Terms & Conditions

1. Service Agreement & Campaign Period

• All service agreements begin with a minimum term of three (3) months, unless otherwise stated in your signed agreement.
• Your 30-day campaign period (used for performance guarantees, if applicable) starts from the ad campaign launch date, which will be confirmed via email or Slack.
• After the initial term, services renew on a rolling monthly basis until cancelled.

2. Termination Policy

• A 30-day written notice is required to cancel ongoing services.
• Final monthly payment remains applicable during the notice period.
• Clients may continue using the services throughout the notice period.

3. Termination Fee

• If services are cancelled before the minimum term or outside standard procedure, a termination fee equal to one month’s service fee may apply.
• This covers offboarding, data handover, and reallocation of resources.

4. Payment Terms

• First month’s service fee and setup fee (if applicable) are charged upfront.
• All future monthly service fees are billed automatically on the anniversary of the sign-up date.
• By enrolling, you authorize Patients Flow to securely store and charge your card for:
• Monthly service fees
• Termination fees (if applicable)
• Any additional usage or add-ons (e.g., extra ad spend coordination or upsells)
• Ad spend is paid directly to the advertising platforms (e.g., Meta, Google) and is not included in your monthly service fee.
• All payments are non-refundable, except where expressly covered under a written guarantee clause.

5. Pricing & Ad Spend Adjustment Clause

A) Ad Spend–Dependent Pricing
Patients Flow’s monthly service fee is determined by the total advertising budget managed for the Client. As ad spend increases, campaign management, creative production, lead scheduling, CRM usage, and optimization costs also rise proportionally. Therefore, service fees adjust according to the ad spend tier outlined below to maintain consistent performance, scalability, and quality of delivery.

B) Program Tiers & Service Fees

The following pricing tiers apply based on the Client’s ad spend managed by Patients Flow:

Each higher tier includes expanded campaign management, scheduling volume, creative testing, and media optimization efforts.

C) Recommended Ad Spend Per Treatment
Patients Flow recommends a minimum ad spend of $1,500/month per treatment type to achieve optimal lead flow and performance. Example: Advertising two treatments such as Spinal Decompression and Neuropathy requires approximately $3,000/month in total ad spend for best results.

D) Platform Allocation
Patients Flow reserves the right to determine the allocation of ad spend across Meta (Facebook/Instagram), TikTok, or Google Ads based on performance and strategy. Platform distribution has no effect on the monthly service fee — e.g., a $1,500/month ad budget may be split between two platforms if it aligns with the campaign strategy.

E) Tier Adjustments, Upgrades & Downgrades

• If the Client’s ad spend increases into a higher range, the corresponding program rate will automatically apply from the next billing cycle.
• Upon upgrading to a higher program tier, the Client agrees to a minimum commitment of three (3) months at that tier to allow adequate time for optimization, performance tracking, and ROI measurement.
• To revert to a lower tier, the Client must provide a 30-day written notice prior to the desired downgrade.
• If the next billing date falls within that 30-day period, the current (higher-tier) rate will still apply for that cycle, while ad spend can be reduced after the notice period ends. This ensures smooth campaign scaling, resource planning, and strategic continuity.

6. CRM Usage & Billing

• All CRM setup, automation workflows, lead management dashboards, and reporting tools are included in your monthly service fee.
• However, SMS and phone call usage charges within the CRM are billed separately by the platform (GHL).
• You agree to add a billing method to your CRM account and acknowledge that usage typically ranges from $15–$20 per week, depending on volume.
• CRM usage is governed by the GHL usage policy:
  👉 Phone & SMS Usage Rates

7. Performance Guarantee (If Applicable)

• For clients eligible for our 30-Day Money-Back Guarantee, the following terms apply:
• Client must spend a minimum of $1,500 on ad spend during the 30-day period.
• Client must allow our team to manage appointment setting or promptly follow up on leads.
• The guarantee period is calculated from the actual ad campaign launch date, communicated via email or Slack.
• Only the monthly service fee is eligible for refund (setup fee and ad spend are non-refundable).
• Refund requests must be submitted within 3 days of the 30-day period ending, in writing.
• Patients Flow retains full discretion in refund decisions where clear evidence of qualified leads and fair opportunities were delivered but conversions did not occur.
If the client is on a 30-day trial period, the agreed setup fee and applicable service fees will be charged automatically at the end of the trial, unless the client provides written notice stating otherwise before the trial period ends. Upon continuation, the client will enter into our standard four (4)-month service agreement, and recurring monthly billing will begin automatically on the following day. Subsequent payments will be processed on the same calendar day each month thereafter, unless otherwise agreed in writing.

8. Referral Bonus

• If you refer another clinic that signs up with us (either directly or via your introduction), you are eligible for a $300/month referral bonus for as long as they remain an active client.
• This may be paid out directly or deducted from your monthly fee, based on your preference.

9. Confidentiality

• All agreements, campaign strategies, pricing structures, and creative materials are confidential and must not be shared with third parties for a period of 3 years following service termination.

10. Chargebacks & Disputes

• By using our services, you agree not to initiate chargebacks for services rendered.
• Disputes must be handled directly with Patients Flow.
• Fraudulent chargebacks will result in immediate contract termination and potential legal action.

11. Service Disclaimer

• Patients Flow makes no guarantees of specific financial results, collections, or patient volume.
• Performance depends on multiple variables including but not limited to: clinic staff responsiveness, offer strength, conversion rates, market saturation, and patient compliance.

12. Limitation of Liability

• We are not liable for indirect or consequential damages.
• Our liability is limited to the most recent month’s service fee or re-performance of services, at our discretion.

13. Governing Law

• These Terms are governed by the laws of the United States of America.
• Legal disputes fall under the non-exclusive jurisdiction of US courts, unless otherwise stated in your agreement.

14. Website Terms & Policy Updates

• By using our services, you agree to the Patients Flow Terms & Conditions located at:
  👉 http://patientsflow.co/termsandconditions
• These terms may be updated periodically. Clients will be notified of major changes via email, but are responsible for reviewing updated terms on the site.
• Continued use of our services constitutes acceptance of the latest version.

15. Contact Information

Patients Flow
📧 [email protected]