Terms of Service

FeelCharts is operated by FeelGuide Referrals, LLC(“FeelCharts,” “we,” “us”). By creating an account, signing in, or otherwise using the FeelCharts website, applications, client portal, or related services (the “Service”), you agree to these Terms and to our Privacy Policy. If you do not agree, do not use the Service.

If you accept these Terms on behalf of a practice, group, or other organization, you represent that you are authorized to bind it, and “you” includes both you and that organization (your “practice”).

FeelCharts is an electronic health record and practice management system for mental health clinicians in direct-pay practice: the chart, client records, scheduling, notes, screeners, secure messaging, telehealth, payments, and, on the Prescriber plan, e-prescribing.

FeelCharts does not bill insurance. It does not submit claims, check eligibility, or connect to a clearinghouse. A practice can produce a superbill for a client, and the client submits it to their own insurer if they choose to.

Accounts are for licensed clinicians, the supervisees and staff they authorize, and practice administrators. You must be at least 18, use your real name, and give accurate license, NPI, and, where you prescribe controlled substances, DEA information. You must keep your license in good standing while you use the Service and tell us promptly if it is suspended, surrendered, revoked, restricted, or placed on probation.

Clients of a practice use the client portal only through a link their practice sends them. Their relationship is with their practice, not with FeelCharts.

FeelCharts is software. It does not provide care, and it is not a substitute for clinical judgment. You are solely responsible for every diagnosis, treatment decision, note, code, prescription, and communication you make or approve, and for informed consent, scope of practice, supervision, and the professional and ethical rules that apply to you.

Some features draft content for you, such as a session note from the conversation or suggested CPT and ICD-10 codes. Drafts and suggestions can be wrong. Nothing is filed until you review, edit, and approve it, and you are the author of record for everything you sign. Interaction and allergy alerts are aids to your judgment and do not catch every risk.

FeelCharts does not provide emergency services. Anyone in crisis should call or text 988 (Suicide and Crisis Lifeline) or dial 911.

Your practice is the HIPAA covered entity for the client records it keeps in FeelCharts. FeelCharts creates, receives, maintains, and transmits that protected health information (“PHI”) on your practice’s behalf, as its business associate, and uses it only to provide the Service to your practice, as described in the Privacy Policy, and as the law allows or requires.

Before you bring client records into FeelCharts, ask us about a business associate agreement (“BAA”) at hello@feelcharts.com. Where your practice and FeelGuide Referrals, LLC have signed a BAA, it controls over these Terms for anything to do with PHI.

FeelCharts supports your compliance program; it does not replace it. You remain responsible for your practice’s policies, notice of privacy practices, client consents, workforce training, who you give access to, and how you handle records outside the Service.

E-prescribing is part of the Prescriber plan and is provided through a certified e-prescribing partner, DoseSpot. You may be asked to accept the partner’s own terms before you prescribe.

• The prescriber chooses the medication. The patient chooses the pharmacy. FeelCharts never selects either one. The pharmacy is the one the patient asks for, found by name, city, state, ZIP code, or pharmacy type (including retail and mail order), and the patient may change it at any time.
• You may prescribe only within the scope of your license and registrations, and only for clients you are treating. You are responsible for every prescription sent under your name.
• Controlled substances require identity proofing, a one-time setup step, and two-factor authentication each time you sign a controlled-substance prescription. You also need a current DEA registration. If any of these lapses or is revoked, controlled-substance prescribing is turned off until it is resolved.
• Your sign-in, your two-factor device, and your identity-proofed credentials are yours alone. Never share them or let anyone sign a prescription for you.
• Prescriptions travel through the e-prescribing network to the pharmacy. We cannot guarantee that a pharmacy receives, accepts, or fills a prescription, and you should follow up on any transmission error the Service shows you.

• Sign-in runs through Google. Keep your Google account secure, and use one account per person; never share a login.
• In a group practice, the practice owner decides who has access and at what role, and is responsible for removing access when someone leaves.
• Client portal, intake, and video links are personal to the client. Send them only to the client they belong to.
• Tell us right away at hello@feelcharts.com if you suspect anyone has used your account or seen records without authorization.

You may not:

• Enter information about anyone who is not a client, prospect, or contact of your practice, or access a record you have no professional reason to see.
• Use the Service to bill insurance claims, or represent to anyone that FeelCharts submits claims.
• Misrepresent your identity, credentials, license, DEA registration, or scope of practice.
• Probe, scan, or test the Service’s security, or bypass its access controls, without our written permission.
• Scrape, copy, resell, or reverse-engineer the Service, or use bots or automated tools against it.
• Use the Service to break any law, professional rule, or another person’s rights, or to send unsolicited marketing.

You can start free, without a card. Current plans are $19 per clinician per month and $99 per prescriber per month with e-prescribing, plus an optional fax line at $15 a month with 100 pages included and 15¢ a page after that. Prices shown in the app at the time you subscribe apply, and we will give you notice before a price change affects an active subscription.

Paid plans renew automatically each month until you cancel. You can cancel at any time; cancellation stops the next renewal and does not refund the current period except where the law requires. Subscription payments are processed by Stripe; we never receive or store your full card number. Payments your clients make to your practice are between your practice and its clients.

Your practice owns its records. You give us permission to host, store, process, and transmit them only as needed to provide the Service to you. We do not sell your data or your clients’ data, and we do not use it for advertising.

You can export every client, note, medication, invoice, message, and uploaded document at any time, in one click, from inside the app, at no charge.

You can close your account at any time. Export your records first. State law and your licensing board decide how long you must keep clinical records, and that obligation stays with your practice after you leave FeelCharts.

After an account closes, we delete or return the practice’s PHI as required by HIPAA and by any BAA we have with the practice. We may keep what the law requires us to keep, such as billing records, and data in encrypted backups until those backups expire; anything we keep stays protected under these Terms and the Privacy Policy.

The Service works with other providers, including Google for sign-in, calendar, and Google Meet telehealth; our e-prescribing partner; payment processors; and any outside tool you choose to connect, such as an import from another EHR. Your use of a service you connect is also governed by that provider’s terms. We are not responsible for services we do not operate.

FeelGuide Referrals, LLC owns the Service, including its software, design, and the FeelCharts name and logo. You may not copy, white-label, or resell it without our written permission. If you send us feedback, we may use it without obligation to you.

We may suspend or close an account if we reasonably believe it has violated these Terms, misrepresented a credential, lost the license it depends on, or put clients, other users, or the Service at risk. Where we can, we will tell you first and give you a chance to export your records. Sections that by their nature should survive closure (data, intellectual property, disclaimers, limitation of liability, indemnification, and dispute resolution) survive.

The Service is provided “as is” and “as available.” To the fullest extent the law allows, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not promise that the Service will be uninterrupted or error-free, that drafted notes, suggested codes, or clinical alerts are complete or correct, or that any clinical or business outcome will result from using it.

To the fullest extent the law allows, FeelGuide Referrals, LLC and its officers, employees, and contractors will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, goodwill, data, or business opportunity, arising out of or related to the Service, even if advised of the possibility. Our total liability for all claims relating to the Service is limited to the greater of (a) the fees you paid us in the twelve (12) months before the event giving rise to the claim, or (b) one hundred U.S. dollars ($100). Some jurisdictions do not allow these limits; there, they apply to the extent permitted.

You agree to defend, indemnify, and hold harmless FeelGuide Referrals, LLC and its officers, employees, and contractors from third-party claims, damages, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising from (i) your clinical care, documentation, or prescribing, (ii) the content you enter into the Service, (iii) your violation of these Terms or applicable law, or (iv) your violation of a third party’s rights. We will tell you about any such claim and let you control the defense with counsel reasonably acceptable to us; we may take part at our own expense.

Before either of us starts an arbitration or court action, the party with the concern will send the other a written notice (email is fine: hello@feelcharts.com for notice to us; the email on your account for notice to you) describing the dispute and the relief requested. We will both try in good faith to resolve it informally, by phone or video, within 45 days of the notice.

If we cannot, any dispute, claim, or controversy between you and FeelGuide Referrals, LLC arising out of or relating to these Terms or the Service will be resolved by final, binding, individual arbitration administered by the American Arbitration Association (“AAA”) under its Consumer Arbitration Rules, held in Austin, Texas, by video or telephone where the AAA rules allow. Either party may bring a qualifying claim in small-claims court instead, and either party may seek injunctive relief in court for intellectual-property infringement or unauthorized account access.

Class-action waiver. You and FeelGuide Referrals, LLC each agree to bring disputes only individually, not as a plaintiff or class member in any class, collective, consolidated, or representative action. If this waiver is found unenforceable as to a claim, that claim will proceed in court and the rest of this section still applies to the remaining claims.

Opt-out. You may opt out of this arbitration agreement by emailing hello@feelcharts.comwith the subject line “Arbitration Opt-Out” within 30 days of first accepting these Terms. Include your name and the email on your FeelCharts account. Opting out does not affect any other part of these Terms.

This section does not waive your right to file a charge with, or take part in an investigation by, a government agency.

These Terms are governed by the Federal Arbitration Act for matters of arbitration, and otherwise by the laws of the State of Texas, without regard to conflict-of-laws principles. For any claim not subject to arbitration, the parties consent to the exclusive jurisdiction of the state and federal courts located in Travis County, Texas (Austin).

We may update these Terms. We will post the new version here and change the “Last updated” date, and for material changes we will give you at least 14 days’ notice by email or in the app before they take effect. Continuing to use the Service after that date means you accept the revised Terms.

Questions about these Terms: hello@feelcharts.com. More ways to reach us are on the contact page.