MEDVROOM PROVIDER AGREEMENT
Effective Date: June 26, 2026
This Provider Agreement (“Agreement”) is entered into between MedVroom, Inc. (“MedVroom,” “Platform,” “we,” “us”) and the healthcare provider or entity (“Provider,” “you”).
By registering, accessing, or using the Platform, you agree to be legally bound by this Agreement.
1. PLATFORM SERVICES
MedVroom provides a technology marketplace that enables Providers to list services, manage availability, and receive appointment requests.
MedVroom does NOT:
- provide medical care
- practice medicine
- employ or supervise Providers
- control clinical decisions
2. INDEPENDENT CONTRACTOR STATUS
Provider is an independent contractor. Nothing in this Agreement creates employment, agency, partnership, or joint venture. Provider retains full control over pricing, services, and clinical decisions.
3. PROVIDER REPRESENTATIONS & WARRANTIES
Provider represents and warrants that:
- all licenses are valid, active, and unrestricted
- Provider complies with all federal and state laws
- Provider maintains all required certifications, registrations, and malpractice insurance
- Provider is not excluded from any government healthcare program
Provider must immediately notify MedVroom of any license suspension, investigation, disciplinary action, or lapse in insurance.
4. PROVIDER RESPONSIBILITIES
Provider agrees to:
- deliver care consistent with accepted medical standards
- maintain accurate profile and availability
- honor scheduled appointments or provide reasonable notice
- independently verify patient identity, insurance eligibility, and treatment appropriateness
5. TELEHEALTH COMPLIANCE
Provider is solely responsible for telehealth compliance, including state-specific telehealth laws, licensure in the patient’s location, obtaining informed consent, and maintaining proper documentation. MedVroom does not verify or guarantee telehealth eligibility.
6. NO RELIANCE ON PLATFORM
Provider acknowledges that MedVroom does not guarantee patient volume, listings, visibility, or promotions. Provider does not rely on MedVroom for business success.
7. APPOINTMENTS & PLATFORM USE
Provider agrees to maintain accurate scheduling, avoid double-booking, and act in good faith. MedVroom reserves the right to monitor activity, suspend or restrict access, or remove listings at its sole discretion.
8. FEES & PAYMENTS
8.1 Free Trial Period
New Providers receive a 30-day free trial with full platform access. No credit card is required to start. During the trial period, Providers may receive bookings, and applicable per-booking fees will be charged upon booking confirmation unless otherwise stated.
8.2 Subscription and Per-Booking Fees
After the 30-day trial, Providers must select a plan (Basic or Premium) and provide a valid payment method to continue receiving new patient bookings.
Fees consist of:
- A recurring monthly subscription fee (billed on the 31st day and monthly thereafter), and
- A per-booking service fee charged immediately upon booking confirmation (or after the patient’s 24-hour cancellation window expires).
8.3 Promoted Listings
Providers may purchase a Promoted add-on for additional monthly fees to receive enhanced visibility.
8.4 Payment Terms
All fees are processed securely through Stripe.
- By accepting a booking, Provider authorizes immediate charge of the applicable per-booking fee.
- Monthly subscriptions are charged automatically.
- Failure to maintain valid payment information may result in suspension of the Provider’s profile visibility.
MedVroom reserves the right to modify pricing with 30 days’ notice. Continued use after notice constitutes acceptance of updated pricing. Fees are non-refundable except as expressly provided in this Agreement.
9. INSURANCE & BILLING DISCLAIMER
Provider is solely responsible for verifying insurance coverage, communicating costs to patients, and billing compliance. MedVroom does not guarantee insurance acceptance or reimbursement.
10. PATIENT DATA & PRIVACY
Provider agrees to comply with all applicable privacy laws, including HIPAA, and to safeguard patient information.
MedVroom functions primarily as a scheduling and technology platform. Providers are responsible for handling medical records, intake, and treatment data through their own systems.
Provider acknowledges that MedVroom may act as a Business Associate when it receives, creates, maintains, or transmits Protected Health Information (PHI) on Provider’s behalf. Provider agrees to execute MedVroom’s Business Associate Agreement (BAA) as a condition of using the Platform for any services involving PHI. Provider must execute the BAA prior to activation of any features that involve the exchange of PHI. Failure to execute the BAA may result in suspension or termination of Provider’s account.
Provider remains solely responsible for its own compliance as a Covered Entity (or Business Associate) under HIPAA.
11. PROHIBITED CONDUCT
Provider shall not misrepresent credentials, submit false information, engage in fraud, manipulate reviews, or bypass the platform to avoid fees.
Provider shall not:
- Misrepresent credentials, licensure status, insurance participation, or any other profile information
- Submit false information or engage in fraud
- Manipulate reviews (including incentivizing, faking, suppressing, or exchanging reviews)
- Solicit patients to move bookings off-platform
- Engage in any activity prohibited by our Acceptable Use Policy, which is incorporated into this Agreement by reference
Provider acknowledges that all content submitted to the Platform (including profile information, availability, and responses to reviews) must fully comply with the Acceptable Use Policy.
MedVroom reserves the right to monitor, moderate, remove content, suspend, or terminate a Provider’s account for violations of this Agreement or the Acceptable Use Policy.
12. REVIEWS & CONTENT
Patients may submit reviews. MedVroom may remove or moderate content at its discretion. Provider may not solicit or falsify reviews.
13. SUSPENSION & TERMINATION
MedVroom may suspend or terminate Provider’s account at any time for violations of this Agreement, legal or compliance risk, patient safety concerns, inaccurate information, or failure to pay any subscription or per-booking fees when due.
During any suspension due to non-payment, Provider’s profile will be hidden from patient search results, but the account will remain active. Provider may reactivate the account by paying all outstanding balances.
Provider may terminate this Agreement at any time with notice, but remains responsible for all fees accrued up to the termination date.
14. NON-CIRCUMVENTION
Provider agrees not to circumvent the MedVroom platform to avoid applicable fees. This includes soliciting patients obtained through MedVroom to transact outside the platform. This restriction applies during the term of this Agreement and for 12 months following the last patient interaction facilitated through MedVroom. Violation may result in immediate suspension, termination, financial penalties, and legal action. This includes attempting to avoid applicable subscription or per-booking fees by moving patients off-platform.
15. FORCE MAJEURE
MedVroom shall not be liable for failure or delay resulting from causes beyond its reasonable control (system outages, internet failures, natural disasters, third-party service interruptions, etc.).
16. DISCLAIMER OF WARRANTIES
The Platform is provided “AS IS” and “AS AVAILABLE” with no warranties of any kind, express or implied (including merchantability, fitness for a particular purpose, accuracy, non-infringement, or reliability of platform content). MedVroom disclaims all warranties to the fullest extent permitted by law.
17. LIMITATION OF LIABILITY
TO THE FULLEST EXTENT PERMITTED BY LAW:
MedVroom shall not be liable for medical malpractice, provider actions, patient disputes, loss of revenue, data, or business, or indirect or consequential damages.
TOTAL LIABILITY SHALL NOT EXCEED the fees paid by Provider to MedVroom in the 6 months preceding the claim.
18. NO PLATFORM LIABILITY FOR MEDICAL SERVICES
Provider agrees that MedVroom has no responsibility for patient care. Provider assumes full liability for all medical services and shall defend and indemnify MedVroom against malpractice claims, patient injury claims, and regulatory violations.
19. INDEMNIFICATION
Provider agrees to defend, indemnify, and hold harmless MedVroom from any claims arising out of medical services provided, violation of laws, breach of this Agreement, or inaccurate information submitted.
20. DISPUTE RESOLUTION; BINDING ARBITRATION AND CLASS ACTION WAIVER
IMPORTANT: PLEASE READ THIS SECTION CAREFULLY — IT AFFECTS YOUR LEGAL RIGHTS.
This section requires most disputes between you and MedVroom to be resolved through binding individual arbitration instead of court proceedings, and includes a waiver of class actions and jury trials. You and MedVroom agree that any Dispute (defined below) will be resolved as set forth in this Section.
20.1 Informal Dispute Resolution
Most issues can be resolved by contacting us at support@medvroom.com. Before initiating arbitration, the complaining party must first send a written Pre-Arbitration Notice to legal@medvroom.com. The notice must include: (a) the party’s name, account information, and contact details; (b) a detailed description of the claim and the relief sought; and (c) the complaining party’s signature (or authorized representative’s signature).
The other party will respond using the contact information on file. For 60 days after receipt of a complete notice, the parties will attempt in good faith to resolve the Dispute. This informal process is a required condition precedent to arbitration.
20.2 Agreement to Arbitrate
If the Dispute is not resolved within 60 days, you and MedVroom agree that it shall be resolved exclusively through final and binding individual arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules (or Consumer Arbitration Rules if applicable) then in effect.
This Arbitration Agreement is governed by the Federal Arbitration Act (9 U.S.C. § 1 et seq.). The arbitration will be conducted virtually by videoconference or, at the election of the Provider, in the county where the Provider’s primary practice is located. The arbitrator’s decision will be final and binding, subject to any limited appeal rights under the FAA.
20.3 Class Action, Collective Action, and Representative Action Waiver
ALL DISPUTES MUST BE BROUGHT ON AN INDIVIDUAL BASIS ONLY.
You and MedVroom waive any right to bring, join, or participate in a class action, collective action, consolidated action, representative action, or private attorney general action, whether in arbitration or in court. The arbitrator may award relief only to the individual party seeking relief and only to the extent necessary to provide relief warranted by that party’s individual claim.
YOU ARE ALSO WAIVING YOUR RIGHT TO A JURY TRIAL to the fullest extent permitted by law.
20.4 Small Claims Court Exception
Either party may bring an individual claim in small claims court in the county of the Provider’s primary practice (or MedVroom’s principal place of business) if the claim qualifies and remains strictly on an individual basis.
20.5 Mass Filing Procedures
If 25 or more similar claims are filed by or with the assistance of the same law firm, group of coordinated claimants, or otherwise coordinated (“Mass Filing”), the AAA’s Mass Arbitration Supplementary Rules (or equivalent) shall apply, including staged resolution procedures designed to promote efficiency and fairness.
20.6 Costs and Fees
Payment of arbitration fees and costs will be governed by the applicable AAA Rules. MedVroom will not seek to recover its attorneys’ fees or costs unless the arbitrator determines the claim is frivolous or brought in bad faith.
20.7 Opt-Out Right
You may opt out of this arbitration agreement by sending a signed written notice to legal@medvroom.com within 30 days after the date you first accept this Provider Agreement. The notice must clearly state that you are opting out of the arbitration agreement and include your full name, practice name, and license number. If you opt out, this Section 20 will not apply to you.
20.8 Survival
This Section 20 survives any termination or expiration of this Agreement.
21. GOVERNING LAW
This Agreement shall be governed by the laws of the State of Washington, without regard to conflict of law principles, and subject to applicable federal law. Any disputes not subject to arbitration shall be resolved exclusively in the state or federal courts located in Spokane County, Washington.
22. SEVERABILITY
If any provision is found unenforceable, it shall be modified to the minimum extent necessary, and the remaining provisions shall remain in full force.
23. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements.
24. ELECTRONIC ACCEPTANCE
This Agreement is entered into electronically and is enforceable under the Electronic Signatures in Global and National Commerce Act (E-SIGN Act).