Last updated: September 20, 2026
These Terms and Conditions apply to your use of the Elara Associates website and to any services we offer. Elara Associates provides medical billing, revenue cycle management, credentialing, contract negotiation, marketing, and AI automation services to healthcare practices.
Please read these Terms carefully. By using our website, contacting us, or working with us, you agree to them. If you do not agree, please do not use our website or services.
Our services are meant for healthcare practices, providers, and their staff. If you use the website or sign up for services on behalf of a practice or company, you confirm that you have the authority to accept these Terms for it. In these Terms, “you” means both you and that practice or company.
You must be at least 18 years old to use our website or services.
Most client work is set out in a separate written services agreement, statement of work, or proposal. It covers scope, fees, timelines, and other details. It may also come with a Business Associate Agreement (BAA).
If any of those documents conflicts with these Terms, the signed agreement wins. These Terms fill any gaps the signed agreement does not cover.
You may use our website for lawful business purposes. You agree not to:
We may suspend or block access to the website at any time if we believe these rules are being broken.
The content on our website is for general information. It is not legal, medical, coding, tax, compliance, or financial advice. Billing rules, payer policies, and regulations change often and differ by payer and by state. Please check with a qualified professional before making decisions based on what you read here.
Even when we work together, you remain responsible for your own clinical decisions, documentation, and compliance with the laws that apply to your practice. Our work supports your decisions. It does not replace them.
We work hard to deliver good results, but we cannot promise specific outcomes. A lot depends on things outside our control, including payer decisions, the quality and completeness of your documentation, and changes in the market. In particular, we do not guarantee:
To do our work well, we need you to:
We are not responsible for delays or problems caused by missing, late, or incorrect information from you.
Some of our services use artificial intelligence, such as AI agents, automations, and AI-assisted content. AI tools can make mistakes, give incomplete answers, or produce content that sounds right but is wrong.
Unless we agree otherwise in writing, you should have a qualified person review AI-generated output before you rely on it, especially anything related to patient care, coding, billing, or compliance. You are responsible for how you use the output. AI tools are not a substitute for clinical judgment or professional advice.
When we handle protected health information (PHI) for a covered entity, we do so under a Business Associate Agreement and in line with HIPAA. Please do not send PHI through our website forms or by regular email. If you need to share PHI with us, we will set up a secure method first.
How we handle personal information collected through our website is explained in our Privacy Policy, which is part of these Terms.
Fees, billing schedules, and payment terms for our services are set out in your written agreement or proposal. Unless it says otherwise:
Each side may share non-public business information with the other during our work together. Each side agrees to keep the other side’s confidential information private, to use it only for the work, and to share it only with people who need it and are bound to keep it private. This does not apply to information that is already public, that you or we learn from another source legally, or that the law requires us to disclose.
Our website and materials. The website, including its text, design, logos, graphics, and code, belongs to Elara or its licensors and is protected by intellectual property laws. You may view and print pages for your own business use. You may not copy, sell, or reuse them without our written permission.
Your materials. You keep ownership of the content, data, and records you give us. You give us permission to use them only as needed to provide the services.
Work we create for you. Ownership of deliverables, such as marketing content, designs, and reports, is set out in your written agreement. If it is silent, you may use the final deliverables for your practice once you have paid for them in full. We keep ownership of our own tools, templates, methods, and know-how.
Our work often involves third parties, such as insurance payers, clearinghouses, credentialing bodies, ad platforms, and software providers. Each has its own rules and terms, and we do not control them. We are not responsible for their decisions, outages, policy changes, or actions. Our website may also link to other sites, and we are not responsible for their content or practices.
Our website and the information on it are provided “as is” and “as available.” To the fullest extent the law allows, we make no promises, express or implied, about the website, including that it will be accurate, uninterrupted, secure, or free of errors. This does not limit any promises we make to you in a signed services agreement.
To the fullest extent the law allows, Elara and its owners, employees, and contractors will not be liable for indirect, incidental, special, consequential, or punitive damages. This includes lost revenue, lost profits, lost data, and loss of goodwill, even if we were told such losses were possible.
Our total liability to you for any claim related to our website or services will not be more than the fees you paid us for the services in the 12 months before the event that led to the claim. For the website alone, where no fees were paid, our total liability will not be more than $100.
Some places do not allow these limits, so they may apply to you only in part. Nothing in these Terms limits liability that the law does not allow to be limited.
You agree to defend and reimburse Elara and its owners, employees, and contractors for claims, losses, and reasonable costs (including legal fees) that come from: your breach of these Terms; information or materials you gave us that were inaccurate or that you had no right to share; or your clinical, billing, or business decisions. This does not apply to the extent the claim was caused by our own negligence or willful misconduct.
You can stop using our website at any time. Ending a services relationship follows the notice terms in your written agreement. If there is no written agreement, either side may end the relationship by giving the other 30 days written notice.
We may suspend or end your access sooner if you break these Terms, fail to pay, or use our services in a way that could harm us, our clients, or others, or if we must do so by law. When services end, you must pay for work done up to that date. Sections that by their nature should continue, such as confidentiality, intellectual property, liability limits, and indemnification, will survive.
These Terms are governed by the laws of the State of New York, without regard to its conflict of law rules. If a dispute comes up, we will first try to resolve it informally by talking. If that does not work, the dispute will be handled in the state and federal courts located in Kings County, New York, and both sides agree to those courts.
We may update these Terms from time to time. When we do, we will change the “Last updated” date at the top. If a change is significant, we will give clearer notice, such as a message on our website or an email to clients. Continuing to use our website or services after an update means you accept the new Terms. A signed agreement can only be changed in writing by both sides.
Questions about these Terms? Reach out:
Elara Associates
Email: info@elaraassociates.com
Phone: (737) 305-6423
Address: Brooklyn, New York
