-ons stay switched on.

We may mark an update as required, for example to fix a security or accuracy problem, and we may stop supporting old versions. Updates stop while your whole licence has lapsed (section 11).

14. Support

Support is by email, at the address on our website. A person replies within one business day, Monday to Friday, Eastern time. Please never send us patient information, report files, or screenshots that show patient details: we never need them to help you. If you send them anyway, we will delete them, and the business associate agreement (section 21) applies to them.

15. Our property

We, or our licensors, own Practice KPIs and everything in it, other than your data. These terms give you a licence to use the app, not ownership of it. If you send us ideas or suggestions, we may use them without any duty to you.

16. Other companies' names

Practice KPIs is not affiliated with, endorsed by or supported by eClinicalWorks. eClinicalWorks is a trademark of its owner. CPT is a registered trademark of the American Medical Association. Practice KPIs shows code numbers only, never the text of the CPT code descriptions. Other names belong to their owners.

17. Ending this agreement

  • You can end it at any time by cancelling and uninstalling the app.
  • We can end your licence if you break these terms and don't fix the problem within 14 days of our notice, or at once if the breach can't be fixed or puts others at risk.
  • If we stop offering Practice KPIs, we will give at least 60 days' notice and refund any fee you paid for time after the end date. The app keeps working read-only on your PC, so your numbers stay yours.

Sections 3, 12, 15, 16, 18, 19, 20 and 23 continue after this agreement ends.

18. No warranty

Practice KPIs is provided "as is" and "as available". To the fullest extent the law allows, we give no warranty of any kind, express or implied, including any warranty that it is error-free, uninterrupted, fit for a particular purpose or merchantable, and we do not promise that its numbers are complete or correct for your decisions.

19. Limit of our liability

To the fullest extent the law allows:

  • our total liability to you for anything arising from the app or these terms is limited to the fees you paid us in the 12 months before the event that caused it
  • we are not liable for lost profit, lost revenue, lost data, or any indirect, special or consequential loss, even if we were told it was possible

These limits do not apply where the law does not allow them, such as for fraud.

20. Your responsibility

You are responsible for how you and the people you give access to use the app and its downloads, and for the data on your PCs. If a third party makes a claim against us because of that use, or because you broke these terms or the law, you will cover our reasonable costs of that claim.

21. Business associate agreement

If you are a covered entity under HIPAA and want a business associate agreement, one is on the BAA page, and it applies once you accept it. The app keeps patient data on your PC and we never receive it through the app, so we do not expect to handle protected health information for you. The agreement covers the rare case where we might see some, for example if you show us a screen during a support call.

22. Changes to these terms

We may update these terms. When the terms version changes, the app asks you to accept the new version before you go on, and the version and time you accepted are recorded. For a change that matters to a paying customer, we will also email the account at least 30 days before it takes effect, unless the law or a security problem needs it sooner.

23. Law and disputes

These terms are governed by the laws of the State of Georgia, USA, without regard to its conflict-of-law rules. If a dispute comes up, write to us first: we will both try in good faith to settle it within 30 days. If that fails, the state or federal courts in Fulton County, Georgia have exclusive jurisdiction, and both of us agree to them.

24. Notices

We send notices to the email on your account, or the email you downloaded with. You can reach us at [email protected]. Formal legal notices may also be sent by mail to Clinihealth LLC, c/o Northwest Registered Agent Service, Inc., 8735 Dunwoody Pl Ste N, Atlanta, GA 30350.

25. General

  • These terms, the privacy notice and (if you accepted it) the business associate agreement are the whole agreement about Practice KPIs, and replace anything said before.
  • If a part of these terms can't be enforced, the rest still applies.
  • Not enforcing a term is not a waiver of it.
  • You may not transfer this agreement without our written consent. We may transfer it to a business that takes over Practice KPIs, and we will tell you if we do.
  • Neither of us is responsible for a delay caused by events beyond reasonable control, such as an outage at a provider we rely on.