Terms & Conditions

The terms that govern your use of brightcaseload.com and any credentialing services you purchase from BrightCaseload LLC.

 

Effective date: [DATE PUBLISHED]

 

 

 

SECTION 01

Agreement to these terms

 

These Terms and Conditions govern your use of brightcaseload.com and any services you purchase through it. BrightCaseload Credentialing is operated by BrightCaseload LLC, a Delaware limited liability company. In these terms, "we," "us," and "BrightCaseload" mean that company, and "you" means the person or practice using the site or purchasing services.

 

By using this site, submitting a form, or purchasing a service, you agree to these terms. If you do not agree, do not use the site.

 

Who may use this site. You must be at least 18 years old and able to enter a binding contract. If you are using the site for a practice or organization, you confirm that you are authorized to bind that organization.

 

Changes. We may update these terms. The version posted on this page at the time of your purchase governs that purchase. We will post the effective date at the top of this page, and material changes will be noted. Continuing to use the site after a change means you accept the updated terms.

 

Electronic communications. You consent to receive communications from us electronically, including contracts, notices, and disclosures. Electronic signatures and electronic records satisfy any requirement that a communication be in writing.

 

 

 

 

SECTION 02

Our services and what they do not include

 

BrightCaseload provides administrative credentialing and payer enrollment support to healthcare practices. Our services may include preparing and submitting enrollment applications to Medicare, Medicaid, and commercial payers; building and maintaining CAQH ProView profiles; tracking application status and following up with payers; reviewing payer agreements and fee schedules; and monitoring credentialing-related dates such as re-attestation, license expiration, re-credentialing, and revalidation.

 

We are not a healthcare provider. We do not provide clinical services, treatment, or medical advice, and we do not bill for clinical services.

 

We do not provide legal, tax, accounting, or compliance advice. Information on this site, including free downloads, checklists, and articles, is general information only. It is not advice for your situation, and no attorney-client or other professional advisory relationship is created by using this site or purchasing services.

 

Our services do not include the following unless separately agreed in writing:

 

• Claims submission, denial management, accounts receivable, or collections

• Negotiation of reimbursement rates or fee schedules. We review and flag, we do not negotiate

• State professional licensure applications or renewals for your providers

• Hospital privileging or medical staff appointment

• DEA registration applications

• Formation of your legal entity, tax filings, or accounting

 

Relationship to your service agreement. These terms govern your use of the website and any purchase made through it. The specific services we perform for you are governed by the signed Service Agreement and Business Associate Agreement between us. If these terms conflict with a signed Service Agreement, the Service Agreement controls.

 

 

 

 

SECTION 03

No guarantee of approval or timing

 

IMPORTANT — This is the most important section of these terms. Read it before you purchase.

 

Payers decide, we do not. Enrollment, credentialing, and network participation decisions are made solely by Medicare, Medicaid, and commercial payers. We have no authority over those decisions. We do not guarantee that any provider will be approved, credentialed, contracted, or accepted into any payer network.

 

We do not guarantee timing. Payer processing times vary by payer, state, specialty, and season, and they change without notice. Any timeline we give you, in writing or verbally, is an estimate based on typical ranges and is not a commitment. Enrollment commonly takes 60 to 120 days and can take longer.

 

Closed panels. A payer may decline to accept new providers in your area or specialty. A closed panel is not a failure of our services, and fees for work performed remain payable.

 

Reimbursement rates. We do not guarantee any particular reimbursement rate, fee schedule, or effective date. We do not guarantee retroactive billing eligibility, which varies by payer and is set by the payer.

 

What we do commit to. We commit to preparing applications accurately from the information you provide, submitting them within the timeframe stated in your Service Agreement, following up with payers at the stated intervals, documenting that follow-up, and reporting status to you.

 

Nothing on this website, in any proposal, email, call, or marketing material should be read as a promise of approval, a guaranteed timeline, a guaranteed rate, or a guaranteed revenue outcome. No employee, contractor, or representative of BrightCaseload is authorized to make such a promise.

 

 

 

 

SECTION 04

Fees, payment, and refunds

 

Prices. Current prices are published on our pricing page. Prices may change, but the price you paid governs the services you purchased.

 

What the enrollment fee covers. The per-provider enrollment fee covers preparation and submission of applications to the number of payers stated in your package, CAQH profile work, status tracking, and follow-up through a payer decision. Payers beyond the stated number are billed at the published add-a-payer rate and must be paid before those applications are filed.

 

Maintenance. Monthly maintenance is billed in advance and continues until cancelled with [30] days written notice. Cancelling maintenance does not entitle you to a refund of the enrollment fee.

 

When work begins. We begin work once payment is received, the Service Agreement and Business Associate Agreement are signed, and we have a complete document set from you. The clock on any estimated timeline starts at the complete document set, not at payment.

 

Out-of-scope refund window. Within [5] business days of receiving your intake documents, we may determine that the engagement falls outside what you purchased. Examples include substantially more providers, payers, or states than stated, or circumstances that make the work materially different from what was quoted. If that happens we will tell you, and you may either pay the adjusted fee or receive a full refund of amounts paid.

 

What is not refundable. Once applications have been submitted, fees for work performed are not refundable. We do not refund for:

 

• A payer's denial of an application

• A payer panel that is closed to new providers

• Delays caused by the payer

• Delays caused by incomplete, late, or inaccurate information from you

• Your decision to stop the process after submission

 

Chargebacks. If you dispute a charge for services already performed, we may suspend work and pursue the amount owed.

 

Payment processing. Payments are handled by a third-party processor. We do not store your full card or bank account numbers. Your use of the processor is subject to its own terms.

 

Late payment. Invoices unpaid after [15] days may result in suspension of work, including maintenance monitoring. We are not responsible for lapses that occur during a suspension for non-payment.

 

 

 

 

SECTION 05

Your responsibilities

 

Credentialing depends almost entirely on the accuracy and completeness of what you give us. These obligations are yours.

 

Accurate information. You are responsible for the accuracy of every document and detail you provide, including licenses, National Provider Identifiers, tax identification numbers, malpractice coverage, work history, education, and practice addresses. We prepare applications from what you give us. We do not independently guarantee the accuracy of your records.

 

Disclosure of adverse history. You must tell us, before we begin, about any license restriction, board action, malpractice settlement or judgment, federal or state exclusion, prior payer denial or termination, or gap in work history longer than [6] months. These materially affect enrollment. Failing to disclose them may cause a denial, and in that case fees are not refundable.

 

Authorization to act. You authorize us to submit applications, communicate with payers, and access portals on your behalf, and you confirm you have the authority to grant that for each provider. You will sign any payer-required authorization or release.

 

Timely responses. Payers set deadlines we cannot extend. If you do not respond to a request for information within the time a payer allows, an application may be closed and may need to be refiled at additional cost.

 

Account credentials. You are responsible for the security of any portal credentials you share with us and for notifying us promptly if they change.

 

Exclusion screening. We screen providers against federal and state exclusion lists as part of our services. A provider who is excluded from federal healthcare programs cannot be enrolled. If screening identifies an exclusion after you have paid, we will tell you immediately, and fees for work already performed remain payable.

 

Your own compliance. You remain responsible for your practice's licensure, clinical compliance, billing practices, and any obligations under your payer contracts. Our services do not transfer those obligations to us.

 

 

 

 

SECTION 06

Confidentiality and provider data

 

Confidentiality. We treat your practice information and provider records as confidential. We will not disclose them except to payers and credentialing bodies as needed to perform the services, to subcontractors bound by equivalent confidentiality obligations, or where required by law.

 

Business Associate Agreement. Where we may access protected health information, we will execute a Business Associate Agreement with you before receiving any records. The BAA governs our handling of protected health information and controls over these terms on that subject.

 

Sensitive provider data. Credentialing requires sensitive personal information about your providers, including Social Security numbers, dates of birth, and DEA registrations. We store these in access-controlled systems covered by a signed business associate agreement with our storage provider.

 

How to send documents. Send documents only through the secure intake form or secure storage link we provide. Do not send Social Security numbers, DEA numbers, or license images by unencrypted email or text. We are not responsible for information you transmit to us by insecure means against this instruction.

 

Retention. We retain records for [7] years after an engagement ends, or longer where required by law or payer rules. You may request a copy of your records at any time.

 

Subcontractors. We may use subcontractors to perform parts of the services. We remain responsible for their work and require them to sign confidentiality and, where applicable, business associate agreements.

 

Use for marketing. We will not use your practice name, provider names, logo, or results in marketing without your written permission. Where you grant permission, you may withdraw it with written notice for future use.

 

 

 

 

SECTION 07

Website content and intellectual property

 

Our content. The content on this site, including text, graphics, logos, checklists, templates, and downloadable guides, is owned by BrightCaseload LLC or its licensors and is protected by copyright and trademark law.

 

What you may do. You may view the site and download our free resources for your own practice's internal use. You may not resell, republish, or redistribute our materials, or use them to build a competing service, without written permission.

 

Trademarks. BrightCaseload and the BrightCaseload logo are trademarks of BrightCaseload LLC.

 

Payer names. Payer and plan names appearing on this site are the trademarks of their owners and are used only to describe the payers we work with. BrightCaseload is not affiliated with, endorsed by, or sponsored by any payer.

 

Third-party links. This site links to third-party resources such as government portals and scheduling tools. We do not control those sites and are not responsible for their content, availability, or practices. Your use of them is governed by their own terms.

 

Feedback. If you send us suggestions about our services, you grant us a non-exclusive, royalty-free right to use them without obligation to you.

 

Site availability. We do not guarantee the site will be uninterrupted or error-free, and we may change or withdraw any part of it at any time.

 

Privacy. Our collection and use of personal information is described in our Privacy Policy, which is incorporated into these terms by reference.

 

 

 

 

SECTION 08

Disclaimers, liability, and indemnification

 

Disclaimer of warranties. The site and the services are provided on an "as is" and "as available" basis. To the fullest extent permitted by law, we disclaim all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the services will result in approval, enrollment, network participation, any reimbursement rate, or any revenue outcome.

 

Limitation of liability. To the fullest extent permitted by law, we are not liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost billing opportunity, or loss of business, even if we were advised such damages were possible.

 

Cap on liability. Our total liability for any claim arising out of or relating to these terms or the services, whether in contract, tort, or otherwise, will not exceed [the total fees you paid us in the twelve months before the event giving rise to the claim].

 

Exceptions. Nothing in this section limits liability that cannot be limited under applicable law, including liability for gross negligence, willful misconduct, or fraud.

 

Indemnification. You agree to indemnify and hold harmless BrightCaseload LLC, its members, employees, and contractors from any claim, loss, liability, or expense, including reasonable attorneys' fees, arising from information you provided that was inaccurate or incomplete, your failure to disclose adverse licensure, exclusion, or malpractice history, your breach of these terms, or your own clinical, billing, or regulatory conduct.

 

Our insurance. We carry professional liability and cyber liability coverage. A certificate of insurance is available on request. Carrying insurance does not expand the limits of liability stated above.

 

 

 

 

SECTION 09

Termination, governing law, and contact

 

Termination by you. You may cancel maintenance services with [30] days written notice. Enrollment work already submitted will be completed unless you instruct us in writing to stop, and fees for work performed remain payable.

 

Termination by us. We may suspend or end services if you fail to pay, fail to provide required information, ask us to submit information we believe to be inaccurate or misleading, or breach these terms. We may also decline or end an engagement where a provider is excluded from federal healthcare programs.

 

On termination. We will provide your records and a status report on every open application within [15] business days. You are responsible for all work performed through the termination date.

 

Survival. Sections on fees owed, confidentiality, intellectual property, disclaimers, limitation of liability, indemnification, and governing law survive termination.

 

Governing law. These terms are governed by the laws of the State of Delaware, without regard to its conflict of laws rules.

 

Dispute resolution. Before filing any claim, the parties will attempt to resolve the dispute in good faith for [30] days after written notice. [Any unresolved dispute will be resolved by binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, seated in [COUNTY], Delaware, on an individual basis only. Class actions and class arbitration are waived.] If arbitration is not used, the state and federal courts located in Delaware have exclusive jurisdiction.

 

Entire agreement. These terms, together with your signed Service Agreement, Business Associate Agreement, and our Privacy Policy, are the entire agreement between us on their subject matter.

 

Severability. If any provision is found unenforceable, the rest remains in effect.

 

Assignment. You may not assign these terms without our written consent. We may assign them in connection with a sale or reorganization of the business.

 

Contact.

 

BrightCaseload LLC
[MAILING ADDRESS]
info@brightcaseload.com