Last updated November 11, 2026
These terms are a binding agreement between your practice and Medex Systems LLC. Please read them carefully. Questions? Email [email protected] or call 888-643-8367.
These Terms of Service ("Terms") govern your use of the Medex platform, the Medex app at app.medexsystems.com, and medexsystems.com (together, the "Service"), provided by Medex Systems LLC, a Texas limited liability company ("Medex," "we," "us"). By creating an account, starting a trial or using the Service, you agree to these Terms and to our Privacy Policy.
If you accept these Terms for a practice or other organization ("you" or "customer"), you confirm that you have authority to bind it. You must be at least 18 years old to use the Service.
Medex is software that helps medical practices manage patient communication, scheduling, marketing, payments and related work. The Service is built on third-party software and infrastructure. We may add, change or remove features over time. If we remove a major feature from your plan, we will tell you in advance.
Medex is a business tool. It is not a medical device, does not provide medical advice, and does not replace your electronic health record or your clinical judgment.
Services from our partners, such as Lake Health Alliance and Claire, are provided by those partners under their own terms.
New customers may start with a 14-day free trial. A payment card is required at signup. Unless you cancel before the trial ends, your subscription starts automatically and your card is charged for the plan you chose. One free trial is available per practice.
Some parts of the Service are billed by usage, including text messages, phone calls, email, and AI features. Your plan includes a monthly usage credit, which is applied to usage first. Unused credit does not roll over to the next month and has no cash value. Usage beyond the credit is charged at the rates shown in your account. Phone number fees and carrier registration fees for text messaging may also apply. We may change usage rates with at least 30 days' notice. Estimates on our website, including the usage calculator, are for guidance only.
You can move to a different plan at any time. To cancel, you must give us written notice by email to [email protected] or by mail to Medex Systems LLC, 5900 Lake Forest Dr, Suite 300 PMB MCK2088, McKinney, TX 75070-2238. We do not accept cancellation by phone, text or chat. Cancellation takes effect at the end of the billing period in which we receive your notice, and you keep access until then. Usage charges incurred before cancellation remain due. Refunds are handled under our Refund Policy.
You are responsible for how you use the Service, and you agree to follow all laws that apply to your practice and your communications, including laws on telemarketing, text messaging, email marketing, privacy, health information and healthcare advertising. You agree not to:
Before sending business text messages in the United States, you may need to register your business and messaging use with the phone carriers. The Service includes tools for registering, but approval is up to the carriers. Carriers may filter, delay or block messages, and we are not responsible for messages they do not deliver. We may pause your messaging or calling if we believe it breaks the law or these Terms, or puts our phone numbers or other customers at risk.
If your practice is a covered entity under HIPAA, you must sign a Business Associate Agreement (BAA) with Medex Systems LLC before storing or sending protected health information through the Service. Do not store or send protected health information through the Service until a BAA is in place. You are responsible for deciding what information to store in the Service and for your own HIPAA compliance.
AI features generate content automatically, and that content can be incomplete or wrong. AI output is not medical advice. You are responsible for reviewing AI output, for how you set up AI agents that talk to patients, and for any disclosures the law requires when patients interact with AI. AI features should not be used to diagnose, treat or triage patients, or to handle emergencies.
You own the information you and your patients put into the Service ("customer data"). You give us permission to host, process and transmit customer data only as needed to provide and support the Service, and as described in our Privacy Policy. You are responsible for having the rights and consents needed to put customer data into the Service. You can export your data while your account is active. After cancellation, we may delete customer data, so export anything you need before your access ends.
The Service, our website, the Medex name and logo, and all related software and content belong to Medex or our licensors. We give you a limited, non-exclusive, non-transferable right to use the Service for your practice while your subscription is active. If you send us feedback or suggestions, we may use them without any obligation to you.
The Service can connect to third-party services, such as payment processors, EHR systems, Google, Facebook and Instagram. Your use of those services is governed by their own terms. We are not responsible for third-party services, and their features may change or stop working with Medex.
We work to keep the Service available and reliable, but we do not promise it will be uninterrupted or error-free. We may perform maintenance and updates. Every plan includes a 1-hour setup session and video tutorials; other support depends on your plan.
We may suspend or end your access if you break these Terms, do not pay, or use the Service in a way that could harm Medex, our customers, patients or others. Where reasonable, we will give you notice and a chance to fix the problem first. Sections that by their nature should survive termination, including payment obligations, disclaimers, limits on liability, indemnity and arbitration, will survive.
Except as expressly stated in these Terms, the Service is provided "as is" and "as available." To the fullest extent the law allows, we disclaim all other warranties, including implied warranties of merchantability, fitness for a particular purpose and non-infringement. We do not guarantee any particular business result, such as more patients, bookings or revenue.
To the fullest extent the law allows, neither party will be liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data. Our total liability for all claims relating to the Service will not exceed the amounts you paid us in the 12 months before the event giving rise to the claim. These limits do not apply to your payment obligations or your indemnity obligations.
You will defend and indemnify Medex against claims, fines and costs arising from your customer data, your messages and calls, your use of the Service in breach of these Terms, or your violation of any law, including telemarketing, privacy and health information laws.
These Terms are governed by the laws of the State of Texas, without regard to its conflict-of-law rules, and by the Federal Arbitration Act.
Informal resolution first. Before starting arbitration, a party must send the other a written description of the dispute, and both parties will try in good faith to resolve it within 30 days.
Binding arbitration. Any dispute that is not resolved informally and that arises from or relates to these Terms or the Service will be resolved by final, binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, before a single arbitrator. The arbitration will take place in Collin County, Texas, or by video or written submissions if both parties agree. Judgment on the award may be entered in any court with jurisdiction.
Individual claims only. Claims may be brought only on an individual basis, not as a plaintiff or class member in any class, collective or representative proceeding, and the arbitrator may not combine claims of more than one customer.
Exceptions. Either party may bring an individual claim in small claims court if it qualifies, and either party may ask a court for an injunction to protect its intellectual property or confidential information or to stop misuse of the Service. For those matters, and to enforce an arbitration award, the parties agree to the state and federal courts located in Collin County, Texas.
We may update these Terms from time to time. We will post the new version here with a new "last updated" date and, for significant changes, notify customers by email or in the app at least 30 days before they take effect. Continuing to use the Service after changes take effect means you accept them.
These Terms, together with our Privacy Policy, any order you place, and any BAA we sign with you, are the entire agreement between you and Medex about the Service. If any part of these Terms is found unenforceable, the rest stays in effect. You may not transfer these Terms without our written consent; we may transfer them in connection with a merger, acquisition or sale of assets. Neither party is responsible for delays caused by events beyond its reasonable control.
Medex Systems LLC
5900 Lake Forest Dr, Suite 300 PMB MCK2088
McKinney, TX 75070-2238
888-643-8367
[email protected]